handbooks:pattern_of_administration
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handbooks:pattern_of_administration [2023/09/26 21:53] – [Assessment and Program Improvement] Julie O'brian | handbooks:pattern_of_administration [2024/04/17 21:33] (current) – [Enrollment and Scheduling Policies] Kelley Patient | ||
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==== Fiscal support staff ==== | ==== Fiscal support staff ==== | ||
- | |**Patricia Ball, **// | + | |**Patricia Ball, **// |
|**Hiromi Agena**, //Associate Director of Finance// |**315-6320, | |**Hiromi Agena**, //Associate Director of Finance// |**315-6320, | ||
- | |**Bolormaa (Bogi) Begzsuren, **//Associate Director of Grants and Auxiliary Services// |**315-4927, **LSC 606| | + | |**Patricia Ball, **//Interim SEHD Grants and Contracts Administration// |**315-4947, **LSC 1143| |
|**Daisy Salazar, **// | |**Daisy Salazar, **// | ||
|**Keiko Goldman, **//Finance & HR Business Services Coordinator// | |**Keiko Goldman, **//Finance & HR Business Services Coordinator// | ||
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==== Services and Employee Expenses ==== | ==== Services and Employee Expenses ==== | ||
- | All personnel hiring, services and scope of work purchases must be pre-approved BEFORE the work has started. Please contact **Daisy Salazar** for general fund and professional development account purchases, **Hiromi Agena** for payroll related hiring and additional pay, **Bolormaa Begzsuren** for grant related purchases | + | All personnel hiring, services and scope of work purchases must be pre-approved BEFORE the work has started. Please contact **Daisy Salazar** for general fund, extended studies, |
==== Expense Reimbursement ==== | ==== Expense Reimbursement ==== | ||
- | All purchases must have prior approval from the budget authority (generally a faculty member’s program representative or their Associate Dean or the Dean) before reimbursements will be processed. This is best done through email with the approval copied or sent to the finance team. Original itemized receipts should be submitted to your corresponding Concur delegate. Contact **Daisy Salazar** for general fund and professional development account purchases, **Bolormaa Begzsuren** for grant related purchases | + | All purchases must have prior approval from the budget authority (generally a faculty member’s program representative or their Associate Dean or the Dean) before reimbursements will be processed. This is best done through email with the approval copied or sent to the finance team. Original itemized receipts should be submitted to your corresponding Concur delegate. Contact **Daisy Salazar** for general fund, extended studies |
==== General Purchasing and Supplies ==== | ==== General Purchasing and Supplies ==== | ||
**__When making a general purchase (see below for Technology Purchasing) using professional development funds or program funds:__ ** | **__When making a general purchase (see below for Technology Purchasing) using professional development funds or program funds:__ ** | ||
- | - **FIRST**, contact your corresponding Concur delegate to ensure the funds are available; this must be done prior to purchase. Contact **Daisy Salazar** | + | - **FIRST**, contact your corresponding Concur delegate to ensure the funds are available; this must be done prior to purchase. Contact **Daisy Salazar** |
- **SECOND**, submit a purchase/ | - **SECOND**, submit a purchase/ | ||
- | //Supplies must be ordered through the state vendor. // | + | //Supplies must be ordered through the state vendor, STAPLES, through our CU Marketplace vendor system. // |
Business cards should be ordered using the following link: [[http:// | Business cards should be ordered using the following link: [[http:// | ||
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- You may use your travel card for meals but you should not exceed the applicable per diem rate for the locale in which you are traveling. If you exceed this amount, you will have to reimburse the University for the difference. If you pay for food using personal funds, you will be reimbursed up to or for the applicable per diem rate for the locale in which you are traveling. If the meal expense exceeds this amount, this is a personal expense to you and you will not be reimbursed. | - You may use your travel card for meals but you should not exceed the applicable per diem rate for the locale in which you are traveling. If you exceed this amount, you will have to reimburse the University for the difference. If you pay for food using personal funds, you will be reimbursed up to or for the applicable per diem rate for the locale in which you are traveling. If the meal expense exceeds this amount, this is a personal expense to you and you will not be reimbursed. | ||
- **__Keep itemized receipts for ALL expenses.__** | - **__Keep itemized receipts for ALL expenses.__** | ||
- | - When you return, please immediately submit all receipts to your Concur delegate. Contact **Daisy Salazar** | + | - When you return, please immediately submit all receipts to your Concur delegate. Contact **Daisy Salazar** |
- You should reimburse CU for any personal expenses on your travel card at the time when you turn in your receipts, or if you have enough per diem to cover these expenses, your per diem will be reduced by this amount. | - You should reimburse CU for any personal expenses on your travel card at the time when you turn in your receipts, or if you have enough per diem to cover these expenses, your per diem will be reduced by this amount. | ||
- **Your travel expenses __MUST__ | - **Your travel expenses __MUST__ | ||
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==== Student Travel ==== | ==== Student Travel ==== | ||
- | All student travel must be approved prior to making any travel arrangements by the faculty member or program paying for their expenses. Students are able to book their flight through Concur Travel & Expense System or Christopherson as long as they are provided with a speed type. Students are also able to submit a conference registration request using the SEHD Impact Form ([[https:// | + | All student travel must be approved prior to making any travel arrangements by the faculty member or program paying for their expenses. Students are able to book their flight through Concur Travel & Expense System or Christopherson as long as they are provided with a speed type. Students are also able to submit a conference registration request using the SEHD Impact Form ([[https:// |
==== In-State Travel Procedures ==== | ==== In-State Travel Procedures ==== | ||
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| \\ **Alcoholic Beverages: | | \\ **Alcoholic Beverages: | ||
| \\ **Lodging-Staying with Friends**: Travelers who arrange private lodging (staying with friends/ | | \\ **Lodging-Staying with Friends**: Travelers who arrange private lodging (staying with friends/ | ||
- | | \\ **Mileage-Personal Vehicle: **Reimbursable, | + | | \\ **Mileage-Personal Vehicle: **Reimbursable, |
| \\ **Mileage vs. Airfare-Traveler’s Option**: Traveler will be reimbursed for driving cost (mileage, lodging, meal per diems) up to actual total flight cost (transportation to/from DIA, airfare, destination ground transportation). Calculation of airfare cost is based on lowest obtainable 14-day advance fare. If the traveler is planning on purchasing a flight outside of Concur, please talk to Daisy Salazar for required documentation to make sure reimbursement won’t be a problem. Traveler must declare annual leave for any additional days required as a result of alternative travel. Additional Information may be required.| | | \\ **Mileage vs. Airfare-Traveler’s Option**: Traveler will be reimbursed for driving cost (mileage, lodging, meal per diems) up to actual total flight cost (transportation to/from DIA, airfare, destination ground transportation). Calculation of airfare cost is based on lowest obtainable 14-day advance fare. If the traveler is planning on purchasing a flight outside of Concur, please talk to Daisy Salazar for required documentation to make sure reimbursement won’t be a problem. Traveler must declare annual leave for any additional days required as a result of alternative travel. Additional Information may be required.| | ||
| \\ **Parking: **Reimbursable when it is a necessary part of the trip, e.g., parking at traveler’s destination, | | \\ **Parking: **Reimbursable when it is a necessary part of the trip, e.g., parking at traveler’s destination, | ||
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If you have any additional questions about the SEHD financial system or processes, please feel free to call any of the fiscal staff for assistance. And if you are unsure about the how, why or who for anything please start with the fiscal staff listed above. | If you have any additional questions about the SEHD financial system or processes, please feel free to call any of the fiscal staff for assistance. And if you are unsure about the how, why or who for anything please start with the fiscal staff listed above. | ||
+ | |||
====== Human Resources and Payroll ====== | ====== Human Resources and Payroll ====== | ||
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Faculty members must submit a completed Additional Pay Pre-Approval form to the SEHD Payroll Liaison (Hiromi Agena) **at least two weeks prior** | Faculty members must submit a completed Additional Pay Pre-Approval form to the SEHD Payroll Liaison (Hiromi Agena) **at least two weeks prior** | ||
- | ==== Faculty Additional Remuneration for Consultative Services ==== | + | ==== Faculty Additional Remuneration for Consultative Services |
From [[https:// | From [[https:// | ||
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For a search, we will ask you to provide funding information, | For a search, we will ask you to provide funding information, | ||
- | Prior to starting the search process, all search committee member should have completed this course in Skillsoft in the past two years: CU Search Committee Training, Inclusive Recruiting Practices. Here is the link to the course (log in to your portal [[http:// | + | Prior to starting the search process, all search committee member should have completed this course in Skillsoft in the past two years: CU Search Committee Training, Inclusive Recruiting Practices. Here is the link to the course (log in to your portal [[http:// |
+ | |||
+ | === Faculty Search Guidelines === | ||
+ | |||
+ | The SEHD follows these steps in a faculty search: | ||
+ | |||
+ | | ||
+ | | ||
+ | | ||
+ | | ||
+ | |||
+ | * CU automatically posts all positions in CU Careers, HigherEdJobs.com, InsideHigherEd.com and Colorado Workforce Center | ||
+ | * SEHD also may post in the Chronicle of Higher Education, Diverse Issues in Higher Education, Hispanic Outlook, Linked In, and SEHD Impact | ||
+ | * The search committee is encouraged to call and/or email targeted individuals | ||
+ | | ||
+ | | ||
==== Student Employment ==== | ==== Student Employment ==== | ||
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**Spring (16 weeks, January – May) – 25 hours/max (or 50 hours per biweekly pay period)** | **Spring (16 weeks, January – May) – 25 hours/max (or 50 hours per biweekly pay period)** | ||
- | **Summer (10 weeks, June – August) – 40 hours/ | + | **Summer (10 weeks, June – August) – 40 hours/ |
- | Student employees who exceed the work hour limits (across all jobs, across all campuses) may become eligible for employee health benefits under the Affordable Care Act. | + | ==== Termination of Employment ==== |
- | In the event a student | + | When employees terminate employment, an official written notification which specifies |
- | + | ||
- | Departments may also be subject | + | |
- | + | ||
- | **Supervisor Responsibility: | + | |
- | + | ||
- | Supervisors are responsible for communicating policy to their student employees. Students are responsible for communicating | + | |
- | + | ||
- | For biweekly students who track hours worked | + | |
- | < | + | |
- | < | + | |
- | + | ||
- | ==== Termination of Employment ==== | + | |
- | When employees terminate employment, an official written notification (which specifies the employee’s last day of employment) to the supervisor and the HR and Payroll Manager | + | Additional offboarding information |
==== UCD Access Portal ==== | ==== UCD Access Portal ==== | ||
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===== Enrollment and Scheduling Policies ===== | ===== Enrollment and Scheduling Policies ===== | ||
- | **//Face-to-Face and Hybrid Classes:// ** | + | **Face-to-Face and Hybrid Classes: ** |
- | - Set caps at 35, start a waitlist | + | |
- | - At 40, split into two sections of 20—sections must be same time and format | + | - Set caps at 35, start a waitlist |
+ | - At 40, consider | ||
- 32 enrolled triggers TA | - 32 enrolled triggers TA | ||
- No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run | - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run | ||
- | - Lecturer Pay 15-35 students = $4,750; <15 = Pro-rate = # of students/15 x $4,750; Minimum pay is $2,700 | + | - Lecturer Pay: Minimum of 15 students = $4,900; <15 = Pro-rate = # of students/15 x $4,900; Minimum pay is $2,800 |
+ | |||
+ | **Online Classes: ** | ||
- | **//Online Classes:// ** | ||
- Set caps at 30, start a waitlist | - Set caps at 30, start a waitlist | ||
- At 35, consider split into two sections. New section must be on-line. | - At 35, consider split into two sections. New section must be on-line. | ||
- 25 enrolled becomes eligible for TA | - 25 enrolled becomes eligible for TA | ||
- No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run | - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run | ||
- | - Lecturer Pay 15-35 students = $4,750; <15 = Pro-rate = # of students/15 x $4,750; Minimum pay is $2,700 | + | - Lecturer Pay: Minimum of 15 students = $4,900; <15 = Pro-rate = # of students/15 x $4,900; Minimum pay is $2,800 |
**Doctoral-Level Classes:** | **Doctoral-Level Classes:** | ||
+ | |||
- Set caps at 30, start a waitlist | - Set caps at 30, start a waitlist | ||
- At 35, consider split into two sections—sections must be same time and format | - At 35, consider split into two sections—sections must be same time and format | ||
- 25 enrolled becomes eligible for TA | - 25 enrolled becomes eligible for TA | ||
- No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run | - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run | ||
- | - Lecturer Pay 15-35 students = $4,750; <15 = Pro-rate = # of students/15 x $4,750; Minimum pay is $2,700 | + | - Lecturer Pay: Minimum of 15 students = $4,900; <15 = Pro-rate = # of students/15 x $4,900; Minimum pay is $2,800 |
+ | |||
+ | **Type O (Practicum & Internship Courses): | ||
+ | |||
+ | - Under 30 SCH, course will be pro-rated based off 30 SCH. | ||
__For CPE (D2) Courses: | __For CPE (D2) Courses: | ||
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Many courses fill up quickly, students are encouraged to sign up for waitlists during registration when they find a course is full. Faculty are encouraged to allow waitlisted students to attend class until waitlists are dropped at midnight on the Monday of the second week of classes. This practice allows students who get enrolled from the waitlist to be in sync with the class. Consult the Academic Calendar for published deadlines each term. Note: CPE does not set up wait lists for most CPE courses, instead maintaining contact with CPE student groups and making adjustments to course caps as appropriate. | Many courses fill up quickly, students are encouraged to sign up for waitlists during registration when they find a course is full. Faculty are encouraged to allow waitlisted students to attend class until waitlists are dropped at midnight on the Monday of the second week of classes. This practice allows students who get enrolled from the waitlist to be in sync with the class. Consult the Academic Calendar for published deadlines each term. Note: CPE does not set up wait lists for most CPE courses, instead maintaining contact with CPE student groups and making adjustments to course caps as appropriate. | ||
+ | |||
===== Types of Courses ===== | ===== Types of Courses ===== | ||
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===== Teaching Assistants/ | ===== Teaching Assistants/ | ||
- | * Faculty teaching on-campus will qualify for a teaching assistant (TA) if they have a class enrollment of over 32. Faculty will qualify for a TA for an online class (not hybrid) or doctoral class if it reaches 25 or more students. Teaching assistants will be hired according to the number of credit hours in the course and will be paid $1,750 to support a three credit hour course. A three hour course requires the TA to work 100 hours, while effort for courses with different loads is prorated accordingly. | + | * Faculty teaching on-campus will qualify for a teaching assistant (TA) if they have a class enrollment of over 32. Faculty will qualify for a TA for an online class (not hybrid) or doctoral class if it reaches 25 or more students. Teaching assistants will be hired according to the number of credit hours in the course and will be paid $1,850 (beginning in January 2024) to support a three credit hour course. A three hour course requires the TA to work 100 hours, while effort for courses with different loads is prorated accordingly. |
* Teaching assistant (TA)/ | * Teaching assistant (TA)/ | ||
* To hire a TA, submit online request form through the [[https:// | * To hire a TA, submit online request form through the [[https:// | ||
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* Meet requirements put forth by campus administration | * Meet requirements put forth by campus administration | ||
- | **// | + | **// |
To ensure that the Curriculum Committee has time to review the credentials for each new Lecturer before the start of classes, please use the following deadline dates to help you plan ahead for the hiring process: | To ensure that the Curriculum Committee has time to review the credentials for each new Lecturer before the start of classes, please use the following deadline dates to help you plan ahead for the hiring process: | ||
- | * Teaching in Summer or Fall semester – must submit Hire Request Form details by **April | + | * Teaching in Summer or Fall semester – submit Hire Request Form details by **April |
- | * Teaching in Spring semester – must submit Hire Request Form details by **November | + | * Teaching in Spring semester – submit Hire Request Form details by **November |
**// | **// | ||
+ | |||
* As you are making plans for summer-fall-spring courses, please begin to create a list of courses for which you anticipate needing lecturers. | * As you are making plans for summer-fall-spring courses, please begin to create a list of courses for which you anticipate needing lecturers. | ||
* SEHD HR will maintain a lecturer pool posting through CU Careers. All new lecturers must apply to this posting. | * SEHD HR will maintain a lecturer pool posting through CU Careers. All new lecturers must apply to this posting. | ||
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//*The CV and external support letter will be pulled from the candidate’s CU Careers application, | //*The CV and external support letter will be pulled from the candidate’s CU Careers application, | ||
+ | |||
===== Samples Letter of Support from Program ===== | ===== Samples Letter of Support from Program ===== |
handbooks/pattern_of_administration.1695765188.txt.gz · Last modified: 2023/09/26 21:53 by Julie O'brian