Office Procedures Manual



Office Procedures ManualOffice of the PresidentLydée BattleContents TOC \o "1-3" \h \z \u Accreditations and Approvals PAGEREF _Toc520447412 \h 3Administrator’s on Duty PAGEREF _Toc520447413 \h 3Affiliations: PAGEREF _Toc520447414 \h 3Aladdin Food Services – Catering PAGEREF _Toc520447415 \h 3Alumni PAGEREF _Toc520447416 \h 4AT&T Teleconference Call PAGEREF _Toc520447417 \h 4Bills/Invoices PAGEREF _Toc520447418 \h 4Board of Trustees PAGEREF _Toc520447419 \h 4Business Cards PAGEREF _Toc520447420 \h 8Cabinet PAGEREF _Toc520447421 \h 8Calendars PAGEREF _Toc520447422 \h 8Check Requests PAGEREF _Toc520447423 \h 10Christmas cards PAGEREF _Toc520447424 \h 10Christmas Decorations PAGEREF _Toc520447425 \h 10Christmas Reception PAGEREF _Toc520447426 \h 10Conference Room Reservations PAGEREF _Toc520447427 \h 11Constituency Session PAGEREF _Toc520447428 \h 11Dedication Sabbath Potluck for Faculty and Staff PAGEREF _Toc520447429 \h 12Document Library PAGEREF _Toc520447430 \h 13Donations PAGEREF _Toc520447431 \h 13Emails PAGEREF _Toc520447432 \h 13Event Set-up Forms PAGEREF _Toc520447433 \h 13Facilities Work Request PAGEREF _Toc520447434 \h 14Faculty Meeting PAGEREF _Toc520447435 \h 14Fax PAGEREF _Toc520447436 \h 14Files PAGEREF _Toc520447437 \h 14Flowers/Fruit Baskets/Dish Gardens PAGEREF _Toc520447438 \h 14General Assembly PAGEREF _Toc520447439 \h 14Graduation Weekend PAGEREF _Toc520447440 \h 15Honors Dinner at the Votaw House PAGEREF _Toc520447441 \h 16Mail PAGEREF _Toc520447442 \h 16Management Committee PAGEREF _Toc520447443 \h 17Minutes PAGEREF _Toc520447444 \h 17Office Hours PAGEREF _Toc520447445 \h 17Office Supplies PAGEREF _Toc520447446 \h 17Opening Convocation – Fall Semester PAGEREF _Toc520447447 \h 18Phone PAGEREF _Toc520447448 \h 19Printers, Copier and Fax Machines (vendors, supplies, service) PAGEREF _Toc520447449 \h 19Security PAGEREF _Toc520447450 \h 20Shredder Bin PAGEREF _Toc520447451 \h 20Staff Assembly PAGEREF _Toc520447452 \h 20Strategic Planning Committee PAGEREF _Toc520447453 \h 20Visionaries Gala PAGEREF _Toc520447454 \h 20Appendices (links):Board DirectoryTerms and ReferenceWAU BylawsWAU Board Committees Terms and ReferencesWAU Governance Committee ListWAU Governance Committee Terms and ReferencesOrg ChartDepartmental Quick Phone ListList of AccountsAccreditations and ApprovalsThe Middle States Commission on Higher Education, 3624 Market St., Philadelphia, PA 19104, 215-662-5606.The Commission on Higher Education is recognized by the U.S. Secretary of Education and the Council on Higher Education Accreditation (CHEA) as a regional institutional accrediting agency, .The Accrediting Association of Seventh-day Adventist Schools, Colleges and Universities, 12501 Old Columbia Pike, Silver Spring, MD 20904-6600, 301-680-6000, Maryland Higher Education Commission, 839 Bestgate Road, Suite 400, Annapolis, MD 21401-3013, 410-260-4500, mhec.state.md.usAdministrator’s on DutySchedule Administrators-on-Duty for the upcoming year so that administrators have time to place items on their calendars and make personal plans. Check with the President to see which Administrators from Cabinet are included in this group. The “Admin-on-Duty” responsibility is to “cover” the campus Friday-Sunday on rotating weekends so the VP for Student Life is not doing it year-round. Designate rotating weekends for each administrator in this category. Place that information on the President’s calendar with his weekends highlighted in RED. Place this information on the WAU Internal Operational Calendar. Notify all those affected of the year’s “Admin-on-Duty” listing: the administrators, their assistants, Security, residence hall deans, all members of Cabinet, and any other pertinent people.Affiliations:Maryland Independent Colleges and Universities (MICUA): MICUA is a voluntary association that provides public policy leadership in support of independent higher education, fosters cooperative efforts among the member institutions and Maryland’s public colleges and universities, and serves as the official liaison between independent higher education and the State and Federal governments. .Council of Independent Colleges (CIC): The Council of Independent Colleges (CIC) is an association of nonprofit independent colleges and universities that has worked since 1956 to support college and university leadership; advance institutional excellence; and enhance public understanding of private higher education’s contributions to society. . Aladdin Food Services – CateringOur Dining Hall is managed by Aladdin Food Services. Aladdin also provides catering services for other campus events such as Board Luncheons, and Alumni, Christmas and Donor receptions at the Votaw House. Complete a catering request form when services are needed and email to mwomack@wau.edu and copy Kathy Hecht at khecht@wau.edu. AlumniThe President’s Alumni Reception is usually the Friday of Alumni Weekend from 6:00pm onward. The Alumni VP and his office handle this event. However, you play a part. Create a Work Order for Facility Services to clean The Votaw House the first working day after the function if it is held in The Votaw House or its backyard. Arrive early to open the Guest Book, title/date the page (President’s Alumni Reception, April XX, 20XX), and sign to cue guests where to sign. Turn on the first floor lights of The Votaw House, and make sure the food and workers are “on time.”AT&T Teleconference CallDial Conference Bridge: 866-528-2256Enter Access Code: 4774818If Hosting the call, Enter Host Password: 4315Bills/InvoicesPay bills ASAP. Go to Excel > Open > AA PRES_EA_FOLDER > AOffice Information, and choose the appropriate Check Request file. Complete the information using the Account Numbers page in the white notebook in the second drawer down on the left-hand side of the desk. Sign the Check Request with Dr. Spence’s name and initial it, scan the bill and the completed check request, send the stapled originals to Dacia Barnwell, and save the scanned PDF in the Check Request file under the appropriate year. Keep the past year’s for a year or so.Board of TrusteesBoard Meetings: WAU Board of Trustees meet March, May, September and October on Wednesday (usually the 2nd week – coinciding with the Columbia Union’s Committee week) from 9:30am to 1:30pm including a lunch.RoutinelyUpdate Board Member Information: addresses, names, email addresses, table cards, and name cards for Board meetings. Update lists under Committees > Board > 20XX (current year) > Addresses. Also update address information in Xcel > Committees > Board > 20XX (current year) > Membership Fall 20XX (current year). Also update email groupings in Outlook under “BOARD” and all the BOARD subcommittees listed there.Notify Board members of information throughout the year from the President.When events are upcoming, email a communication of WAU events to Board members and subject it: “It’s What’s Happening!”You are the only person outside of ITS able to place items on the WAU Board Calendar. Place noteworthy WAU events on the Board calendar to keep Board members aware of what is happening on campus, along with any WAU Board events.Board Meeting MaterialSix weeks before Board Meetings: Request Board Reports from Cabinet members at least six weeks before the Board meeting, allowing two weeks to get the reports to you (reports will come in the following week). Edit and make the reports uniform as they come in, adding the WAU logo at the top center, and titling the documents the same (see past WAU Board Reports), with Times New Roman and #12 font.Two weeks before Board Meetings: After editing, gather the items in the order you want them to be displayed: Agenda, Minutes, President’s Report, Provost’s Report, Finance Report, followed by the alphabetized Board Reports by area, and other documents the Board needs for the meeting. Number the items in the order you want them placed on the secured web. Send them via email to ITS (David Almaraz) to place on the secured Board web at least two weeks prior to the Board meeting and email Board members when the information is on the secured Board web site. Additionally, send the documents to Board members via email. Two weeks before Board Meetings: Email this same pertinent information separately to WAU Board Invitees, as they do not have access to the secured Board website. DO NOT SEND MINUTES TO BOARD INVITEES, as they are confidential.Though some items are permanently on the Board website (WAU Mission/Vision/Values, etc), Board information for each meeting should include:AgendaMinutesPresident, Provost, and VP reportsAny information the President wants Board members to receiveResponsibilitiesA Board Meeting “TO-DO” list is found by reading through this document and on this check list.Months in advance (weddings reserve Sligo a year or so in advance), reserve Sligo Church’s first floor (kitchen, fellowship halls, atrium, sanctuary, pastor’s lounge, platform lounge) with the online Sligo Rental Agreement at: our.wau.edu > myResources > Document Library > Facility Services > Sligo Rental Agreement. Email the Department of Music to be sure they can give up Sligo Church during that time (many Music classes meet there) and keep the email. If Sligo Church is taken, reserve the Morrison Hall Chapel and Agape Café for the day of the Board meeting through the men’s dorm dean.If Board committees will be held, place three committees in the Sanctuary, and one in the Elders’ Lounge and Platform Room (do not use the Fellowship Halls or Atrium, as they are too noisy for committees). If the Board is meeting in the Morrison Hall Chapel, reserve the Columbia, Administrative, and Fireside Rooms for breakout meetings. Once your space is confirmed, complete an Event Set-up Form and a Work Order to set-up the space with tables and chairs, and a separate Work Order to remove the tables and chairs. Email the Event Set-up Form to facilities and attach the templates fellowship Hall and Atrium Templates of how you want the tables and chairs set up.Ask the WAU President which Board Committees will meet and contact the Chair and WAU Administrative Support people about their upcoming meeting, where they will be located in Sligo or Morrison Hall, and what time they will meet. The WAU Administrative Support should make all the contact from there, but you might be called to assist. Email the WAU Board committees and committee members that they will meet and where, with the WAU Board Committee listing attached. Send a reminder just before the Board meeting.Contact Dining Services to arrange for iced bottled water for 50 people to be available by 9:00am the morning of the meeting in the Morrison Hall Chapel or Sligo Church Fellowship Hall. No food before lunch – it goes uneaten and takes time away from the meeting.Order a buffet lunch from WAU Food Services for Board members and invitees (55) for 12:30pm the day of the meeting in the Agape Café just outside the Morrison Hall Chapel, or in the Sligo Church Atrium if you use Sligo Church for the meeting. The President has requested that three (3) students (chosen by Student Life), three (3) faculty members (chosen by the Office of the Provost), and three (3) staffers (chosen by you) be invited to the 12:30pm Board Luncheon so the WAU campus can mix and meet Board members. Ask Dining Services to place skirting around the tables that Facility Services will set up the evening before, whether it’s in the Morrison Hall Chapel or Sligo Church fellowship halls. You can request these things from Dining Services in one email. Complete a Work Order online for Facility Services to set up the Morrison Hall Chapel or Sligo Fellowship Halls (for the meeting) and Atrium (for the buffet lunch). Complete an Event Set-up Form and fax it to Facility Services at x0101 to have the Morrison Hall Chapel/Sligo Fellowship Halls and Atrium set up the late afternoon before the meeting so Dining Services can place skirting around the tables ahead of the meeting. Fax a diagram of the requested table/seating arrangements to Facility Services and to Aladdin Foods. Request forms are in the right-hand drawer of the file cabinet under the printer and in the bound/clipped emails in the Board Meeting file drawer near the door.Request Audio Visual support to arrive at the meeting early to ensure that three mikes and the PowerPoint equipment are working, and to bring extension cords for attendees’ laptops.Ask Security to refrain from ticketing cars without permits the day of the Board meeting.Email a request to the men’s dean to use the Morrison Hall Chapel at 3:30pm the day of the Board meeting for a campus-wide Board Recap by the President. This might also come in line with General Assembly. Create a Work Order to set up the Morrison Hall Chapel for the Board plete an Event Set-up to set-up the Morrison Hall Chapel for the Board Recap.A week before, email an announcement to faculty/staff that there will be a Recap Meeting after the Board concludes at 3:30pm in the Morrison Hall Chapel to inform the campus of what happened at the Board meeting. Send a reminder email a couple of days before.Mail information to Trustee Vijayan Charles if it is voluminous, as his computer can’t handle large documents or attachments.Have a printed hard copy for Trustee Deborah Hill when she arrives.Email meeting date/time reminders and any information to Board members separately from Invitees to keep Board members’ email addresses confidential.Email meeting date/time reminders to Invitees. Email large documents/many documents to Board members and Invitees individually, as the email system can’t handle large documents/many documents going to several email addresses at the same time.Update Aladdin Dining Services (khecht@wau.edu and mwomack@wau.edu) as to current Board attendee buffet number.The Morning of the Board MeetingArrive at the office early to care for last minute details and changes.Arrange Board members’ place cards alphabetically (invitees do not have place cards) on a table just inside the meeting space near the entry door, which might also be with the bottled water.Place items for the Board member at each place, which would be the Agenda, Board gift, and any other items to distribute.Smile and greet Board members.Take running Minutes with laptop computer throughout the meeting.After the Board MeetingPick up all stray papers, notebooks, etc. Do not toss them, as the documents are confidential. Toss the trash people left behind (water bottles, etc.)Return leftover documents to the office for the shredder bin – never leave information exposed. File two copies of everything in the Board Minutes file drawer located in WH#338, the file closet. Prepare Minutes from your running notes and distributed handouts.Mail missed handouts to absent Board plete Minutes within two weeks of the Board meeting and email them to the Board Chair, the Board Vice-Chair, and the Board Secretary (WAU President) for any changes/ additions/deletions.Follow-up on VOTED items.Board RecapReserve the Morrison Hall Chapel for the Board Recap through the men’s dean, or Richards Hall through the Department of Religion.Create a Work Order to have the Morrison Hall Chapel set-up by 2:00pm the day of the Board Recap. The Richards Hall Chapel does not need to be set up.Fax your completed EventSet-up Form to Facility Services requesting that chairs be set up for the meeting, with a diagram, if it will be held in the Morrison Hall Chapel. The Richards Hall Chapel does not need to be set up.Email ITS to set-up PowerPoint and microphone in the Morrison Hall Chapel or the Richards Hall Chapel before the 3:30pm meeting.A month before, email an announcement to Faculty and Staff of the Board Recap. Email a reminder of the Board Recap to Faculty and Staff a few days before the meeting.New One-year Academy WAU Board RepresentativesLook at the document in the WAU Board “To-Do” list in the third drawer of the filing cabinet near the entry door which lists the principals who have been WAU representatives in the past. Email and send a letter to those whose time to represent WAU has come, inviting them to be WAU Board reps for a year with voice, but no vote. As an example, look for past invitational letters in Word under AA PRES_EA_FOLDER > Committees > Board > 20XX (whatever year) > and look for files beginning with a name and “invite” or “invitation” or “academy” in the title. Write thank-you notes to the WAU Board Invitees who completed their one-year term ending June 30.Faculty and Staff Representatives to the WAU BoardIn Outlook, search “representative” to find emails requesting faculty and staff to vote for their representative to the WAU Board as an Invitee for one year from July 1 – June 30. Ask faculty/staff to offer five names so that you will have enough to find a clear Invitee from the votes, as not everyone will reply. People can vote for themselves and they can vote for the same representative year after year. After you have a tally – allow a week, at least - announce to the faculty/staff whom they chose. The Provost’s office might choose to facilitate faculty votes, or you might do it. It has been done both ways. Faculty/staff will vote to have one staff representative to the Board and two faculty representatives to the Board.Board Conflict of Interest FormsEmail all Board members and their assistants with a WAU Conflict of Interest form attached to the email, requesting the completed/signed form as soon as possible. Keep a tally of the forms as they come in, printing the Board list from Outlook as your guide. Email a second request either before the September Board meeting, or at the Board meeting. Follow up with emails, phone calls, letters with self-stamped, addressed envelopes enclosed so that you receive all the forms – critical for Auditors and the Accreditation process.Business CardsBusiness Cards are ordered by HR. Order forms can be found in the HR Folder in the document library: CabinetThe Fireside Room is reserved every Tuesday from 9-Noon for Cabinet.Before the meeting begins, prepare the room (clean table if sticky, straighten chairs, have 11 chairs at the table). Place Agenda, previous Minutes, and additional documents at each place. The small refrigerator in the Fireside Room should hold about 10 bottles of water for Cabinet and any meeting Dr. Spence chairs, but the waters keep disappearing. The Bookstore receives an automatic request for water every Monday to be sure there is bottled water for Tuesday’s Cabinet. From running notes, complete the Minutes and send a draft to Cabinet as soon as possible, asking for changes/additions/deletions to get to you by Monday Noon so you can make the changes to the Minutes before the next Cabinet. Print 13 copies (or 2 more copies than Cabinet members plus file copy) of the Agenda, Minutes, and supporting documents for distribution at Cabinet (double-sided, stapled, and 3-hole punched), keeping a set to file with the Minutes. Minutes must be approved in Cabinet before being signed. Place signed Minutes and all supporting documents together behind one tab in the PRESIDENT’S CABINET notebook in the top drawer of the file cabinet near the entry door. Email the Minutes to the President with his action items highlighted in RED. Follow through on voted items needing action from you. Cabinet Minutes should not be placed in the WAU Document Library as they are confidential.CalendarsTo View CalendarsGo to in my account lbattle@wau.edu and password: My3girlsList of calendars appear on the left. Click on the box next to the one you wish to see.The BOARD CALENDAR is accessed through your Outlook. Click BOT CALENDAR in left-hand column.To InputIn WAU INTERNAL OPERATIONAL CALENDAR and BOT CALENDAR, Double Click on chosen date to insert an event. Insert pertinent information.SaveConference Room Reservations CalendarSchedule appointments for the Administrative Conference Room (WH#325), the Columbia Room (WH#210), and the Fireside Room (WH #103A) and enter information into the Conference Room Calendar in Google. Use RED for Fireside Room reservations; BLUE for Columbia Room reservations; and GREEN for Administrative Conference Room reservations. WAU Worship is held every morning in the Columbia Room from 8:15-8:30am, but can be temporarily moved to the Administrative Conference Room if the Columbia Room is needed. If someone or a group is reserving any space on campus when they are not part of WAU, they are required to provide a Certificate of Liability for $1M for WAU before the event date so that the University is covered if anyone should trip or fall. President’s CalendarSchedule appointments and enter information onto the President’s Calendar through Google. The President, Provost’s Assistant have access to this calendar and can modify appointments. Be sure the person you are scheduling an appointment with needs to speak with Dr. Spence and not someone else by asking what the matter concerns and if the person has gone up the chain of command speaking with everyone concerning the matter before coming to the President as a last resort. Always get a purpose for the meeting, not using “Personal” for a reason.When making appointments on the President’s Calendar, ask how long the meeting needs to be, place the person’s name, phone number (in case there is an unexpected change) and the reason the person wants to speak with the President. Dr. Spence does not want the subject matter to be “Personal,” so question the person to discover an area the meeting will cover. If the person will not give more information, take the appointment and speak with Dr. Spence – possibly cancelling the appointment or keeping it, depending on his decision. Type in the beginning time of the appointment, as the appointments “slide” to different time slots with so many accessing the calendar.Update the President’s calendar from the Columbia Union calendar and make a copy of it if you see it come through the mail before giving it to the President so that you have a record of the calendar items. Sometimes the President receives the calendar via email and you will see it when he gives you a copy of it.WAU Internal Operational CalendarThe Executive Assistant to the President, VPs, Communications Director, and Athletics Chair can add items to the WAU Internal Operational Calendar. The President’s office adds items such as Committee meetings, Social Committee events, Human Resources items, and items from the EVP for Finance. The procedure is below.WAU Board CalendarYou are the only person outside of ITS, able to place items on the WAU Board Calendar. Place noteworthy WAU events on the Board calendar to keep Board members aware of what is happening on campus, along with any Board events.WAU External CalendarThe Executive Assistant is responsible for maintaining the External Calendar. The President’s office adds dates and events that are important for the community to know such as Registration, Breaks, Alumni Weekend, Graduation, Athletic Events, etc.Check RequestsChristmas cardsThe President sends Christmas cards to friends of the university, donors and city, county and state officials. Mailing lists are found in Dr. Spence’s folder under AA Pres_EA_Folder.Christmas DecorationsChristmas decorations for the Administrative Suite are stored on top of the filing cabinets in Room 328.Christmas ReceptionCall Sligo Church and see when their Christmas programs are being held. Frequently, the University performs the first Friday of December. When you have that WAU performance date, ask the President if he wants the President’s Christmas Reception for faculty and staff that same evening. The Reception is usually held before Sligo Church’s WAU Christmas performance the first Friday of December from 5-7:00pm or 6-7:30pm (depending on what time the Sligo WAU performance begins) at The Votaw House (7633 Carroll Avenue, Takoma Park MD). People might leave the reception to attend the Sligo Church Christmas performance, or they might stay late. The President might suggest contacting his wife Rebecca to make menu plans/ arrangements. Most likely, she will get with Mike Womack of Aladdin Foods and make plans herself, or include you in her plans – it is left to her. If she brings you into her plans, follow-up with Mike Womack/Kathy Hecht to ensure Aladdin is current with plans via phone (x4103) or email at mwomack@wau.edu and khecht@wau.edu. Count on 75 people. Aladdin has access to The Votaw House. Complete a Facility Services Work Request to have the house cleaned the first work day after the weekend party at Our.wau.edu > myResources > FS Work Request. Create an invitation in Constant Contact to send to faculty and staff. Create an invitation from Windows at Spence > 2012 > Christmas > WAU Friends Invite Dec 14. Address labels of the Board are found in the past year under AA PRES_EA_Folder > Spence > 20XX (last year) > Christmas > and make labels (30/page) from the different files there. The evening of the party, get there early and open the Guest Book, title the page with the name/date of the event (President’s Christmas Reception, December XX, 20XX), sign in to cue guests where to sign, turn lights on throughout the first floor, and check with Aladdin workers to make sure that the food is “on time.” You are “on” whenever a presidential event occurs at The Votaw House and you are asked to be present.Conference Room ReservationsYou are responsible for reserving three rooms:The Columbia Room (WH #210 on the 2nd floor)The Fireside Room (WH #103A – 1st floor behind Accounting)The Administrative Conference Room (WH #325, off of the Administrative Office Suite) Enter information in Google under “CONFERENCE ROOM RESERVATIONS.”Find reservation information (fees) under “Room Reservations” in the file cabinet. Fees are assessed against those who reserve the room and who do not work here or who are/were not students. There is an “SDA Worker” fee schedule and a “Non-SDA Worker” fee schedule. If someone reserves the room and does not work here, they must provide a “Certificate of Liability” for $1M before they use the room. Use of the rooms (and the lobby) is free to government officials needing the rooms (city/county/state/ national, etc.).When anyone reserves the room for times after 5:00pm, email Security and let them know who, what, when, and where someone has been authorized use of the room, asking Security to be sure the room is available for their use at the specified time. Let the renter know they must phone (301) 891-4019 to contact Security in case they arrive and the room is locked. Most frequently, Security keeps the rooms locked for security purposes and unlocks the room when called to do so.Constituency SessionEvery five years the WAU Constituency Session meets. The last Quinquennium Session was 2016. The next will be 2021. For this meeting:Get the date from Columbia Union 1? years in advance – around January 2020 for the next Quinquennium.Schedule an appointment with the Columbia Union Secretary (WAU Board Vice-Chair) to discuss Constituency requirements at the same time – around January 2020 for the 2021 Quinquennium.Reserve Sligo Church’s Sanctuary and AtriumFive months before the Constituency meeting, create a Legal Notice from the last Constituency Meeting legal notice placed in the Columbia Union Visitor, run it by the Columbia Union Secretary via email, who will run it by their Counselors, and send it to the Columbia Union Visitor so it can be printed in the magazine before the date of the meeting. This is REQUIRED and must be done.Notify Security of the date so they know to withhold ticketing cars on campus without permits.Notify Aladdin of sack lunch needs, confirming the number with them as you get closer to the meeting date. Notify Marketing/Recruitment, Corporate Communications, Advancement, etc., of the upcoming Quinquennium Session and perhaps organize a meeting of all entities to make sure they are “on task.”Contract someone to handle the audio system and mikes, and to make a recording of the proceedings.Establish committees to rope off back seats in Sligo Church’s Sanctuary, to handle different Security issues, WAU entities who will set up displays in the Atrium, parking logistics, tables and chairs for the Atrium, platform seating.Refer to the last Constituency membership for mid-term sessions, or contact Columbia Union and each conference for the latest list of their Executive Committee members to configure the current Constituency membership.Send out “Save the Date” letters to constituency members eight (8) months in advance.Six (6) months in advance, work with the WAU President to determine what needs to be in constituency packets to be mailed to constituency members to reach them at least three weeks (21 days) in advance of the constituency meeting. Look to the WAU Bylaws which list required items for the packets and past packets for ideas of what could additionally go into them. Be sure packets are mailed a month in advance of the meeting to reach constituency members within the specified time stated in the Bylaws (three weeks).Dedication Sabbath Potluck for Faculty and StaffCall Sligo Church and ask them when WAU’s Dedication Sabbath is scheduled. Ask the President how he wants to celebrate this special Sabbath event usually held a Sabbath in August/ September. During this Sabbath, Faculty and Staff attend Sligo Church’s second service and are invited to come up front to be dedicated to the school year, to the students, and to the work ahead. After church, we have done different things to celebrate the afternoon Sabbath meal. Most years we have a managed potluck where you email faculty and staff (AND THE SLIGO CHURCH PASTORS SEPARATELY WHO SHOULD NOT BRING FOOD), announcing the date of Sligo Church’s Dedication Sabbath and the potluck, inviting them to attend the special Sligo Church service. Script for a hardcopy invitation is found under Spence – 2013 – Dedication Sabbath Invite. In the email invitation for faculty/staff, state something like “If your last name begins with A-D, bring Vegetables; If your last name begins with E-I, bring breads/pasta; If your last name begins with J-O, bring salads, If your last name begins with P-S, bring entrees, if your last name begins with T-Z, bring desserts,” using the Faculty/Staff Quick List as an alpha guide for relatively equivalent numbers in each section. Contact Kathy Hecht and Mike Womack of Aladdin Foods (x4103, khecht@wau.edu, mwomack@wau.edu) about the event and ask them to bring bottled water and drinks, plastic ware, paper napkins, paper tablecloths for 15 long tables, big plates, and paper products for 100. Optional: contact Vladimir Corea (x4579 or vcorea@wau.edu) to create an email “flier” for the body of an email (not an attachment which clogs the WAU cyber highway) and a flier as hardcopies for the WAU faculty/staff mailboxes. Send emails about a month in advance, and distribute paper fliers a couple of weeks in advance. Complete a Work Request for Facility Services to clean The Votaw House the first working day after the function at Our.wau.edu > myResources > FS Work Request. Check with Brad Haas (WAU Honors Program) to see if he will use The Votaw House the night before for an Honors Program event, which sometimes they do. If so, ask how they have the inside of The Votaw House set-up and request that the layout/tables/chairs be left inside for the Dedication Sabbath Potluck that weekend. Create a Work Order for Facility Services to place five long tables beneath The Votaw House’s backdoor canopy and five tables scattered around the backyard with 100 chairs. There should be five long tables inside The Votaw House leftover from the Honors event the night before. Additionally, complete an Event/Set Up Form found in the drawer beneath the printer in your office in the folder FORMS. Request that 10 tables and 100 chairs be placed in the backyard of The Votaw House the Friday before the weekend, to be removed the Monday after the weekend. Make a sketch of how you want the tables/chairs placed and fax that with the completed Event/Set Up Form to Facility Services at x0101. The President might ask that the tables and chairs be off to the side and not scattered to allow for the Honors Program function to occur without chairs and tables in the backyard. Board members are invited to this event via email. Create a Work Request for Facility Services to remove the tables and chairs from the backyard and from the inside of The Votaw House to be done the first work day after the weekend at Our.wau > MyResources > FS Work Request. Create a Work Request to clean the first floor of The Votaw House at Our.wau > MyResources > FS Work Request.Document LibraryThe Document Library is a repository for institutional resource material such as Committee minutes, forms, manuals, the employee hand book, etc. Each department has their own subfolder. The Document Library is located at under My Resources. The President’s Assistant is responsible for uploading committee minutes to the Council and Committee folder, updating the Terms and Reference document as needed and updating the Council and Committee list as members are nominated and elected.DonationsWhenever a check or cash comes to Dr. Spence, date-stamp the letter, make a copy of the check and letter, give the original letter and copy of the check to Dr. Spence, and take the actual check and a copy of the letter to Advancement. Advancement will draft thank you letter/receipt and bring to the President for signature.EmailsRespond to emails daily, forwarding any to individuals who cover that area. Follow-up when needed.The Executive Assistant to the President has the capacity to send campus-wide emails through Constant Contact at . Username: lbattlePassword: My3girls. General announcements go through the Corporate Communications office at news@wau.edu. Event Set-up FormsFor events that require extensive set up (chairs, tables, audio visual, electrical wiring, etc.) Submit a Facilities Work Request Order and then complete an Event Set-up form which can be found in the Document Library at > My Resources > Document Library > Facility ServicesFacilities Work RequestIf something needs repair/upkeep or you need assistance to set-up for an event, alert the Facilities team by submitting a Work Order which can be found at > My Resources > FS Work Request for the work that needs to be done. If you are requesting help setting up for an event, you must also complete an Event Set-up Form.Faculty MeetingWhile Faculty meetings are chaired by the President, all administrative support for that meeting is provided by the Provost’s executive assistant.FaxOur fax number is (301) 891-4022. We use the copier to fax. Directions are listed on the copier.To fax long distance, key in 9 – 1 – and the 10-digit phone number, PRESS PAUSE TWICE ON THE COPIER, key in “5-9-7-5” (the Long Distance Access Code), then PRESS START. A minute or two after your pages have fed through, you will receive a printed “TX Failure” or “TX Success” Sheet stating whether the fax went through (located in the middle of the copier)FilesFile immediately. There are files in the Assistant’s office and in the storage closet just outside the Administrative Suite in Room WH#338. Files in this room (#331) are in one alphabetical filing system. A separate filing cabinet is used for frequently used notebooks holding current Check Request forms, Cabinet Minutes, and General Assembly Minutes in the top draw of the filing cabinet next to the office’s entrance. The second drawer has stationery supplies, the third drawer is dedicated to Board Meeting information, and the fourth drawer has a variety of envelopes. Room #338 has file space for the President, provost, and financial offices. The cabinets with pink tags belong to the President. Older presidential files, Board files, Constituency files, and school building plans, etc. are kept in that room. When possible, cull and organize #331 office files yearly, tossing items that are of no value, place valuable older files in #338 files.Flowers/Fruit Baskets/Dish GardensSend flowers/fruit baskets/dish gardens/funeral arrangements to faculty/staff or family at times of illness/death/birth/etc. Creative Florist: (240) 450-0700; Account #124498 12158 Tech Road SS MD 20904Park Florist: (301) 270-1848; 6921 Laurel Ave Takoma Park MD 20912General AssemblyThe Morrison Hall Chapel is reserved for General Assembly, but I confirm that every year or two through the men’s dean. If Morrison Hall happens to not be available for some reason, you can reserve the Richards Hall Chapel through the Religion Department.Create a Work Order to have it set-up by 2:00pm the day of General Assembly and make a diagram of how you want the chairs set up. Email ITS to set-up PowerPoint and microphone in the Richards Hall Chapel or Morrison Hall Chapel before the 3:30pm meeting.Email an announcement of General Assembly (or Board Recap) at the beginning of the month to the employees (FT and PT) distribution list in Constant Contact. The week of, email a reminder of General Assembly (or Board Recap). Arrive early to set-up a table for sign-in sheets, pens, and documents for distribution (Agenda/Minutes) by the entry way. Other departments might add distribution stacks. Use sign-in sheets to list attendees in the Minutes and on the President’s Attendance Grid found in WORD: AA PRES_EA Folder ?Committees > General Assembly > Attendance Grid.For General Assembly, make 75 copies (2-sided, stapled) of the Agenda, the last General Assembly Minutes, and any other items the President wants distributed at the meeting, and place the stack on the table inside the meeting room near the door next to the sign-in sheets with red pens near the documents so people can sign-in and pick up their documents easily. Graduation WeekendInviting SpeakersHave the President get a list of speaker-invitees from the Spring Graduating Class and write invitations to those speakers ASAP for the April/May services (Consecration, Baccalaureate, Commencement). Mention in the letter that regalia is required for platform participants and ask if they have regalia. Include a Regalia Rental form in case they don’t have regalia and need to WAU to rent some for them. Regalia Rental forms are found in the “Graduation” folder in the filing cabinets behind you. Provide the speaker with details (coned-off parking spot, the parking is located behind Sligo Church’s Greenwood Avenue entrance, the date/time of Consecration/ Baccalaureate/Commencement, time to be at each venue) and email a copy of the yet-unprinted program to him/her. Order the regalia rental through the Bookstore a month in advance of Graduation, iron it, hang it in your office so it is readily available when needed, carry it to the speaker right before the program.Graduation DetailsRequest from the Department of Music Chair (Daniel Lau) music for the different Graduation exercises by providing him with last year’s Graduation bulletin. Get bulletin information to the Office of the Provost at least a week before Graduation for printing - they will contact you for the information. A week in advance, email Security requesting a coned-off parking spot for the Graduation speakers. Meet the speaker at Sligo Church’s Greenwood Avenue parking lot entrance half an hour before line-up, point him in the direction of his reserved parking space, walk him to Sligo’s Platform Room for his regalia (if WAU is renting for him) and take him/her wherever the processional is lining up. Provide bottled waters in the Sligo Church Platform Room for Friday evening and Saturday morning’s events.Graduation InvitationsEmail invitations to WAU Board members of the upcoming WAU Graduation festivities. Send out a reminder a week in advance. As speakers are confirmed, ask if they need regalia. If needed, send/email a Regalia Rental form to them and order regalia from the Bookstore a month before the event. Graduation As soon as possible, send the Class Motto, Aim, Scripture, and whatever to the speakers so they have information to build their message from. Also send the program draft as soon as possible to platform participants so they have an idea of where/when they will be on the program. Two weeks before Graduation, email the head of Security to cone-off a parking space for the speaker Friday night and Saturday morning behind Sligo Church, and someplace Sunday morning (if Commencement is at WAU). Stand near the coned-off space early so you can guard it until the speaker arrives as people will remove the cone and park there. Place a dozen or so bottled waters and Graduation bulletins in Sligo’s Platform Room up the stairs and behind Sligo Church’s platform Friday before Consecration for Friday and Saturday platform participants. When the regalia comes in, pick it up from the Bookstore, iron it, and hang it up behind your door so it is ready when needed. Meet each speaker near Sligo Church’s Greenwood Avenue parking lot entrance to guide them to their coned-off parking spot and take them to the Platform Room where they can leave their things, suit-up, get water, use the restroom, etc. Walk the speaker to the procession line, and return to the Platform Room where you can keep an eye on the speaker’s items and watch the program on the monitor from there. You are the host. If you are part of the program, things should be safe in the Platform Room without you. After the program, meet the speaker in the Platform Room and help de-suit him/her and return the regalia to the Bookstore when the weekend is over.Request an honorarium from Accounting, getting a completed W-9 form from each speaker so that the University can provide them with a stipend. Some speakers will refuse it, others might accept it in name only, requesting that the funds revert to the WAU Scholarship or some other fund. Government workers may not be able to accept any gift. Graduation Speaker Thank-you NotesAfter Graduation Weekend, construct Thank-you notes for each of the three speakers (Consecration, Baccalaureate, Commencement). The honorarium might go into the thank-you letter. Have Dr. Spence sign and you send.Honors Dinner at the Votaw HouseThis event is initiated and taken care of by the Honors Program. Someone will email/call you asking if they can use The Votaw House for the event, and to place it on the President’s calendar. They will handle everything, but remind them that they must create a Work Order to have The Votaw House cleaned early on the first working day after the event.MailThe Mail Room is open 10-Noon every day and 1-5pm Monday-Thursday. Mail leaves WAU around 3:30pm.Gather mail daily. Date it. Toss junk mail. Distribute mail that Vice Presidents/Associate Vice Presidents should handle instead of the President.FedEx Airbills are in the drawer under the printer. A completed Airbill sample is in the white notebook in the left hand drawer of the desk. Retain the top “Sender” copy of the completed Airbill for your records and place the other portion with the package. Packages/envelopes for FedEx delivery should be taken to the WAH FedEx depository through WAH’s Emergency Room entrance and to the left within 30 feet. WAH’s FedEx pick-up is around 6:30pm daily.Management CommitteeThe Columbia Room is reserved for Management Committee every 1st Wednesday from 2:00pm to 3:30pm. Tables should be set in a circle/oval with seating for approximately 30 people.There is a Management Committee distribution list in outlook. Make sure this list is updated with new Nominating Committee elections and pertinent faculty and staff. Email an announcement of Management Committee meeting 1-2 weeks prior to the Management Committee distribution list in outlook and attach the upcoming Agenda and Minutes from last meeting. Encourage them to print and bring their own hard copies or use their mobile devices or laptops. Set up table next to the door for sign-in sheets, pens and documents for distribution.Have a few hard copies of minutes and agendas for those who forget. Always bring a set for the President and the Provost.MinutesTake running notes during all meetings you are responsible for and create Minutes from them.President’s Cabinet (every first, third and fourth Tuesday) 9:00amStrategic Planning Committee (4th Tuesday) 10:30amManagement Committee (1st Wed ) 2:00pm-3:30pmGeneral Assembly (2nd Tues) 3:30pm-5:00pmStaff Assembly (1st Friday every other month) 11:00am-12:00pmBoard of Trustees meetings (March, May, September and October) 9:30amConstituency Meeting (every five years) Mid-term Constituency Meeting, if heldOffice HoursThe Administrative Office Suite front door should be open from 8:30-5:00pm, Monday – Thursday, and 8:30am to 12:00 noon on Fridays. Office SuppliesOrder copier paper through the Bookstore when only two or three reams remain in the Copier Room at the bottom of the Presidential shelving. About 23 reams fit.Miscellaneous office supplies can be ordered through Office Depot online where WAU gets a special discount. In the white notebook in the second drawer on the left-hand side of the desk, there is a page on how to order through Office Depot. Items, if needed immediately, can be purchased from Staples or Office Depot stores. One can receive reimbursement later, but not for tax as WAU is a non-profit educational institution.Everyone in the office suite orders their own supplies, but you will order copier supplies from Ricoh. Toner and repair come free with the WAU contract.Order toner for printers from the WAU ITS Department. WAU letterhead paper and envelopes for “Office of the President” can be ordered through “College Press”. There number is 423/396-2164. We are already in their system, just give them your request. I generally order a box of each at a time.Opening Convocation – Fall SemesterThe Fall Semester Opening Convocation is around the end of August or beginning of September and is facilitated by the Office of the President, while the Spring Semester Opening Convocation in January is handled by the Office of the Provost. Check with Campus Ministries (x4112) to ask if they reserved Sligo Church for Opening Convocation and all chapels for the year. If not, request to use Sligo Church through Facility Services for Opening Convocation via the web at Our.wau.edu > myResources > Document Library > Facility Services > Sligo Rental Agreement. Complete an Event/Set-up Form for Facility Services, requesting 75 chairs on the platform and 7 chairs (5 big and 2 small) centered on the platform for platform participants, after checking the number of participants from a program draft. Arrange for an audio person if Campus Ministries has not done so and does not have a Worship/Chapel Coordinator. Fall’s Opening Convocation includes faculty and staff marching in and seated on the platform in regalia, lining up in Sligo Church’s narthex or atrium. Lining up is done by someone from the Office of the Provost. Request that person to lineup Opening Convocation participants. Early August, request the Department of Music Chair to choose the music for Fall’s Opening Convocation, sending him last year’s program to work from. Provide last year’s program to the President to choose people he wants on the platform. The Student Association President should always provide a welcome. Contact Campus Ministries (x4112) to see if there is a Worship/Chapel Coordinator to organize the platform items: microphones, seating for platform participants, podium, recording. Campus Ministries should manage these items if there is no Chapel Coordinator, or do it yourself. The Office of the Provost needs program information at least a week before Opening Convocation to print - they will contact you for the information. When the printed programs arrive, give the programs to Student Life as students distribute the programs during Opening Convocation. A month in advance, email Security requesting a coned-off parking spot for the speaker. A week ahead, remind Security that a coned-off spot is needed for the speaker. Meet the speaker at Sligo Church’s Greenwood Avenue parking lot entrance, point him in the direction of his reserved parking space, take him to Sligo’s Platform Room to get into his regalia (you might be renting it for him) and take him/her wherever the processional is lining up. Opening Convocation is at 11:15am, so the speaker should arrive around 10:45am to suit up and get in line. Provide bottled water in Sligo Church’s Platform Room. A month in advance, send notices to Faculty, Staff, and Administration that they should attend Opening Convocation in regalia for the processional and they are to gather in the Sligo narthex or atrium where someone from the Registrar’s Office will line them up. Send out a reminder notice a week in advance. Contact each presidentially-chosen platform participant to confirm that he/she will be able to be on the platform. As soon as possible, send each platform participant a copy of the draft program so they know their part as much ahead of time as possible. When the speaker is confirmed, ask him if he needs regalia. If he has none, send/email him a Regalia Rental form and order his regalia from the Bookstore a month before the event. Regalia Rental forms are found in the “Graduation” folder in the filing cabinets behind you. Provide the speaker with details (coned-off parking spot, that parking is located behind Sligo Church’s Greenwood Avenue entrance, the date/time of Convocation, time to be at Sligo Church, etc.) and email a copy of the yet-unprinted program to him/her. A month before Opening Convocation, invite Board members to the event via email. PhoneDial 9–1–then the phone number to get off campus. To dial a long distance number, dial 9–1–the phone number, wait for a continuous tone to come on the line, and press 5975 (your Long Distance Access Code) to complete the call.Forward any phone calls if they come to you and should be handled somewhere else.Screen the President’s phone calls. Ask the caller what they need to discuss with him as the matter might be handled in another department. The President wants all callers to have gone up the chain of command before speaking with him, so ask the caller whom he/she has spoken with, making sure he/she has spoken with everyone in the chain of command before speaking with the President as a last resort. Involve the President in urgent items. Take a phone message if the President is in a meeting or out of town, suggesting the caller email the President if out for a long time. Find out what the call is about if the caller states “personal,” as Dr. Spence wants to know a purpose for the call.Currently, the phone is forwarded to x4116 and goes to Audix if no one is present at that number, for a total of approximately 9 rings.The Audix passcode is 111.To change phone messages on Audix:Dial 4500Key in 4128# when asked to enter your extentionEnter 111# when asked for your passcodePress “1” to change a greeting, and follow promptsPress “3” to administer personal greetings, and follow promptsPrinters, Copier and Fax Machines (vendors, supplies, service)Every morning, make sure the paper trays of your printer and the copier in the work room have plenty of paper. Toss faxed advertisements. Reorder paper from the Bookstore when you get down to 2-3 reams left in the Presidential closet. You are responsible for fixing copier jams that others can’t fix. Contact the copier company when the copier can’t be fixed. Ricoh Copier: or 1-866-239-8494 or MyRicoh@ricoh- Username: lbattle@wau.eduPassword: My3girlsModel: MP5054SPSerial: C82070800Equipment ID: 13705918HP Laser Printer:go/mpsservice or 800-745-2025Identification number: 684101Model: LaserJet Pro 400 Color M451dnSecurityIf you feel threatened, dial x4019 for Security. In an emergency, dial 9-1-911 to get off campus and speak with the police/firemen/ambulance. After completing the call, contact Security.Shredder BinPhone Facility Services (x4161) if the shredder bin needs to be emptied. Staff AssemblyStaff Assembly meets every other month. The objective is largely for personal/professional development and to build rapport among the staff. A light lunch is included. A small committee determines agenda and menu. You will be called upon to place the order and charge it to the President’s corporate card. Minutes are generally not recorded at these meetings.Strategic Planning CommitteeMeets on the 4th Tuesday of the month at 9:00-10:30am. Meetings are open to the learning community.Creates and conducts on-going assessment of the university’s comprehensive planning process. Develops the strategic initiatives in collaboration with faculty, staff, administrators and studentsReviews and updates the overall university and divisional/departmental operational plans.Receives and considers recommendations from the Institutional Effectiveness Committee on strategic initiatives, based on changes in status and priority.Visionaries GalaThe Gala is our annual fundraising event held in September at the Congressional Country Club. A planning Committee chaired by the Director of Development meets bi-weekly or weekly starting in the Spring to plan the event.Website (President’s Page)[Insert instructions for updating President’s page on website] ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download