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: Academics : Office of Academic Affairs : AA Admin Handbook : Administrative Support

Administrative Support

Procedures for Submitting Documents to the Office of Academic Affairs

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Part-Time Hiring Folders

  • All documents must be checked off on the Faculty Checklist (attached), in a folder, and sent to the VPAA Office by the deadline.
  • Please note that Official Transcript copies will be required before they are entered into Banner to be able to teach!
  • Folders should be delivered in hard copy to the VPAA office.

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Emergency Call Tree

  • Document is compiled by department. If there are no departments within a school, compile by school. There should only be one document sent to the VPAA Office per department/school. All campuses should be included on that one document.
  • Each faculty and staff member in a school/department should be listed on the call tree. If they do not have a home phone or cell phone number to give, then it may be omitted.
  • Document is sent to VPAA Office via email to Jennifer Jones and Devereaux Lindsey by the deadline.

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Faculty Rosters

  • Document is compiled by department. If there are no departments within a school, compile by school. There should only be one document sent to the VPAA Office per department/school. All campuses should be included on that one document.
  • The home campus of the faculty member must be identified on the document. Please use the attached template when completing this task. Rosters that do not follow the template will not be accepted.
  • The home address of the faculty member must be identified. Home addresses must be from the location that the faculty member physically resides. No P.O. Box addresses will be accepted.
  • Rosters are sent to the VPAA Office via email to Jennifer Jones and Devereaux Lindsey by the deadline. Additionally, rosters should be sent to Christy Colvin, Debbie Thornley, and Erika Dennard for travel purposes.

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Part Time Contracts, Overload Addendums, FT Faculty Summer Agreements

  • Documents are created by department and sent to faculty members for signature. If there are no departments within a school, they are compiled by the school’s administrative assistant.
  • Once signed by the faculty member, the document is returned to the department secretary or school administrative assistant if there is no department within ten days of the date on the document.
  • Once the agreements are returned, the department secretary, or school administrative assistant will deliver the documents to the Chair of the department, (or the Dean of the school if there is no department) to be signed.
  • Once signatures are completed, the pay agreements are placed underneath the Pay Memo. A routing sheet is then placed on top of the package and is prepared for delivery to the Dean’s office.
  • The routing sheet is used for sign off from all parties. The originator (typically the secretary or administrative assistant) and the Chair must sign off on the routing sheet, confirming all information contained within the package is correct before sending it to the Dean’s office. The Dean will then sign off before the package is ready to be sent to the VPAA Office.
  • Once all department packages are received in the Dean’s office, and signed off by the Dean, the administrative assistant to the Dean will bring all departmental packages to the VPAA Office by the deadline.

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Pay Memos

  • Document is compiled by department. If there are no departments within a school, compile by school. There should only be one document sent to the VPAA Office per department/school. All campuses should be included on that one document.
  • Document must follow the template outline. If template is not followed, the document will be sent back for revision.
  • Once completed, the pay memo is placed on top of the FT overload addendums and PT contracts. A routing sheet is then placed on top of the package and is prepared for delivery to the Dean’s office.
  • The routing sheet is used for sign off from all parties. The originator (typically the secretary or the administrative assistant) and the Chair must sign off on the routing sheet, confirming all information contained within the package is correct before sending it to the Dean’s office. The Dean will then sign off before the package is ready to be sent to the VPAA Office.
  • Once all department packages are received in the Dean’s office, and signed off by the Dean, the administrative assistant to the Dean will bring all departmental packages to the VPAA Office by the deadline.

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Course Syllabi

  • All syllabi will come to the VPAA Office in CD format. The CD is compiled by department. If there are no departments within a school, compile by school. There should only be one CD sent to the VPAA Office per department/school. All campuses should be included on that one CD.
  • CD’s will be sent from the department/school to the VPAA Office by the deadline.

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Outside Occupational Activities

  • Document should be filled out completely for each faculty member. Once completed, all documents should be forwarded as a package from each campus to the department chair’s office for signature.
  • Once the department chair has signed off on all documents for his or her department, a routing sheet should be placed on top of the document, signed by the department chair, and forwarded as a whole to the office of the Dean.
  • Once the Dean has reviewed and signed off on all documents for each department, he or she will sign the routing sheet.
  • Once all packages have been received and completed by the Dean, the administrative assistant to the Dean will bring all departmental packages to the VPAA Office by the deadline.

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Retention Recommendations for 2nd Year Faculty

  • Document is compiled by department. If there are no departments within a school, compile by school. There should only be one document sent to the VPAA Office per department/school. All campuses should be included on that one document.
  • Document should follow the template outline provided.
  • Only faculty that are currently in their second year of teaching (i.e. began in 2012-2013), and in a tenure-track position but do not hold tenure, should be included on the memo.

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Final Exam Schedule

  • Document is compiled by department. If there are no departments within a school, compile by school. There should only be one document sent to the VPAA Office per department/school. All campuses should be included on that one document.
  • Only final exams that are being given need to be included on the list. The document should follow the template provided. If the document does not follow the template, it will be sent back for revision.
  • The document, once completed is forwarded electronically to Jennifer Jones and Devereaux Lindsey in the VPAA Office by the deadline.

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  LAST MODIFIED: 12/15/2014