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A&S Dean's Office General Operation

Emergency response plan for general operation of the A&S Dean's Office in the event of an emergency situation or illness.

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Coverage for Dean Hudson

In the event of illness or other emergency that causes the Dean to be unavailable, back-up would be provided by (in order):  Associate Dean for Faculty Affairs,  John Ferre; Associate Dean for Undergraduate Education, Julia Dietrich; Associate Dean for Research and Graduate Education, Robert Buchanan; and Associate Dean for International, Diversity and Outreach Programs, Nefertiti Burton.  If it is necessary for one of the Associate Deans to fill in for the Dean, as soon as possible notice will be sent by e-mail to the Chair list serv with a copy to the Department Business/Budget Contact distribution list (distribution list of department Unit Business Managers).

In the event of an emergency situation or extensive flu outbreak, e-mails related to the emergency are to be sent directly to the Dean jbhuds01@louisville.edu , with a copy to Assistant Dean for Administration, Anne Domeck a.domeck@louisville.edu  and the Dean’s Administrative Assistant, Pam Maze pam@louisville.edu .

The Dean will provide department chairs and department unit business managers with his contact information (cell and home number). If  the department chair should become ill (or otherwise unavailable) during a flu outbreak or other emergency, the Dean’s cell phone and home phone numbers should be given to the chair’s back-up person. 

Work groups / function areas in the Dean’s Office


Faculty Affairs

  • Associate Dean for Faculty Affairs, John Ferré
  • Paula Hensel
  • Delores Pierce


Undergraduate Education

  • Associate Dean for Undergraduate Education, Julia Dietrich
  • Jim Carter
  • Mona Francis
  • Roselle Taylor


Graduate Education

  • Assistant Dean for Graduate Education, Wendy Pfeffer
  • Rick Vanittersum


Research

  • Associate Dean for Research and Graduate Education, Bob Buchanan
  • LyShanna Cunningham   
  • Diane Penrod

   
International Programs, Diversity and Outreach

  • Associate Dean for International programs, diversity, and outreach, Nefertiti Burton
  • Betty Marcum
  • Reginald Meeks
  • David Owen
  • Diane Pecknold
  • Xiujie Sun
  • Marian Vasser
  • Linda Wilson


Budget

  • Assistant Dean for Finance, Jeanie McCabe
  • Becky McCandless
  • Lisa Norman
  • Rachael Siler

   
Administration

  • Assistant Dean for Administration, Anne Domeck
  • Brian Heckel
  • Stephanie Lindsay
  • Lindsey Ronay
  • Jennifer Stephens

   
Staff Personnel

  • Assistant to the Dean for Staff Personnel, Yolanda Demaree
  • LyShanna Cunningham


Office Management

  • Administrative Assistant to the Dean, Pam Maze
  • Karen Axmaker
  • Student Workers

   
Facilities

  • A&S Facilities Manager, Rick Taylor


Technology

  • A&S Technology Manager, Mark Rubenstein
  • Samantha Egnew
  • Daniel Weber


Liberal Studies

  • Director, John Hale
  • Maggie Noffke
  • Janna Tajibaeva

Emergency contact information for Dean’s Office staff

The head of each work group in the Dean’s Office is being provided with emergency contact information (home and cell phones) for each staff member in his or her work group.  In addition, the Dean and Associate Deans have access to the emergency contact information for all staff in the Dean’s office on the shared drive at I:\asdean\Dean Admin\A&S Directories and Rosters.

If you need to communicate with Dean’s Office staff via e-mail during an epidemic or emergency situation, please keep in mind that a number of our staff do not have internet access from home.  Heads of work groups have been made aware of staff within their group who would not be able to access the internet or e-mail from home.  The list of staff without internet at home also has been posted at I:\asdean\Dean Admin\A&S Directories and Rosters.

Front desk coverage

The front desk and main phone in the Dean’s Office are to be staffed at all times during business hours (8:00 am to 5:00 pm Monday through Friday).  Karen Axmaker is receptionist for the Dean’s Office.  Pam Maze arranges for coverage of the front desk (by student workers or Dean’s Office staff) when Karen is not available.

Detailed directions for opening and closing the office and other functions connected with coverage of the front desk is available in a notebook located in the overhead cabinet above the phone at the front desk.

In the event that Pam is unavailable, Yolanda Demaree will arrange coverage for the front desk.  If both Pam and Yolanda are unavailable, Anne Domeck will arrange coverage. 

The names, phone numbers and schedules of the student workers for each semester are posted at I:\asdean\Dean Admin\A&S Directories and Rosters.

Front desk phone

If the University closes due to an emergency, Karen Axmaker will leave a voice mail message on the 852-6490 number indicating that the University is closed.  If Karen is absent, Pam Maze will do this; if Pam is also absent, Yolanda Demaree will do this. 

The password for the voice mail at the front desk can be found at I:\asdean\Dean Admin\A&S Directories and Rosters.   The phone number for accessing voicemail from off campus is 852-3434.

The front desk may need to help provide phone coverage for departments if they are severely short staffed due to illness or an emergency.  Please note that A&S departments have been told the following:  
“If your department does not have staffing to cover phones due to an emergency or epidemic, a voice mail message can be left on the department’s main number to briefly describe the situation and to refer callers to 852-6490 (main phone number at the front desk of the Dean’s Office) if immediate assistance is needed.  Or, as an alternative, the department phone can be forwarded to the main number of the Dean’s Office (852-6490) so long as the department has notified the Dean’s Office before transferring the phone.”

Reporting absence (vacation, sick leave, personal days) for Dean’s Office staff

Beginning October 1, 2009, the following policy is in effect to standardize reporting of vacation, sick leave and personal days by all staff in the Dean’s Office.  This is standard policy.  It is not limited to emergency circumstances.   

All forms of leave for all staff in the Dean’s Office (vacation, sick leave and personal days) need to be posted on the Dean’s Office vacation/leave calendar (the calendar for Service Account asdean).  The Dean’s administrative assistant, Pam Maze, can post items on the calendar and, in the event that Pam is not available, the Dean’s Office receptionist, Karen Axmaker, can also place items on the vacation/leave calendar.

For vacation leave:   Employees need to request vacation leave in advance from their supervisor.   If the leave is approved, the supervisor needs to send an e-mail stating dates of the leave to Pam Maze with a copy to Karen Axmaker so that the leave can be posted to the calendar.   Whenever possible, personal days should also be requested in advance using the same procedure as vacation leave.

For sick leave due to illness:   When a member of the Dean’s Office staff will not be at work due to illness, the employee needs to call or e-mail his or her supervisor (if you send an e-mail, please cc Pam Maze).  Notification should be given as soon as the staff member realizes he or she will have to miss work.   In addition, the employee needs to call the front desk in the Dean’s Office at 852-6490.  The individual who takes this call or retrieves the voice mail message at the front desk needs to: 1) list the absence on the white board at the front desk and 2) notify Pam Maze and Karen Axmaker of the absence. 

For sick leave that is known in advance (doctor’s appointments or medical procedures that are scheduled in advance) or absences for other reasons that are known in advance:   Staff should notify their supervisor and copy Pam Maze and Karen Axmaker. 

Karen Axmaker will write on the white board at the front desk the names of people who will be out for the day or part of the day, whether due to illness, doctor’s appointments, vacation, or personal days. In Karen’s absence, Pam Maze will keep the white board updated.  If Pam is also out, the staff member who is filling in for Karen at the front desk will keep the whiteboard updated.

List servs and distribution lists

Karen Axmaker maintains the A&S list servs and various distribution lists contained in a shared Groupwise address book. If Karen is incapacitated, LyShanna Cunningham will serve as backup for updates to the list servs, and Brian Heckel will serve as backup for updates to the Groupwise distribution lists.  Any updates needed during an emergency should be sent to both Karen and the appropriate backup person.

Monitoring of e-mail service accounts

Brian Heckel will monitor asnews, which is where news items that need publicity are sent.  Lindsey Ronay and Anne Domeck will serve as back up in that order.  Stephanie Lindsay will monitor ashoh for the Hall of Honor, with Anne Domeck and Lindsey Ronay providing back up. 

Time sheets

Supervisors need to have a supply of paper timesheets, or an electronic version so that attendance and leave for staff that are out may be recorded on a regular basis.   In an emergency situation, supervisors of classified, non-exempt staff may submit an electronic [LINK TO ELECTRONIC TIME SHEET] or hard copy time sheet on behalf of their staff member if the staff member is unable to complete it himself or herself.  This applies also for work study and student workers.  These time sheets should be given to Becky McCandless or sent via email to becky@louisville.edu.   In the event Becky is out, they should be given to Jeanie McCabe or sent via email to mjmcca01@louisville.edu    As a last resort, the staff member’s name, number of hours worked, and amount of leave used, may be phoned in to Becky McCandless at 852-2240 or Jeanie McCabe at 852-2242.  An approved, signed time sheet should be submitted upon the staff member’s return to work.  In the event no hours are reported, the staff member will receive their usual number of hours per pay period (e.g. 75.0 hours if full-time) and adjustments will made on the next pay cycle. 

Staff members should be aware of their beginning leave balances so they can keep track of their leave use, and how much available leave they have, in order to furnish accurate leave records for the emergency period. The goal is to timely capture work and leave hours so that all staff can be correctly paid during an emergency.  Supervisors need to be flexible with documentation requirements during an emergency situation.

Authorization to work from home   

As noted in documents posted at http://louisville.edu/hr/information-regarding-h1n1-flu, in the event of a flu outbreak or other emergency, work from home is an option for classified and P&A staff provided certain conditions are met.  First, the staff member’s duties need to be suited for work from home---not every position is suited due to specific job duties or operating requirements of the unit.  Second, approval is required, in advance, in order to work from home.  To arrange work from home, first the staff member’s supervisor must give his or her approval.  Next, the supervisor needs to send the work at home request (with his or her approval) by e-mail to Dean Hudson, with a copy to Yolanda Demaree, Becky McCandless and Pam Maze.  The e-mail should specify the period of time (start and end dates) for which the work from home authorization is requested.  Dean Hudson will respond by e-mail to the supervisor to indicate whether or not the request has been approved.   If classified employees are authorized to work from home, on their time sheets they need to designate which, if any, of their hours were “work from home.”  Please keep in mind that the staff member should not exceed the number of hours normally worked within a week.

Flex hours   

As noted in documents posted at http://louisville.edu/hr/information-regarding-h1n1-flu, under extenuating circumstances, such as a flu outbreak or other emergency, supervisors can request authorization for staff to work hours outside regular business hours if the staff member’s position entails work that can be accomplished outside normal business hours.  If a supervisor is in agreement with a staff member working a flex hour schedule during a flu outbreak or emergency situation, the supervisor needs to send a request via e-mail to Dean Hudson with a copy to Yolanda Demaree, Becky McCandless and Pam Maze. The e-mail should specify the period of time for which the flex hours authorization applies (include starting and end dates and hours the person would work outside normal business hours). 

NOTE:  It is permissible to work a combination of flex hours and work from home with prior authorization.

PBK Application

Greg Hutcheson, Chair of the campus Phi Beta Kappa Committee, provides leadership for preparation of the PBK application.  If Greg is ill, Susan Ryan from the PBK Committee will assume this leadership role.

The draft of the PBK application, instructions, data, action list (detailed information about status of various sections of the application) and related materials can be found in a folder on the Dean’s Office shared drive at: I:\asdean\Dean Admin\Phi Beta Kappa

The PBK folder can be accessed by Lindsey Ronay, Greg Hutcheson, Anne Domeck, Susan Ryan and Brian Heckel.  To avoid confusion and the risk of having multiple drafts in play, changes to documents in the PBK folder should be made by Lindsey Ronay.  If Lindsey is ill, back-up staff are (in order):  Greg Hutcheson, Anne Domeck, Susan Ryan, and Brian Heckel.   Contact information including cell and home phone numbers for Lindsey, Greg, Anne, Susan and Brian are being shared within the group.

The PBK folder in the shared drive can be accessed from home.  Directions for accessing the folder from off campus can be found at: http://louisville.edu/artsandsciences/astech.html   

Each Friday, Lindsey posts updates of PBK documents (such as the action list, data that is being used to prepare the application and the current version of the application) to Blackboard so the information is accessible to members of the PBK Committee.  If Lindsey is ill, Greg Hutcheson would post the updated PBK documents to Blackboard.

The following people have access to the Phi Beta Kappa service account: Lindsey Ronay, Greg Hutcheson, Anne Domeck, Susan Ryan, Karen Axmaker and Brian Heckel.

Lindsey Ronay        Office 502-852-3252 
Greg Hutcheson        Office 502-852-1635
Anne Domeck        Office 502-852-2235
Susan Ryan        Office 502-852-0508
Brian Heckel           Office 502-852-2244  

A&S Website

Brian Heckel is the A&S web master for the College’s web site.  Back up will be provided in this order:  BEFORE NOVEMBER 1-- 1) Mark Rubenstein, 2) Lindsey Ronay, 3) Samantha Egnew. 

AFTER NOVEMBER 1, back up will be provided in this order:  1) Lindsey Ronay, 2) Mark Rubenstein, 3) Samantha Egnew.

If you have items that need to be posted to the website that are related to an emergency, such as cancellations of an event due to illness, please send the item(s) to Brian by e-mail with a copy to the person listed as back up.  Brian, Lindsey, Mark and Samantha have access to make changes to A&S website and the pages for work groups in the Dean’s Office. 

A&S Monitor System (in the lobbies of various A&S buildings)

Brian Heckel posts items on the monitors for the Dean’s Office and A&S Departments (Margaret Murray in A&S Advising posts items for the Advising Center).  Back up to Brian for posting items to the monitor system will be (in order):  Mark Rubenstein, Lindsey Ronay, Daniel Weber and Samantha Egnew.  It is best to layout your announcement in PowerPoint and submit it by e-mail.  Please note that items cannot be posted to the monitor system from off campus.

Brian and Mark have full administrator rights to the monitor system (related to the server)

Staff Personnel

If Yolanda Demaree, Assistant to the Dean for Staff Personnel, is out due to extended illness or emergency situation and a staff personnel issue or action cannot wait until her return, staff and faculty can contact Anne Domeck at 852-2235 or via email at a.domeck@louisville.edu.  If Anne is not available, please contact LyShanna Cunningham at 852-2658 or via email at l.cunningham@louisville.edu.  Stacey Gardner, A&S HR Representative, can also be contacted at 852-7988 or via email at sagard01@louisville.edu

To maintain efficient communications with one another when some or all of us are "off-campus" due to a flu outbreak or emergency, contact information, including home and cell phone numbers of all essential personnel, will be provided to heads of work groups. In addition, emergency contact information for all staff in the Dean’s Office will be placed on the shared drive (I-drive) accessible to the Dean, Associate Deans, and several other senior staff.

The critical areas related to staff personnel include staff recruitment, requests for new positions and in-grade adjustments, and issues involving employee relations.   If Yolanda Demaree is not available due to extended illness or emergency situation, these individuals can assist: 

Staff Recruitment/Requests
Please contact Anne Domeck at 852-2235 or via email at a.domeck@louisville.edu.  If Anne is not available, please contact LyShanna Cunningham at 852-2658 or via email at l.cunningham@louisville.edu.

Employee Relations
Please contact any of the following members of the University Human Resources Department:

Malinda A. Durbin
502-852-6536
madurb01@louisville.edu

Donna Ernst
502-852-6538
dmerns01@louisville.edu

Harvey Johnson
502-852-6688
h0john01@louisville.edu

Facilities

In the event that Rick Taylor, A&S Facilities Manager, is away from work due to self-isolating because of illness or for an extended amount of time due to various other issues, he will plan on remaining accessible via office calls (852-2529) forwarded to his cell phone (502-472-1207) and through accessing the GroupWise email system from home.

In the event he is completely incapacitated, he will refer facilities related issues to Mark Rubinstein (office 852-8840, cell 235-5954) via voice mail recording and automated email response.

Tech Support

In the event that Mark Rubenstein, A&S Technology Support Director, is out, Daniel Weber (852-2528 or 418-6815, d0webe01@louisville.edu ) would be primary back up with Samantha Egnew (852-2528 or 235-1877, sam.egnew@louisville.edu ) as secondary.

Primary critical functions are answering the ASTech phone line, answering the ASTech email account, and performing repairs, upgrades, and updates to computers. Full emergency plan here: A&S Technology Support Emergency Plan

Events

Cancellation of events :   If a decision is needed as to whether a major Dean’s Office event should be cancelled or postponed, notify Dean Hudson by e-mail jbhuds01@louisville.edu  (with copy to Assistant Dean for Administration Anne Domeck a.domeck@louisvill.edu , Public Relations Coordinator Brian Heckel brian.heckel@louisville.edu , Administrative Assistant to the Dean Pam Maze pam@louisville.edu , and Receptionist Karen Axmaker keaxma01@louisville.edu ).   

If a department or program needs to cancel or reschedule an event that is open to the public or has been announced campus-wide or in the community, notify Dean Hudson by e-mail jbhuds01@louisville.edu  (with copy to Assistant Dean for Administration Anne Domeck a.domeck@louisvill.edu , Public Relations Coordinator Brian Heckel brian.heckel@louisville.edu,  Administrative Assistant to the Dean Pam Maze pam@louisville.edu , and Receptionist Karen Axmaker keaxma01@louisville.edu ).  If appropriate, the Dean’s Office can post cancellations to the main A&S website and to the A&S monitor system in lobbies of our buildings, and we can send a notice to the A&S faculty and staff list servs.  Dean’s Office staff will consult with your department to determine which methods would be most effective based on the nature of the event. 

Other avenues that your department can use to announce cancellations: 

  • Department website
  • Uof L Today (daily electronic newsletter) To submit an item for UofL Today, go to http://ulink.louisville.edu
  • In the main menu, click on Submit Feedback or UofL Today. Then select Submit a UofL Today Item. Read the guidelines, complete the form and click on Submit.
  • Departmental distribution lists
  • Guest list for event (if applicable)
  • Local TV stations if it is a weather-related cancellation


Hall of Honor (February 2010; date TBA):  Anne Domeck is providing oversight for the Hall of Honor event and Stephanie Lindsay is serving as coordinator and liaison to the honorees.  Lindsey Ronay and Brian Heckel can serve as back up for Anne or Stephanie.   Planning documents related to the event are on the shared drive at I:asdean/Dean Admin/Hall of Honor.


Phi Beta Kappa Lecture (October 19, 2009):  Brian is coordinating the Dean’s Office’s role in this event.  Professor Mike Fowler is chair of the Committee that is planning this lecture.  Anne Domeck will serve as back up for Brian, with Lindsey Ronay as “second back-up.”   Information about the event is posted on the I-drive at I:/asdean/Dean Admin/Phi Beta Kappa/PBK Lecture.


Alumni Fellow (October 8-10, 2009):  Mitzi Friedlander is the College’s Alumni Fellow for 2009.  Lindsey Ronay has already completed planning and coordination with Ms. Friedlander and her itinerary is posted in the I-drive at I:asdean/Dean Admin/Alumni/Alumni Awards/Alumni Fellow Award. The contact in Theatre Arts for her visit is Russ Vandenbroucke, with Jim Tompkins and Debbie Hudson as back up. Patsy Wynne is the Alumni Fellow contact in the UofL Alumni Relations Office.


Meet the Professor:  Janna Tajibaeva takes the lead in coordinating the Meet the Professor sessions the first Thursday of each month during the Academic Year.  Information about the series is posted in the I-drive at I:\asdean\Dean Admin/Projects and Events/Meet the Professor Lectures.  Back up to Janna will be provided by Brian Heckel, Karen Axmaker, Lindsey Ronay or Anne Domeck.

Public Relations and publicity

Publicity for events is handled by Brian Heckel.  Back up will be provided by (in order): Lindsey Ronay and Anne Domeck.  Brian Heckel will monitor asnews, which is where news items that need publicity are sent.  Lindsey Ronay and Anne Domeck will serve as back up in that order. 

The e-Portal (the College’s electronic newsletter)

Brain Heckel prepares The e-Portal, which is published twice each semester (September, November, February and May).  Back-up will be provided by Lindsey Ronay and Anne Domeck to the extent that circumstances permit.  If necessary due to staffing shortages, we will delay the publication schedule or combine issues.

Alumni Relations

Lindsey Ronay provides primary staffing for Alumni Relations for A&S.  Much of our communication with alumni is through Facebook and e-mail.  In Lindsey’s absence, Brian Heckel will cover communication with our alumni and friends of the College via Facebook.  Brian Heckel or Anne Domeck can provide back up if e-mail communication with alumni is necessary.

If Lindsey is not available, Brian and Anne can provide back up as liaison to the UofL Alumni Relations Office.  Jim Carter is the Dean’s Office liaison to the A&S Alumni Council.  Lindsey, Brian and Anne can provide back up for Jim in that order.

Faculty Offer Letters (for new hires and reappointments)

Anne Domeck drafts the following types of letters for the Dean’s signature:

Letters of offer for:

  • new faculty hires in A&S (tenured, tenure-track, and term)
  • endowed chair appointments
  • department chair appointments
  • program director appointments
  • phased retirements
  • assistant and associate dean appointments


Letters of reappointment for:

  • term faculty
  • department chairs
  • program directors
  • phased retirements


If Anne is unavailable and a letter of offer or reappointment cannot wait until she returns, back up will be provided by Paula Hensel (paula.hensel@louisville.edu, 852-2238) and John Ferré ferre@louisville.edu, 852-2237) in the Office of Faculty Affairs in the Dean’s Office.   Terms of all letters of offer and reappointment must be approved by Dean Hudson and, in addition, the UofL Affirmative Action Office must give approval before an offer can be extended.

Access to Novell Network’s I-drive (shared drive) and H-drive (personal drive)

Files can be saved on the IT Novell Network which provides a shared drive (I-drive) where colleagues can access shared documents and a personal drive (H-drive) which serves the same purpose as a hard drive.  The H- and I-drives offer several advantages -- they allow for access from home and IT regularly backs up all of the files stored on these drives.  In addition, as noted above, the I-drive allows for specific individuals to have access to the same documents.   When you make a request to set up one or more folders on the I-drive, you will need to specify which individuals should be given access to each folder.  To arrange for use of the H-drive or I-drive, contact Mark Rubenstein.  If Mark is not available, ____________will provide back up. 

Resources for work from home

Information about technology resources that can facilitate work from home can be found at http://louisville.edu/artsandsciences/astech.html.  Examples include:

  • How to install “full Groupwise” in place of web access version of Groupwise on your home computer.  This will provide access to distribution lists.
  • How to access voice mail messages or leave extended absence greetings from home
  • How to sign up for UofL’s emergency cell phone alert system (Rave)
  • How to install Novell Client software to access the H-drive and I-drive (shared drive) from home

 

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