fas student handbook 2019-2020 - csusm

WELCOME

TO THE TEAM!

FAS STUDENTASSISTANT HANDBOOK 2019-2020

Questions about this handbook? Contact Lesley Rankin [email protected]

(760) 750-4950

Office of the Vice PresidentFinance and Administrative Services

Just the Basics

Welcome Message ...................................................................................................... 3

Making and Answering Phone Calls ................................................................ 5

Checking/Using Voicemail...................................................................................... 5

People & Places to Know

CSUSM Addresses ....................................................................................................... 6

Important CSUSM Contacts .................................................................................. 6

Important Division Contacts.................................................................................. 7

Getting Paid

The Basics ........................................................................................................................ 8

Payday Calendar .......................................................................................................... 8

Reporting Time Worked (Online) ...................................................................... 8

Printing Timesheets .................................................................................................. 10

Adjusting Hours Worked (Online) .................................................................... 10

Other Helpful Things

CSUSM Acronyms ........................................................................................................ 11

Organizational Charts ............................................................................................... 12

Who's Who in FAS......................................................................................................... 14

CSUSM Fun Facts........................................................................................................... 16

CSUSM Mobile App...................................................................................................... 16

TABLE OF CONTENTS

Congratulations on your new job! As a student assistant, you now have a great opportunity to develop your skills

as a professional and gain valuable hands-on work experience not taught in the classroom. Your new role is an

excellent way to learn how CSUSM works and may also help you determine if a career in education

administration is for you.

What's FAS?

Finance and Administrative Services (FAS) is one of five divisions that make up CSU San Marcos. Our division

has about 200 staff members and 40 student employees working in six subdivisions:

Administration (VP’s Office): The Office of the Vice President, Finance and Administrative Services

supports the FAS Division, oversees strategic planning and management of division resources and

provides a wide range of services, including maintaining University policies, procedures and

guidelines, coordinating systemwide audits, overseeing Clery compliance, processing public records

act requests, implementing division-wide quality improvement initiatives, and overseeing the Safety,

Risk & Sustainability team responsible for minimizing illness and injury to the campus community and

protecting the environment from the release of hazardous materials to the air, soil, and water.

Business & Financial Services (BFS): The BFS team is dedicated to supporting the business financial

needs of the campus community and maintaining fiscal integrity by complying with all governing

requirements. BFS also oversees the processes for securing contracts and services for the University

along with the timely and accurate processing of customer payments, ensures insurance compliance,

and supports all academic and administrative mail service needs of the campus

CSUSM Corporation: CSUSM Corporation is a self-supported auxiliary organization governed by a

board of directors that operates as a distinct nonprofit entity and works closely with the campus

community to provide supplemental services, opportunities, and revenue through activities such as

campus dining and childcare services, bookstore operations and externally supported research,

workshops, and conferences.

Facilities Development & Management (FDM): FDM is responsible for the planning, design,

construction, and maintenance of our 304-acre campus, including leading efforts to promote CSUSM

as a good steward of the environment through land use and energy, water, and waste conservation

efforts.

Office of Human Resources (OHR): HR supports all aspects of the employee life cycle, from initial hire

through retirement, understanding that the success of the University and our students is driven by the

success of CSUSM employees.

University Police (UPD): UPD is committed to being a proactive police force that works closely with

students, staff, faculty, and community members to maintain a safe academic environment, enforce

California Penal and Vehicle codes on and around campus, and assist the sheriff’s department with

campus-affiliated calls within San Marcos.

WELCOME TO THE TEAM!

JUST THE BASICS

3 Office of the Vice PresidentFinance and Administrative Services

What's expected of me?

Primarily, we expect you to learn as much about your job and your office as possible and contribute your unique

experiences, perspective, and skills to help us achieve our division mission: “Excellence in service, partnerships,

and results.”

But we also realize this is one of the first “real” job experiences that many student assistants have had. Here are

a few workplace tips to help you be successful:

Dress appropriately for your work environment. Remember that when you’re at work you

represent not only your office, but also the University.

Keep your supervisor(s) informed of your schedule. Let them know if you’re unable to work or will be

late. Give advance notice if your schedule changes or other commitments affect your work availability.

Practice respect. Be kind and courteous to your supervisor(s), coworkers, and customers (anyone

to whom your area provides service). Avoid discussing your coworkers or customers with others or

on social media.

Be mindful of your time. Keep track of your hours worked and report them accurately. Also, be

sure to take the appropriate break times determined by your supervisor.

Take initiative. Be willing to help out wherever you are needed, and ask if there are additional

projects you can work on.

Remember that your supervisor and office mates can be a great resource to you. They can serve

as character references and perhaps provide letters of recommendation for your future job searches.

What else do I need to know?

Your supervisor will fill you in on the specific responsibilities of your job and give you some important resources,

but we have also collected some information that may be helpful to you in the following pages.

We’re excited to be working with you!

JUST THE BASICS


All campus phone numbers begin with (760) 750-XXXX. When making an on-campus call, you can just dial the

last 4 digits (extension) of the phone number. To make an off-campus call, dial 9, then the rest of the phone

number.

When answering phone calls or taking messages, be sure to get the following information from the caller:

Name

Phone Number

Subject Matter of Call

Message (if no one is here to take the call)

To check voicemail: Press the "Voice Mail" option on the phone and enter your password (if applicable)

To send a call to voicemail:

PHONES & VOICEMAIL

MAKING & ANSWERING PHONE CALLS

To forward a call to another phone:

Press the call forward button on the phone line you want forwarded.

Dial the extension where the phone calls will be forwarded.

You will hear a short beep and see a red light indicating the phones have been forwarded.

CHECKING/USING VOICEMAIL

Press Transfer

Dial 3400

Press 1 #

The system will prompt you for an extension

Enter the extension you want the call transferred to

Hang up

To forward your phone calls to voicemail or another extension:

Press CALL FWD

Wait for beep/confirmation tone

Dial 3400 (Voicemail) or the extension you are forwarding to

Wait for two beeps

Hang up


Physical Campus Address

333 S. Twin Oaks Valley Road

San Marcos, CA 92096

Mailing/Shipping Address (use when ordering items for delivery):

441 La Moree Road

San Marcos, CA 92078

PEOPLE & PLACES TO KNOW

IMPORTANT CAMPUS CONTACTS

CSUSM ADDRESSES


Department Extension Email Address(es) When to Contact

Enrollment Management Services

Campus Operator

Facility Services

Office of HumanResources

4810/4814 [email protected] Transfer students and parents to this line if theyhave a student-related question

3000(automated)4000 (live

[email protected]

Transfer calls to departments when you don't knowthe extension; call to reach any person/departmenton campus

Safety, Health & Sustainability

4601 Contact to submit requests for routinemaintenance (note: for urgent requests only;submit a Work Request Form for non-urgentrequests)

4418 [email protected] Contact with any employee-related issues,questions about employee programs and training,and job opportunities

[email protected]@csusm.edu Contact with questions about the ergonomic safety

of your workstation or an ergonomic evaluation

Transfer calls regarding student accountpayments/charges, tuition and fees

[email protected] Financial Services

Contact when you need help withcomputer/printer/network/software issues

[email protected] Help Desk

Contact with questions about paychecks,deductions, timesheets

4421Payroll Services

Contact with questions about parking issues(permits, citations, etc.)

[email protected] and CommuterServices

Call for general information and non-emergentassistance (unlocks, escorts, etc.)

Call for emergency assistance; 911 from a campusphone connects you to Dispatch

[email protected] Police

911University Police -Emergency

PEOPLE & PLACES TO KNOW

IMPORTANT DIVISION CONTACTS


Subdivision Department Name, Title Email

Administration

Safety, Health &Sustainability (SHS)

Facility Services

4950Vice President's Office(VPFAS)

[email protected]

[email protected]

4473

[email protected]

[email protected]

4816

Business & FinancialServices (BFS)

CSUSM Corporation

[email protected] Police

Extension

Lesley Rankin Gonzalez,Assistant to the Vice President

Eve McDonald,Administrative Support Assistant

4502 [email protected]

Jill Heath,Administrative Support Coordinator

[email protected]

Karla Frazee,Executive Assistant

4552

FacilitiesDevelopment &Management (FDM)

FDM Administration Veronica Ohm,Assistant to the AssociateVice President


Paulette Renfro,Administrative Assistant

Energy Management& Utility Services

Sandra Basave,Administrative SupportCoordinator

Planning, Design andConstruction (PDC)

Noella Richer, Project Assistant


Office of HumanResources (OHR)

Chelsea Cross, HR Coordinator


Kristin Erickson, Assistant to the Chief

4609

GETTING PAID

PAYDAY CALENDAR FOR STUDENT EMPLOYEES: Fiscal Year 2019-2020


You are responsible for keeping track of the hours you work and reporting your time honestly andaccurately in order to receive a paycheck. Most departments follow an online time reporting process,but you should check with your supervisor to ensure this is true for you. A User Guide with screenshots and step-by-step instructions for the process to enter time worked isavailable on the Payroll Services website: https://www.csusm.edu/payroll/docs/ps9.0_student_enter_time.pdf

THE BASICS

Payday is typically the 15th of each month (see the Payday Calendar for Student Employees below)If you want to get paid on time, submit your time worked online (instructions below) and on time.You must enter your hours worked by 5pm on the last day of the month/pay period.Checks are available after 1pm in the Cashier's Office (3rd Floor, Craven Hall, Cougar Central). You will need your CSUSM ID to pick up your check. Have questions about your tax withholding? Contact Payroll Services at ext. 4421.

REPORTING TIME WORKED (ONLINE)

Pay Period Last Day to Input Time Payday

July July 30 August 15(7/1-7/30)August August 29 September 14(7/31-8/29)September September 30 October 15(8/30-9/30)October October 30 November 15(10/1-10/30)November November 29 December 16(10/31-11/30)December December 20 January 15(12/1-12/31)January January 30 February 14(1/1-1/30)February February 28 March 16(1/31-2/29)March March 31 April 15(3/1-3/31)April April 30 May 15(4/1-4/30)May May 29 June 15(5/1-5/31)June June 30 July 15(6/1-6/30)

GETTING PAID

REPORTING TIME WORKED (ONLINE), con't.


Steps to enter time: You'll need access to PeopleSoft and enter your time worked to get paid. If youdo not have PeopleSoft access, contact the Help Desk at [email protected] or extension 4790.

Sign into PeopleSoft Human Resources through the MyCSUSM campus portal:https://my.csusm.eduUnder "My HR Resources for Students," select the "Timesheet" link.If you have only one active job (e.g., you do not work for more than 1 department), you will betaken to the Time Entry page. If you have multiple active jobs, select the job for which you wantto enter time by clicking on the row with that job's information. (Contact your supervisor if youhave questions.)Enter the total number of hours you worked on each calendar day. (If you work any hours aftermidnight, enter them on the following day.)Enter time in tenths (and round up to the nearest tenth) as shown in the conversion table below:

Minutes Tenths

1-6

7-1213-18

19-2425-3031-36

37-4243-48

49-54

55-60

1

23

456

78

9

1 hour

When you're finished entering your time, choose "Submit" to send your time to your supervisor.Click "OK" on the "Submit Confirmation" page to go back to the Time Entry page.

Remember: Make any changes to your time by the end of the month; on the 1st of each calendarmonth, you'll be locked out of the prior month and unable to make any changes online. Ask yoursupervisor/Department Timekeeper about any department-specific deadlines that may apply to you.

If you miss the deadline to submit your time for the month, you must print, complete, and submit anAdjusted Time Sheet (see p. 10 for instructions). Deliver your completed Adjusted Time Sheet toPayroll Services (if you're a regular student employee) or to the Financial Aid and Scholarship WorkOffice (if you're a Work Study student employee). Note: If you late in submitting your hours worked, your paycheck will likely be delayed.

GETTING PAID

ADJUSTING HOURS WORKED


Sign into PeopleSoft Human Resources through the MyCSUSM campus portal:

https://my.csusm.edu

Under "Student Assistant Information," select the "Hourly Adjustment Report" link.

Select the month and year of the pay period in which you want to revise/enter hours worked.

Choose your current Employee Record Number from the list of all your employee records (list

shows all active and inactive job assignments).

Click "Submit" to request the timesheet adjustment. This generates a report that you must retrieve

and print. After the "Submit" button turns grey, click on the "Report Manager" link and select the

.PDF output file.

When the Report Manager page opens, click the "Refresh" button until the report Status reads

"Posted." Once it's posted, select the "Hourly Employee Timesheet Adj" link to open the .PDF report.

Print the timesheet.

Enter your revisions (or hours worked if you are late submitting your time for the previous

month/pay period).

Sign your timesheet.

Have your supervisor sign your timesheet.

Turn in your timesheet to Payroll Services.

You will need to generate an Adjustment Timesheet to make any changes to time you submitted for aprevious month/pay period.

PRINTING YOUR TIMESHEET

You may work in a department that requires you to submit hard copies of your timesheet for approval. If so,follow these steps to print your timesheet for the month/pay period.

Sign into PeopleSoft Human Resources through the MyCSUSM campus portal:

https://my.csusm.edu

Under "Student Assistant Information," select the "Hourly Timesheet Report" link.

Select your current Employee Record Number from the list of all your employee records (list

shows all active and inactive job assignments).

Click "Submit" to request the timesheet report. This generates a report that you must retrieve and

print. After the "Submit" button turns grey, click on the "Report Manager" link and select the .PDF

output file.

When the Report Manager page opens, click the "Refresh" button until the report Status reads

"Posted." Once it's posted, select the "Hourly Employee Timesheet Adj" link to open the .PDF report.

Print and sign your timesheet.

Have your supervisor sign your timesheet and submit it.

OTHER HELPFUL THINGS

CSUSM ACRONYMS

AA - Academic AffairsAAFSA – African American Faculty & StaffAssociationAALC – Academic Affairs Leadership CouncilAANAPISI - Asian American, Native American, PacificIslander Serving InstitutionACD – Academic HallAPC – Academic Policy CommitteeARF – Application Rating FormASI – Associated Students, Inc.AVP – Associate Vice PresidentBFS – Business and Financial ServicesBFSA – Black Faculty and Staff AssociationBLP – Budget and Long Range Planning CommitteeBOT – Board of TrusteesCABO – Chief Administrators and Business OfficersCAMP – College Academic Master PlanCCF – Center for Children & FamiliesCE – Community EngagementCFA – California Faculty AssociationCFS – Common Financial SystemCHABSS – College of Humanities, Arts, Behavioral &Social SciencesCMS – Common Management SystemCO – Chancellor’s OfficeCoBA – College of Business AdministrationCoEHHS – College of Education, Health and HumanServicesCoP – Council of PresidentsCORP - CSUSM CorporationCoSM – College of Science & MathCSUEU – California State University EmployeesUnionDSS - Disabled Student ServicesEAP - Employee Assistance ProgramEC - Executive CouncilECS - Events and Conference ServicesELB - Extended Learning BuildingEMS - Enrollment Management ServicesEO - Executive OrderEOC - Emergency Operations CenterESP - Employee Status PagesFAS - Finance and Administrative Services

FASLC - Finance and Administrative ServicesLeadership CouncilFDM - Facilities Development and ManagementFTE - Full Time EquivalentHSI - Hispanic-Serving InstitutionIITS - Instructional and InformationalTechnology ServicesIPC - Institute for Palliative CareLAFS - Latino Association of Faculty & StaffLATAC - Library & Academic Technology CommitteeLGBTQA - Lesbian, Gay, Bisexual,Transgender, Queer and AllyMOU - Memorandum of UnderstandingMPP - Management Personnel Plan/ManagerNACUBO - National Association of College& University Business OfficersOHR - Office of Human ResourcesPAN – Personnel Action NoticePCBO – Partners in Campus Business OperationsPOAP – Procurement Operations andAccounts PayableQI – Quality ImprovementRTP – Retention, Tenure & PromotionSA – Student AffairsSALT – Student Affairs Leadership TeamSAND – Staff Appreciation andDevelopment CommitteeSCO – State Controller’s OfficeSETC – Service Employee Trades Council UnitedSH&S – Safety, Health & SustainabilitySLL – Student Life and LeadershipSOAR – Student Outreach and ReferralSUPA – Statewide University Police AssociationUA – University AdvancementUPD - University Police DepartmentUSU – University Student UnionUVA – University Village ApartmentsVPFAS – Vice President (Office), Financeand Administrative ServicesWASC – Western Association of Schoolsand CollegesWACUBO – Western Association of College & University Business Officers



CSUSM ORGANIZATIONAL CHART



FAS ORGANIZATIONAL CHART



19



FUN FACTS

History

Who's Here

A Few Things We're Proud Of

1989: CSUSM was founded (#20 of 23 CSU campuses)

Before the campus was built, it was a chicken farm!

1992: Craven Hall, Academic Hall, Science Hall 1 and University Commons were the first

buildings to open

1995: The first freshman class was admitted (previously, CSUSM only admitted juniors &

seniors)

As of May 2018 CSUSM has 45,000 alumni!

As of Fall 2018, CSUSM is home to 382 international and exchange students. The largest

contingents are from: China (30%), Saudi Arabia (13%), India (9%), Norway (7%), Korea, and Japan

(5% each)

CSUSM consists of four colleges:

College of Business Administration

College of Science and Mathematics

College of Humanities, Arts, Behavioral and Social Science

College of Education, Health and Human Services

CSUSM is a top performer in RecycleMania (ranked #1 from 2005-2011)

CSUSM recognizes more than 100 student clubs and organizations

CSUSM is ranked 23rd in Top Public School and 58th in Regional West Universities according

to U.S. News & World Report’s 2020 Best Colleges List

CSUSM is ranked 34th in Money's 2019 list of Top 50 "Most Transformative Colleges"


MOBILE APP

Did you know CSUSM has a mobile app that helps keep you connected and informed about activities,

events, and services on campus? Download it today (iPhone or Android) to access these useful

features:

Campus News and Events - find out what's going on and what's coming up

MYCSUSM - Keep track of your hours worked, access old time reports, or finish some student

business

Campus Dining Info - is there a long line at Starbucks? What's open for lunch or coffee during

your break? Find out here!

Campus Directory - locate anyone on campus by name, email, or phone number

Campus Map - never get lost again (at least on campus)!

fas student handbook 2019-2020 - csusm

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