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handbooks:pattern_of_administration

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handbooks:pattern_of_administration [2023/11/13 15:42] – [Teaching Assistants/Secondary Instructors] Kelley Patienthandbooks: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, **//Assistant Dean of Finance and Human Resources// |**315-4947, **LSC 1142|+|**Patricia Ball, **//Assistant Dean of Finance and Human Resources// |**315-4947, **LSC 1143|
 |**Hiromi Agena**, //Associate Director of Finance// |**315-6320, **LSC 1121| |**Hiromi Agena**, //Associate Director of Finance// |**315-6320, **LSC 1121|
-|**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, **//Accountant// |**315-4921**, LSC 1122| |**Daisy Salazar, **//Accountant// |**315-4921**, LSC 1122|
 |**Keiko Goldman, **//Finance & HR Business Services Coordinator// |**315-4921**, LSC 1122| |**Keiko Goldman, **//Finance & HR Business Services Coordinator// |**315-4921**, LSC 1122|
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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, extended studies, and professional development account purchases and services, **Hiromi Agena** for payroll related hiring and additional pay, and **Bolormaa Begzsuren** for grant related purchases. If prior approval has not been obtained before the work or service begins, the University may deny reimbursement and this could become a personal expense to you.+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, and professional development account purchases and services, **Hiromi Agena** for payroll related hiring and additional pay, and **Jamie Purevsuren** for grant related purchases. If prior approval has not been obtained before the work or service begins, the University may deny reimbursement and this could become a personal expense to you.
 ==== 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, extended studies and professional development account purchases and services, and **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 and professional development account purchases and services, and **Jamie Purevsuren** for grant related purchases.
 ==== 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**  for general fund, extended studies and professional development account purchases, and **Bolormaa Begzsuren**  for grant related purchases.+   - **FIRST**, contact your corresponding Concur delegate to ensure the funds are available; this must be done prior to purchase. Contact **Daisy Salazar**  for general fund, extended studies and professional development account purchases, and **Jamie Purevsuren**  for grant related purchases.
   - **SECOND**, submit a purchase/procurement request to by filling out the form found here: [[https://goo.gl/59eUaO|https://goo.gl/59eUaO]].   - **SECOND**, submit a purchase/procurement request to by filling out the form found here: [[https://goo.gl/59eUaO|https://goo.gl/59eUaO]].
 //Supplies must be ordered through the state vendor, STAPLES, through our CU Marketplace vendor system. // //Supplies must be ordered through the state vendor, STAPLES, through our CU Marketplace vendor system. //
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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.__**  You will have to submit a conference agenda for any conference related expenses. The agenda must include a schedule of the conference including the meals that were provided by the conference.   - **__Keep itemized receipts for ALL expenses.__**  You will have to submit a conference agenda for any conference related expenses. The agenda must include a schedule of the conference including the meals that were provided by the conference.
-  - When you return, please immediately submit all receipts to your Concur delegate. Contact **Daisy Salazar**  for general fund and professional development account purchases, **Bolormaa Begzsuren**  for grant related purchases and **Tracy Lee**  for Extended Studies purchasing and services.+  - When you return, please immediately submit all receipts to your Concur delegate. Contact **Daisy Salazar**  for general fund and professional development account purchases, **Jamie Purevsuren**  for grant related purchases and **Jenna Ronnebaum** for Extended Studies purchasing and services.
   - 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__  be reallocated within 90 days of the end of your trip or this becomes taxable income to you. This is a firm deadline that cannot be changed. Please allow your Concur delegate 2-3 weeks before the 90 day deadline to submit reimbursements on your behalf.**   - **Your travel expenses __MUST__  be reallocated within 90 days of the end of your trip or this becomes taxable income to you. This is a firm deadline that cannot be changed. Please allow your Concur delegate 2-3 weeks before the 90 day deadline to submit reimbursements on your behalf.**
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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://ucdenverdata.formstack.com/forms/sehd_conference_registration|https://ucdenverdata.formstack.com/forms/sehd_conference_registration]]__) to have the conference registration handled by and paid for by SEHD. For all other expenses, students will have to use personal funds and then submit receipts for reimbursement upon their return to the corresponding Concur delegate. __Contact **Daisy Salazar**  for general fund, extended studies and professional development account purchases and services, and **Bolormaa Begzsuren**  for grant related purchases.+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://ucdenverdata.formstack.com/forms/sehd_conference_registration|https://ucdenverdata.formstack.com/forms/sehd_conference_registration]]__) to have the conference registration handled by and paid for by SEHD. For all other expenses, students will have to use personal funds and then submit receipts for reimbursement upon their return to the corresponding Concur delegate. __Contact **Daisy Salazar**  for general fund, extended studies and professional development account purchases and services, and **Jamie Purevsuren**  for grant related purchases.
  
 ==== In-State Travel Procedures ==== ==== In-State Travel Procedures ====
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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**  to starting the work (we request as much lead time as possible). Please contact Hiromi for the current form, which requires signatures from the Program Leader, the Assistant Dean, and the Dean. Please keep in mind that additional pay during the academic year is limited to 10% of your academic year salary. For more detail on this University policy, please see the [[https://www.cu.edu/content/faculty-handbook|University of Colorado Faculty Handbook]]. You may also obtain the campus rules regarding additional remuneration in the [[https://www.ucdenver.edu/policies/home/-in-category/campus/cu-denver|faculty compensation policy]]. Faculty members must submit a completed Additional Pay Pre-Approval form to the SEHD Payroll Liaison (Hiromi Agena) **at least two weeks prior**  to starting the work (we request as much lead time as possible). Please contact Hiromi for the current form, which requires signatures from the Program Leader, the Assistant Dean, and the Dean. Please keep in mind that additional pay during the academic year is limited to 10% of your academic year salary. For more detail on this University policy, please see the [[https://www.cu.edu/content/faculty-handbook|University of Colorado Faculty Handbook]]. You may also obtain the campus rules regarding additional remuneration in the [[https://www.ucdenver.edu/policies/home/-in-category/campus/cu-denver|faculty compensation policy]].
  
-==== Faculty Additional Remuneration for Consultative Services ====+==== Faculty Additional Remuneration for Consultative Services (One-Sixth Rule) ====
  
 From [[https://www.cu.edu/regents/policy/5|Regents Policy 5.C.4]]: With prior written approval by the dean or appropriate campus authority, faculty members shall be permitted to receive additional remuneration from sources outside the university so long as the activities generating the income do not exceed one-sixth of their time and effort ({{:human:ucd_one-sixth_rule_faqs.pdf|one-sixth rule FAQs}}  ). Outside work during leaves of absence shall be of concern only to the individual and the entity by which they are employed. From [[https://www.cu.edu/regents/policy/5|Regents Policy 5.C.4]]: With prior written approval by the dean or appropriate campus authority, faculty members shall be permitted to receive additional remuneration from sources outside the university so long as the activities generating the income do not exceed one-sixth of their time and effort ({{:human:ucd_one-sixth_rule_faqs.pdf|one-sixth rule FAQs}}  ). Outside work during leaves of absence shall be of concern only to the individual and the entity by which they are employed.
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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/max** [[https://www.cu.edu/docs/sbs-my-leave-supervisors|. In accordance with the Immigration and Naturalization Service (INS) regulations, international students may not work more than 20 hours per week—in total , regardless of the number of positions—while classes are in session during the Fall and Spring semesters. 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. In the event a student employee becomes eligible for benefits under the Affordable Care Act, employer benefits contributions will be proportionately charged to the department(s) where the student was employed when the limits were exceeded, regardless of where the student is currently employed. Departments may also be subject to additional administrative charges as a violation of this policy subjects the University to additional exposure under the Affordable Care Act. **Supervisor Responsibility:** Supervisors are responsible for communicating policy to their student employees. Students are responsible for communicating with their supervisor if they are no longer students or are scheduled to work more than the maximum total work hours allowed for all jobs. For biweekly students who track hours worked in MyLeave, the Supervisor will review and approve timesheets in MyLeave. The latest step-by-step guide is found here: https://www.cu.edu/docs/sbs-my-leave-supervisors]]. If you will be taking leave or time away from work, please set up a proxy for your timesheet approvals to ensure that your student employees are paid in a timely manner. S +**Summer (10 weeks, June – August) – 40 hours/max**. In accordance with the Immigration and Naturalization Service (INS) regulations, international students may not work more than 20 hours per week—in total , regardless of the number of positions—while classes are in session during the Fall and Spring semesters. 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. In the event a student employee becomes eligible for benefits under the Affordable Care Act, employer benefits contributions will be proportionately charged to the department(s) where the student was employed when the limits were exceeded, regardless of where the student is currently employed. Departments may also be subject to additional administrative charges as a violation of this policy subjects the University to additional exposure under the Affordable Care Act. **Supervisor Responsibility:** Supervisors are responsible for communicating policy to their student employees. Students are responsible for communicating with their supervisor if they are no longer students or are scheduled to work more than the maximum total work hours allowed for all jobs. For biweekly students who track hours worked in MyLeave, the Supervisor will review and approve timesheets in MyLeave. The latest step-by-step guide is found here: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]. If you will be taking leave or time away from work, please set up a proxy for your timesheet approvals to ensure that your student employees are paid in a timely manner. S <font 11pt/inherit;;inherit;;inherit>teps to set up the proxy are found in the step-by-step guide, around page 5.</font>
- <font 11pt/inherit;;inherit;;inherit>teps to set up the proxy are found in the step-by-step guide, around page 5 +
- <font 11pt">.</font>+
  
 ==== Termination of Employment ==== ==== 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 is required. The employee will also need to schedule an exit meeting with the HR and Payroll Coordinator for final business such as turning in keys, procurement/travel cards and identification. SEHD server/email access will be terminated at the end of the last date of employment.+When employees terminate employment, an official written notification which specifies the employee’s last day of employment to the supervisor and SEHD HR is required. SEHD HR will send an exit acknowledgement letter and an exit checklist to the employee. The employee will work with their supervisor, SEHD HR/Finance, SEHD IT and Ja'Net Hurt as needed for final business such as turning in keys, procurement/travel cards, ID badge, parking card, computer and tech equipment, and an office cleanout walkthrough. SEHD server/email access will generally be terminated at the end of the last date of employment. Retirees and CU alumni will have ongoing access to their University e-mail, along with limited portal access. 
 + 
 +Additional offboarding information is available here: [[https://www.cu.edu/employee-services/benefits-wellness/leaving-cu/leaving-cu-human-resources|Leaving CU]]
  
 ==== 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 split into two sections of 20—sections must be same time and format
   - 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:__  CPE staff members initiate the course scheduling process in consultation with program faculty each term. Each program is unique, but in general, CPE certificate programs are planned out a year at a time, with the specific course schedules (dates, meeting patterns, course locations) to be determined after instructors have been identified, at least two months before the course is scheduled to begin. CPE course schedules frequently do not align with campus term schedules. __For CPE (D2) Courses:__  CPE staff members initiate the course scheduling process in consultation with program faculty each term. Each program is unique, but in general, CPE certificate programs are planned out a year at a time, with the specific course schedules (dates, meeting patterns, course locations) to be determined after instructors have been identified, at least two months before the course is scheduled to begin. CPE course schedules frequently do not align with campus term schedules.
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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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   * Meet requirements put forth by campus administration   * Meet requirements put forth by campus administration
  
-**//Curriculum Committee Deadline Requirements:// **+**//Curriculum Committee Deadline Requirements://  **
  
 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 30th.** +  * Teaching in Summer or Fall semester – submit Hire Request Form details by **April 22, 2024.** 
-  * Teaching in Spring semester – must submit Hire Request Form details by **November 30th.**+  * Teaching in Spring semester – submit Hire Request Form details by **November 30, 2023.**
  
 **//Program://**  Maintain list of courses for which you may need instructors. **//Program://**  Maintain list of courses for which you may need instructors.
 +
   * 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, and uploaded with the faculty letter of support to Box for Curriculum Committee review.// //*The CV and external support letter will be pulled from the candidate’s CU Careers application, and uploaded with the faculty letter of support to Box for Curriculum Committee review.//
 +
  
 ===== Samples Letter of Support from Program ===== ===== Samples Letter of Support from Program =====
handbooks/pattern_of_administration.1699890146.txt.gz · Last modified: 2023/11/13 15:42 by Kelley Patient