The Daily Bruin

Avoid the August rush. Now is a great time to request new fall course sites, archive and reset courses, and export grades for safekeeping. For new course sites, contact the IT Service Desk and include the course number and name.

See the FoxTALE Quick Guides website for documentation on archiving and resetting courses to prepare for a new semester.

The Marketing Communications office is collecting orders for name tags. For those who have regular face-to-face contact with the public and need to order a name tag, you may now submit and view your name tag requests online. Provide the name of the person for whom the name tag is needed, title or department, and the budget to be charged. Examples of title or department include: Dean of Students/Student Life and Admissions Counselor/Admissions.

The next order will be placed Tuesday, August 4.

Since Sandie Tuck has decided to stay home and be a full-time mom following the birth of her son this spring, there is an opening for a full-time enrollment specialist II (Pay Range 5) in the registrar’s office.

This position is currently open only to internal applicants (employees). Please e-mail hr@georgefox.edu to obtain a copy of the job description and transfer request if you are interested in applying. A completed transfer request, cover letter and resume must be submitted to HR no later than Friday, July 10, at 5 p.m.

If you have not already done so, please submit your June time sheet (support staff) or time-off report (administrators) this week. Please be sure it is complete, accurate and signed by both you and your supervisor before sending it to HR at Box 6108 — including your cost center and ID number. You can find your Cost Center Employee ID number on on your pay statement.

If your supervisor is not available to sign your time sheet by Tuesday, July 6, please send a copy to HR and keep the original until it has been signed.

Link to the Time-off Report: georgefox.edu/offices/hr/Timeoffreport.doc

Link to June Time Sheet: georgefox.edu/offices/hr/TimesheetJun09.xls

All university offices and libraries will be closed on Friday, July 3, for the Independence Day holiday.

Please remember that beginning Wednesday, July 1, all purchasing will be done in PeopleSoft. You will no longer be able to put requests into IFAS. If you have questions regarding this process, please contact Karon Bell (Financial Affairs) at ext. 2162

Please help us unify the graphic representation on the George Fox campus and centers by displaying the updated logo in your areas.  You can download the revised logo at the Marcom graphic download Web page.

Items that should display the updated logo: wall displays such as bulletin boards, building maps, directional signage, departmental notices, etc.

Acceptable materials with old logo to use up: stationery, business cards and brochures.

If you have questions, please write Tamara Cissna, director of brand management, at tcissna@georgefox.edu. Thank you for your help!

Employees are invited to attend an all-employee meeting from 3:30 to 4:30 p.m. Thursday, June 11, in Hoover 105. The meeting will provide employees an opportunity to receive campus updates. Your participation is strongly encouraged.

For those at the university’s regional sites, the meeting will be available for viewing at stream.georgefox.edu/live/commmtg.sdp. For best results, use Mozilla Firefox for your web browser, and your computer must have QuickTime Player installed. Simply copy the link into the address bar of your browser. If you have any problems, contact the Service Desk at ext. 2569.

A video recording of the meeting will be available for viewing the following day at itunesu.georgefox.edu.

Did you know that your university e-mail account is also a Google Account? (Note that it is just a Google Account, not a Google E-mail Account). Want to know more? Visit this link on the IT website.

Have an e-nnouncement you’d like to post? You can submit your news using a form online at georgefox.edu/online_community/e-nnouncement_request.

The submission form is no longer available on Bruindata.

Shane Roghaar, the university’s TIAA-CREF representative, will be on the Newberg campus Wednesday and Thursday, June 10-11. Sessions will meet in Hoover 104. You may make an appointment with him to discuss your investments (see the invitation posted on the HR/Benefits web page). Employees in other locations may contact Shane to arrange a telephone consultation at 503-452-6981.

There is a new class schedule available on the Web that displays classes in the familiar format used in Bruindata. Go to http://class.georgefox.edu to access the same MyGFU class schedule listing in a table format to assist with registration and advising.

You will notice changes in Bruindata today. As we continue the PeopleSoft implementation (MyGFU), some of the information in Bruindata has become outdated and is now available at MyGFU. We have removed data that is no longer current from Bruindata to prevent confusion.

Personal biographical information is being maintained in Bruindata; however, new students who begin classes for the first time in fall 2009 will not be in Bruindata and will only utilize PeopleSoft. IT is working on the PeopleSoft/Bruindata replacement portal this summer in preparation for fall semester.

– IT

If you have not already done so, please submit your May time sheet (support staff) or time-off report (administrators) this week. Please be sure it is complete, accurate and signed by both you and your supervisor before sending it to HR at Box 6108. Be sure to include your cost center and ID number. You can find your Employee ID number on your pay statement.

If your supervisor is not available to sign your time sheet by Friday, June 5, please send a copy to HR and keep the original until it has been signed.

Link to the Time-off Report: georgefox.edu/offices/hr/Timeoffreport.doc

Link to May time sheet: georgefox.edu/offices/hr/TimesheetMay09.xls

The PeopleSoft HR/Payroll System uses a calendar year instead of a fiscal year when calculating the one year’s accrual of vacation that employees can carry over into the next year. This means that even if your balance is more than a year’s accrual, you will not lose any at the end of June.

Since the PeopleSoft pay statements only show year-to-date information for vacation and sick leave balances and do not provide what used to be termed “excess vacation” balances (the number of hours that had to be used by June 30 of each year to avoid being lost), HR is working to create a tool to post on the HR website so employees can calculate how many hours of vacation they must use by Dec. 31 to avoid losing any. An e-nnouncement will be posted in the next several weeks with the link to this tool.

Beginning in July, supervisors will begin receiving quarterly vacation and sick leave reports with employees‚ monthly accruals, YTD earned, YTD used, and current balances.

All university offices in Newberg and at regional sites will be closed on Monday, May 25, to observe the Memorial Day holiday.

This announcement supersedes the previous “Call for name tag orders” announcement. You may now submit and view your name tag requests online at spreadsheets.google.com/pub?key=rMl7ioJpzGE44Nhgg8I0P1Q. The next order will be placed Wednesday, May 20.

The Marketing Communications office is collecting orders for name tags. For those who have regular face-to-face contact with the public and need to order a name tag, please submit your requests online at this Fox Forms name tag site. Provide the name of the person for whom the name tag is needed; title or department; and the budget to be charged. Examples of title or department include: Dean of Students/Student Life and Admissions Counselor/Admissions.

The next order will be placed Wednesday, May 20. Marketing Communications will verify your request and the information provided and place your order with all others.

For those interested in following President Baker’s travels in China, here is a reminder of the link: georgefox.edu/about/president/china.

As announced in an e-mail from Robin Baker on Friday, the university has adopted a four-day work week policy. The full policy follows and can soon be found in the Employee Handbook as Section 2.4.3.

The university provides the option of a four-day work week to employees. This schedule provides flexibility to employees to better meet personal and family needs, and it provides good stewardship of God’s creation by reducing gas consumption. The following guidelines apply to the four-day work week policy:

• The four-day work week must be approved by the employee’s supervisor, taking into consideration the nature of the person’s duties, potential service disruption, the employee’s performance and any other relevant considerations. If a supervisor determines that a four-day work week arrangement or telecommuting is not working out satisfactorily, he or she may require an employee to resume working a standard work week.
• All offices must be covered from 8 a.m. to 5 p.m. Monday through Friday.
• Employees may take off either Monday or Friday, coordinating schedules with others in the department who are also working four days.
• Meetings should be scheduled on Tuesday, Wednesday or Thursday.
• Overtime is only paid for hours worked over 40 in a week, not over eight in a day.
• Weeks that contain paid holidays will be standard work weeks for all employees.
• Employees may be required to work a standard work week to provide adequate coverage when coworker(s) are on vacation or ill, or to cover special events that will necessitate more complete coverage for particular areas within the university.
• Each director or vice president will determine whether the four-day work week is appropriate for a particular office or site, taking into consideration possible service disruption to customers and other factors.
• Summer student employees are required to work the standard work week.

Telecommuting as an alternative to a four-day work week
Some employees may choose to work four days on site and telecommute the fifth day via computer and telephone with their supervisors’ approval. The same guidelines that apply to the four-day work week will apply to telecommuting.