University of Houston

 

Graduate College of Social Work

 

 

General Statement

 

The Graduate College of Social Work operates according to the Operational Procedures Policy outlined in this document.  Questions pertaining to procedures described herein should be directed to the Associate Dean for Administration and/or the individual’s direct supervisor, and/or the college Business Administrator.  The Graduate College of Social Work also has specific, detailed policies addressing areas including, but not limited to: (1) Cash Handling, (2) Personnel,  (3) Travel, (4) Contract Administration, (5) Fund Raising, (6) Wall Posting, (7) Additional Compensation.  All employees of the Graduate College of Social Work are responsible for complying with those policies as well as the procedures described below. Failure to adhere to these policies and procedures may result in disciplinary action being taken against the employee per University rule.

 

 

Each full-time faculty and staff member in the Graduate College of Social Work has a unique telephone number assigned.

 

I.        Voice Mail

 

Telephone instruments are equipped with voice mail that allows users to record outgoing messages, as well as allowing incoming callers to leave recorded messages.  Specific detailed instructions about the phonemail system are found in the Rolm reference guides.  Everyone is strongly encouraged to take advantage of the phonemail capabilities.  Please make arrangement to clear your messages and respond to inquiries when you are away from the office for any length of time, i.e.. out ill, out of town on business, vacation, etc.  Employees are expected to inform their supervisors of their voice mail password in the event of employee’s unexpected, extended absence from the office.

 

II.      Long Distance

             

          1.    Authorization Codes

All long distance calls (except 1-800 numbers) require a six-digit long distance authorization code in order to complete the call.  These access codes are to be kept strictly confidential.  Loss or suspicion of abuse must be reported immediately to the College or Department Business Administrator.  The Business Administrator will notify the Telecommunications Department to deactivate the code immediately and, if sufficient evidence indicates that unauthorized charges are being made against the access code, the Business Administrator will contact UH Police.  Please guard your access code, as each individual is personally responsible for all calls made on assigned codes. 

          2.    Personal Calls

Per University policy, employees are prohibited from charging long distance personal telephone calls to the access code.  If the need arises to place a personal long distance call, your personal long distance credit card must be used.  There are to be no exceptions.  In the event that a personal call is made in error using the access code, the employee must:

                a.      acknowledge in writing to the College Business Administrator that the call was made in error, and

                b.      reimburse the Graduate College of Social Work for the cost of the call. 

Repeated violations may result in the employee's loss of his/her long distance authorization code.

 

          3.   Monthly Billing

A detailed monthly bill of all long distance charges will be given to employees each month.  Employees are asked to verify for accuracy and to certify that all calls billed were business-related.  The reports must be verified and returned within one (1) week of receiving.  Failure to return these certified reports may result in the loss of the long distance authorization code.  When significant increases in monthly charges exists, internal audit has requested employees forward a memo of explanation to the College Business Administrator.

 

Each access code is linked to both an individual and a budget account in the University's telecommunications system.  When there are multiple budgets to be charged, each budget needs a unique access code.  All telephone equipment and access codes should be properly charged against the appropriate departmental/program budgets.

 

          4.   Terminated Employment

In order to prevent unauthorized charges against any of our accounts, long distance access codes are to be promptly cancelled when an individual terminates employment with the Graduate College of Social work.  It is the responsibility of the director or supervisor to notify the College or Department Business Administrator of the cancellation of the departing employee's access card; it is the responsibility of the Department Business Administrator to insure that the long distance authorization code is deactivated by the Telecommunications Department.

 

          5.   Reconciling

All long distance bills must be reviewed and reconciled by the College and/or Department Business Administrators each month.  The College and Department Business Administrator will periodically review the accuracy of the access codes and telephone costs that are associated with all accounts in the Graduate College of Social Work.

 

II.      Collect And Third Party Calls

 

          Collect and third party calls are prohibited.

 

 

 

The Graduate College of Social Work Postage Mailroom is located in 110HA.

 

I.        Metered Mail

 

In order to assure proper account billing, all outgoing mail to be metered must be logged and have a bar code label affixed to the front of the mailing card.  Individuals using the metered mail system are responsible for:

                a.   properly logging the mail—include number of pieces, non-regular sized description, and proper account to be charged

                b.   properly coding the mail—mailing card must contain the proper bar code and account to be charged 

                c.   mail should be deposited in the appropriate box

           Mail not properly coded will not be picked-up by Postal Services.  If at all possible, envelopes for outgoing mail should be typewritten.  Hand written mail requires special handling by the Post Office and may delay delivery.

       

All secretaries and support staff should have their own logs, which they will maintain in accordance with Graduate College of Social Work Procedures, stated above.  All logs will be reconciled monthly against the appropriate accounts.  Any discrepancies will be investigated.

 

Failure to comply with the procedures outlined may result in postal       privileges being revoked.

 

Metered mail must be University of Houston Business related only. Under no circumstances can mail of a personal nature be processed through the metering system.

 

II.       Incoming Mail

 

For employee security, individual locked mailboxes have been provided. Incoming mail is deposited in your individual locked mailboxes.

  

III.     Inter-Office Mail

 

Internal mail for distribution should be deposited in the appropriate labelled slot in the Mailroom.  This mail will be distributed each morning and afternoon. 

 

IV.     Inter-Campus Mail

 

Inter-Office envelopes are provided for campus mailings.  These do not require a budget number.  Be sure to use the appropriate mail code for all inter-campus mail; mail codes can be located in the Faculty/Staff Directory.  Inter-Campus mail should be deposited in the appropriate labelled slot in the mailroom

 

V.       Airborne/Federal Express

 

For emergency situations, the Graduate College of Social Work has accounts with Airborne and Federal Express.  These services must have prior approval from the Dean, Director, or Business Administrator.  All charges need to be cleared monthly and charged to the appropriate account.

 

VI.     E-Mail

 

Whenever possible, you are encouraged to move toward the paperless society of using e-mail technology.  Increasingly, e-mail is becoming the communication style of choice.  The UH Directory includes e-mail addresses for everyone in UHS, and the internal GCSW Directory includes those for faculty and staff in the College.  For additional information, see the computer technician in the Social Work Computing Annex

 

 

Given sufficient lead-time, secretarial support includes the tasks described below. Lead-time should be at least three days, depending upon the nature of the project and the secretary's workload.  For special items, lead-time may be longer, and in some instances (e.g. preparation of Tenure and Promotion documents), lead-time may be several weeks or months. Work submitted with less than three days will be attended to only if time permits. Faculty must produce all internal memos on personal computer or utilize voice mail or E-mail.  No telephone dictation can be accommodated.  First draft disks should include appropriate formatting, and an initial spell check.  Secretaries will do more precise formatting as specified. Any concerns related to secretarial support, such as timeliness and quality of completed work, should be brought to the attention of the Associate Dean for Administration.

 

The following sections describe GCSW procedures for secretarial support.

 

I.        Manuscripts

 

Faculty will be responsible for typing the initial/first draft of all manuscripts on disk.  Your handwritten revisions, to the extent that they are minor (grammar corrections or typos, word insertions that can be made on the print copy), are appropriate to send to secretaries, along with the disk, for revisions.  Revision of manuscripts will come back to you on disk as well as in print copy. To the extent that revisions are extensive (Multiple paragraphs and/or pages of insertion and correction), faculty will need to do those themselves on disk.

 

II.       Communications

 

          1.    Memos

                 Reissuing standardized memos or letters (e.g. request for exam copies, etc.)

 

          2.    Documents

Compiling major documents (e.g. Futures Conference proceedings, Tenure and Promotion documents, extensive reports or compilations for university or GCSW committees).  Note: exceptional workload requests should be discussed with the secretary in advance.

 

          3.    Mailings/Distribution Lists

Handling large mailings and developing distribution lists requiring mail merge software for committees or projects (e.g. mailings to Advisory Committees, invitations to special events, survey of graduates). Typing on pre-printed forms (literally typing, not word processing, for example, potential funders often provide forms that must be completed by typing).

 

III.     Copying

 

Faculty are encouraged to copy their own materials. If a faculty member is unable to copy materials then the item(s) should be given to the assigned staff person within the appropriate time frame. The faculty's individual copy code should be used for all the respective copies. Upon completion of copying, secretaries will place photocopy requests in the “Copies Completed” tray in the Copy Room, and place copies in faculty mailboxes.

 

IV.     faxing

 

Faculty are encouraged to fax their own materials. . If a faculty member is unable to fax materials then the item(s) should be given to the assigned staff person within the appropriate time.

                     

V.       Scheduling

 

Scheduling meetings involving community representatives or people external to the Graduate College of Social Work. 

 

VI.     Typing

 

Please allow your assigned secretary a three-day lead-time to complete class material and/or correspondence that needs to be typed.  It would be most helpful to advise them in advance if you are working on a project (writing papers, articles, proposals, etc.) that has a deadline so that time       may be reserved for you.  This will assist secretaries in prioritizing their workloads. 

 

VII.    Vacation

 

Secretaries will notify faculty of vacation schedules in advance and ascertain faculty needs during their absence and notify the Dean's Office of faculty support needs for coverage during their vacation time.

 

VIII.  Secretarial SUPPORT aSSIGNMENTS 

 

Faculty secretarial assignments will be made annually by the Dean’s office at the beginning of each academic year.

 

 

 

Full-time faculty and staff have unique copy codes that will operate the copy machines on the second and third floors.   Codes will be set at a 7,000 copy limit for the academic year.  The Dean or College Business Administrator must authorize increases in copy codes.  All copying must adhere to copyright laws. 

 

I.       Copyright Permission Required

 

         Materials, which need copyright permission, should be taken to the UC Copy Center. Students can pay for and pickup their own copies at the UC Copy      Center. Please allow two and a half (2 1/2) weeks for the UC Copy Center to secure copyright permission.

 

a.    faculty will need to fill out Copyright/Course Packet Requisition Form            

b.    form will need to be delivered to the University Copy Center located in the UC-Underground, 741-5200 or fax 741-3602

c.    students will pick-up and pay for copies at the UC Copy Center

 

I.       volume copying for course distribution

         

          Volume copying for distribution in courses should be taken to the UC Copy Center.Students can pay for and pickup their own copies at the UC Copy         Center. 

a.    faculty will need to fill out the Course Packet Requisition Form

                b.    requisition form will need to be delivered to the University Copy Center located in the UC-Underground, 741-5200 or fax 741-3602

                c.    students will pick-up and pay for copies at the UC Copy Center

 

III.     Faculty  Copying

 

Faculty are encouraged to do their own copying. The following procedure should be followed:

                a.    complete the photocopy request information card

b.    place photocopy request in the “Copies Completed” tray in the Copy Room.           

This procedure permits the Graduate College of Social Work to maintain the required record copying for committee work, tenure review, etc.  It will also aid in explaining high levels of copying done on individual codes.

 

NOTE:  State law prohibits anyone from using university equipment or supplies for personal copying or faxing.

 

IV.     Secretarial  Copying

 

If faculty are not able to do their own copying, the following procedure should be followed:

a.    complete the photocopy request and attach it to the material to be copied

                b.    deliver the photocopy request and material to your secretary

Please note that you must provide a minimum of two working days lead-time if you want copying done for you.  When your copies are ready, they will be placed in your mailbox.  All copying must adhere to copyright laws. 

 

 

 

I.        Local Faxes

 

          Faxes requiring local calls may be handled the same way as photocopying:      

                a.     Faculty are encouraged to do their own faxing

                b.     If Faculty are not able to do their own faxing they may ask their secretaries to assist.  Secretaries will not be asked to drop everything to send a fax.

 

II.      Long Distance Faxes

 

Faxes requiring long distance calls need to be done by the individual needing to fax.  These calls require the individual's long distance authorization code, which should be kept confidential.

 

III.     International Faxes

 

          Faxes requiring international calls can be delivered to the Dean's office for transmittal.

 

NOTE:  State law prohibits anyone from using university equipment or supplies for personal copying or faxing.

 

IV.     Incoming Faxes

 

The fax machine will be checked once in the morning and once in the afternoon.  Faxes will be placed in mailboxes of the addressee. Individuals expecting a fax are encouraged to check the fax machine.  Please make sure you are retrieving only your fax and not part of someone else's.  

 

 

The University of Houston has a “mandatory vendor contracts” for office supplies purchased with state funds. All supplies ordered must first be verified as to vendor eligibility prior to placing the order.  The University of Houston can not pay ineligible vendors.  Vendor verification can be obtained through on-line look-up at http://open.cpa.state.tx.us/vendor/tpsearch1.html.

 

Written requests for supplies require appropriate Supervisor's, Director's, or Business Administrators approval prior to ordering.

 

 

I.        Conference Rooms

 

Conference rooms are available to faculty for meetings, etc. Reservations for these rooms must be made through the following persons:

 

                218            Dean’s Secretary           (x38085)

                220            Dean’s Secretary           (x38085)         Not for class use

                227 D        Associate Dean for Administration            (x38101)           

                                  Not available for meetings 11:00-1:30

                341            Dionne Crump               (x38098)

                345            Associate Dean for Administration                (x38101)

                441            OCP                    (x38141)

                416            PhD Office           (x38080)        

                                  Doctoral related meetings have priority

 

II.       classrooms

 

The custodial staff routinely unlocks classrooms each weekday morning when classes are in session.  In the event your particular classroom in the Social Work Building has not been unlocked, classroom keys can be obtained from (Room 204) the receptionist area located on the second floor. In addition, notify the Associate Dean for Administration if a classroom is locked in order that appropriate follow-up will take place with the University.  Saturday classes – call UH Police for assistance.

 

 

Keys are issued in individuals' names and University Key Control keeps an official record.  Each department in the Graduate College of Social Work maintains a key control list.  It is periodically checked against the list received from Key Control.  Updates are made as needed.  Permission to gain access to another individual's office will only be granted with the respective individual's explicit consent.

 

 

I.        Key Requests

 

          The procedure to request any key, (new or replacement) is as follows:                                   

                a.   a Key Request Form must be signed by the immediate supervisor

                b.   the Department and College Business Administrator must authorize the Key Request Form,

                c.   the Key Request Form is sent to Key Control. 

                d.   The employee must pick up the keys from Key Control and sign for all keys issued.  

Lost keys will be charged to the individual. When an individual terminates employment, all keys must be returned to the Graduate College of Social Work and transferred via a Key Request Form to the individual taking their place or returned to Key Control with a Key Request Form.

 

 

II.      Temporary Keys

 

In the event you one is  locked out of your office, forget your keys, etc., the individual must contact the university police for entry to his/her office.

 

 

I.        Security 

 

Please keep your door locked when you are away from your office, even       for a brief time.  In the event that state owned equipment is stolen, you may be held financially liable if you were negligent about protecting your office and its contents. 

 

II.      Relocation Of Equipment On Campus

 

Relocating equipment from room to room must be confirmed with the Department and College Administrator.  The confirmation must contain:

                          a.   UH tag number

                          b.   a description of the item(s)

                          c.   new location

The Department and College Business Administrator will update Property Management Records.

 

III       Removal Of Equipment From Campus

             

          1.    Long-Term Removal

No equipment is to be removed from campus without first completing the Request for Authority to Remove Equipment from Campus Form (Property Management Form PRP-2).  The form requires written authorization of the Dean and Property Management.  The approval must be renewed each academic year.  See your Business Administrator for further information.

                     

NOTE:  You need to have a copy of the authorized Request Form with you whenever transporting equipment. UH Police are encouraged to apprehend individuals who are in possession of UH property without written authorization for removal. You are personally liable for loss or damage to the equipment while in your possession.

 

2.   Short-Term Check Out

If computer equipment is to be removed for a short period of time, a log is maintained in the Social Work Computing Annex that will enable overnight checkout. A short period of time is defined as less than two (2) weeks.

 

 NOTE:   You are personally liable for loss or damage to the equipment while in your possession.

 

 

         

IV.      Record Maintenance And Inventory

 

The Department, College Business Administrators, and the Associate Dean for Administrative Services will maintain records of all department property and its current location.  GCSW will follow MAPP 3.03.01, 3.03.02, and 3.03.03 for proper maintenance and safekeeping of property.

 

A Property Management inventory is conducted annually in accordance with MAPP policy 3.03.04.

 

 

All Personnel and Payroll inquiries should be directed to either the Department,  College Business Administrator, or the Associate Dean for Administration. The Graduate College of Social Work has a separate Personnel Policy which should be consulted for more detailed information

 

I.        Time And Effort Reports

 

All employees (including faculty, administrative and professional personnel, and biweekly staff) are required to prepare a Time and Effort Report to certify their time at work and/or record time to be deducted for vacation, sick leave or other periods not at work during regularly scheduled workdays.  Time and Effort Reports need to be completed with accuracy and must depict the actual hours worked and leave taken.  Employees must sign the Time and Effort Report and obtain supervisory signature (or designee, in the supervisor's absence) prior to submitting to the College Business Administrator.  For persons paid from contract and grant accounts, the approval authority must be an individual with knowledge of 100% of the employee's activities.   The completed, signed and approved Time and Effort Report with attachments (Leave/Special Request Form or Monthly Time-Out Summary) are due back to the College Business Administrator by 5:00 p.m. on the day prior to the due date printed on biweekly Time and Effort Reports, and within one week of receipt of monthly Time and Effort Reports.

 

II.       Leave/Special Request Form

 

Biweekly/non-exempt staff in the Graduate College of Social Work must use a Leave/Special Request Form as a supplement to the Time and Effort Report.  The Leave/Special Request Form is used to request planned leave and to report variances in normal work schedules due to unplanned absences, flex time needed to attend to personal/family matters, emergencies, etc.  The Leave/Special Request Form should eliminate questions arising from supervisors and the College Business Administrator and also will serve as documentation if needed at a later date.

 

III.     Time-Out Summary Form

 

The exempt staff in the Graduate College of Social Work must use a Time-Out Summary Form, when applicable, as a supplement to the Time and Effort Report.  The Time-Out Summary Form is used to report absences from the office.  The Time-Out Summary Form is intended to eliminate questions arising from supervisors and the College Business Administrator, and also to serve as additional documentation to reconcile payroll and FRS reports.

 

Refer to separate Graduate College of Social Work Personnel Policy for more detailed information.

 

 

 

I.        Payroll Verification

 

          1.    Trial Payroll

Department Business Administrators/Assistants will verify the Trial Payroll Verification Report.  Any corrections will be made to Payroll to ensure accurate payment.  The trial Payroll Verification Report with any corrections will be retained in the Department Business Office Records.

 

          2     Check Distribution Report

Department Business Administrators/Assistant will verify the Check Distribution Report prior to release of checks.  Any discrepancies will be reported to Payroll for corrections.  The Check Distribution Report will be retained in the Department Business Office Records.

                     

          3.    Supplemental Payroll Report

If an employee does not make the payroll cut off a supplemental check will be issued within a few days of the regular payday. A Supplemental Payroll Report will accompany the supplemental check. The Supplemental Payroll Report will be retained in the Department Business Office Records

 

II.      Payroll Checks

                     

          1.   Pay Dates

Biweekly payday is every other Friday.  Monthly paydays are the first day of the month following the first month of employment.

 

          2.    Release of Payroll Checks/Stubs

Employee signature is required prior to release of payroll checks.  Direct deposit stubs will be placed in employee's mailbox.  If an employee does not make the payroll cut off a supplemental check will be issued within a few days of the regular payday. UH and GCSW strongly encourages all employees to have direct deposit.

 

III.     Lost Time Register

 

          1.    Biweekly Time and Effort Reports

Department Business Administrators/Assistants will reconcile biweekly Time and Effort Reports will against the Lost Time Register twice each month.  Any discrepancies will be reported to Payroll for corrections.

             

          2.    Monthly Time and Effort Reports

Department Business Administrators/Assistants will reconcile monthly Time and Effort Reports against the Lost Time Register once each month.   Any discrepancies will be reported to Payroll for corrections.

 

IV.      Additional compensation

 

Additional compensation may be granted only with advance approval.  All such payments must be made through the University's payroll system and are subject to withholding and other payroll deductions.

 

Please refer to separate GCSW Additional Compensation Policy for additional information.

 

 

In addition to student support, the Computer Learning Center is available for faculty and staff support as described below.

 

          1.          Word processing activities to include minor editing and final printing of original:

                          a.  Course syllabi

                          b.  Faculty vitae

                          c.  Manuscript production

 

          2.          Information Technology support for the Graduate College of Social Work, including:

                          a.  Computer and technology information liaison

                          b.  Central collection site of all software the Graduate College of Social Work owns and purchases.

                          c.  Special projects as assigned by the Dean.

 

          3.          Short-Term Check Out

If computer equipment is to be removed for a short period of time, a log is maintained in the Social Work Computing Annex that will enable overnight or  short-term checkout.  Short period of time is less than two (2) weeks.

 

 NOTE:   you are personally liable for loss or damage to the equipment while in your possession.

 

 

All expenditures, including reimbursements, must have the prior approval of the Dean or Director, and the Department and College Business Administrator.  This includes commitments of expenditures.  Any event, which costs $2,500 or more requires advance approval of the Executive Vice President/Provost via the Official Functions form.  Requests for reimbursement must be submitted within 30 days of expenditure of funds or return of trip. 

 

Once approval is granted, the expenditure/reimbursement request must be submitted and must contain the following information:

                a.    description

                b.    purpose

                c.    benefit to the College and/or the University

                d.    date

                e.    location

                f.     names

                g.    titles

                h.    affiliations of those honored, guest, and employees (if fewer than 10 attendees).  If 10 or more attendees, the number and affiliation will suffice for meal expenses           

                i.      invoices

                j.      receipts

Please see Department or College Business Administrator for correct procedures relating to expenditures, procurement, and entertainment. The Graduate College of Social Work will follow the Policies and Procedures outlined in the MAPP.

 

 

All travel requires advance authorization from the Director or Dean, the Department and College Business Administrator, and Research Financial Services when using sponsored project funds.  Travel includes use of all vehicles between duty points undertaken on behalf of the University of Houston and the Graduate College of Social Work—whether outside or within the Houston city limits.  Claims for reimbursement of travel expenses will be evaluated based upon their justification as a business expense and authorized under the involved sponsored project.

 

Please refer to separate GCSW Travel Policy for additional information.

 

 

The GCSW protocol is to be followed for all fund raising activities.  This includes fund raising from foundations and corporations, as well as individual solicitation, and requests to professional associations.  It excludes student projects as they are covered by another GCSW protocol.

 

Once a Project/Program Director has identified a prospect, she/he should give the information to the College Development Director who will then obtain approval from the Dean and UH Development Office for solicitation.  The Development Director will inform each person who is required to attend meetings related to the approach.  The Development Director must be involved in the “ask/approach” process unless prior approval or other arrangements have been made with the Dean. 

 

Please refer to separate GCSW Fund-Raising Policy for additional information.