University of Houston
Graduate College of Social Work
Operational Procedures Policy
6/00
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.
Telephone
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.
Postage/Mail
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
Secretarial Support
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.
Copying
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.
Faxing
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.
Supplies/Orders For Goods
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.
Facilities Use
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.
Office Keys
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.
Property Management
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.
Personnel
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.
Payroll
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.
Social Work Computing Annex
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.
Expenditures/Reimbursements
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
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.
Travel
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.
Fund-Raising
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.