B EST P RACTICES C ALENDAR AND T ASKS CSULB – C OLLEGE OF L IBERAL A RTS By Sheri Hale July 21, 2015

Overview - Calendar and Tasks Learning your department task cycle Familiarizing yourself with important dates and recurrent events Establishing a pattern of consistency

Department Tasks

Department Tasks - Daily Prioritize your day Check and phone messages and correspond immediately. Establish a plan for your Work Study Student. Check with your Chair if he/she needs information to assist with their day.

Department Tasks - Weekly Upkeep/Knowledge Stock office supplies Check office equipment Note all meetings and absences on calendar. Run reports: financial, enrollment Prepare a list of tasks or follow-up correspondence for the beginning of the next week.

Department Tasks - Monthly Pcard Reports Keep final receipts showing paid amount together for the month. Log into USBank often to update chartfields. Timesheets Keep documentation of call- outs, vacation and jury duty. Double check time reported with documentation. Always print out an Unapproved report of time reported to easily view and check for errors. Main Menu- LB HR Custom Functionality- Payroll- Payroll Reports- Time Entry Audit - Salaried

Important Dates

To better assist students Note on your calendar all important dates from Enrollment Services (add/drop/withdrawal/Univ ersity & Graduate Application deadlines). To better assist faculty Update your calendar and send reminders to your faculty: Syllabi deadline First/Last day of instruction Plagiarism Clause Disable Student Services Final Schedule Textbook Submission To better assist students To complete expenditures Follow college expenditure deadline.

Recurring Events

Recurring Events Beginning of the semester Work with Chair and College for academic scheduling to meet department FTES. Schedule office space for lecturers. Gather all office hours of all faculty and post. Submission of Faculty Request for Assigned Time and Work Accomplish forms. End of semester Reiterate final schedule to faculty and post for students. Prepare faculty for the distribution and deadlines for evaluations. Send out reminder of grade submission deadline to faculty. Send reminder out for Assigned Time Work Accomplish report and signatures.

RECURRING EVENTS: Commencement Note your college and department date and start to prepare 2 months in advance. Make a list of all faculty who will participate in commencement Reserve rooms Order ribbons, catering Gather names for award winners and prepare all certificates and/or plaques. Office coverage!

A LWAYS HAVE AT YOUR FINGERTIPS

Items to always have at your fingertips to better assist students and faculty: Add/Drop/Withdrawal dates/Graduate Application Office Hours Final Schedule Commencement Date/Time/Location/Other Information Following semester schedules Step by step instructions of how to do online requests (Print Shop, FM, Parking Passes) Frequent phone numbers

All other tasks RTP/ETF Hiring Curriculum Scholarships Advisory

Time Spent Cyclical Cycles Get Familiar Achieve Mastery Working Toward Mastery Get Experienced

Doing Your Best Work Asking Questions Double-Checking Work Always keep a sample or list of commonly used information (dates, phone numbers, step- by-step instructions, etc.)

CLA Mentors Contact information Julie Ext Cherie Ext Lisa Ext Sheri Ext

Summary Learn your department task cycle – Daily, Weekly and Monthly Familiarize recurring patterns and document dates. – Mastery is not achieved overnight Keep on top of your deadlines – Mentorship is here, please ask for assistance.

Q UESTIONS ?

Resources – Important Dates/Information Enrollment Services – Important Dates CSULB Housing – Important Dates Cheating and Plagiarism Policy eating/ eating/ Instructional Resources - CLA cs.html cs.html CLA Resources