BEST PRACTICES CALENDAR AND TASKS CSULB COLLEGE OF

BEST PRACTICES CALENDAR AND TASKS CSULB – COLLEGE OF LIBERAL ARTS By Sheri Hale July 21, 2015

Overview - Calendar and Tasks • Learning your department task cycle • Familiarizing yourself with important dates and recurrent events • Establishing a pattern of consistency

Department Tasks

Department Tasks - Daily Prioritize your day • Check email and phone messages and correspond immediately. • Establish a plan for your Work Study Student. • Check with your Chair if he/she needs information to assist with their day.

Department Tasks - Weekly Upkeep/Knowledge • Stock office supplies • Check office equipment • Note all meetings and absences on calendar. • Run reports: financial, enrollment • Prepare a list of tasks or follow-up correspondence for the beginning of the next week.

Department Tasks - Monthly Pcard Reports Timesheets • Keep final receipts showing paid amount together for the month. • Log into USBank often to update chartfields. • Keep documentation of callouts, vacation and jury duty. • Double check time reported with documentation. • Always print out an Unapproved report of time reported to easily view and check for errors. Main Menu- LB HR Custom Functionality- Payroll Reports- Time Entry Audit - Salaried

Important Dates

Important Dates To better assist students • Note on your calendar all important dates from Enrollment Services (add/drop/withdrawal/Univ ersity & Graduate Application deadlines). To complete expenditures • Follow college expenditure deadline. To better assist faculty Update your calendar and send reminders to your faculty: • Syllabi deadline • First/Last day of instruction • Plagiarism Clause • Disable Student Services • Final Schedule • Textbook Submission

Recurring Events

Recurring Events Beginning of the semester • Work with Chair and College for academic scheduling to meet department FTES. • Schedule office space for lecturers. • Gather all office hours of all faculty and post. • Submission of Faculty Request for Assigned Time and Work Accomplish forms. End of semester • Reiterate final schedule to faculty and post for students. • Prepare faculty for the distribution and deadlines for evaluations. • Send out reminder of grade submission deadline to faculty. • Send reminder out for Assigned Time Work Accomplish report and signatures.

RECURRING EVENTS: Commencement • Note your college and department date and start to prepare 2 months in advance. • Make a list of all faculty who will participate in commencement • Reserve rooms • Order ribbons, catering • Gather names for award winners and prepare all certificates and/or plaques. • Office coverage!

ALWAYS HAVE AT YOUR FINGERTIPS

Items to always have at your fingertips to better assist students and faculty: Add/Drop/Withdrawal dates/Graduate Application Office Hours Final Schedule Commencement Date/Time/Location/Other Information Following semester schedules Step by step instructions of how to do online requests (Print Shop, FM, Parking Passes) Frequent phone numbers

All other tasks • • • RTP/ETF Hiring Curriculum Scholarships Advisory

Working Toward Mastery Cyclical Cycles Achieve Mastery Get Experienced Get Familiar Time Spent

Doing Your Best Work • Asking Questions • Double-Checking Work • Always keep a sample or list of commonly used information (dates, phone numbers, step-by -step instructions, etc. )

CLA Mentors Contact information Julie Ortiz Julie. Ortiz@csulb. edu Ext. 5 -7802 Cherie Dougan Cherie. Dougan@csulb. edu Ext. 5 -8127 Lisa Behrendt Lisa. Behrendt@csulb. edu Ext. 5 -4223 Sheri Hale Sheri. Hale@csulb. edu Ext. 5 -5003

Summary • Learn your department task cycle – Daily, Weekly and Monthly • Familiarize recurring patterns and document dates. – Mastery is not achieved overnight • Keep on top of your deadlines – Mentorship is here, please ask for assistance.

QUESTIONS?

Resources – Important Dates/Information • Enrollment Services – Important Dates http: //www. csulb. edu/depts/enrollment/dates/ • CSULB Housing – Important Dates http: //www. csulb. edu/divisions/students/housing/calendar. htm • Cheating and Plagiarism Policy http: //www. csulb. edu/divisions/aa/research/compliance/conduct/ch eating/ • Instructional Resources - CLA http: //web. csulb. edu/colleges/cla/policies_and_procedures/academi cs. html • CLA Resources http: //www. cla. csulb. edu/resources/