HANDBOOK FOR NEW ADMINISTRATORS AND SUPERVISORS - Foothill–De Anza ...

HANDBOOK FOR NEW

ADMINISTRATORS

AND

SUPERVISORS

Office of Human Resources and Equal Opportunity 12345 El Monte Road, Los Altos Hills, CA 94022-4599

Phone: (650)949-6244; Fax: (650)949-2831

SEPTEMBER 2010

Introduction

At a Glance - Organization Charts (See Appendix 1) - Address & Telephone Numbers - Website Address

Who Knows the Rules? - Board Policy Manual - Administrators Handbook - Collective Bargaining Agreements - Confidential Employees Handbook

Office Locations & Departments - Access to Office Buildings

Getting Started With Technology - Using the District Telephone System - Using Voice Mail - Cellular Phones

Using Basic District Tools - Meeting Maker - Email ? (Eudora and Thunderbird) - SPAM Control - World Wide Web/Internet/Browsers

Using the District Administrative Systems - My Portal - Hyperion/ARGOS - Banner Finance - Banner Human Resources/Payroll - Banner Student

Requesting Access to the Administrative Systems

Obtaining Training Assistance and Phone Support

Obtaining Support for Desktop Computers - Purchasing Computers and Installing Software - Getting Assistance for Software

Computer Use Policy

Accessing the District Network - Wireless vs. Hard-Wired - Personally Owned Electronic Devices

New A/S Handbook 2010

i

TABLE OF CONTENTS

1 2

4

5 6

8

10

11 11 12 12 13

Getting Technical Assistance

13

Obtaining Help with Research

14

Sending & Receiving Mail

15

- Mail Services

o U.S. Mail

o Interoffice Mail

o Email

- Fax Machines

How Much Money Do I Have?

16

- Budget Process

- Frequently Asked Questions

- Training Support

How Do I Spend The Money?

18

- Standard Purchasing Process

- Open Purchase Orders

- Other Purchasing Methods

- Warehouse/Stores

- Business Cards

- Independent Contractors

- Surplus Equipment

- Central Receiving and Property Control

Travel Information

21

- Travel Arrangements

- Per Diem

- Personal Automobile Transportation

- ProCard

- FAQ's on District Expenses

- Board Policy 4176 International Travel

How Do I Get Paid?

23

- Time Reports

- Direct Deposit

- Voluntary Deductions

How Do I Get Things Fixed?

24

- Service Requests

What If I Have An Emergency?

26

- Emergency Numbers

- Station Locations

- Emergency Procedures Flip Chart

- Talking with the Media

- Workplace Violence

New A/S Handbook 2010

ii

Parking Regulations

28

- Staff Parking Permits

- Summary of Parking Regulations

How Do I Get Stuff Printed?

29

- Copying Machines

- Printing Services

Where Do I Get Something to Eat on Campus?

30

- Food Services at De Anza

- Food Services at Foothill

What Are the Key Dates to Remember?

31

- Academic Calendar

- District/Senate Flex Day and College Day

- Drop/Add Dates

- Board Meeting Dates/Agenda Submittal Deadlines

- Year-End Closing Dates ? Accounting and Purchasing

- Professional Achievement Awards (PAAs)

- Professional Development Leaves (PDLs)

- Administrative Leave

- Staff Development Leaves

- Training/Retraining Stipend Requests

- District Holidays

Health & Safety Policies

33

- No Smoking

- Drug-Free Workplace

- Tuberculosis Examination

- Fingerprinting of Employees

- Emergency Preparedness

Benefits in a Nutshell

35

- Medical

- Prescription Drugs

- Dental

FHDA Participatory Governance

40

Should I Sign This? What Happens If I Do/Don't?

41

What Does APM Stand For?

42

APPENDICES

47

Appendix 1 ? Organization Charts Appendix 2 ? Campus Maps Appendix 3 ? Academic Calendars Appendix 4 ? Board Calendar Appendix 5 ? State and National Community College Related Organizations Appendix 6 ? Key Board Policies

New A/S Handbook 2010

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