Undergraduate Affairs Business Procedures
General Procedures
These business procedures are designed to minimize the cost of the administration of the unit and increase its efficiency. Please be aware that purchases or chargeable services are real costs to the divisional budget.
We work in a community environment, which imposes many obligations of community responsibility and mutual respect on all of us. Doing one’s share of ordinary housekeeping and upkeep (for example, making coffee after you take one of the last cups or refilling the copier paper supply when it is running low) makes the workplace more pleasant for everyone.
Please follow the procedures for each of the following topical areas. Consult with your supervisor if you are unsure of the requirements for any procedure.
Business Procedures
Standard Operating Procedures
Authorized Entry List
We regularly update the Authorized Entry List on file with the Department of Public Safety, with supervisor approval. This list gives DPS authorization to let you into the building and your office if you do not have your keys. It also verifies that you are permitted to be in your office/building after business hours. To check that you are on the list, please contact Bridgett Young.
Camera Checkout
A digital camera is available for checkout. It is kept in the top drawer of the short file cabinet in 126L, along with its accessories and a sign-out sheet. The camera is to be turned in at the end of the same day of checkout, unless previous arrangements have been made. The camera has a removable battery pack which is kept on the charger when not in use. When checking out, be sure you have the battery! This camera stores images in its internal memory, so a USB cable (provided) will be needed to download the images directly to your pc. To download images, just plug into an available USB slot and your pc should detect the camera within seconds. You may then use the Scanner and Camera Wizard to save images to your computer.
Conference Room Reservations
The conference room (SK 126A) can hold up to 14 individuals comfortably. All reservations are logged in the conference room scheduling book located at the front desk and posted on the REACH Service Account calendar in GroupWise. If you do not have proxy access to the service account, please contact Cathy Leist to be added. To make a reservation for the conference room, you may call or email Bridgett Young with the date, time, and name of your event. If you wish to make the reservation in the book yourself you may do so, but no reservation will be considered “official” until it has been posted on the REACH service account so advise Bridgett Young to add it as soon as you have blocked off the time needed for your event. Refer to Julie Webb when inquiring about reserving Strickler 111. These reservations can also be viewed on the REACH Service Account calendar.
Copiers
There are four (4) main copiers for use by the department. Each user is expected to refill the paper supply as needed.
Location Functionality
SK 126 Simple, small jobs
SK 107 Staple, hole-punch
SK 248A Staple, hole-punch
SK 327 Color, staple, network printing
Copier problems such as jams and error messages should be reported to Bridgett Young or any work-study student immediately. Student employees are trained to handle simple issues such as clearing paper jams and toner replacement. More complicated issues that we cannot fix are called in to Xerox. Once the service call is made, the local service technician will call back in one hour to confirm he/she is on the way. Copier code requests are to be submitted directly to Bridgett Young for entry. Your copier code is usually the last four digits of your employee ID, and will be the same on all units (the small copier in 126 does not require a code). Training on use of the copiers is available during the first month of each semester.
Since the color copier/printer is located on the third floor, you may want to take advantage of the several print modes for submitting your job to this machine.
“Normal print” is set as the default and will run the job as soon as you click “ok” on the print window.
“Secure print” will send your job to the printer to be run at a later time. This option is ideal for confidential materials, as a password must be used to release the job. When you choose this option, you will be prompted to enter a numeric password. Choose any number you wish, but do not forget it because there is no way it can be retrieved. When you are ready to run the job, log into the machine with your code, then press the button marked “Job Status.” Here you will see a list of all the jobs in queue. Choose your job from the list, press “Release,” and you will be prompted to enter the password you set when you sent the job. Enter the password and your job will be released.
“Sample Set” is a good option when running a large quantity. For example, if you need to run 200 copies of a booklet, you will want to run a Sample Set which will print one copy so you may check it for errors and layout before running the entire job.
“Delayed Print” is similar to Secure Print in that it will not release your job until you are present at the machine. Delayed print jobs may be released by anyone who wishes to do so and do not require you to enter a password.
Fax Machines
Location Number
SK 126 (502) 852-4184
SK 327 (502) 852-8098
Using the fax: Put all pages in the feeder face down;
For local, on-campus and off-campus faxes, dial “9” and then the 7-digit number then “Fax Start;”
For long-distance faxes, dial “9,” “1,” the area code, the number, your ELD code, then “Fax Start.” (Note – the ELD code is a number issued by IT that allows long distance calls to be charged to a staff member’s speedtype.)
When “Fax Start” is pressed, the pages will all be quickly scanned into the machine. The actual faxing process does not take place until the call is connected. If the connection is not made on the first attempt, the machine will attempt to fax the documents five (5) more times before it will give up. A transmittal sheet will print that will let you know if the send was successful.
Keys
If you locked yourself out of your office, please feel free to request a loaner from Bridgett Young. If you have lost your keys, please inform Liz Herbert as soon as possible. We also have keys to file and storage cabinets. Check the lock on your cabinet – it should have a number that begins with “S” or “FR.” Please have this number ready when requesting a key from Bridgett.
Codes for doors with keypad entry are entered by Michael Plunkett. Please see Michael if you have forgotten your code or wish to change it. A code for guest access is available for those wishing to enter for special events and functions. Please see Bridgett as soon as the need for guest access arises.
All outgoing mail is to be brought down to the red Outgoing Mailbox located next to the Ambassadors Office in room 126. This mail is taken down to the mailroom by 10:30 am Mon.-Fri. for pickup by University Postal Services. There is no mail pickup or drop off during weekends or holidays.
Mail Meter Cards are to be attached to all outgoing mail that is going off-campus and is University business, regardless of the size of the mailing. Cards are located in the Meter Card Sign-Out Book at the front desk in 126. When needing a meter card, you must log your mail in the sign-out book (we do not audit your mail; this is for billing purposes only). The meter card is to be filled out by the staff member and attached to the mail with a paper clip or rubber band before placing it into the outgoing mailbox. Please fill in the date, speedtype, your name, department, your office phone number, and the number of pieces that are being sent. Any personal outgoing mail must have a stamp on it in order to be mailed (stamps are not provided by the department).
The mailroom for Strickler Hall is located across from the elevator near the West Entrance and the code to enter the room is 123456 in the event you need to take large mailings straight down there. The box on the table is for outgoing mail. Postal Services will pick up the mail and drop off incoming mail by 10:30am every day. Our incoming mail is in the mailbag labeled “REACH/PATHWAYS” and is picked up from the mailroom and placed in staff mailboxes no later than noon every day.
To ensure that there is enough letterhead (and mailing labels) for your mailing, please advise Bridgett Young of any upcoming large mailings as soon as possible. In addition, large mailings usually take a lot of room to stuff and sort so you may reserve the conference room (if available) to assemble large jobs. Refer to the section on Print Services for more details.
Office Supplies
Office supplies for general use are in the stockroom in room 134 and include the following:
paper clips
binder clips
pens
tape
staples
file folders
colored paper
labels
rubber bands
Post-It notes
index cards
Avery 5160 mailing labels
file pockets
legal pads
manila envelopes**
facial tissues**
batteries**
paper plates**
napkins**
flatware**
coffee and coffee supplies**
(Items marked ** are supplies ordered exclusively through University Stores and not Corporate Express)
These items are stocked on a regular basis and should not be included on Corporate Express supply requests. Specialty items such as CD-RWs, binders, hanging files and the like are ordered by individual request on an as-needed basis. All tech orders (keyboards, mice, USB drives, other miscellaneous peripherals) must be initiated by Michael Plunkett. Please submit Corporate Express supply requests to your supervisor, who will then forward them to Mitchell Priddy for processing. Supplies will be delivered to the stockroom in 134, and usually arrive in the afternoon. Bridgett Young will verify receipt of all orders and distribute accordingly.
Stockroom items are those items that are contracted for distribution by University Stores (Stock). These items should be stocked regularly, so if an item is out of stock or running low, please inform Bridgett Young and it will be ordered promptly.
Other items that are not offered by Corporate Express or University Stores are subject to approval by the Unit Business Manager. For policies and procedures for ordering from Corporate Express, please refer to the Purchasing section.
Physical Plant
To report building issues or request any other Physical Plant work order, contact Bridgett Young. The plant takes care of many different services besides painting and plumbing, such as light bulb replacement, pest control, and moving furniture.
Please keep in mind the following when expecting furniture to be moved: it is always best to make a sketch of where you want your items placed in case you can not be located when they arrive to perform the work. Also, Physical Plant will not move furniture that has not been emptied out. Ask at the front desk for boxes and tape when planning your move so that you may pack up your items in any file cabinets, desks, or bookshelves.
Printing
Please submit documentation of all your CopyIT Center and Print Services jobs to Bridgett Young for reconciliation as soon as possible. CopyIT will give you a confirmation page with your work order number and description of the job, but only if the order is submitted in person. In the event you submitted your order online (or by phone) and did not receive a confirmation page, an email describing the work and containing approval by your supervisor (or Liz Herbert) will suffice.
Business cards and letterhead are ordered by Bridgett Young and do not require this documentation.
Be advised that we do not keep thousands of pieces of letterhead on hand at all times due to the high cost of printing and our limited storage space. We only have approximately 2500 pieces each of REACH and UGA letterhead and envelopes at any given time. Since most large mailings consist of up to 2500 pieces, one large mailing could deplete the entire stock. Print Services usually takes 7-10 business days to print and deliver letterhead, so planning ahead is critical. If you have a large mailing that is coming up soon, please be sure to check with Bridgett to ensure that we will have enough letterhead (and labels) available for your project.
Shredding and Recycling
Documents containing personal, financial, or student information should be shredded. The department will periodically arrange for Shred-It to pick up and destroy them.
There are paper recycling cans for white paper located near every copier. If a can is on the verge or overflowing, inform the front desk staff so that we may arrange to have them taken to the shipping dock, where the recycling program will empty it.
Surplus
An item is sent to surplus when it is broken or being replaced. Items under $1000 are considered regular office supplies and can be transferred rather easily. Items over $1000 may also be sent to surplus, but we must report their tag number.
To designate an item as surplus, first it must be cleared as surplus by your supervisor (tech surplus will be initiated by Michael Plunkett). Bridgett Young will then fill out an online TRANUNDER form for items under $1000 (or a TRANOVER form for items greater than $1000). Once items have been deemed surplus, they may be claimed by anyone who needs them for office use, since many items are still in working order. A unit-wide email will be sent out when surplus items are available.
Do your best to keep surplus items out of the hall while they wait for pickup. Sometimes this is not possible, but be advised that the Fire Marshal could come by at any time and demand that the items be moved so as not to block access to exits. University Surplus does not deem pickup for items as priority, so be prepared to wait for up to 2 months for pickup to actually occur. Pickups are only made on Wednesdays, so if a Wednesday comes and goes, do not expect another pickup opportunity until the following week.
Standard Operating Procedures
Break Room and Coffee
Coffee and cocoa are available free of charge in the REACH reception area and in the LRC. Please do not remove coffee supplies to private offices; if you wish to make coffee in your own office, please use your own supplies. Coffee brews until around 4:00pm, at which point the pots will be cleaned and prepped for the following day. We have a jar of instant coffee if you need a jolt after 4:00pm. If you pour the last cup (or almost the last), please switch off the burner so the pot will not burn up. Once a pot is burned it cannot be reused.
The refrigerator in the break room in 126 is open for all division staff and student staff for use. Every Friday afternoon, old and unlabeled food will be thrown out. Please label and date your food items when using the fridge – labels are kept on the freezer door for your convenience.
Please do not put any sodas in the freezer. We all think that if we do so we will remember to take them out, but life happens and it is easy to get distracted and forget. Bear in mind that the building custodial staff is not responsible for cleaning out messes in the fridge or freezer, so if a drink explodes it is up to the front desk staff to clean it up.
The same policy applies to the microwave – please cover your food when heating. If your meal makes a mess inside, take a second to clean it up so that the next person using it (or the front desk staff) does not have to.
The water cooler is set up to dispense hot water as well as cold. To dispense hot water, pinch the left (red) lever while pulling down on it. Be careful – it is very hot and can easily burn you if you are not careful! Fill coffee pots from the sink behind the counter in the Strickler Hall main lobby instead of using the water cooler.
Emergency Plan
EMERGENCY PLAN FOR STRICKLER HALL FOR ALL EMERGENCIES:
CALL DPS (911)
DO NOT USE ELEVATORS
FOLLOW SPECIAL PROCEDURES FOR DISABLED STAFF, STUDENTS, AND FACULTY
CLOSE OFFICE DOOR, BUT DO NOT LOCK DOOR, AND TAKE YOUR VALUABLES
OCCUPANTS WILL INFORM STUDENTS AND VISITORS OF APPROPRIATE ACTION
Fire
All occupants should leave the building
Occupants should NOT attempt to extinguish the fire
Meet center court between Strickler and Davidson to be counted
Severe Weather
The weather radio will announce watches or warnings
Once occupants have been notified of a tornado warning, go to the basement, West Wing Strickler Hall
Coordinator will take roll call
National Weather Service will notify when safe to return to workplace
Earthquake
Earthquakes occur without warning
When a significant earthquake occurs take cover
Stand in a doorway bracing your hands and feet against each side, or
Get under a heavy table, or
Stand flat against an interior wall
Be prepared for aftershocks. Aftershocks will cause additional damage
Hazardous Materials and Chemical Emergencies
Train derailment, tractor-trailer accident
Local media will broadcast warning
The National Weather Service will broadcast similar warnings
Two strategies for protecting citizens:
First strategy (Remain in building)
Close all windows and doors
Everyone will move to basement Strickler Hall, West Wing
Building Coordinator will monitor news media
Second strategy (Evacuate building)
Walk to assembly area (center court between Strickler and Davidson Hall)
Leave the area using travel directions determined by community officials
Utility Interruption
Emergency Coordinator will contact physical plant of situation and will notify building occupants of which procedures to follow
Dangers of power interruption:
Tripping and injuries due to lights being out
Persons trapped in elevators
Danger of extreme heat or cold on employees
Inability to contact responders if telephones are out
Sanitation problems due to no water
Workplace Violence, Terrorism
Contact DPS (911)
Building occupants will become aware of a violent act by the sounds of an explosion
Explosion--same evacuation plan as a fire
Gunfire—take refuge in a room that can be locked, take cover under desk or in a corner
Physical Threat—Evacuate the area
Toxic or Irritant Gas—same procedure as a fire
Hostage Situation—immediately vacate the area, take no chance to endanger the life of the hostage
Bomb Threat
Person receiving the call should notify DPS (911)
Try to get the following information from the caller:
Exact location of the bomb?
When is the bomb going to explode?
What kind of bomb?
Why was it placed?
Who is speaking?
Occupants should not touch suspicious or unfamiliar objects
If there is an explosion, follow same procedure as a fire
Medical Emergency
Immediately Contact DPS (911)
Type of emergency
Location of victim
Condition of victim
Any dangerous conditions
Comfort victim until DPS arrives
Have someone outside to “flag down” EMS
First Aid
First Aid kits are located at the front desk and in the break room. The kits contain bandages, gauze, ointments, tweezers, alcohol pads, and latex gloves.
Injuries requiring more than basic First Aid should be reported to a supervisor immediately.
Lost and Found
Suite 126 is designated by DPS as the official lost and found collection point for Strickler Hall. Due to the layout of the building, however, most items lost in the east wing of Strickler are brought to the front desk in suite 126, and items lost in the west wing are commonly taken to Communications in room 310.
If you have lost an item, check at the front desk. If we do not have the item, leave us contact information in the event the item is turned in later. If you have found an item, please send it to the front desk and we will make every attempt to reunite it with its owner. More valuable items such as wallets, purses, and cell phones are turned in to DPS immediately. Cardinal Cards that are turned in are sent to the Cardinal Card office in the Houchens Building.
