Administrative Support

Personnel

Jolene Bunce:

  • HR/Recruiting for all non-student, non-temporary hiring (except through temp agency)
  • Visa-J-1/H1B/Permanent Residency processing for employees and visiting scholars
  • Off-Cycle pay increases
  • FMLA
  • Graduate Faculty Nominations
  • PT&C processing
  • Special Departmental Projects

Emmalie Goodwin:

  • Travel-all to include Terragenome
  • Reimbursements
  • Purchasing/invoices
  • All administrative office requests-surplus, space inventory, key requests, parking pass, room reservations, telephone coordinator, fax/copy machines, polycom issues, general office requests for all buildings.
  • Event planning and logistics
  • Leadwork-student workers
  • Zoom meeting setup

 

    Shauna Gutierrez:

    • Scholarship processing
    • Student and temporary hiring
    • Graduate from application to hiring-entire process/graduate orientation
    • Extension publication reviews
    • CSS newsletter/manuscript/publication design

    • Department website updates and maintenance

     

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    Department Handbook & Guidelines

    MyOSU

     

    Master Keys

    1. Master keys

    • Main office for Departmental check out
    • Department Head. Currently: Thomas Chastain
    • Associate Department Head. Currently: Maria Dragila 
    • Administrative Staff. Currently: Jolene Bunce; Shauna Gutierrez; Emmalie Goodwin
    • Building Manager. Currently: Curtis Onstott
    • IT Staff. Currently: New hire -- ITCII, Tina Stahlstedt – ITCII, Aaron Moffett – ITCIII, Wayne Wood – Roots Operations Manager, Curt Onstott – Roots Infrastructure Manager, Building Manager, Farhad Shafa – IT manager seed certification. 
    • One for check-out by student workers, managed by Curt Onstott
    • No more, no less

    2. All new Project Leaders:

    • Spaces for which they have individual or shared responsibility (and building door); they in turn designate what spaces their staff should access. 

    3. All current Project Leaders:

    • No need to change, unless they have master keys.  If they do have a master key, in which case it should be returned to the key shop.

     

    Departmental Guidelines on Painting

    OSU does not have an ongoing program to re-paint indoor facilities, no matter how badly they may need it.

    New faculty office painting, however, will be negotiated with the Department at time of hire.

    The Department does not have a budget for ongoing building maintenance, so it is up to you to make your space presentable and livable. That said, OSU Facilities Services does set policy for painting. They have no objection to painting offices, labs, and other non-public areas with the following stipulations:

    • You are responsible for buying the paint and all supplies. Check with the accounting staff to determine which of your accounts can be used for such a purpose.
    • Paint should be of high quality, such as one of the better grades of Millers, Sherwin-Williams, Dutch Boy, etc. Cheap paints do not wear well, and they do not provide a good base for subsequent coats of paint. The extra cost of high quality paint is relatively minor.
    • Paint should be off-white. No blacks, purples, reds, pinks, blues, etc. It does not have to match the original paint, but it should be similar.
    • Think twice and paint once. A good paint job should last for years. Painting should be done by someone reasonably skilled. Inept use of drop cloths, spattering on light switches, ceiling, trim, floors, etc., can be a problem. You may want to consider having a professional do it. The Department will be glad to suggest painters.
    • No public areas (classrooms, reception areas, seminar rooms, etc.) should be painted without review of the plans by the relevant building committee.

     

     

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    Payroll & Leave

    EmpCenter Electronic Timesheet

    All employees must submit a timesheet on a monthly basis. For those employment types that only record leave taken, you must submit a timesheet even if you have no leave to report. By submitting your timesheet you are verifying that you do not have any leave to report. Click here to login to EmpCenter.

     

    Direct Deposit

    CSS Employees are strongly encouraged to sign up for direct deposit.  To set up direct deposit:

    1. Click here to login
    2. Select "Employee" tab
    3. Select "Pay Information"
    4. Select "Direct Deposit"
    5. Input your information

     

    Paperless Earning Statements

    CSS Employees are strongly encouraged to sign up for online earning statements.  To set up online earning statements:

    1. Click here to login
    2. Select "Employee" Tab
    3. Then "Pay Information"
    4. Choose Online Earning Statements (for Direct Depositors only)
    5. You can also sign up for Direct Deposit, access your earning statement or your W-2 at any time using Employee Online Services under the "Employee" menu

     

    How to Read Your Earning Statement

    PDF icon Click here to view an annotated sample earning statement.

     

    Requesting Leave

    All pre-planned leave requests should be requested through Empcenter.  To request leave in EmpCenter:

    1. Click here to login
    2. Select “My Time Off”
    3. Select “Create New Request”
    4. Select “Absences for Vacation, Sick, and Other”
    5. Select “Pay Code” using the drop-down menu, choose the type of leave request
    6. Select “Dates” (from and to)
    7. Comments: complete if desired
    8. Select “Next”
    9. In the Action Section, adjust number of hours (if needed) 
    10. Select Submit
    11. Supervisor will approve or deny

    On a weekly basis, we run a leave report and include your name on the CSS leave calendar.

     

    FMLA-protected Leave

    The Family and Medical Leave Act (FMLA) and Oregon Family Leave Act (OFLA) were enacted to assist employees and employers in balancing the demands of the workplace with the needs of employees and their families when leave is needed for a serious health condition, pregnancy, parental, bereavement, and military family leave (exigency and caregiver leaves).

    FMLA/OFLA provide unpaid, job-protected leave when you need to take time off work for your own serious health condition or because you need to care for an eligible family member with a serious health condition or for another qualifying event. Leave may be taken all at once or intermittently as the medical condition requires. The leave laws define who is eligible, what absences qualify, and how much leave time you may take during the leave year. Your health insurance benefits are protected and will be continued while you are on FMLA/OFLA leave.

    The State of Oregon also provides protected leave for survivors of Domestic Violence, Sexual Assault or Stalking. This law provides job protected, paid leave for employees to seek services for themselves or a minor child and/or to relocate. Services may include, but are not limited to: legal and law enforcement assistance, counseling, and medical treatment.  Visit OSU's HR site for more specifics about protected leave.  To Apply:

    1. Log in to EmpCenter 
    2. Click on “My Time Off” (in the “Schedules” section)
    3. Click on “Create New Request”
    4. There are two choices, the first box on the left if FMLA, OFLA and Military Leave, click “continue” and follow the directions from there.

     

    Requesting Employment Verification

    Oregon State University has implemented a new web based tool called The Work Number™ to provide automated, immediate employment and income verifications for faculty, staff, and temps. No longer will you have to wait for information. This fast, secure service is widely known to lenders, banks and others, is easy to use and is considered a best practice by many other companies. Click here for more information.

     

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    Hiring

    Hiring Temporary Work from Outside Agency

    Short-Term Temporary Workload Needs
    When a temporary workload need is expected to last 30 days or less, departments/units should use an external temporary employment agency to provide temporary workers for OSU. Administrative costs associated with placing a new employee on the OSU payroll for a limited period of time can be significantly higher than those associated with using a temporary employment agency. In addition, if a position is anticipated to perform 52 paid hours of work or less in a 30 day period, the department MUST use one of the approved external temporary agencies to contract an external temporary employee.

    Submit Form Requesting temporary worker(s) to Administrative Manager
    Temporary Employment Agency Request Form

     

    Longer-term Temporary Worker Hiring Process

      Task Personnel
    1 Draft of Position Description (PD) (using recruitment template) Supervisor
    2 Send to Shauna Gutierrez for input to Peopleadmin System Supervisor

    3

    If you have a candidate that meets internal appointee guidelines, send name of applicant to Shauna Gutierrez along with PD

    Supervisor
    4 Input to Peopleadmin System Shauna 
    5 Position approved and posted to Jobs page AMBC
    6 If internal, applicant applies to special link provided by Shauna Gutierrez Shauna
    7

    If not internal, access the Peopleadmin system to look at applicants (using emailed link)

    Supervisor
    8 Applicant Screening/Interviews/Candidate Selection (if not internal) Supervisor
    9

    Send the name of the chosen applicant(s), start date, hourly rate and index to Shauna Gutierrez

    Supervisor
    10 Shauna Gutierrez provides hiring documents to applicants Shauna
    11

    Applicants meet with Shauna Gutierrez to submit hiring documents. Worker cannot begin work until CHC, DMV & I-9 has been completed

    Shauna
    12

    Shauna Gutierrez submits final paperwork to HR, timesheet is set up once through the approval process

    Shauna

     

    • Temporary recruitments must be posted competitively for a minimum of 5 business days, unless the appointee meets the Internal Appointee Guidelines.
    • Temporary appointments must only be used for the purposes of meeting emergency, non-recurring or short-term workload needs.
    • Temporary employees hired through OSU are represented under the SEIU Collective Bargaining Agreement. Represented temporary employees have the same classification title and base rate of pay for the appropriate classification as regular classified employees. Rates of pay for represented temporary employees must be within the established ranges (minimum and maximum) specified by the Collective Bargaining Agreement.
    • Employment of temporary employees, other than to replace a regular employee on leave, cannot exceed the equivalent of six calendar months (1,040 hours) in a twelve month period, beginning with the first day of employment.

     

    Student Workers

    Students are limited to work a maximum of 20 hours per week or .49 FTE based on enrollment status and the number of credit hours they are taking. The 20 hour maximum applies to the following eligible students:

    • Undergraduate and post baccalaureate students enrolled in 6 credit hours or more
    • Graduate students enrolled in 3 credit hours or more
    • International Undergraduate students enrolled in 12 credit hours or more
    • International Graduate students enrolled in 9 credit hours or more

    The number of hours Students may work during summer term depends on their enrollment status and the number of credit hours they are taking during the summer.

    • Undergraduate, post baccalaureate, and Graduate eligible students
      • 20 hours per week if enrolled in 5 credit hours or more
      • 40 hours per week if enrolled in less than 5 credit hours
    • International Undergraduate students
      • 20 hours per week if enrolled in 12 credit hours or more
      • 40 hours per week if enrolled in less than 12 credit hours
    • International Graduate students
      • 20 hours per week if enrolled in 9 credit hours or more
      • 40 hours per week if enrolled in less than 9 credit hours

     Click here for more information about student employment at OSU.

     

    Student Worker Hiring Process

      Task Personnel
    1 Access Student Position Request Form Supervisor
    2 Fill out Student Position Request Form Supervisor
         
    4 Position approved and posted to Jobs page Student Employment Office
    5 Access the Peopleadmin system to look at applicants (using emailed link) Supervisor
    6 Applicant Screening/Interviews/Candidate Selection Supervisor
    7

    Send the name of the chosen applicant(s), start date, hourly rate and index to Administrative Program Assistant

    Supervisor
    8 Administrative Program Assistant processes hiring proposal Administrative Program Assistant
    9

    Applicants complete new hire paperwork via Docusign. Student cannot begin work until CHC, DMV & I-9 has been completed

    Student Employment Office
    10

    Timesheet is set up once through the approval process

    Student Employment Office

     

    Hiring Tenure-track Faculty

    Review the Search Excellence Guide.

    Documents for use in the hiring process:

     

    Tenure-track Faculty Hiring Process

       Task  Personnel
    1 Head’s Draft of Position Description (PD) + Start-up Package - most likely from CSS Priority Staffing Portfolio  Head
    2 Faculty Review (email)  Faculty
    3 Department Draft of PD  Head
    4

    Search Committee (SC) Formation

    • Draft Search Committee Roster
    • Faculty Approval of Search Committee
     Head and Faculty
    5 Dean’s Approval of Department Draft PD and SC membership [2 weeks]  Dean 
    6 Search Committee charge  Head
    7

    Recruiting PD

    • SC proposes changes, esp. Minimum and Preferred Qualifications
    • All modifications require Head and Dean approvals
    • Approved Recruiting PD goes to CSS Admin
     Search Committee 
    8

    Position Posting

    • Route PD through HR [1 week]
    • HR-approved PD and Posting -> CSS Faculty and relevant people
    • Advertisement and other notices of posting
     Admin. Manager 
    9

    Recruitment Monitoring

    • SC Chair and Head confer on whether posting extension needed [4-6 weeks]
    • Posting extension handled by Admin Manager (AM)
     CSS Admin and SC Chair
    10

     Applicant Screening

    • Pool is cut to “Long List” of Applicants [3 weeks]
    • SC Chair requests addition info from Applicants
      • Letters of reference
      • Other materials
     SC 
    11

     Phone Interviews

    • Long List is approved by Head, then Dean [2 weeks]
    • Phone Interview Session

     SC

    12

     Campus Interviews [1-2 weeks]

    • Short List of applicants created
    • Interview List
    • Approval of Interview List
    • Interviews

     

    • SC
    • Head
    • Dean
    • ALL
    13

     Candidate Selection [1-4 weeks]

    • Additional reference checks
    • Recommendation presentation to CSS Faculty (Scheduled meeting)
    • Non-binding tenure-track faculty vote
    • Decision and Hiring Negotiation

     

    • SC
    • SC+Faculty
    • TT Faculty
    • Head
    14  Hiring [2-6 weeks]  Admin. Manager

     

    All OSU Hiring

    Visit the OSU Human Resources website for additional hiring information.

     

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    Promotion & Tenure

    Position Description

    You may access your position description via the OSU Jobs site.  To view your position description:

    1. Login here
    2. Go to “My Profile”
    3. Under “User: Name” go to the tabs below and choose “Position Descriptions”
    4. Click on the title of the position. Print is on the upper right side. 

     

    Digital Measures

    Click here to login to Digital Measures

     

    Building A P&T Dossier

    Click here to view examples of successful candidate dossiers.

     

    Peer Review of Teaching

     

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    Travel & Reimbursements

    Travel Pre-approval

    Prior to out of state or out of country travel, each traveler must submit an email to the Department Head, using this template.  The subject line should read: "pre-approval for travel".

     

    Travel Reimbursement Worksheet & Checklist

    Fill out the Travel Reimbursement Worksheet, and submit it to Emmalie Goodwin after you've completed travel.  When you fill out the reimbursement worksheet the following are required:

    • Name
    • OSU ID Number
    • Detailed purpose of trip
    • Index number to charge travel to
    • Indicate how you traveled and with whom (if applicable)
    • Indicate if you had a meeting registration and how it was paid
    • Authorization from department head to travel attached (if out of state or out of country)
    • Attach lodging receipts (if room charges are split please include name of person you split the charges with)
    • Airfare receipts if paid personally.  If you combined personal vacation with a work trip you must provide a comparable quote for airfare from the travel agent for the cost of flying only for the work trip.
    • Attach meeting agendas (for meetings that have agendas).  If no agenda then state that there was no formal agenda for that meeting.
    • Did you attend a conference?
      • Attach conference agenda
      • If you left early or stayed late after a conference, meeting or workshop, please indicate reason and/or if personal time was used.  All time from the time you leave Corvallis until the time you return to Corvallis needs to be documented.
      • If conference provided meals those meals may not be claimed on reimbursement.  If meals were provided and you did not participate indicate reason.
      • Lodging receipts attached.  If lodging is over per diem it will be covered if at the conference hotel or one of the conference recommended hotels.
      • Did you pay for the meeting registration?  If so, attach receipt showing proof that it was paid by you (i.e. with your last 4 digits of your card on it, etc.)
    • Attach any other receipts:
      • Shuttle/Mass Transit/Taxi, etc. over $75.00 (tips are not reimbursable, only fare)
      • Parking receipts over $25.00
      • Rental vehicle gas receipts
      • Rental vehicle receipts
      • Meals hosted (meals, tips and beverages are to be itemized separately on receipt – NO ALCOHOL – tear tag showing only total charge is inadequate.  If itemized receipt not available, claimant must attach and sign a written statement specifying expense details.  A list of those attending, who they are, and the reason for hosting must also be attached.) 
      • Miscellaneous expenses
      • Baggage receipts
    • International Travel?
      • Attach pre-approval to travel out of country.
      • Receipts may be in US Dollars or foreign currency. OANDA website will be used for currency conversions. If you have bank statements with actual amounts paid those can also be used for conversions.

     

    Purchasing

    BennyBuy

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    Teaching

    Canvas

     

    Grade Submission

    To submit grades at the end of each term:

    • Faculty should log into the MyOSU portal and view the Faculty Grade Assignment section to verify they have access to grade their classes. Department grade contacts should also verify which sections Faculty are responsible for grading by using the SYAINST and SYASECT forms in the Banner Student Information System.
    • Please monitor missing grades by running the missing grade report SFR2700 or utilizing the Data Warehouse reports available throughout the grading process. Directions on how to run the missing grade report can be found on the Registrar's Office website.
    • After the grade submission deadline (typically the Monday following finals week), online grade change and removal of incompletes functions will be temporarily disabled so that end-of-term grading processes and academic standing calculations can run. Grade entry and the Change Posted Grades function are available again several days after the lockout. Faculty will be notified via email when grading functions are back online for faculty to enter missing grades or change previously posted final grades.
    • Please remember that all F, N, I/F and I/N grades will require a last date of attendance in MM/DD/2016 format. If there was no attendance at all, Faculty should enter the first day of term.

    Check out the links below for information and video tutorials on grade submission. There is new content on the site to help troubleshoot common grading issues and questions.

    Send an email to gradingquestions@oregonstate.edu to field any questions regarding the submission of grades.

     

    Incomplete Grades

    Some issues have arisen with how incomplete grades are assigned. The policy for incomplete and alternate/default grades are summarized here: Incomplete Grade Summary.

    The Office of the Registrar recommends the use of an Instructor-Student contract for the completion of "I" grades.  PDF icon Click here to view the contract.

     

    undergraduate curriculum review and approval process

    Undergraduate course development, and program additions and changes (including the major, minors, options and certificates) should not take place independently without consulting the Curriculim Committee.  These guidelines must be followed by all faculty planning to develop a new course, significantly modify a new course, or add or change a major, minor, option, and or certificate, prior to any course development or program development or revision.

    1.  Provide an information presentation of proposed course or program, or significant changes to existing course or program, to the Curriculum Committee.  If the Curriculum Committee supports the proposed action, move to the next step.

    2.  Brief the Department Head about the proposed action, specifically discussing the personnel affected, the teaching FTE implications, and the budget implications.  If the Department Head supports the proposed action, move to the next step.

    3.  Prepare and submit a proposal to the Curriculum Committee including:

         a. Course or program justification

         b. Integration with curriculum

         c. Student and departmental need/potential audience

         d. Course syllabus or program outline

         e. Syllabi of all existing courses that may have redundancy; or content of any similar programs

         f. Modality: on-campus, Ecampus, or hybrid

         g. Instructor(s)

         h. Terms offered, including initial offering

         i. Proposed frequency of course offering

    4.  The Curriculum Committee will meet with the faculty member to discuss the proposal.

    5.  The Curriculum Committee will vote on whether the proposal should proceed.  If they are in support, move to the next step.

    6.  The Curriculum Committee will share the proposal with the CSS faculty at large via email.  At the same time, the committee will announce an upcoming CSS faculty meeting where the proposal will be presented, and there will be an opportunity for discussion.  Feedback will be collected via email responses and also based on the in-person discussion at the faculty meeting.

    7.  The Curriculum Committee will make a final decision on whether the proposal moves forward, taking into account this feedback.

    Approved June 2020

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    Website

    User Profiles

    To edit your profile, visit cropandsoil.oregonstate.edu/user, and login with your ONID credentials. 

     

    Web Requests

    Need a faculty website for yourself or your lab group?  Wanting to add publications to your user profile?

    Please fill out the web request form

     

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