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1. eee Bill Fowler x7020 bfowler scu edu Complete PeopleSoft Access Security Form http www scu edu studentrecords Resources Resources cfm PeopleSoft Budget Management ce eeeeeeeeee Ruben Sumoba x1881 rssumoba scu edu Complete User Agreement Form http www scu edu finance forms index cfm Petty Cash Set Up gegen tinareatinaeauniaess Suzanne Gaumont x6902 or sgaumont scu edu Purchasing Card Set up ccegoses cenigctacesiesendenseseedsvaseces Ed Merryman x5076 or emerryman scu edu Commonspot web publishing 0 0 0 0 eee eeeeeeeeeeeee Russ Morris x5127 or rmorris scu edu Campus Directory Update eee eeeeeseeeeeeereeeeees Office of Communication amp Marketing x6068 Request to be added as phonebook representative for unit Astra Calendar room scheduling eeeeeeeeeeeeeee Mary Camarena Hittle mcamarenahittle scu edu x 2342 Copi r ACCESS osictzciacedchezedtces datebietededacarecduacbedudineeielag Bertha Gonzales x4037 or bgonzalez scu edu AIM Login Facilities work orders ceeeeeeeeeee Jenny Stoddard x4742 or facilities csc scu edu E E E aa ee http university operations scu edu facilities service request general_maint Staff email distribution lists 2 00 0 eeeeeeesseeeeeeeee ITS x5700 Ask for your scu edu address to be added to both staff lists Office Max username and password cseeeeeee Lisa Chatelle Watt x5414 Ichatellewatt scu edu
2. The team also ensures that students have a safe working environment in which to carry out their lab work and that the waste generated in laboratory experimentation is disposed of properly Contact Anne Farrell afarrell scu edu for more information on lab management and John Hyde jhyde scu edu for information on laboratory safety and waste disposal 5 9 Mailing Services http www scu edu finance USS mailing_services cfm University mail is all received in the Central Mailing it is then sorted and delivered to all areas on campus at which time outgoing mail is picked up Typically once a time has been established for your mail pick up and delivery it happens around that same time each day Larger or specialty packages may arrive in a separate delivery that same day 5 10 Website http scu edu webpublishing cms University websites are updated and maintained using CommonSpot Some department administrators are responsible for website maintenance while faculty in other units may update as necessary Russ Morris in the Office of Marketing amp Communication can work with you to get started as can either Teri Escobar or Hazella Bowmani in Technology Training 5 11 Emergency Response amp Preparedness at SCU http www scu edu emergency You are strongly encouraged to sign up with Connect ED which will alert you at your home office and cell locations if there is an emergency on campus You can access this registry using your E Ca
3. line faculty who have not yet been granted tenure It is meant to be a thorough evaluation of the faculty member s progress in research scholarship teaching and service The faculty member provides all examples of the three areas to the faculty in her his department who write an evaluative developmental letter to the candidate The final draft of the letter is agreed upon by the Chair and Dean before it is shared with the candidate Most faculty will take a quarter of sabbatical following their MPR Details on the process can be found at http www scu edu provost facultydevelopment upload MPR JFDL 20for 20FD 20website2 pdf 2 1 4 Rank and Tenure promotion prep Your responsibilities for faculty rank and tenure promotion preparation are very similar to those for faculty assessment reports the only difference is scale Most tenure line faculty are hired as Assistant Professors and assuming all goes well are promoted to Associate Professor within seven years and to Professor at some indeterminate point after that When tenure line faculty are filing for a promotion material must be gathered dating back to their last promotion It is not unusual for people applying to full Professor status to present data from ten or more years Administrators in some units may be responsible for gathering syllabi course evaluations exit survey comments grade distribution reports and various other departmental data for the promotion period Data on rank a
4. so please discuss your units needs with your Chair or predecessor when possible We are happy to have you join the College and if you have questions that are not answered within these pages we encourage you to reach out to your fellow administrators for advice and support Best Regards Orientation Coordinators Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 2 College of Arts amp Sciences Getting Started 1 1 Access Before you can begin diving into a regular routine in your new position you l have to be granted access to several different systems on campus If you haven t already received it you ll need your employee ID from HR Once you ve got that you re ready to begin Resource Contact Access SCU ID Card uo cccccccceseeessesseeersrerseeees Access Office located in Benson Center Card access Onity locks keys to buildings Facilities facilities csc scu edu PA AMS caissetsachcacta scaedetesantaetonasucenacreacd asandde tetsu nent ecashies Campus Safety x4441 Fill out the parking form http university operations scu edu campus parkinginformation Novell Groupwise email eeeeeseeeseeeeeeeeeeeenees Complete Groupwise Account Form and User Agreement Form http it scu edu faqg NewEmployee shtml PeopleSoft Student Administration
5. A typical order of events for the day would be AM Welcome by President of University Information sharing re application process financial aid student residence life Residential Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 17 College of Arts amp Sciences Learning Communities RLCs and integrated learning opportunities Department Fair over 40 campus departments and clubs give first hand information and answers to participants questions A table is provided for each department The time element is usually 2 5 hours so it s best to split the time into two shifts for the faculty student reps PM Lunch Tours of Campus and repeat of Information sharing sessions noted above Special Opportunities sessions led by faculty 2 5 13 Major amp Minor Fair This event occurs every February usually mid day on a weekday in mid month It is an opportunity for students particularly first year undeclared and new transfers to talk to faculty and fellow students from the various undergraduate majors and minors that are offered at SCU All major and minor programs should be represented at this fair The departments need to be sure to select a few faculty and current majors minors to go to this event Since it is two hours in length it s best to split the time into two shifts and
6. It contains all courses being taught in the quarter and is broken down by faculty but usually contains a departmental and college level distributions as well Some departments include this data with Faculty Activity Reports and Rank amp Tenure applications 2 1 9 Book Orders In some units the faculty are responsible for submitting their book orders in others the administrator coordinates the process Clint Stroud and Michael Cortez in the bookstore will send out hard copies of the book order forms as well as a timeline for the return of material Book orders can be submitted on the hard copy forms online via www scu edu bookstore or in a pinch via email to Clint cstroud scu edu or Michael mwcortez scu edu The hard copy order forms are pre filled out with the books ordered last year in the specific quarter Often the courses or instructors have changed The bookstore usually sends at least one blank textbook order form you may need to make additional copies if you opt to submit your book orders on the forms rather than online If your faculty submit their own book order forms it s a good idea to check with Clint x4490 or Michael x4491 near the deadline Many faculty need to be reminded to submit their orders It s in the students best interests for our order forms to get submitted quickly thus we ensure that we re able to get quality used book options rather than only new more expensive books Contact Sue Khalipa
7. all staff email your event announcements to Faculty listproc scu edu and or Staff listproc scu edu If you would like to email to all undergraduates the Associated Students Vice President sends a weekly email to all undergraduates that includes brief event announcements Contact the current Vice President for more information You can also reach alumni community members and friends of your department via email to advertise your event e If your event is newsworthy contact the Office of Marketing and Communication to help you draft and distribute a press release to the media You may also want to send a press release to the student newspaper The Santa Clara You could also consider advertising in The Santa Clara or in The Grapevine the publication printed for the Law School e You can also spread the word about your event through the departments and offices with which you are co sponsoring if applicable Encourage them to email their network of possible attendees with your PDF flyer or invitation You may also attract more students to your event if you encourage professors to offer extra credit for attending the event 4 10 Event evaluation While it may be easy to skip this step including a brief event evaluation for your event will help you plan your next event and will help you identify whether or not you are achieving the outcomes you had hoped for your event For example if one of your goals is to educate your audience about a particular t
8. fund Some departments track alumni donations and follow through with thank you notes or other recognition See Alumni section for additional details 3 6 Grants Various internal professional development technology grants are available to faculty through the Dean Provost Bannan Center Markkula Center and other campus entities These grants are set up for the individual and given a unique budget string When the faculty needs to be reimbursed these are processed by the department admin To determine the amount of money that is remaining on a specific grant you may run a project summary using the project ID in PS finance system The Dean s Office professional development grants are commonly used by faculty Academic Year Adjunct Lecturers AYALs are allowed to request up to 250 per academic year Renewable Term Lecturers RTLs are allowed up to 500 per academic year Tenure Line faculty may request up to 1 000 year These professional development grants are made at the discretion of the Dean s office The faculty email Kathleen Schneider KVSchneider scu edu with a request which should include an itemized list of what they plan to do with the money and the approximate cost of each item If approved the Dean s office will send a memo to the faculty member the Chair and the Admin with the budget string and amount of the grant Various entities on campus offer similar funding opportunities throughout the year they will usually ema
9. skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 10 College of Arts amp Sciences 2 2 Course scheduling Course scheduling is done several months in advance Most units plan their courses for the full academic year in the winter of the preceding year The first building block in this process is your budget you will need to wait to hear from the Dean s Office about your course target and how much money is allocated for Annual and Quarterly Lecturers This is done via the Academic Year Plan 2 2 1 Academic Year Plan aka November Plan is an Excel spreadsheet that contains the full year course plan for the department and is maintained jointly by the Dean s office and Department Chair and or Admin Questions about this document may be directed to your Associate Dean or Kathleen Schneider in the Arts amp Sciences Dean s Office The AYP November Plan consists of five worksheets 1 FACRESOURCES updated only by the Dean s office contains section targets teaching loads of Tenure TE Tenure track TT Senior Lecturer SRL Renewable Term Lecturer RTL and Academic Year Lecturers AYAL Dean s office updates leave approvals sabbaticals course releases and appointment periods 2 FACLOAD Pivot table pulls information from FULLYEAR page you need to manually refresh data using the pivot t
10. 5 Excellent Any further comments or event suggestions A link to the online version of this survey will be emailed to attendees 5 General Office 5 1 Record keeping Filing Backups Until you ve a good feel for what data is important and what can be discarded it s best to be safe and hold on to everything Most of us archive all University related emails a function within Groupwise rather than deleting them You should keep copies of any payment requests for your files 5 2 Copiers University copiers are maintained by Rabbit Copiers which leases them to the University Contact Bertha Gonzalez bgonzalez scu edu or Ed Merryman EMerryman scu edu with specific questions or service requests The Copier Printer Usage reports that provide detailed backup for the charges to your Department are available in PeopleSoft Financials Detailed instructions to run the reports and more information are online at http www scu edu finance USS Copier Program cfm Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 29 College of Arts amp Sciences For large jobs most of us utilize CopyCraft a copier service just off campus Their prices are competitive you may e mail your copy job to them and they re usually able to return a job to you the next day same day if you re in a rush Their
11. Academic Calendar or their name will not appear in the Commencement Program 2 5 17 4 Commencement Events In addition to the Commencement ceremony there are a host of other activities taking place including Commencement Liturgy President s Reception Seniors Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 20 College of Arts amp Sciences Only Breakfast In addition some departments choose to host a table or event for graduating seniors Note that on Commencement weekend all departments are asked to refrain from using Bon App tit and or Facilities for food or set up needs Other departments host graduation events earlier in Spring quarter in order to celebrate with their students If you want to book the Williman Room or Adobe Lodge for a graduation event book early Some areas may be booked up to a year in advance 2 5 18 Honor Societies Awards http www scu edu academics bulletins undergraduate 10 Ol cfm Santa Clara University is proud to host 25 prestigious national honor societies in the liberal arts sciences business administration and engineering These societies reflect a long tradition of academic excellence tracing their origins back at least 50 years Some date from the 19th century and one dates from the 18th century Some honor societies offer special monetary award
12. COS College of Arts amp Sciences Administrators Handbook September 2011 KIRRU Santa Clara University ii Table of Contents 1 Getting Started 1 1 Access 1 2 Training 1 3 Technology Primer 1 3 1 1 3 2 1 3 3 1 3 4 1 3 5 1 3 6 1 3 7 1 3 8 1 3 9 What is Novell What is E Campus What is PeopleSoft What is Groupwise What is CAMINO What is ERES CommonSpot Rayzor s Edge Astra Calendar 2 Academic Affairs 2 1 Faculty Affairs 2 1 1 Search amp Hire Process 2 1 1 1 Tenure Line 2 1 1 2 Senior Lecturer SRL 2 1 1 3 Renewable Term Lecturer RTL 2 1 1 4 Academic Year Adjunct Lecturer AYAL 2 1 1 5 Quarterly Adjunct Lecturer QAL 2 1 2 2 1 3 2 1 4 2 1 5 2 1 6 2 1 7 2 1 8 2 1 9 Faculty Activity Reports FARs Mid Probationary Reviews MPRs Rank and Tenure promotion prep Chair appointment Summer Chair Course Evals Grade Distribution Book Orders 2 2 Course scheduling 2 2 1 22 2 Deno 2 2 4 22 9 2 2 6 Academic Year Plan aka November Plan Catalog Masters Quarterly course schedules Summer session Capping Courses Residential Learning Communities RLCs 2 3 Bulletin update 2 4 Core 2 5 Student Affairs advising 25 1 25 2 2 5 3 2 5 4 FERPA Majors amp Minors Declaration process Transfer students College of Arts amp Sciences Contact Sue Khalipa skhalipa scu edu or Kari Craighead k
13. Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 1 2 Training Getting Started PeopleSoft Financials Petty Cash 3 College of Arts amp Sciences Contact Suzanne Gaumont x6902 or sgaumont scu edu Suzanne Gaumont x6902 or sgaumont scu edu PeopleSoft Purchasing Kim Tavares x4364 or ktavares scu edu CONCUR reimbursements Lori Jain x6820 or ljain scu edu Purchasing Card Ed Merryman x5076 or emerryman scu edu PeopleSoft Quick Voucher reimbursements Khanh Chau x5497 or kchau scu edu PeopleSoft Student data Adora Hoose x4998 or ahoose scu edu PeopleSoft Queries Ken Schwartz x4332 or kschwartz scu edu Office Max online ordering Lisa Chatelle Watt x5414 or Ichatelle scu edu Commonspot Web Russ Morris x5127 or rmorris scu edu Additional or Advanced Link HR Professional Development http www scu edu hr calendar hrworkshops cfm HR Training http www scu edu hr training Technology Training http www scu edu training Online Resources How to Guides and FAQs Link HR s Getting Things Done Guide _ http www scu edu hr gettingthingsdone index cfm Commonspot Guide http www scu edu webpublishing cms Finance Office http www scu edu finance peoplesoft ITS Help Guide http it scu edu help homepage shtml Registrar Resources http www sc
14. a good contact person for any Commonspot questions 1 3 9 Rayzor s Edge Rayzor s Edge is the database system used at SCU to track alumni contact information and donation activity You can take Rayzor s Edge training through Technology Training or simply request the data you need from the Alumni Relations office 1 3 10 Astra Calendar Astra is the calendaring system used for classes and events on campus Mary Camarena Hittle in the Registrar s office mcamarenahittle scu edu will provide you with a username password and basic training Note that there are several meeting spaces on campus not controlled by Astra There is no collected list of these spaces yet but you can contact your fellow administrators if you are unable to find a space that fits your needs 2 Academic Affairs 2 1 Faculty Affairs Faculty affairs are by and large handled in either the Dean s Office or the Provost s We encourage you to review the Faculty Handbook and the College Protocols and Procedures manuals http www scu edu cas facultyandstaff protocols cfm 2 1 1 Search amp Hire Process Details can be found in the College Protocols and Procedures manual for specific details related to each kind of search We are often asked to assist the Chair and Hiring Committee in putting together files creating and maintaining a spreadsheet of candidates assisting with hotel and or dining reservations responding to candidates regarding status assistin
15. able tool in shape of red exclamation mark 3 CORE Cross reference for a list of courses in your unit that satisfy core requirements 4 CRSLOAD Pivot table pulls information from FULLYEAR page lists all courses being offered by the department 5 FULLYEAR This section is updated by the department Changes in teaching schedules should be made as they happen to ensure the most up to date information Also includes a column for entering enrollment data this can serve as a helpful tool when in need of historical data 2 2 2 Catalog Masters http www scu edu studentrecords Resources upload Course Catalog New Form pdf This form is used when new courses in your unit are created Send completed form to Adora Hoose Office of the Registrar Send a CC to Lisa Jocewicz or Laura Moreno if course should be included for Major and or Minor requirement checklist or if it satisfies a CORE requirement 2 2 3 Quarterly course schedules Fall Winter Spring http www scu edu studentrecords Resources upload Class Scheduling Process update 1 30 09 pdf These templates are sent out by the Office of the Registrar on the schedule listed at the link above Be sure to use their updated templates The initial schedule submission should include day time faculty name if possible Also include any specific room needs or requests Course descriptions are submitted at the same time but are sent separately to Betsy Fiel If your faculty have Au
16. aculty they have a cycle of review and department Administrative Assistants may be called in to assist with issues relating to these reviews 2 1 1 3 Renewable Term Lecturers RTL http www scu edu provost policies upload 2 3 4 RTL A S pdf The positions are as the title states renewable positions and faculty who hold this rank do not have to reapply for their positions RTL faculty will typically teach seven 7 courses in the academic year as well as provide service to the department and or University These positions are based on program need within a given department and are typically set on a three year renewable cycle These faculty are subject to review much like Senior Lecturers and if department need continues their contracts automatically renew For the full parameter of requirements and obligations of a Renewable Term Lecturer please visit the link above Administrative Assistants will often be involved in the hiring process by assisting the Chair and or Hiring Committee with appropriate advertising interviews etc 2 1 1 4 Academic Year Adjunct Lecturer AYAL appointed for one academic year effective start date is September 1 They are contracted for seven courses Hiring for these positions takes place in usually begins in February March Pending approval of your next year s Academic Year Plan aka November Plan the Dean s Office will grant permission for you to conduct searches for any AYLs that your unit may be hir
17. ance notice to add your event to their schedules In order to get the word out about your event here are some tips and helpful information e Add your event to the University Events Calendar as soon as you have booked your space Not only will listing your event on the calendar help you advertise it will also help other departments avoid planning an event that conflicts with yours You will need a Commonspot login in order to add your event to the online calendar e Consider creating an online RSVP form If you need attendees to RSVP for your event the online form will help you keep track of your RSVPs You can create an online RSVP form Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 27 College of Arts amp Sciences by signing into the University Events Calendar That form can be accessed through the calendar and you can also share the RSVP link by email on your department website or via Twitter Facebook or LinkedIn if you use those sites allowing attendees to easily RSVP e Consider creating a flyer postcard invitation or other printed advertisement for your event When creating printed materials consider the cost to your budget and to the environment Perhaps you can turn your create flyer or invitation into a PDF and reach your prospective audience via email or other online means th
18. aration Process When declaring or dropping a major minor or emphasis students complete a Program Petition Form which must be signed by the chair or acceptable proxy When students arrive to get the signature ensure that they complete other pertinent departmental documents contact sheet photo for the major bulletin board etc Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 13 College of Arts amp Sciences Some departments require new majors to meet with the department chair or their advisor before signing the form in others students meet with the administrator or a peer advisor or aren t required to meet with anyone The Program Petition Form is then delivered to Drahmann the student can do so by hand or you may mail it interdepartmentally Once Drahmann processes the declaration you will receive an email confirmation Print this out update files accordingly and file it in the student s folder Drahmann then forwards the petition to the registrar s office where it is entered into PeopleSoft You may receive a copy of the completed form if so include it in the student s folder Don t panic if you don t receive a copy depending on the action it may be routed to the primary major secondary major or new minor department As long as the student s Plan in PeopleSoft is a
19. ccurate there s no problem Note if a student drops your major and declares a new one please forward their folder to the newly declared major 2 5 4 Transfer Students Transfer students are generally only accepted during the fall and winter quarters Some arrive with a declared major while others are undeclared Once transfer students have been accepted to the school their transcripts are sent to the Drahmann Advising center for review of credit Once evaluated you will receive a copy of the Tentative Evaluation Form which lists the SCU credit for their external classes Lisa Osteraas is the key contact for the evaluations Lisa can only grant credit for lower division and core courses all other credit will appear as Elective units If a transfer student wishes to get credit for a specific upper division SCU class they must speak with that department directly If the transfer course is acceptable the department chair must email the Office of the Registrar with his her approval Many arriving freshmen are given credit for college level coursework done before their matriculation you will also receive a copy of their Tentative Evaluation Form 2 5 5 Assigning Advisors Each student who declares the major must be assigned a faculty advisor There are times when massive assignation occurs e g during the summer when preparations are made for the incoming students Sometimes Drahmann may assign students to advisors without confe
20. ccurs outside of Facilities s business hours currently Monday through Friday 7 a m to 3 30 p m You may be able to schedule your set up for earlier in the day to avoid those charges if no other department is using the same space Additionally you may be able to coordinate with the department whose event is before yours in the same space to choose a set up that works for both their event and your event avoiding the need for you to complete your own Event in Production form For more information on possible set up costs contact Facilities In addition to University Events Planning and Facilities you may consider using an off campus vendor for your event set up needs For example if you need tents umbrellas or more options for chairs and tables than those available on campus consider renting from an off campus vendor 4 4 Catering Bon Appetite is the campus caterer There are two different groups of staff who run catering the Campus Dining Services staff located in Benson Center http scu cafebonappetit com cafe_catering asp and the staff located in Adobe Lodge http www cafebonappetit com adobe cafe_catering asp category catering Generally Adobe Lodge caters events that are held within Adobe Lodge within the Nobili Dining Room and in the gardens adjacent to Adobe Lodge Both staffs have different menus from which to choose For catering arranged through Campus Dining Services you can order over the phone or online Catering on campus
21. courses at other institutions accepted for transfer credit are not included in the calculation of a student s grade point average but will be considered when determining honors at graduation Additional info on grading policies may be found here http www scu edu academics bulletins undergraduate Grading Policies and Regulations cfm 2 5 8 Registration Registration appointments are assigned to the students by the Office of the Registrar assignments made first by special groups i e athletes honors disabled then by number of units If students feel they have been given the wrong appointment time refer them to the Registrar Students view their appointments through their e campus accounts Registration is done via e campus with the exception of incoming freshman and transfers who register at orientation sessions scheduled in the summer Some departments allow their majors and sometimes minors to pre register for classes in the subject area Pre registration usually occurs two weeks before regular registration begins just make sure that the Schedule of Classes is available beforehand or your students won t know what potential conflicts exist Students may sign up for specific classes depending on the major it may be all of your offerings for a quarter or only a small selection e g senior level courses or capstones They need to provide their name ID and a signature You in turn send the list of students who wish to p
22. craighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University iii College of Arts amp Sciences 2 5 5 Assigning advisors 2 5 6 Mandatory spring advising 2 5 7 GPAs 2 5 8 Registration 2 5 9 Permission Numbers 2 5 10 New Student Orientation 2 5 11 Preview Weekend 2 5 12 Open House 2 5 13 Majors amp Minors Fair 2 5 14 Petition Forms 2 5 14 1 Add drop form 2 5 14 2 Independent study 2 5 14 3 Program Declaration 2 5 14 4 Change of Advisor 2 5 14 5 Change of Grade 2 5 15 Study Abroad 2 5 16 Shadow Systems 2 5 17 Graduation and Commencement 2 5 17 1 Senior Exit Questionnaire 2 5 17 2 Petition to Graduate 2 5 17 3 Permission to Participate in Commencement 2 5 17 4 Commencement Events 2 5 18 Honor Societies Awards 2 6 Alumni 2 7 Assessment 2 7 1 WASC 2 7 2 Program Review 3 Financial Management 3 1 Financial Training 3 2 Budgeting 3 3 Current Unrestricted Fund CUF 3 4 Student wages 3 5 Gift accounts 3 6 Grants 3 7 Petty Cash 3 8 Deposits accounts receivable 3 9 Accounts payable 3 9 1 Check Requests 3 9 2 Cash Reimbursement 3 10 Purchasing 3 10 1 Central Stores 3 10 2 Purchasing Forms 3 10 3 Purchasing Card 3 10 4 CONCUR 3 10 5 Office Supplies 3 10 6 Tech Reg Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with correcti
23. d for new freshmen Do not include RLC seats When filling out the schedule of classes spreadsheet indicate the number of seats available for each class in the Final cap final capacity after all registration column The number may vary from department to department depending on the caps set by the Dean s office in conjunction with the individual department and in classes with specific tech equipment needs the space and resources available If a professor would like to have his her class closed before the end of registration thus limiting future enrollment to anyone who has been given a permission number contact Adora Hoose ahoose scu edu the Senior Data Analyst Data Processing Registration Grading contact in the Registrar s office There are two other factors that may affect the class cap RLC reservations and fall quarter freshmen transfer reserves You may be contacted by a Residential Learning Commons RLC representative requesting seats in specific classes The RLCs poll their residents for classes of interest and try to reserve blocks of seats in these courses Check with your chair and the instructor in question before reserving a block of seats for the RLCs some faculty enjoy teaching RLC blocks while others prefer not to do so For fall quarter classes the schedule of classes spreadsheet will include additional columns for freshmen and transfer reserves Freshmen will register for classes during their orientati
24. dio Visual needs have them contact Media Services x4520 2 2 4 Summer session schedules Summer session is handled a bit differently The CAS Dean s Office manages SCU s summer sessions They will request your courses in late winter early spring and you ll submit all material to them Your initial schedule submission should include day time faculty name if possible Also include any specific room needs or request There are multiple summer sessions Session I from mid June to end of July Session II from end of July through August several 3 week Session III s and session IV which runs all summer Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 11 College of Arts amp Sciences 2 2 5 Capping Courses Final Cap is the number of students who can be enrolled regardless of approvals reservations consent etc In other words on the first day of class how many students could be officially enrolled for the class e Reserve for department is the number you want to hold back from the general student population For example some departments like to have a couple of seats in case their majors can t get the class e Reserve for transfers is the number you want to reserve specifically for transfer students as opposed to new freshmen e Reserve for freshmen is how many are being reserve
25. eadsheet The timeframe for reviewing applications inviting candidates to campus to interview and making your final recommendation is often very short It s a good idea to discuss with your chair which classes your candidates will be guest teaching in very early in the quarter so that the regular instructor s can plan around visits and to schedule meetings for the search committee and the larger tenure line faculty well in advance Most tenure line searches are completed in fall quarter and usually before Thanksgiving Many departments try to coordinate their interviews with annual meetings of their professional societies to reduce expenses The candidates are invited to give a guest lecture in either an actual or a mock up class to give a research presentation and to meet with members of the faculty A department meeting is held after all candidates have interviewed to rank candidates and send preferences to the Dean s Office Negotiations on salary moving expenses etc are handled by the Dean and Provost 2 1 1 2 Senior Lecturer SRL http www scu edu provost policies upload 2 3 3 Summary SL Non Law pdf Senior Lecturers have continuing contracts with the Department and teach eight or nine courses during the academic year Unlike Academic Year lecturers Senior Lecturers do not have a fixed term appointment See the above link for the full parameter of requirements and obligations of a Senior Lecturer Like tenure and tenure track f
26. eges Various academic programs within the University are also accredited by specific accrediting bodies Santa Clara University began to look toward the Institutional Proposal and self review explicitly in the Winter of 2006 when the University Planning Council a group of faculty and administrators worked through and discussed the Worksheet for Preliminary Self Review Under the Standards The initial results of the Worksheet exercise is available using the link below it is called Preliminary Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 21 College of Arts amp Sciences Self Review 3 13 06 Later in 2006 the Vice Provost for Academic Affairs developed a 45 question online survey an expansion of the WASC 42 Criteria for Review Administered in fall 2006 this survey asked faculty staff students and board members to evaluate how well Santa Clara performs in relation to each of the Criteria for Review Information on survey results may be found here http www scu edu provost ugst wasc criteria cfm Department Administrative Assistants will provide varying degrees of support during the WASC and Program Review processes Please discuss your level of involvement with your Chair and or Associate Dean 2 7 2 Program Review All academic programs at SCU are expected to asses
27. en click Next b Enter Email address of faculty staff you wish to edit then click Next c Edit or continue to click Next until you see the appropriate change d For example if you re deleting a person select Add Remove then click Next e Select the department s name that the person belongs to then click Next f Scroll down the departmental listing until you see the name you wish to Remove select then click Next g The next screen will allow you to Review and Verify the name you wish to Remove click Finish when done You will then receive confirmation that your changes were saved successfully 5 5 PC Replacement Program http it scu edu PCReplace homepage shtml Every spring departments are asked to go online and register their computers for PC replacement All computers on PC Replacement will have an asset tag This tag number is the key to determining what year that PC will be replaced Please use the link above to answer questions regarding PC Replacement For new machines instructions on How to Add a PC to PC Replacement may be found here http it scu edu howto AddComputerToPCReplacement shtml Questions regarding PC Replacement should be directed to Lai San Malmquist IT x 5700 Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 30 College of Arts amp Sciences 5 6 P
28. ents assigned to faculty in your department You will receive files for these students as well 2 5 6 Mandatory Spring Advising Each spring quarter all current students who will be taking classes on campus in the fall quarter are required to meet with an academic advisor either a faculty advisor Drahmann or you to discuss their academic progress Students who are graduating in the spring or summer or are going abroad in the fall quarter do not need to participate in mandatory advising This and any procedural changes in mandatory advising is discussed at the spring quarter Registrar s Office meeting Advising holds service indicators in PeopleSoft are placed on every student s record in the spring quarter You must remove the hold from a student s account before s he can register Either you will meet directly with a student after which you can remove the advising hold or the student will meet with a faculty advisor and the faculty will let you know that you may remove the hold Note There are several types of service indicators in PeopleSoft Many will not affect the student s ability to register e g FERPA data Information Release service indicators If the advising hold has been removed but other holds are listed that will bar a student from registering e g outstanding tuition lack of health insurance paperwork the student must go to the appropriate department to have the hold removed before s he can regi
29. er In addition departments may want to keep some on hand for faculty use 2 5 15 Study Abroad www scu edu studyabroad Many students take the opportunity to Study Abroad The majority do so in the fall quarter of their junior year Programs are offered through the International Studies Office 554 6940 Students may get approval to fulfill CORE level requirements with classes taken abroad by seeking the appropriate approval The majority of SCU students study abroad during the fall quarter of their junior year 2 5 16 Shadow Systems In order to have a clearer picture of finances and students some departments have opted to use shadow systems Examples of programs used Quicken in order keep accurate tabs on all expenses from the department Access or Excel in order to keep a record of faculty and or students These shadow systems provide a corroboration of what you may see in the PeopleSoft reports 2 5 17 Graduation and Commencement A student graduates when s he has completed degree and program requirements in their entirety Students may have their degrees conferred at any of four points throughout the year March Winter June Spring September Summer December Fall This should not be confused with Commencement which is the graduation celebration Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document San
30. ereby reducing the number of printed pages needed Remember to add the compliance statement to all advertisements In compliance with the ADA 504 please direct your accommodation requests to Your Name Here at 408 554 your phone number here or by email Your Email Here or call TTY California Relay at 1 800 735 2929 at least 48 hours prior to the event In order to post and distribute flyers be sure to inquire about the posting procedures for each individual building For example if you d like flyers posted in Benson Center drop off three copies to the Information Booth If you d like flyers posted in the Residence Halls contact the Office of Residence Life to find out how many copies you should make and drop them off in advance so that their staff can distribute and post your flyer If you d like flyers posted or distributed to specific departments or offices send copies to the staff member of those departments Consider your event topic and target your flyers accordingly e You may also want to advertise on the screens in Benson Center the University Library or Lucas Hall Contact University Events Planning to find out the requirements for advertising on Benson Screens Contact the library staff and the Business School Dean s Office to find out about the policies and procedures for advertising on their respective screens e Email can be a quick cheap effective way to advertise your event If you would like to advertise to all faculty or
31. erformance Planning amp Review https www scu edu hr forms performance cfm Every spring all staff in the College are given a performance evaluations This first part of the evaluation process is between the Admin and Chair Supervisor The results of this review are then sent to the Dean s office for their review 5 7 Student Staff Many units on campus utilize student employees They are considered at will employees and are not benefits eligible Students may not work for more than 20 hours week during the regular academic period but may work up to 40 hours week during spring and winter breaks and the summer 5 7 1 1 Hiring Some units hire students from within their major while others post on campus jobs on BroncoLink the University s job board Students are hired for a variety of reasons administrative work research assistance grading tutoring grading etc Directions for posting jobs and completing the hiring paperwork can be found on the Career Center s website at http www scu edu careercenter facultystaff Contract Liz Mirales for more details at Imirales scu edu 5 7 1 2 Timesheet Reporting Once a student is hired and has completed all necessary paperwork they should post their hours on ECampus Newly hired employees can either go through hands on training as part of the new hire orientation or follow the instructions on the following link https www scu edu ecampus employees index cfm If you supervise student emplo
32. eriod The fiscal year runs from July 1 June 30 http www scu edu finance budget_office upload 2012 Budget System User Guide 2 pdf 3 3 Current Unrestricted Fund CUF The CUF or Operating Budget is the main department fund that is used for all expenses relating to general day to day running of the department This includes things like office teaching and research supplies instructional equipment computers and software general travel and food The Dean s Office sets each department s operating budget each year Departments need to allocate money from other fund sources such as Gift funds into the CUF each spring to reflect the department s expected spend rate for the next fiscal year You will Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 22 College of Arts amp Sciences work with Kathleen Schneider in the Dean s office on any budget issues including allocating your CUF 3 4 Student wages each department is given a set amount of money for student help throughout the year Student wage funds and your current unrestricted funds are interchangeable in FY2012 See 6 7 Student Staff for more information on allocating student wages 3 5 Gift Accounts You may have a variety of gift accounts Most gifts to departments are alumni donations placed in a general unrestricted gift
33. fast and early Before choosing a date and location consider the following 1 What date s and time s work for your guest speaker s Your options may be narrowed depending on the availability of your speaker s 2 What other campus events will conflict with your event Check the University calendar of events as well as the academic calendars to determine if there are any conflicts that may limit the number of attendees at your event Don t forget that the Law School is on a different academic calendar 3 Which classes are scheduled during the date s and time s you are considering If you can schedule your event to coincide with the end of a class period it may be easier for faculty and students to add your event to their calendars Additionally you may consider purposely scheduling your event to coincide with the time a specific class meets if the topic of the class is related to the topic of the event Check with that faculty member to see if she he would bring her his class to the event if scheduled during class time 4 What audience do you hope to attract to your event If you are hoping to primarily attract faculty staff and students consider a lunchtime or afternoon event However if you hope to attract alumni and community members an evening event might work better Evening events often attract more students as well but attract fewer faculty and staff 4 2 Booking an Event Space Astra Calendar is SCU s online event planning room
34. g candidates with directions reimbursements and affirmative action information 2 1 1 1 Tenure Line Tenure TE Tenure Track TT This is the most complicated type of faculty search We strongly encourage you to review the College Protocols and Procedures manual and the Faculty Handbook before you undertake the process Mistakes can be costly and may have long term repercussions you should consult with the Dean s Office HR and even other departments who have recently conducted faculty searches as you progress The College Protocols and Procedures manual spells out detailed steps for this process we re only going to provide some Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 6 College of Arts amp Sciences tips herein Departments may submit proposals for new tenure line searches to the Dean s Office traditionally in February The Dean s Office will make recommendations to the Provost who will grant approval for tenure line searches in the spring Departments granted permission to conduct a tenure line search will be provided with a search budget from the Dean s Office Following the guidelines set forth in your proposal you will need to advertise the opening usually over the summer months As applications come in you will need to track specific data on the Affirmative Action spr
35. g her his own travel arrangements for which you will reimburse her or him complete a Business Expense Form located on the Finance Office website http www scu edu finance forms Should your speaker choose to make her his own arrangements let her him know about SCU s travel policies including which expenses are covered and at what rates You may want to discuss with your department budget manager or supervisor to find out the maximum amount you are willing to reimburse a speaker In order to make travel arrangements through the University contact one of the University approved travel agents You can find their contact information as well as important information about University travel policies in the Travel and Reimbursement Policies and Procedures guide located on the Finance Office website http www scu edu finance forms The University also has arrangements for direct billing with local hotels such as Candlewood Suites Contact Purchasing for a full list of local hotels that provide direct billing to SCU 4 6 Parking In order to arrange for parking for your guest speaker and or your attendees you need to contact Campus Safety in advance If your event is free parking for your attendees is free Otherwise you ll need to let your attendees know the cost for parking on campus or encourage them to find free off campus parking 4 7 Books If your guest speaker has a book that you d like to make available for purchase either in the boo
36. ghead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 33 College of Arts amp Sciences Form Name Source Submit to Comments Name Plate USS Fax to 5066 Letterhead USS Fax to 5066 Central Stores USS Fax to 5066 Purchasing Card Appl Ed Merryman Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document
37. have reps for an hour each at 11 30 and 12 30 They need to bring brochures handouts and any other visual aids on their programs 2 5 14 Petition Forms 2 5 14 1 Add Drop Although all students are required to add and drop classes online through E Campus on rare occasions students may be asked to use this paper form to add or drop a class for special circumstances Forms are available in the Office of the Registrar 2 5 14 2 Independent Study Students may pursue independent study through directed reading directed research internships practica or cooperative education To qualify a student must have demonstrated a sufficient knowledge of the academic discipline involved to make independent study both possible and beneficial No more than 20 units of independent study may be used to satisfy graduation requirements and no more than 5 units of independent study may be taken per term Students must enroll for the term in which the independent study occurs Directed reading and directed research are limited to upper division students who undertake a research project or other well defined study beyond the scope of a regular course under the supervision of a faculty member Such work should be comparable to that required for courses of equivalent unit value Students can obtain practical learning experience through internships cooperative education and practica Internships and cooperative education are approved work experiences in a non clas
38. head scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 31 College of Arts amp Sciences 5 8 2 1 AIM is the online work order system Contact Facilities to get your username and password established Once you have this visit this site to login http fmmidtier scu edu pls fss_fprd selfservice login 5 8 3 Building Manager Select your building from the alphabetical sections It will give information about your building and have an e mail link to the building manager http university operations scu edu facilities buildings grounds building information_facilities 5 8 4 Equipment Some departments are responsible for unique items which may range from a resource library to a television studio to wet lab supplies In each of these instances 5 8 5 Lab Management Several departments i e Chemistry and Biochemistry Biology that have science lab rooms have a staff position of laboratory manager who manages the laboratory budget and supervises one or more lab technicians The lab management team manager and technicians is responsible for the day to day operations of the student labs making sure that materials and equipment are on hand and ready for the students who have enrolled in these lab courses Together the manager and technicians hire several students to assist with this lab preparation and to assist the lab instructors teaching in the student labs
39. hedule a training session The various procedures to request payment or reimbursement follows you ll receive a more in depth training with staff from the University Finance Office 3 9 1 Check Request payments to external vendors or internal reimbursements over 75 you will need to complete and submit a Quick Voucher form with detailed receipts or invoice to the Accounts Payable Department To access the form do the following a Log on to the PeopleSoft Financial system using this link https financials scu edu psp fsprd90 cmd login amp errorPg ckreq amp languageCd ENG b From the Menu select Accounts Payable c Click on Vouchers d Select Add Update then e Click Quick Invoice Entry and be sure you are working from the Add a New Value tab For reimbursements be sure that the accompanying receipts include f if applicable a breakdown of the hotel expenses g if applicable a payment was made by the employee h If applicable an itemized receipt from any restaurants as well as a list of any dinner guests i If applicable a copy of the currency exchange rate on the day the expense was incurred j For any travel or meals include the Business Expense Form found at http www scu edu finance forms 3 10 2 Cash Reimbursement under 250 You will need to take a completed Payment Request form to the University Cashier in the Bursar s office The form is found in the following link http www scu edu finance fo
40. http www scu edu finance ap upload Concur Training Slides for Packets 090210_2 pdf 3 11 5 Office Supplies The University has a contract with Office Max and also with Give Something Back You can purchase supplies online and have them delivered directly to your office Contact Lisa Chatelle Watt for login instructions and set up LChatelleWatt scu edu 3 11 4 Tech Req To purchase some items the admin first needs to get a quote for the equipment needed Computer quotes quotes scu edu Ink Toner cartridges that aren t available through Central Stores furniture or specialty items LChatelleWatt scu edu Once the quote has been received an order may be placed using the Tech Req feature in PeopleSoft Financials Contact Lisa Chatelle Watt for training 3 11 5 Chargebacks These are expenses that are internally processed For example when ordering letterhead you must provide a budget distribution string Once the order is processed your department will be billed and you should receive a copy of a chargeback sheet showing your expense 4 Event Planning Event planning on campus will vary depending on the department s for which you are planning the event and the type and scale of the event itself This section provides a basic guide to event logistics at Santa Clara University 4 1 Scheduling your event Planning as far ahead in advance as possible will make it easier to coordinate your event Event locations on campus book up
41. il the campus or at least the faculty with announcements about deadlines and criteria In some units faculty receive external grants Marie Brancati in the Dean s Office will work with you to coordinate these grants as will the Office of Sponsored Projects at http www scu edu sponsoredprojects Most external grants are administered by Sponsored Projects 3 7 Petty Cash Departments are allowed Petty Cash funds not to exceed 200 for use in situations where cash is needed or small purchases are made One on one training is offered by the University Finance Office http www scu edu finance forms petty_cash_forms 3 8 Deposits accounts receivable You can make deposits to your departmental accounts using Check Credit Card or Cash Deposit forms http www scu edu finance forms Complete the form make an extra copy then take the forms with the checks or cash to the Cashier s Office aka Bursar s Office to be deposited The Cashier will return one signed copy for your records Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 23 College of Arts amp Sciences 3 9 Accounts Payable Accounts Payable process payments to vendors for all expenses incurred by the department or employee and issues all reimbursements to faculty staff and students Contact Khanh Chau in the UFO to sc
42. in Drahmann Just inform the student whose faculty is on sabbatical that they will have a temporary advisor for that period of time Often students visit with the Chair of the department when their faculty are unavailable for whatever reason for advising If the Chair is unable to meet with a student or students arrange to have those advisees seen by other faculty members in the department Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 15 College of Arts amp Sciences No advising hold is placed on your minors accounts students only need to see an advisor for each of their majors 2 5 7 GPAs A student s grade point average is determined by multiplying each grade point value by the number of quarter units assigned to the course adding these grade point units from all courses taken and dividing this sum by the total number of quarter units for which letter grades were reported Grade reports are posted at the end of each quarter and indicate both the grade point average earned by the student during the quarter and the cumulative grade point average earned by the student for all courses completed to that point Grades earned in courses in SCU operated or affiliated study abroad or domestic study programs are included in the calculation of a student s grade point average Grades earned in
43. ing You are also usually granted funds from the Dean s Office to conduct these searches AYL searches are much less complicated than Tenure Line searches You do not have to advertise nationally posting the open position s on the SCU Human Resources job board is usually sufficient You will need to keep affirmative action information on each of the applicants and your chair or search committee will need to enumerate the qualifications of each to Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 7 College of Arts amp Sciences the Dean s Office and request permission to interview one or more candidate Candidates may be invited to give a guest lecture and to interview with the chair and or search committee members The committee must submit their recommendations to the Dean s Office who will send out offer letters and handle the hiring process Many departments have AYALs who have worked with them for years and a teaching demonstration is not necessary you can simply use SCU course evals You do still need to go through the process of advertising evaluating applications and interviewing though 2 1 1 5 Quarterly Adjunct Lecturer QAL http www scu edu provost policies upload 2 3 10 Summary Quarterly pdf Of the types of faculty we hire these are far and away the easiest QAL hiri
44. itted to both primary and secondary major departments This form is used to ensure the student department and the Registrar s office knows what the student has outstanding Procedures vary by department on how these forms are completed be sure to ask what procedure has been followed in the past These forms are typically due in early Winter quarter for degrees conferred in March and June Be sure to check for the posted deadlines When students petition to graduate the Chair s signature is required on the completed form which is then sent to the Office of the Registrar they will return a copy of the petitioned form stamped with the registrar s signature Note that not all students graduate as planned usually because they have not fulfilled a graduation requirement i e failure to complete the required amount of units failure to pass a required course falling below required GPA or some other infraction The Pre Graduation Evaluation forms are held until such time as the student s degree is posted It serves as backup 2 5 17 3 Permission to Participate in Commencement Students who will be within 10 units and two requirements of degree completion and who have a grade point average of 2 0 overall and major may be able to participate in the Commencement Ceremony Students who wish to walk through the ceremony must submit a Permission to Participate in Commencement form to the Office of the Registrar by the deadline posted on the
45. ity Bulletin is updated annually or occasionally semi annually You will work primarily with your chair but also as needed with the provost s office Dean s office and bulletin committee The Dean s office will send your previous year s bulletin entry to you as well as a timeline for completion of any updates In most departments existing course descriptions won t change on a year to year basis You ll probably spend more effort adding new classes deleting classes that are no longer offered and updating your degree requirements If you re adding new classes make sure that you have submitted a corresponding Course Catalog Master to the registrar s office see 2 2 2 Catalog Masters Note that several departments are responsible for sections of the bulletin other than the department entry usually in Interdisciplinary Minors and Other Programs of Study The Provost s office or other entity should contact you about making updates to them as needed 2 4 Core The Academic Core refers to learning goals that have to be satisfied by all undergraduate students at the University This may be accomplished by taking courses in a variety of subjects Santa Clara is in the process of transitioning from the 2003 2008 Old Core to the 2009 New Core Any freshman admitted in 2009 and any students admitted after 2009 must satisfy the New Core requirements Students who matriculated before Fall 2009 and those transfer student
46. kstore or at the event contact the Campus Bookstore at least three weeks in advance to make arrangements 4 8 Media services For events in Benson Center the Events Planning Office may be able to provide some limited equipment for your event such as a microphone Most of the media equipment you will need should be ordered in advance through Media Services They can provide microphones wired or wireless handheld or lapel screens projectors laptops Apple or PC pointers Powerpoint remotes and more You can also request that your event be video taped Media Services will generally drop off a video camera and show you how to operate the camera The will turn the tape into a DVD for you to keep for a fee Consider whether you d like to turn your event into a videocast or a podcast that can be downloaded from your department website or shared via email with those unable to attend the event 4 9 Advertising When deciding how to advertise your event consider the audience you hope to attract If you hope to attract students they might respond best to email or online event announcements on Facebook If you hope to attract off campus community members consider which local groups might be interested in your event For example if you are hosting a lecture featuring an author considering inviting local book clubs or posting flyers at local libraries If you are inviting alumni you might want to create a printed invitation and provide them enough adv
47. may be reviewed every three five or seven years You can keep track of which faculty are coming up for review but if your unit hasn t tracked that information in the past the Dean s Office will send you reminders over the course of the summer FARs are due early in the fall quarter usually around October 1 so it behooves you and your faculty to get them started over the summer The faculty need to submit evidence of their teaching research and scholarship but you will probably need to gather copies of their teaching evaluations syllabi grade distributions and if your unit solicits them copies of the relevant exit survey information Your unit may appoint a committee of faculty to review a given year s FARs or they may be reviewed by all faculty in the unit The committee will review the material submitted by the faculty member in question and will write an evaluation that is submitted to the Dean s Office This evaluation will play a large role in tenure discussions and in determining the faculty member s salary for the upcoming period whether it s one year three five or seven so faculty place great weight on their FARs The latest FAR document from the College of Arts amp Sciences are at http www scu edu cas facultyandstaff protocols cfm 2 1 3 Mid Probationary Reviews MPRs MPRs are not dissimilar to FARs They are conducted sometime between the spring of the third year and the fall of the fourth year for tenure
48. mpus account 6 Helpful Guides 6 1 Advice Our best advice to you is to reach out to your peers Come to the College s M amp M meetings typically on the first Thursday of each month from September through June and get to know your fellow administrators They re your best resource Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 32 College of Arts amp Sciences 6 2 Frequently Used Forms 6 2 1 Students Form Name Source Submit to Comments Program Petition Registrar Drahmann Students use this form to declare a major Center Grade Change Registrar Registrar Must originate from faculty signed by faculty department chair and dean Add Drop Registrar Registrar Petition to Graduate Registrar Registrar Requires department chair s signature Submit with Pre Graduation Evaluation Pre Graduation Registrar Registrar Requires advisor s and chair s signatures Submit with Petition to Evaluation Graduate Employment Forms Online Online SEA Must submit via email Available at htto Awww scu edu careercenter students studentemployment forms cfm 6 3 2 Employee Benefits available from http www scu edu hr forms Form Name Source Submit to Comments Performance Document HR Supervisor Available at http
49. n hand for students who come in wishing to declare or drop a Major Second Major Minor Emphasis Concentration etc See 2 5 3 Declaration Process above 2 5 14 4 Change of Advisor Students who wish to change their advisor must submit a Change of Advisor Form to the Drahmann Center Forms are available in Drahmann Center and the Office of the Registrar Departments may want to keep these forms on hand 2 5 14 5 Change of Grade Only the faculty member responsible for a course may assign grades All grades become final when they have been assigned and reported to the Office of the Registrar A faculty member may report a correction of a final grade to the Office of the Registrar only if a clerical or procedural error was made in assigning transmitting or recording the original grade A grade may not be changed as a result of re evaluation re examination or the submission of additional work after the term ends If a grade is being changed from an I ncomplete to a letter grade the form only requires the faculty member s signature Grade changes for any other reason must have the approval of the department chair and the associate dean of the student s school or college No grade may be changed after one year These forms are to be used by Faculty only students should not be asked to take their own Change of Grade forms to the Office of the Registrar Change of Grade forms are available to Faculty in the grading section of the Faculty Cent
50. na Delgado in HR 5 HR prepares VISA paperwork DS2019 and emails to Dean s office 6 Dean s office emails DS2019 forms to visiting scholar for them to complete and return to Dean s office Proof of medical insurance is necessary 7 Upon return Dean s office sends the completed docs to HR 8 HR prepares welcome letter and DS 2019 Dean s office sends documents to scholar by Federal Express 9 Scholar will bring DS2019 to the US Embassy or Consulate closest to their place of residence to apply for the J 1 visa with a valid passport 10 Scholar arrives at SCU Admin has them complete HR Biographical Form and submits to HR to get an SCU ID number 11 Once ID number is set up scholar can go to Access Office to get an affiliate access card 12 Email set up form is available at www it scu edu Help Novell setup Print both pages and visiting scholar needs to hand deliver to IT 2 1 2 Faculty Activity Reports FARs Your tenure line faculty Senior Lecturers and Renewable Term Lecturers must undergo regular review by the Dean s Office and further Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 8 College of Arts amp Sciences information is available on the College s Policies and Protocols page Assistant Professors submit FARs annually while Associate and Full Professors
51. nd and receive course mail post to threaded discussions and chat rooms upload assignments using drop boxes and more Students can Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 5 College of Arts amp Sciences check their progress and grades at any time during the course and can create groups and teams for project or committee work 1 3 6 Users will need to create an Camino account For more information regarding Camino contact Media Services 408 554 4520 or see the Camino website at https angel scu edu default asp 1 3 7 ERES Eres is a resource for students and faculty that allows students to access course materials through the internet It also provides a way for faculty to communicate with students outside of class Faculty and students can post documents and discussions to the Eres website Eres can be found at http eres scu edu eres default aspx For more information regarding Eres contact the Orradre Library 408 554 4415 1 3 8 Commonspot Commonspot is the application SCU uses to administer our websites While a little less wieldy than some commonly used programs like DreamWeaver Commonspot allows the University more consistency across websites You can get Commonspot training through Technology Training Russ Morris in the Office of Marketing and Communication is also
52. nd tenure can be found at the College s protocols and procedures site http www scu edu cas facultyandstaff protocols cfm 2 1 5 Chair Appointment Department chairs are appointed by the President for a specified term with the advice of faculty staff the Dean and the Provost Each department has a procedure which has been submitted to and approved by the Dean s office for appointing a new chair This procedure must include the opportunity for all continuing members of a department including staff to communicate directly with the Dean if they so desire Please note that departments do not elect their own chair rather they advise the Dean and President about their preferences See the College Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 9 College of Arts amp Sciences Protocol guide for more information The CAS Chair s Calendar is available on the CAS website under the Chair Resources along with other helpful documents http scu edu cas facultyandstaff Council of Chairs cfm 2 1 6 Summer Chair In the College of Arts amp Sciences the administrative position of Department Chair is for the 10 month academic year An individual usually the regular chair is appointed as summer chair to deal with any issues that may arise during the summer months The Dean s Office will re
53. ng occurs on a quarterly basis QALs may not teach full time for the University i e no more than four classes year or two courses quarter or they have to be approved as AYALs You must advertise for QAL positions ad posted for five days on HR website but if you have hired a candidate in Fall quarter you may hire them in subsequent quarters without a need to advertise or conduct interviews assuming they do not go over the maximum number of courses Sue Khalipa in the Dean s office solicits your QAL hires each quarter you simply need to fill out the form she sends you with the hire s name address and some other basic information Again the Dean s office handles all the hiring details If a course is canceled that a QAL has been hired to teach please update the QPT spreadsheet and send it to the Dean s Office so that they can rescind the offer letter 2 1 1 6 Visiting Scholars from outside of the U S not receiving monetary compensation from SCU 1 Department makes an offer to a non US visiting scholar to assist in research activities which scholar accepts followed by hard copy offer letter to scholar outlining the dates they will be at SCU Admin should inquire if any SCU housing may be available for scholar 2 Scholar signs dates and returns letter to department admin 3 Department admin sends a copy of the signed letter to the Dean s office so we can begin VISA process 4 Dean s Office forwards signed offer letter to Jon
54. o track information on the incoming students As explained in 2 5 5 Assigning Advisors the incoming students are entered into the orientation database and assigned advisors Early in the fall quarter Drahmann will send you files for all of your freshman and transfer majors During the student orientation event each of the colleges provides an overview of their programs Drahmann will ask you for any checklists and major requirement handouts late in the spring quarter They will provide copies of the bulletin and core requirement book to each new student Transfer students are presented with their updated transfer credit report you ll also receive a copy Lisa Osteraas in Drahmann evaluates all transfer credit Note that Lisa can evaluate lower division credit or some frequently transferred core requirements but it s still important for you to look over the transfer credit report if a student wants to transfer upper division credit in your or another major they ll have to get the approval from the chair of the appropriate department Drahmann will only grant Elective credit for these courses 2 5 11 Preview Weekend This event occurs every April usually on a mid month weekend Saturday and Sunday It is sponsored by Undergraduate Admissions and is held for students who have been admitted to SCU Its purpose is to show the students what SCU is all about and to convince them they belong here They will have a chance to specify what
55. on sessions over the summer and transfer students register for classes immediately before the fall quarter registration re opens the weekend before classes start Because transfer students are the last to register they often find that there are few necessary classes available to them Some departments will reserve seats for their transfer majors which helps alleviate the shortfall of necessary available courses 2 2 6 Residential Learning Communities RLCs http www scu edu rlc Most students are placed into an RLC when they matriculate at Santa Clara University The learning communities have themes like Faith amp Justice Loyola Art amp Engineering da Vinci Environment Cyphi etc These student groups live in the same dorm take some of the same classes and are encouraged to participate in activities based on their particular RLC You may be asked to reserve part or all of a particular section being offered as CORE to accommodate the needs of an RLC Often there is a typical section time professor that has been used for this purpose in the past so work with faculty and or Chair on which section of the requested course would work best for the Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 12 College of Arts amp Sciences purposes of an RLC 2 3 Bulletin Updates The Univers
56. ons and updates s Please consider the environment before printing this document Santa Clara University iv 4 3 10 7 Chargebacks Event Planning 4 1 Scheduling 4 2 Booking Event Space 4 3 Space Set Up 4 4 Catering 4 5 Guest Speakers 4 6 Parking 4 7 Books 4 8 Media Services 4 9 Advertising 4 10 Event Evaluation General Office 5 1 Record keeping Filing Backups 5 2 Copiers 5 3 Telephones 5 4 Campus Directory updates 5 5 PC Replacement Program 5 6 Performance Planning amp Review 5 7 Student Staff 5 7 1 Hiring 5 7 2 Timesheet reporting 5 8 Facilities 5 8 1 Keys Bldg Access 5 8 1 1 Onity Locks 5 8 1 2 Key locks 5 8 2 General Maintenance 5 8 2 1 AIM online work request 5 8 3 Building Manager 5 8 4 Equipment 5 8 5 Lab Management 5 9 Mailing Services 5 10 Website 5 11 Emergency Preparedness Helpful Guides 7 1 Advice 7 2 Frequently Used Forms College of Arts amp Sciences Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 1 College of Arts amp Sciences Welcome to Santa Clara University This binder will serve as an introduction to basic policies and procedures for Administrative Staff within the College of Arts amp Sciences There are many different practices followed by individual units
57. opic ask them if in an event evaluation if they have learned something new or ask them to rate the information they have received from attending your event If you d like to find out which method of advertising was the most effective ask your attendees how they heard about your event You can either encourage attendees to complete a paper evaluation at the conclusion of your event or if you have an rsvp list or an email mailing list email Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 28 College of Arts amp Sciences your attendees an event evaluation to complete online You can create an online evaluation by using Commonspot or free survey websites Here is an example of a brief event evaluation Event Evaluation Circle all that apply Faculty Staff Undergraduate Graduate Guest How did you hear about this event Circle all that apply Email Flyer Facebook Benson Screens Faculty Staff Friend The Santa Clara Other Why did you decide to attend this event What did you gain from this event Circle all that apply Information perspective Emotional support _ Inspiration Motivation New skills Commitment to personal change Commitment to social change Other How will you apply what you learned from this program Overall how would you rate this event Circle one Poor 1234
58. phone is 408 247 4692 5 3 Telephones Contact Veronica Dodd vdodd scu edu ext 4581 with updates amp changes to telephone displays or voice mail When you re calling on campus you only need to dial the last 4 digits of the phone number To call off campus dial 9 before the phone number Our local and long distance rates are very high so you should encourage your department to use Google Voice Skype cell phones or at least calling cards to help control your long distance costs Information on accessing voice mail and other telephone issues is at http it scu edu help telephone 5 4 Campus Directory updates The Campus Directory can be updated any time by the Department s Phone Representative i e you using the following link http cms scu edu utility phonebook You will need a Commonspot User ID and Password from the Office of Marketing and Communication if you don t already have them Once you are logged in you can update the information about your department faculty and staff Department a From the Main Menu screen select Manage Organizations then click Next b Your department s name should be shown as the selected Organization then click Next if not choose from the drop down button then click Next c Enter update then click Next or Finish when done You will then receive confirmation that your changes were saved successfully Faculty Staff a From the Main menu select Manage People th
59. quest the name of the summer chair sometime in the spring quarter This individual will be your direct supervisor for the two month summer period 2 1 7 Course Evaluations Course evaluations are done during the last few weeks of each quarter The results are not shared with faculty until after final grades are submitted You may need to tabulate course evaluation data for Faculty Activity Reports and Rank amp Tenure applications if this is something done by the Admin in your unit Historic course evals can be found online at http evaluations scu edu Questions regarding course evaluations should be directed to Leo Terrazas ext 4830 lterrazas scu edu 2 1 7 1 Numerical numerical evaluations are completed online by students All students enrolled in a given class will receive an email with instructions on how to complete the online evaluations Compliance is optional The results are tabulated by IT and are emailed to the faculty and departments shortly after final grades are submitted 2 1 7 2 Narrative some departments or individual faculty use an additional narrative evaluation Some use online survey tools while others ask students to complete paper copies in class These can then be copied or scanned and given to the professor after final grades are due 2 1 8 Grade Distribution This is a report provided by the Office of the Registrar each quarter that breaks down how many of each letter grade was given by each faculty member
60. re register to Adora Hoose in the registrar s office Adora usually needs this list one week before regular registration begins Note that students may not overload sign up for more than 19 units total during pre registration nor will the registrar s office be able to pre register them for any courses if they have a hold on their account that blocks registration 2 5 9 Permission Numbers There may be times when students will be allowed into a class even after the cap has been met or the class is closed for some other reason Each class is assigned permission numbers for this purpose Faculty can access their permission numbers via their roster on E campus You can access them in PeopleSoft HEPRD under Records and Enrollment gt Term Processing Each permission number is unique if you give two students the same permission number it will only work for the first student to use it When a student tries to add the class in question on E campus they Il be able to type in the permission number Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 16 College of Arts amp Sciences 2 5 10 New Student Orientation Orientations are held in the summer for incoming fall quarter freshmen and transfer students The Drahmann center presides over orientation working closely with undergraduate admissions t
61. requires at least 48 hours notice to place an order Order as far in advance as your plans allow Off campus caterers are not allowed to provide food or beverages for on campus events The only exceptions are small private events such as department meetings or potlucks for which departments or campus groups may serve food that has not been provided by Bon Appetite as long as the cost of that food does not exceed 250 Alcohol at events can only be provided by Bon Appetit Please become familiar with the SCU Food and Beverage Service Policy http www scu edu csl about upload PDFFoodandBev Policy pdf 4 5 Guest speakers If applicable once you have identified the guest speaker s for your event be sure to complete an Honoraria Form located on the Finance Office website http www scu edu finance forms Be sure to complete this form well in advance of your event After the form is approved the Finance Office will create a vendor number for your guest speaker which will allow you to create a Quick Voucher in People Soft to process her his honoraria payment That vendor number can also be used to create a Quick Voucher to process reimbursements for Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 26 College of Arts amp Sciences travel costs incurred by the speaker If the speaker will be makin
62. reservations system and can be found at http astra scu edu When choosing a location for your event consider the following Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 25 College of Arts amp Sciences e How many attendees do you expect e How will you set up the event space e Will you serve food Most rooms are easily booked through Astra Some rooms on campus are controlled and not bookable via Astra such as the Adobe Lodge most of the rooms in the University Library and several small conference rooms scattered across campus Whether you book through Astra or by calling or emailing a staff member for an off Astra space be sure to retain email confirmation that you ve booked the space 4 3 Space Set Up Rooms within Benson Center are set up through the University Events Planning office Contact Events Planning by phone or by email to let them know the details of how you d like furniture arranged for your event If you are scheduling your event in a location other than Benson Center complete the Event in Production form found online http university operations scu edu facilities service request event_move_requests and submit it to Facilities at least two weeks in advance Please note that there may be charges assessed to your department if the set up or break down of your event o
63. rms A receipt is required if the expense is more than 75 00 and the same restrictions apply for travel meals as for a check request 3 11 Purchasing The Purchasing department acquires goods from external vendors in situations when paying from an invoice is not appropriate The website with more info is http www scu edu finance USS purchasing cfm 3 11 1 Central Stores Central Stores will provides paper selected toner cartridges and a handful of other frequently used items The inventory is at http www scu edu SCU Departments Purchasing stores as is the link to the central stores ordering form Fax a completed form to central stores x5066 and your items are usually delivered the next morning 3 11 2 Purchasing Forms http www scu edu finance USS purchasing forms cfm Use this link to find order forms for business cards letterhead department envelopes name plates and campus signs 3 11 3 Bank of America Purchasing Card See Ed Merryman for training The application can be found at http scu edu finance forms upload Concur p card application 2011 06 24 xls Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 24 College of Arts amp Sciences 3 11 4 CONCUR Used for internal reimbursements reconciliation of expenses charged to Purchasing Cards and for booking travel
64. rring with us The equitability of advisees determines where they will assign a student By examining the advisee numbers across the department Drahmann will assign a student to a professor with what appears to be the lowest number of students Professors unsurprisingly like some input about whom they are assigned and often will ask that we switch students around You may also assign advisors on an individual basis when students declare the major over the course of the school year Note the following when determining faculty assignments e Ensure equity amongst advisor assignments You may need to run an advisors report in PeopleSoft HEPRD noting how many advisees are currently assigned to each faculty advisor deleting those students from the listing who are graduating seniors If you have trouble running this report Heather Stephan can create one for you e Check with the chair to see who is available to advise some may be on sabbatical or be unavailable for another reason Find out whether your chair or individual faculty have preferences about the type of students they advise and within reason match student interests with faculty in those fields Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 14 College of Arts amp Sciences You may have incoming undeclared freshman and or transfer stud
65. s whose cohort year is 2007 or 2008 are subject to the Old Core requirements This impacts you primarily if you are involved in student advising see below Information about the core may be found at http www scu edu core 2 5 Student Affairs Advising Advising is handled very differently in the college s units In some the administrators are responsible for the majority of advising while in other units administrators are not involved at all 2 5 1 FERPA The Family Educational Rights and Privacy Act of 1974 protects the confidentiality of students records FERPA governs 1 the release of educational records maintained by the university and 2 access to these records You can get FERPA basics at http www scu edu students ferpa basics cfm Two important things to remember 1 Any communication with students needs to be sent to their SCU email address and 2 any communication with parents that involve protected information including instances in which the student and their parent come to your office needs to be sent through Drahmann 2 5 2 Majors amp Minors Files should be maintained in the office for all current majors and minors PeopleSoft queries can be helpful but not foolproof in giving you a complete list of students in your department You may want to include things in the student files like Transfer credit assessment reports advising meeting notes a picture program petition forms etc 2 5 3 Decl
66. s and or prizes for outstanding students The university also has several awards it gives to outstanding students each year http www scu edu academics bulletins undergraduate SCU University Awards cfm 2 6 Alumni University alumni have the benefit of being able to audit courses for 25 These alumni auditors must pick up a form in the Alumni office and have the professor sign it these alumni names will not appear on the class roster Alumni involvement in some units may be very high The University recently implemented a Grand Reunion weekend and units are encouraged to hold alumni happy hours or other events These are coordinated with the Alumni Relations office ideally several months in advance of the reunion Some alumni choose to donate funds directly to an academic unit rather than to the larger University You can track donations to your gift fund through Rayzor s Edge or simply request occasional alumni giving reports from the Alumni Relations office Your unit may send out periodic alumni newsletters Again you ll work with the Alumni Relations office to access mailing either e or snail addresses for your alums 2 7 Assessment 2 7 1 WASC Western Association of Schools and Colleges Excerpts from the SCU WASC website http www scu edu provost ugst wasc Santa Clara University is accredited by the Accrediting Commission for Senior Colleges and Universities of the Western Association of Schools and Coll
67. s student learning outcomes at the program level Each unit should have the following documents e a listing their mission goals and objectives MGOs e Curriculum Alignment Matrix which compares the current curriculum against the learning objectives listed in the MGO e Assessment Plan which is an outline for methods and a timetable for assessing each of the learning objectives Academic units submit an Annual Assessment Report to the Dean and Director of Assessment This report details the assessments undertaken during the past year Carole Gittens is the Director of the Office of Assessment Kathleen Schneider in the Dean s office is also a very good resource and the University s assessment website is at http www scu edu provost assessment 3 Financial Management PeopleSoft Financial User Manual http www scu edu finance peoplesoft upload UserManual_FS89_EndUser_2 pdf Accounts Payable Purchasing and budget review are all facilitated through PeopleSoft Financials Account Code list 3 1 http www scu edu finance peoplesoft upload FY 201 1 Financial Accounts List Distribution_1 pdf 3 2 Budgeting Your unit may have a variety of funded accounts described below After each month s budget close usually by the 10 of the following month you should review charges on your various accounts for accuracy It is expected that all accounts will be closed accurately and in a timely fashion after the end of their fiscal p
68. sroom environment in industry government or other setting generally available only to upper division students Students who enroll in an internship or cooperative education experience for academic credit must fulfill specified academic requirements in addition to the responsibilities expected by the organization hosting the internship or cooperative education experience Practica provide practical experience in a discipline specific field experience or an approved University program activity such as participation on the school newspaper Practica are generally available only to upper division students but some practicum experiences are available to lower division students who meet specified eligibility criteria Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 18 College of Arts amp Sciences Students wishing to enroll in an independent study course must initiate the request for independent study with the appropriate faculty member and with the Career Center for cooperative education experiences The appropriate form with the required materials and other approvals must be submitted to the Drahmann Center for final approval prior to registering for the course 2 5 14 3 Program Declaration Forms are available in Office of the Registrar or the Drahmann Center Most departments will keep a supply o
69. st you with things like Section Tallies how many students are enrolled in all of your department s classes in a given quarter Major and Minor lists including e mail lists Advisor lists etc If you need information not available on one of the canned reports you can request an ad hoc report to pull the data you need The form is found on the Registrar s Resources page http www scu edu studentrecords Resources Resources cfm query You can also sign up for a query training class if you d like to learn how to write your own queries Sandy Boyer in the Dean s Office is also an excellent resource for query questions 1 3 4 Groupwise Groupwise is the email system we use at SCU It can be accessed from the Santa Clara University homepage or from the GroupWise software on campus Your GroupWise username is typically your first initial and last name though some people with common names may additional characters in their username Your GroupWise username is the same as your Novell username Your email address is your username scu edu For more information contact Information Technology at 408 554 5700 or ITSC scu edu 1 3 5 CAMINO CAMINO is a web based course management and collaboration portal that helps educators manage course material and communicate quickly easily and effectively CAMINO is designed to be used as a complement to traditional courses and for distance learning CAMINO allows you to take surveys quizzes and tests se
70. ster for classes Prior to the advising period the Registrar s office will send out lists of faculty advisors and the students under their umbrella You will need to ensure that all your majors are accounted for depending on how your department handles mandatory advising you may want to distribute the list to your faculty and keep a master for yourself This will allow you to check names off the list as faculty report back to you about completed advising Students must meet with an advisor in each of their majors undeclared students may meet with Drahmann Students who double or triple majors will have two or three advising holds on their account Only lift one of these holds when they complete advising for your department s major It is up to the student to follow through and schedule a day and time to meet with his her advisor You may send out ample reminders but do not lift a student s hold if they do not uphold their end of the bargain There is often a flurry of activity over the summer and into the first week of fall quarter as some students realize they can t register for classes until they get their holds removed Make sure you know what arrangements have been made for the advisees of a faculty member on leave in spring quarter Usually their advisees are seen by one or more other member of the unit s faculty Do not officially switch students from one advisor to another during the sabbatical period as this causes confusion
71. ta Clara University 19 College of Arts amp Sciences following the Spring quarter Students who graduate in the preceding Summer Fall Winter or Spring may participate in the Commencement ceremony at the end of Spring quarter of their graduation year Students graduating in Summer may petition to participate in the Spring Commencement ceremony prior to their graduation see below 2 5 17 1 Senior Exit Questionnaire Every year the president and provost ask the University s graduating seniors to complete a survey designed to help the administration improve the quality of the undergraduate educational experience Some departments have a senior survey they also give to graduating students to complete These can be hard copies or emails but more and more they are administered electronically through the use of online CommonSpot surveys 2 5 17 2 Petition to Graduate and Pre Graduation Evaluation The Petition to Graduate is the official notification to the University that a student intends to complete their academic degree on a specific date The form is available at the Office of the Registrar but departments may want to keep some on hand It is the responsibility of the student to complete the Petition to Graduate obtain the appropriate signatures from the primary major department and submit it to the Registrar s office on time see checklist for dates Late fees may be assessed for late forms Pre Graduation Evaluation forms must be subm
72. they want to see when they visit including tours of residence halls Mission library and any campus departments and buildings This personalized schedule allows them a chance to discover SCU It usually goes from 7 45 am to 2 00 pm followed by the unstructured free time for campus exploration Departments prepare beforehand by recruiting faculty and students to participate on the two days of the weekend They d bring information brochures handouts to the assigned classroom where they make a presentation about their department A tip sheet is prepared beforehand to guide them with their half hour presentations Typical order of events Early morning registration optional quick campus tour and welcome followed by talks on general academic opportunities by Colleges Arts Sciences Engineering and Business Mid morning two 30 minute sessions at 10 00 and 10 45 am and two at 11 30 and 12 15 Early afternoon Lunch A resource table staffed by assorted faculty reps from the colleges is available during the lunch period at 12 50 2 00 After that the students can explore campus informally at their leisure 2 5 12 Open House This event occurs every October usually mid month on a Saturday Undergraduate Admissions sponsors this day where all SCU undergraduate departments participate with a few faculty and student representatives who are on hand to provide information relating to their areas and programs It usually goes from 9 am to 3 pm
73. ttp it scu edu Comments shtml 1 3 2 E Campus E campus is used to access your personal data including timesheets payroll information change personal or emergency contact information and reset email Novell passwords In addition through e campus you may access amp approve timesheets of subordinates If you choose to take classes using tuition remission you may also access your grades register drop classes and view your transcripts It can be accessed from the Santa Clara University Homepage and the Information technology homepage Login to E Campus here https www scu edu ecampus You can retrieve your GroupWise and Novell username and password from Ecampus Login to Ecampus go to In My Menu go to Personal Portfolio SCU Electronic Information For more assistance with E Campus contact Information Technology at 408 554 5700 or ecampus scu edu 1 3 3 PeopleSoft You will use two separate PeopleSoft systems in your job HEPRD and Financials Any academic information student background information enrollment and grades majors and minors etc are held in HEPRD You will use Financials for accounts payable and receivable purchasing and your unit s budget reports Both systems are quite extensive and you ll receive training from appropriate parties in each see training above One tool within PeopleSoft HEPRD to be aware of is a query There are many useful pre programmed queries or reports available to assi
74. u edu studentrecords Resources Resources cfm 1 3 Technology Primer Here are few of the software programs you will be using and a few that you should be familiar with as they are often used by faculty and students Please visit the IT website for some help pages on these various programs http it scu edu help homepage shtml 1 3 1 Novell Novell is the networking system that we use on campus You will need your Novell password to access on campus computer networks Also you will use your Novell account to access SCU s wireless network You must complete an account creation request form http it scu edu services NovellGroupWiseAccountRequest shtml Once completed forms must be returned to Information Technology in the Harrington Learning Commons west end 2 floor If you are having problems logging into Novell verify that you are logging into the correct context If you don t see the context field click Advanced The context for Staff and Faculty is Users scu Other you may see include Ugrad students scu or Grad students scu Use the drop down list to choose the correct context Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraighead scu edu with corrections and updates s Please consider the environment before printing this document Santa Clara University 4 College of Arts amp Sciences For more information contact Information Technology at 408 554 5700 or you may submit a service request online h
75. www scu edu hr forms performance cfm Payroll Forms Instructions available at HR website URL listed above Benefit Forms Staffing Forms 6 3 3 Faculty Form Name Source Submit to Comments Faculty Application CAS Dean s CAS Dean s Required prior to candidate s interview with Dean Form Office Office Required of QPT annually IT Group Wise Acct IT IT Available at http it scu edu services NovellGroupWiseAccountRequest shtml Access Card Access office Access Office 6 3 4 Finance many of these forms can be found at http www scu edu finance forms Form Name Source Submit to Comments Direct Purchase Order Purchasing Purchasing Keep one copy for departmental files Accounts Payable Payment Request Online Cashier s Office Needs 2 copies one for cashier one for department Business Expense Online Designated Accountant at Look under Finance University Finance Office Needed if for travel conferences etc Submit with Quick Voucher Expense Transfer Online Under Internal Transfer 6 3 5 Facilities forms can be found at http university operations scu edu facilities service request Form Name Source Submit to Comments Key Request Form Online Fax to Facilities Event Request Online Fax to Facilities 6 3 6 Purchasing forms can be found at http www scu edu finance USS purchasing forms cfm Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcrai
76. yee s you will need to approve the payable hours at the end of the pay period The instructions are also at the link above For questions regarding timesheets contact Human Resources at extension 4359 For questions regarding the student employment form contact Student Employment at x 6444 5 8 Facilities 5 8 1 Keys Bldg Access 5 8 1 1 Onity Locks to add change or delete access privileges for doors with Onity swipe locks using the ACCESS card the admin should email Facilities CSC scu edu Email should include 1 Name amp ID 2 Office number s including common area doors 3 Times doors should be available ex 24 7 Mon Fri 8 00 5 00 etc 4 Expiration date for access For building access on an Onity Lock contact your building manager with the name amp ID of the person you would like to receive access The building manager will contact the ACCESS office to request permission The new faculty staff or student must take their ACCESS card to the Facilities department in order to activate their permissions 5 8 1 2 Key locks http university operations scu edu facilities service request key_lock_requests 5 8 2 General Maintenance Facilities assists with the general maintenance of buildings For more information please view their website http university operations scu edu facilities service request general_maintenance_service_request Contact Sue Khalipa skhalipa scu edu or Kari Craighead kcraig

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