OCIAS
Oregon Consortium for
International & Area Studies
Office Policies & Procedures Manual
For
Program Directors
Faculty
Graduate Students
Staff
General Information
OCIAS Office, Hours and Access
Faculty/Staff Mailing Addresses
Grad Student Computing Lounge
Offices – GTFs, Adjunct & Visiting Instructors
Paychecks
Budgets & Financial Reports
Bulletin Boards
Copier, Copy Orders
Fax Machine
Computers
Equipment Reservation & Check-out
Custodial Services
Facilities Services Repairs
Keys
Parking
Passwords: Undergrad Advisor Email Lists
Photo ID Cards
UO ID
Telephones (voice messages)
Kitchen
Water Quality
Purchasing
Reimbursements: Purchases
Paper & Supplies
Subscriptions & Memberships
Duckstore
Travel
Faculty Travel
Preferred Travel Vendors
Itinerary Change/Cancelation
Travel Policy
Scheduling, Catering, and Hosting Guests
Reserving PLC 348 (OCIAS Conference/Meeting Room)
Catering
Refreshments - Inter Departmental Meetings
Alcohol
Hosting Groups and Guests
Guest speakers, performers – Personal Service Contracts
Teaching & Grading Matters
Classroom Scheduling
Dead Week
Evaluations
Final Exams / Final Grades
Grades: Posting and Processing
Office Hours
Papers and Exams
Grades
Posting Grades
Printouts of Class Lists
Syllabi
Textbooks & Desk Copies
General Information
OCIAS Office, Hours and Access
OCIAS office staff and mailboxes are located in 175 Prince Lucien Campbell Hall. OCIAS is open from 8:00 a.m. until 5:00 p.m. Monday - Friday during the academic year. The hours are subject to change during winter and spring breaks as well as summer term. The office hours will be posted on the door outside PLC 175 prior to and during any change. Occasionally, illness or staff meetings will necessitate closure during regular hours. Every effort will be made to notify everyone in advance of a schedule change.
Please respect the privacy and workspace of the office staff. Staff desks, phones, and computers are not normally available for general use.
Faculty/Staff Mailing Addresses
Please provide the Office Manager with a current address and home phone number where you can be reached in the event of an emergency. This information will not be made available to other faculty members, students, or the general public without your permission, but will only be used to contact you or your designated contact in the event of an emergency.
Grad Student Computing Lounge
The Graduate Student Computing Lounge for OCIAS is located in PLC 172. There are three Windows based computers and two Macs available with MS Word, MS Excel and Power Point. Photoshop, OCIAS is unable to supply paper for print jobs in the computer lounge – please bring your own paper.
Offices – GTFs, Adjunct & Visiting Instructors
GTFs in International Studies, Asian Studies and Russian, East European and Eurasian Studies GTFs and Adjunct and Visiting Instructors are assigned offices to use while they are under contract. All offices come equipped with desks, chairs, bookshelves, phones and computers. Report computer problems to the CASIT (541-346-2388) and any other equipment problems to the Office Manager. Remember to lock your office when you are not there, even if for a few minutes, since theft of computer equipment is very common in PLC. Please remove your personal belongings no later than 1 week after your contract has ended. Any items left after this time will be discarded.
Paychecks
Payday is the last working day of each month. Many employees have their paycheck directly deposited into their bank account. Direct deposit can be activated through DuckWeb. If you choose not to have your paycheck directly deposited into your account, you will need to bring picture identification to the payroll office in Oregon Hall to pick up your paycheck. All student workers, classified staff and non-academic unclassified staff are required to turn in timesheets to the office manager by the 16th of each month (for hourly employees). Please see the office manager for timesheets.
Budgets & Financial Reports
OCIAS Office Manger works with the Accounting Technician to produce, distribute and explain the budgets for all OCIAS departments with funds on a quarterly basis (from July 1 – June 30). Additionally, the Accounting Technician provides regular account updates for faculty ASA and ASC (CAS match) accounts. Department Heads should meet with the Office Manager and Account Technician before the beginning of each academic year to plan the budget and determine projected expenditures for that year.
Bulletin Boards
The Undergraduate Coordinator is responsible for maintaining the bulletin boards outside PLC 175. If you would like to have something posted, please give those items to the Undergraduate Coordinator. We would like to encourage everyone to bring items of interest for our programs, however, the bulletin boards are not for use for personal advertisements and announcements.
Copier, Copy Orders
OCIAS photocopier is located in PLC 172. All faculty and GTFs have access to the photocopier. The copier may only be used for departmental and course-related business. The one exception is graduate students who would like to use the scanning features of the copier. Please see the Office Manager for access.
In order to control copier cost and encourage the conservation of resources, we will cap the number of copies per term to 800 for faculty/ instructors and 300 for GTFs. Please check with the Office Manager if you need to exceed this limit, and copy only what is absolutely necessary.
The code for access is your program code followed by the last 4 digits of your social security number or UO identification number. The program codes are posted above the copier. If you work for more than one program, please use the code that corresponds to the specific print job.
To make best use of OCIAS staff time, the office staff is not able to make copies without a 24- hour turn-around. We strongly encourage faculty to make use of web resources such as Blackboard and E-Reserves rather than making copies of reading to be distributed to students.
For large copy orders (more than 100 pages total), please bring the original document to the Undergraduate Coordinator in 175 PLC and request a print order to be sent to the UO Printing Services. ALL COPY ORDERS MUST BE PROCESSED THROUGH OCIAS. Many of our codes have changed so please do not take copy orders directly to Printing Services. Please allow 2-3 days for your order to be complete.
Fax Machine
The fax machine is located in PLC 172 and is an integrated function in the copier. The number is 541-346-5041. The ‘fax machine’ is for official university business only and may not be used for personal matters. If you need assistance operating the fax machine, check with the staff.
Computers
Please report computer problems (software and hardware) first to the CASIT (541-346-2388).
Equipment Reservation & Check-out
OCIAS has several items including laptop computers, digital still and video cameras and small tape recorders that can be checked out by students and faculty. To reserve the equipment, please contact the Undergraduate Coordinator in PLC 175 or call 541-346-5051. All equipment must be checked out and checked back in by the individual borrowing the equipment. It is your responsibility to make sure your name is checked off the list when you return the equipment. Please report any problems with the equipment to the Office Manager.
Custodial Services
Custodial services on campus are limited. Public spaces are cleaned by the custodial staff daily and private offices are cleaned weekly. Cleaning services by custodial staff are limited to emptying the garbage and occasional light sweeping or vacuuming. They are not responsible for dusting or major cleaning. It is your responsibility to maintain a clean work environment. Some cleaning supplies are available in the kitchen in PLC 172. Windows and blinds are cleaned once annually.
Facilities Services Repairs
If there is a problem with your office or if you need something hung, moved, etc., please contact the Office Manager. Do not contact Facilities Services to place service orders unless it is an immediate emergency. Facilities charges for the services they provide and it is important that the OCIAS office be informed of all such needs and requests in order to ensure that the proper billing codes are entered in the request.
Keys
OCIAS staff orders keys through the UO Police Department (UOPD). Room assignments and key orders are processed prior to the beginning of the academic year. Keys will be automatically ordered only for those rooms to which you are assigned, however, graduate students, GTFs and faculty members may request keys to PLC 172 (the mailroom and Graduate Student Computer Lounge). Program faculty may also request keys to PLC 175. You will be issued a key authorization card from the OCIAS office to take to tUOPD. Keys are ready 24-48 hours after they are ordered through the OCIAS office.
When you pick up your keys take your authorization card to UOPD which is located across from the Student Recreational Center at 1319 East 15th Ave. Keys are issued by UOPDonly with a key-card request with an authorized signature. You will need to pay a refundable deposit (cash or check only) on each key (the amount varies depending upon the type of key issued). UOPD will only hold the keys for 2-3 weeks. If you have not picked up your key in that time, you will need to submit another request to the OCIAS staff. At the end of your assignment, you will need to return the keys to UOPD in order to get your deposit reimbursed. Keys should be returned to UOPD no later than one week after the last day of your assignment. If you need to retain access to an office for a period longer than one week, please notify the Office Manager. Some office keys are available to be checked out in the OCIAS office. In general these keys cannot be checked out for more than 24 hours since they are the only backup keys available.
If you need access to PLC after hours for your work, you must make sure your UO ID card is a “prox card.” Please check with staff if you need after hours access, so they can set it up with UOPD to activate your card for entry into PLC.
Parking
Parking permit forms are available either in 175 PLC or at UOPD and on the UO web page.
Passwords: Undergrad Advisor Email Lists
The Undergraduate Advisors for Asian Studies and International Studies have email accounts specifically for the programs. The email addresses are and , respectively. The passwords for access to these accounts are available through the Undergraduate Coordinator. Every six months the system requires the password on these accounts to be changed. The passwords will be updated through the OCIAS office.
Photo ID Cards
Photo ID cards are available for students, faculty and staff and the office that issues the cards is located in the Ground Floor of the EMU (541) 346-3113. It is important to have a UO ID card as it provides many benefits including access to the library.
If you need access to PLC after hours for your work, you must make sure your UO ID card is a “prox card.” Please check with staff if you need afterhours access, so they can set it up with UOPD to activate your card for entry into PLC.
UO ID
All faculty, adjunct and courtesy faculty, staff and students at UO currently have or will be issued a UO ID number to be used instead of their social security number. The UO ID number is issued to new faculty staff and students upon arrival. If you do not have a UO ID number, please see the OCIAS Office Manager.
Telephones (voice messages)
All telephone extensions are on the University’s Audix (Intuity) voice-mail system. Dial 6-1111 on campus and 541-346-1111 to enter your voice mail from off campus. Following are the instructions for General Login and Basic Commands:
Dial your Intuity access number: 61111 (346-1111 from off campus).
Enter your five-digit extension number (eg: 6 plus the last four digits of your office phone number).
Enter your password.
Instructions for using voicemail can be found through UO Telecommunications Services:
If you cannot get into your box, or you receive a message indicating problems, please contact the office staff.
Passwords
Several OCIAS programs utilize offices for more than one faculty member or GTF. For offices with multiple tenants, please use 000000 as the default voicemail password.
If you share an office telephone with others, please do not change the password without informing your office mate(s).
If you have changed the password for your telephone, please reset the password to the default password 000000 prior to leaving your assigned position.
Kitchen
There is a refrigerator available in PLC 172 for your use. Please label your items before placing them in the refrigerator. All unlabeled items will be thrown away at the end of each month, along with its container. Also available is a microwave oven, portable hot-pot and coffeepot. If you use these items, please clean them when you are finished.
OCIAS provides some basic items for in-house and special events catering: a portable hot pot and coffee pot, paper plates, plastic utensils, napkins, serving trays, hot and cold cups, coffee, tea, sugar and non-dairy creamer. These items are intended for orientations, year-end gatherings events and meetings, but not for weekly class use. Please ask the staff for assistance in finding and restocking these items.
Water Quality
Several years ago the water in PLC was tested for lead content. The level of lead was determined to fall below the governmental maximum safety levels, but only barely. Because we consider this to be a health concern, we have available to our faculty, staff and students a water filtration system in the kitchen. It is accessed by turning the faucet handle all the way to the right (cold). Hot water is not filtered. We encourage you to use filtered water for drinking and for tea and coffee rather than using unfiltered tap water, but we encourage you to please use your own drinking container.
Purchasing
Reimbursements: Purchases
Please contact the Accounting Technician if you wish to purchase equipment. It is against CAS policy for faculty to purchase equipment and seek reimbursement. Costs for purchase of equipment will be paid directly to vendors and will not be reimbursed directly to faculty. Equipment, books and other supplies purchased with ASAs remain the property of the UO. This includes purchases which combine funds, and supplies even if the majority of funds are from another source, such as a faculty's personal income. Please coordinate with the Account Tech or Office Manager for purchases from other off-campus sources. As much as possible expenses should be billed directly to the UO department.The office uses a procurement card to make purchases on behalf of departments and faculty on-line or from outside vendors. Note that many items (such as items with warranties) purchased with personal credit cards cannot be reimbursed by the University. Check with the Accounting Tech or Office Manager to make purchases well in advance to save on unnecessary shipping charges and to make use of university discounts. When out of pocket purchases are made and reimbursement required, please fill out an expense form and give original itemized receipts to the Accounting Technician for processing.
Paper & Supplies
Please recycle and re-use as much as possible. Faculty, Adjunct and GTF requests for photocopy paper and office supplies must go through the OCIAS office.
Subscriptions & Memberships
Please check with the Accounting Tech before you order/renew subscriptions or memberships. The preferred method for purchasing is with the OCIAS procurement card.
Duckstore
Individual faculty members will have accounts established at the UO Bookstoreprovided their index has a current positive balance, eliminating the need for faculty to have a purchase order. Please check with OCIAS Accounting Tech before making the purchase with a UO index.
Travel
Faculty Travel
The OCIAS Accounting Technician will maintain a record documenting that appropriate travel approval was obtained. Typically this documentation consists of the completed travel authorization forms or reimbursement requests, supported by e-mails. The Accounting Tech can purchase airfare, conference registration and hotel deposits with the office procurement card, but note that travel insurance is waived if airfare is booked on this card. Upon your return please fill out a Travel Summary Form (see Accounting Tech) and attach all receipts. This form will expedite your reimbursement. Remember to keep conference materials for reimbursement verification. They typically show conference costs, meals provided as well as dates and hotel arrangements.