A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z
1. ACADEMIC AWARDS
Academic Awards Certificates are created by each department and awarded at the end of Spring semester at the individual college Academic Award ceremonies.
2. ACCOUNTS
Each account has a FOAPAL, comprised of multiple number sequences or parts:
Example:
000100 13000 7510 10
FUND ORG ACCT PGM
| Description | ORG | FUND | PGM | Index | Responsible | Use |
|---|---|---|---|---|---|---|
| HSS State Appropriated | 13000 | 000100 | 10 | HSS123 | John Ault | Salaries for HSS |
| Independent Study | 13000 | 009280 | 40 | 123456 | Kay Cook | Equipment |
| USHE | 13000 | 009720 | 40 | SLUSHE | Suzanne Larson | Grant to create online courses |
a. Interdepartmental Billing
Interdepartmental billing is used to charge another account on campus for services rendered.
Income received shows in account line 5870 as inter-department revenue.
Payments are made out of one of the 7000 account lines such as 7320 for internal printing, 7362 for Supplies, etc.
Forms are found online at http://www.suu.edu/ad/controller/pdf/Interdepartment.pdf
b. Accounts Payable Invoice Handling
Effective Monday, April 28, 2008, the Controller’s Office mandated a new policy. It can be found online at http://www.suu.edu/ad/controller/pdf/NewInvoiceHandlingSystem4-28-08.pdf
3. BANNER
Banner is the records system used to work with accounts/budgets as well as obtain student records. There are two parts to the Banner System, both web-based: Banner Self-Serve and Internet Native Banner.
You will need access and training to both systems:
Below are some useful codes. If it starts with an F it is used for accounting or finance; if it starts with an S it is used for Student information
4. BOOKSTORE http://www.suu.edu/ss/bookstore
Departments have the option to set up accounts with the Bookstore so that you may charge supplies. Call 8461 to check the names currently under your account(s) and update them accordingly.
You will need to keep all receipts for charged items. It is handy to tape smaller receipts on to a 8x11 sheet of paper.
5. CALENDAR
a. Novell Groupwise
You have access to a GroupWise calendar. You may have the option of seeing multiple calendars at once and the ability to add appointments. There are options for length of time, and to set an alarm, as well as others. This is particularly useful when trying to see multiple faculty schedules at one time. For different options or to learn more, click on the Help icon in Groupwise, and the choose User’s Guide for a reference on how to use the Groupwise system for email and calendar. For training, contact your IT representative.
b. Academic, Registration, and Final Exam Calendars
6. CATALOG
Each year, mid-spring, the department chair & the department admin assistant will receive their hardcopies of the catalog from the Provost Office. By June 1st, the admin assistant may go to the Admissions Office and get a copy for each of the faculty and staff members. Starting in 2009-2010, the catalog will only be printed every other year. The last ten years worth of catalogs may be found online at http://www.suu.edu/academics/catalog/.
In early fall, the Provost’s office will send you MSWord copies of your catalog pages. You are to make changes (strike through deletions and additions need to be in red) for minor wording changes. Any change involving curriculum has an approval process (see curriculum below)
The deadline schedule for changes to next year’s catalog are found on the Provost’s web pages. Most changes MUST go through a Curriculum Committee so be aware of those dates. Any changes for the next year’s catalog that require Curriculum Change forms should be completed in September of each year.
7. CELL PHONE POLICY
Effective July 1, 2008, SUU Employees will not be given or use cell phones that are paid for by the University. If you are using a personal cell phone to conduct university business, a stipend may be acquired to cover costs. The payment is included with your paycheck. For more info, use the following link: http://www.suu.edu/ad/hr/documents/CellularPhoneRequestFormandProcedures_000.pdf
8. CHECK REQUISITIONS
Check requisitions have specific uses. Please use the following link from the Controller’s Office website to learn their proper use and to find an example of a properly completed form: http://suu.edu/ad/controller/pdf/check_inst.pdf. Check requisitions that are not completed correctly will take longer to process and may be returned for correction. The actual forms may be obtained from the Controller’s Office (ADMIN 207).
Once all signatures have been obtained, keep the goldenrod copy, then send the remaining color carbon copies to the Controller’s Office for processing (ADMIN 207). When the process is complete, Accounts Payable will send you the pink copy of the check req.
To see a sample check requisition used for Relocation costs, see: http://www.suu.edu/academics/provost/pdf/FacRelocation.pdf
9. CLASSROOMS
Classrooms with additional technology (also known as Smart Classrooms or mediated classrooms) are located all over campus; however each classroom will vary in the technology that it offers. By using Astra (the campus centralized scheduling network), you can see what each room offers. Use the link and follow the tutorials to see if the room is a Smart/mediated classroom and its capabilities.
10. COMMENCEMENT
The Marketing & Public Relations Office is in charge of Commencement for the entire university. Admin Asst IVs in each college (dean’s level) are in charge of commencement/convocation procedure for each college. Each Admin Asst below the dean’s level needs to assist their Admin Asst IV in preparation of and on the day of commencement. A substitute may be found if needed, such as a faculty member. Any hours worked on Commencement day should receive comp time.
a. Graduation
Commencement is held once a year only, usually in May. Use the link for more info: http://www.suu.edu/graduation/
b. Undergraduate
11. COMPUTER ACCESS
Faculty and Staff: Contact IT representative for computer user name and password, ext 7737
Students: Contact the Computer Lab Assistant in the Library at ext 8278. For e-mail help, students need to call ext 5474.
12. COURSE FEES
13. COURSE RELATED CODES
CRN = Course Registration Number. This is a 5 digit number that corresponds with each class a student registers for.
Examples are: 30086 for International Business MGMT 3050, 30465 for Introduction to Communication COMM 1010
Section Codes = Section codes are #s linked to CRNs to identify & separate specific sections of one course being taught.
Ex: 30263-01 could be English 1010 MWF 10-10:50 am; 30263-02 could be TR 1-2:20 pm, etc.
Ex. CJ 1010 -50 is a Criminal Justice course taught on the Dixie campus in St. George.
Ex: 10512-30I could be online Business Statistics
Ex: 31830-13C could be Lifespan Development, Concurrent Enrollment
Ex: 11561-103 could be Forensic Psychology, Independent Study
Ex: 10580-01S could be UNIV 1000/LM 1010
Ex: 30932-60E could be Criminal Law, broadcast at Dixie State College
Ex: ENGL 1010 -213
Semester Codes = term codes are done by using the 4 digit year and 2-digit suffix for semesters as follows:
10 = Spring
20 = Summer
30 = Fall
Ex: 200630 would be Fall Semester 2006, 200720 would be Summer Semester 2007, etc.
14. DEAN’S LIST
The letters are preprinted and come from the Registrar’s Office each semester. Dean’s must sign the letters and then the colleges pay to have the letters mailed to the students.
15. DESK COPIES
Faculty may ask the admin assistant to get them a 'desk copy'. A desk copy is a textbook sent to the faculty member, free of charge, so that they may review it for possible use in one of their classes. The best (but not the only) way to handle this is to look up the publisher and see what the specified instructions are for obtaining desk copies. It is easier if you have the ISBN; otherwise you will need the title and author.
17. EVALUATIONS
Faculty evaluations MUST be done Fall and Spring semester and are now completed online. If the faculty member is non-tenured or an adjunct faculty, they must have EACH class evaluated during the semester. If the faculty member is tenured, they must have one class evaluated during the year. It is the responsibility of each faculty member to print off their evaluations for their own records. Evaluations are part of personnel records. Courses with an enrollment of 5 or less are exempt from evaluations.
ON-LINE COURSE EVALUATION SYSTEM, EFFECTIVE FALL 2007- INSTRUCTIONS FOR ACADEMIC ADMIN ASSISTANTS
ON-LINE COURSE EVALUATION SYSTEM, EFFECTIVE FALL 2007 - INSTRUCTIONS FOR FACULTY
ON-LINE COURSE EVALUATION SYSTEM, EFFECTIVE FALL 2005 - INSTRUCTIONS FOR STUDENTS
18. FINANCIAL AID
19. FORMS (found online)
20. GRADES
a. Change of Grade report
Changes of Grade Reports are slips of gold colored paper that come from the Registrar’s Office. They must be signed by the faculty member and delivered to the Registrar’s Office by the faculty member or the admin assistant. Once the grade change has been made in the Banner system, the Registrar’s Office will send the form back to the department with a red stamp indicating “Confirmation of Grade Change”. Keep these forms for two years before shredding them. NOTE: If the affected grade was earned over two years ago, or relates to an "incomplete" grade over one year old, it must be approved by the Provost before being sent to the Registrar.
b. Final Grades
Final grades are due each semester 72 hours after the final.
c. Incomplete Grades
The Deans were asked to develop a standardized system for a student to qualify for an incomplete grade, such as having completed 75% of the work and having a passing grade. More information can be found at the above link. The form for an Incomplete Grade Contract may be found at http://www.suu.edu/ss/registrar/pdf/IncompleteContract.pdf
21. GRE (Graduate Record Exam
All students interested in attending graduate school need to take the GRE before applying to their graduate program. Information can be found online via the above link. They can register & pay online or by phone (1-800-473-2255). The test is currently $140. Locations for the test are available online; the closest location is St. George, Utah – the address is provided below. Materials needed for test day, rules, sample tests, etc. are all found online.
Prometric Testing Center: 750 West Ridgeview Drive, Suite 105 St. George, Utah 84770 (435)674-7088
22. Guide to Language, Grammar, Punctuation
There is a Guide To Language on the web located at http://www.suu.edu/ad/pr/pdf/guide-to-language.pdf. The purpose of this guide is to ensure unity in editorial content in SUU publications.
23. HIRING FORMS FOR NEW FACULTY/STAFF
Instructions to complete the recommendation for appointment form are found on the Provost Office website.
The actual form can be found on the SUU website (http://www.suu.edu/ad/hr/pdf/new-faculty-recommendation.pdf)
An affirmative Action form also needs to be completed at the same time: http://www.suu.edu/ad/hr/pdf/aa.pdf
An Equal Employment Opportunity Form is also completed: http://www.suu.edu/ad/hr/pdf/eeo.pdf
24. INDEPENDENT STUDY CONTRACTS
When the form is completed, the original is sent to the Registrar’s Office, a copy is kept in the department until a grade has been awarded. An overload contract should be completed for each instructor who signs a contract with a student for independent study ($50 per credit is the current rate.) After the grades are awarded, keep the contract and grade change form for two years.
25. LIBRARY
If a staff or faculty member would like a copy of a particular book in the library (that is not already currently there), complete the form found at http://www.li.suu.edu/library/dept_request.htm after checking the ISBN number at https://unicorn.li.suu.edu/cgi-bin/index.cgi to make sure that it is not already in the library holdings.
a. Archive http://lib.li.suu.edu/library/Policies/1.6%20Archives%20and%20Records.pdf
b. Copy Center http://www.li.suu.edu/library/copycntr/ccindex.htm
c. Faculty Center http://www.li.suu.edu/library/faccntr/fcindex.htm
26. LRT (Leave, Rank, and Tenure)
27. MAIL
A representative of the mailroom will pick up and drop off mail once a day. The mail brought into the office should be distributed in the faculty/staff mailboxes. When sending off-campus mail, place the account index either under the sender's address or where the stamp would go so that the post office knows which account to charge for postage.
29. MILEAGE
From Cedar City (one way) to common destinations as approved by Motor Pool will be found at the above link. Useful when trying to complete travel authorizations/reimbursements.
30. mySUU
The goal of mySUU is to provide a customizable, one-stop access to all online resources provided by Southern Utah University. Once you have logged in, you will see information tailored to your role at SUU (student, faculty, staff, etc). You can also customize your content to feature your interests including news, weather, local movie listings, etc.
mySUU is for all current students, faculty and staff. In the future, we hope to extend mySUU to alumni, prospective students, and newly admitted students.
31. ONLINE COURSES through E-learning (formerly WebCT 6)
Once classes start, students will go to https://elearning.suu.edu/webct/entryPageIns.dowebct where they can log into and access their class. Inside E-learning is the course syllabus, schedule, assignments, and anything else the instructor has loaded, including e-mails.
32. PAYROLL
a. Faculty/Staff members
The employee tab in Banner-Self Serve has many useful features. Through this tab, faculty/staff can view/do the following:
Electronic Personnel Action Forms, or EPAFs, are the new electronic method used to modify current hourly jobs or create new hourly jobs for previous employees. The forms are located in Banner Self-Serve. Access is given based on departmental needs, though each department on campus has at least one originator (creator of the form) and one approver. For more information regarding set-up or tutorial information, contact Human Resources.
b. Payroll Forms
Please make sure you have all required signatures (initiating authority, dean or director, immediate supervisor if other than dean or director and appointee) before forwarding to Provost’s office.
I. Overloads
Completed for current SUU faculty/staff who get benefits
II. Special appointments
Completed for those who are doing temporary salaried work with no benefits and have no guarantee of future employment
When hiring a new adjunct, please attach the adjunct faculty member’s resume (CV) and transcript to the completed Special Appointment form. We MUST have these on file for every instructor. Later submissions for the same faculty member will not require you to attach a resume and transcript, unless the instructor has completed a higher degree since initial appointment (for example, they complete a PhD while teaching). The Provost’s Office needs accurate, updated information on file.
III. Summer Contracts
Completed for those regular faculty who teach in the Summer
The pay schedule is found on HR’s website. Each faculty member should receive a copy of the pay schedule with every overload form they sign.
33. PROVOST NEWSLETTER
“Academic Affairs,” the newsletter produced twice a year by the Provost’s Office (January and August). Deadlines (3-5 months prior to publication) will be announced by the Provost Office. The template for submissions is found online at http://suu.edu/academics/provost/pdf/NewsletterTemplateforWeb.pdf
Along with the usual information, space has been made to include other topics such as:
If you have any questions please contact the administrative or executive assistant in the Provost’s Office, ext 8610.
b. Online Purchase Requisitions
35. REPORTS
Crystal Reports or Business Objects is a system used for pulling data into reports. You get to Crystal Reports/Business Objects on the same page where you log into Banner.
Click on Business Object (also known as Crystal Reports) and use the same username and password as you would to log in to the computer. Once you are in, click on Public Folders, then Student, and finally Academic Department, from here select the type of report you want, such as a class roster, graduation list, spring schedule (there are 3 pages of reports, scroll to the bottom and click on the page number to see additional reports). You can print the report or export it to Excel for manipulation by clicking on the Export icon (see arrow below) and then selecting the file format as Excel (data only).
36. SCHEDULES (office hours for faculty)
Each faculty member will “maintain a minimum of five, reasonable, publicly-posted office hours per week” per Policy 6.27
37. SCHEDULING (Fall, Spring, Summer courses)
“Shortcut to Schedule Preparation” is a Crystal Report that is used to plan Fall, Spring, and Summer course schedules. You may generate this report at any time. The report may be exported in to Excel for easier data manipulation. Any classes that will not be taught need to have strikethrough, and new classes need to be added in red. A class that is being taught, but with a different instructor or time, may just have the changes made in red. Deadlines to submit the final schedules to the Registrar’s Office are: November for the Fall and Summer schedule and May for the Spring schedules.
38. SCHOLARSHIPS
Regular scholarships for undergraduate applicants are received at the Admission’s Office; the application form is part of the full admissions application. Deadline to apply is Feb 1st each year.
a. Scholarship Accounts
b. Scholarship Awards
39. STUDENTS
a. Mass E-mail students in one department
Faculty can mass email students by accessing their class in Self-Serve Banner.
Admin Assistants will want to run a report from Crystal Reports/Business Objects entitled "Major by Department." This will give you a listing by term of all the students who have registered that term within your department. If you export the report in excel, then you can easily drop the email address into an email and notify the students. In excel, highlight the column with the e-mail addresses, copy, open up an e-mail, and in the TO: line, paste.
Regular Hourly = student is paid entirely from department funds
Work-Study Hourly = student is paid 75% by Federal Work-Study and 25% by the department up to a maximum of $2,000.
c. Student Time Sheets & Payroll
Students are responsible for entering their own hours into Banner Self-Serve during the pay period. These hours need to be approved by their supervisor (an email will be automatically generated to the supervisor when the student submits time). The following are the time due dates:v
d. Student Travel
Student travel that will be reimbursed by the department follows the same procedure as faculty/staff and uses the same forms for reimbursement. For detailed instruction see the section on Travel Forms.
40. SYLLABI
Syllabi must be completed for each course and distributed to students by the second class meeting. For other rules and regulations, please see the above link. It is recommended that syllabi be posted on the web. Any syllabi posted to the web must be in PDF format for ADA compliance.
41. TAX ID
SUU’s federal tax ID number is 87-600048
42. TELEPHONE
43. TEXTBOOKS
Textbooks are ordered online via the above link. The bookstore will send out forms that each professor needs to complete with his/her texts requests for the coming semester. These need to be filled out as soon as possible so that the bookstore knows which books are eligible for student book buyback.
44. THUNDERBIRD FILM FESTIVAL
The festival is put on in April of each year. Contact the Communication Department for more information, ext 7861.
45. TRAVEL FORMS
The per diem rates can be found at http://www.suu.edu/ad/facilities/motorpool/Rates.html
Motor Pool vehicle rental rates and mileage charge rates are found at: http://www.suu.edu/ad/facilities/motorpool/calculator.html
46. VOICEMAIL
47. WEB LIAISON
Each department or area needs to have a web liaison or a person in charge of updating your department’s web pages.
For details on responsibilities see http://www.suu.edu/it/webdev/liaison.html. It is the web liaison’s responsibility to update the web pages.