Administrative Support
Personnel
Jolene Bunce:
- HR/Recruiting for all non-student, non-temporary hiring (except through temp agency)
- Visa-J-1/H1B/Permanent Residency processing for employees and visiting scholars
- Off-Cycle pay increases
- FMLA
- Graduate Faculty Nominations
- PT&C processing
- Special Departmental Projects
- Student and temporary hiring
Emmalie Goodwin:
- Travel
- Reimbursements
- Purchasing/invoices
- All administrative office requests-surplus, space inventory, key requests, parking pass, room reservations, telephone coordinator, fax/copy machines, polycom issues, general office requests for all buildings.
- Event planning and logistics
- Leadwork- student workers
- Zoom meeting setup
- Department website updates and maintenance
- Graduate from application to hiring-entire process/graduate orientation
Department Handbook & Guidelines
MyOSU
Master Keys
1. Master keys
- Main office for Departmental check out
- Department Head. Currently: Thomas Chastain
- Associate Department Head. Currently: Maria Dragila
- Administrative Staff. Currently: Jolene Bunce; Emmalie Goodwin
- Building Manager. Currently: Curtis Onstott
- IT Staff. Currently: New hire -- ITCII, Tina Stahlstedt – ITCII, Aaron Moffett – ITCIII, Wayne Wood – Roots Operations Manager, Curt Onstott – Roots Infrastructure Manager, Building Manager, Farhad Shafa – IT manager seed certification.
- One for check-out by student workers, managed by Curt Onstott
- No more, no less
2. All new Project Leaders:
- Spaces for which they have individual or shared responsibility (and building door); they in turn designate what spaces their staff should access.
Payroll & Leave
EmpCenter Electronic Timesheet
All employees must submit a timesheet on a monthly basis. For those employment types that only record leave taken, you must submit a timesheet even if you have no leave to report. By submitting your timesheet you are verifying that you do not have any leave to report. Click here to login to EmpCenter.
Direct Deposit
CSS Employees are strongly encouraged to sign up for direct deposit. To set up direct deposit:
- Click here to login
- Select "Employee" tab
- Select "Pay Information"
- Select "Direct Deposit"
- Input your information
How to Read Your Earning Statement
Click here to view an annotated sample earning statement.
Requesting Leave
All pre-planned leave requests should be requested through Empcenter. To request leave in EmpCenter:
- Click here to login
- Select “My Time Off”
- Select “Create New Request”
- Select “Absences for Vacation, Sick, and Other”
- Select “Pay Code” using the drop-down menu, choose the type of leave request
- Select “Dates” (from and to)
- Comments: complete if desired
- Select “Next”
- In the Action Section, adjust number of hours (if needed)
- Select Submit
- Supervisor will approve or deny
On a weekly basis, we run a leave report and include your name on the CSS leave calendar.
FMLA-protected Leave
The Family and Medical Leave Act (FMLA) and Oregon Family Leave Act (OFLA) were enacted to assist employees and employers in balancing the demands of the workplace with the needs of employees and their families when leave is needed for a serious health condition, pregnancy, parental, bereavement, and military family leave (exigency and caregiver leaves).
FMLA/OFLA provide unpaid, job-protected leave when you need to take time off work for your own serious health condition or because you need to care for an eligible family member with a serious health condition or for another qualifying event. Leave may be taken all at once or intermittently as the medical condition requires. The leave laws define who is eligible, what absences qualify, and how much leave time you may take during the leave year. Your health insurance benefits are protected and will be continued while you are on FMLA/OFLA leave.
The State of Oregon also provides protected leave for survivors of Domestic Violence, Sexual Assault or Stalking. This law provides job protected, paid leave for employees to seek services for themselves or a minor child and/or to relocate. Services may include, but are not limited to: legal and law enforcement assistance, counseling, and medical treatment. Visit OSU's HR site for more specifics about protected leave. To Apply:
- Log in to EmpCenter
- Click on “My Time Off” (in the “Schedules” section)
- Click on “Create New Request”
- There are two choices, the first box on the left if FMLA, OFLA and Military Leave, click “continue” and follow the directions from there.
Requesting Employment Verification
Oregon State University has implemented a new web based tool called The Work Number™ to provide automated, immediate employment and income verifications for faculty, staff, and temps. No longer will you have to wait for information. This fast, secure service is widely known to lenders, banks and others, is easy to use and is considered a best practice by many other companies. Click here for more information.
Hiring
Hiring Temporary Work from Outside Agency
Short-Term Temporary Workload Needs
When a temporary workload need is expected to last 30 days or less, departments/units should use an external temporary employment agency to provide temporary workers for OSU. Administrative costs associated with placing a new employee on the OSU payroll for a limited period of time can be significantly higher than those associated with using a temporary employment agency. In addition, if a position is anticipated to perform 52 paid hours of work or less in a 30 day period, the department MUST use one of the approved external temporary agencies to contract an external temporary employee.
Submit Form Requesting temporary worker(s) to Administrative Manager
Temporary Employment Agency Request Form
Longer-term Temporary Worker Hiring Process
| Task | Personnel | |
| 1 | Draft of Position Description (PD) (using recruitment template) | Supervisor |
| 2 | Send to APA for input to Peopleadmin System | Supervisor |
|
3 |
If you have a candidate that meets internal appointee guidelines, send name of applicant to APA along with PD |
Supervisor |
| 4 | Input to Peopleadmin System | APA |
| 5 | Position approved and posted to Jobs page | AMBC |
| 6 | If internal, applicant applies to special link provided by APA | APA |
| 7 |
If not internal, access the Peopleadmin system to look at applicants (using emailed link) |
Supervisor |
| 8 | Applicant Screening/Interviews/Candidate Selection (if not internal) | Supervisor |
| 9 |
Send the name of the chosen applicant(s), start date, hourly rate and index to APA |
Supervisor |
| 10 | APA provides hiring documents to applicants | APA |
| 11 |
Applicants meet with APA to submit hiring documents. Worker cannot begin work until CHC, DMV & I-9 has been completed |
APA |
| 12 |
APA submits final paperwork to HR, timesheet is set up once through the approval process |
APA |
- Temporary recruitments must be posted competitively for a minimum of 5 business days, unless the appointee meets the Internal Appointee Guidelines.
- Temporary appointments must only be used for the purposes of meeting emergency, non-recurring or short-term workload needs.
- Temporary employees hired through OSU are represented under the SEIU Collective Bargaining Agreement. Represented temporary employees have the same classification title and base rate of pay for the appropriate classification as regular classified employees. Rates of pay for represented temporary employees must be within the established ranges (minimum and maximum) specified by the Collective Bargaining Agreement.
- Employment of temporary employees, other than to replace a regular employee on leave, cannot exceed the equivalent of six calendar months (1,040 hours) in a twelve month period, beginning with the first day of employment.
Student Workers
Students are limited to work a maximum of 20 hours per week or .49 FTE based on enrollment status and the number of credit hours they are taking. The 20 hour maximum applies to the following eligible students:
- Undergraduate and post baccalaureate students enrolled in 6 credit hours or more
- Graduate students enrolled in 3 credit hours or more
- International Undergraduate students enrolled in 12 credit hours or more
- International Graduate students enrolled in 9 credit hours or more
The number of hours Students may work during summer term depends on their enrollment status and the number of credit hours they are taking during the summer.
-
Undergraduate, post baccalaureate, and Graduate eligible students
- 20 hours per week if enrolled in 5 credit hours or more
- 40 hours per week if enrolled in less than 5 credit hours
-
International Undergraduate students
- 20 hours per week if enrolled in 12 credit hours or more
- 40 hours per week if enrolled in less than 12 credit hours
-
International Graduate students
- 20 hours per week if enrolled in 9 credit hours or more
- 40 hours per week if enrolled in less than 9 credit hours
Click here for more information about student employment at OSU
Student Worker Hiring Process
| Task | Personnel | |
| 1 | Access Student Position Request Form | Supervisor |
| 2 | Fill out Student Position Request Form | Supervisor |
| 4 | Position approved and posted to Jobs page | Student Employment Office |
| 5 | Access the Peopleadmin system to look at applicants (using emailed link) | Supervisor |
| 6 | Applicant Screening/Interviews/Candidate Selection | Supervisor |
| 7 |
Send the name of the chosen applicant(s), start date, hourly rate and index to Administrative Program Assistant |
Supervisor |
| 8 | Administrative Program Assistant processes hiring proposal | Administrative Program Assistant |
| 9 |
Applicants complete new hire paperwork via Docusign. Student cannot begin work until CHC, DMV & I-9 has been completed |
Student Employment Office |
| 10 |
Timesheet is set up once through the approval process |
Student Employment Office |
Hiring Tenure-track Faculty
Review the Search Excellence Guide.
Documents for use in the hiring process:
-
Diversity Statement -
Blank Position Description
-
Recruitment Template
-
Sample Screening Checklist
-
Applicant Disposition Worksheet
Tenure-track Faculty Hiring Process
| Task | Personnel | |
| 1 | Head’s Draft of Position Description (PD) + Start-up Package - most likely from CSS Priority Staffing Portfolio | Head |
| 2 | Faculty Review (email) | Faculty |
| 3 | Department Draft of PD | Head |
| 4 |
Search Committee (SC) Formation
|
Head and Faculty |
| 5 | Dean’s Approval of Department Draft PD and SC membership [2 weeks] | Dean |
| 6 | Search Committee charge | Head |
| 7 |
Recruiting PD
|
Search Committee |
| 8 |
Position Posting
|
Admin. Manager |
| 9 |
Recruitment Monitoring
|
CSS Admin and SC Chair |
| 10 |
Applicant Screening
|
SC |
| 11 |
Phone Interviews
|
SC |
| 12 |
Campus Interviews [1-2 weeks]
|
|
| 13 |
Candidate Selection [1-4 weeks]
|
|
| 14 | Hiring [2-6 weeks] | Admin. Manager |
Promotion & Tenure
Position Description
You may access your position description via the OSU Jobs site. To view your position description:
- Login here
- Go to “My Profile”
- Under “User: Name” go to the tabs below and choose “Position Descriptions”
- Click on the title of the position. Print is on the upper right side.
Digital Measures
Click here to login to Digital Measures.
Building A P&T Dossier
Click here to view examples of successful candidate dossiers.
Peer Review of Teaching
-
Classroom Teaching Evaluation Form
-
Ecampus Course Evaluation Form
-
Peer Teaching Evaluation Committee (general)
- (instructor-specific)
Travel & Reimbursements
Travel Pre-approval
Prior to out of state or out of country travel, each traveler must submit an email to the Department Head, using this template. The subject line should read: "pre-approval for travel".
Travel Reimbursement Worksheet & Checklist
Fill out the Travel Reimbursement Worksheet, and submit it to Emmalie Goodwin after you've completed travel. When you fill out the reimbursement worksheet the following are required:
- Name
- OSU ID Number
- Detailed purpose of trip
- Index number to charge travel to
- Indicate how you traveled and with whom (if applicable)
- Indicate if you had a meeting registration and how it was paid
- Authorization from department head to travel attached (if out of state or out of country)
- Attach lodging receipts (if room charges are split please include name of person you split the charges with)
- Airfare receipts if paid personally. If you combined personal vacation with a work trip you must provide a comparable quote for airfare from the travel agent for the cost of flying only for the work trip.
- Attach meeting agendas (for meetings that have agendas). If no agenda then state that there was no formal agenda for that meeting.
-
Did you attend a conference?
- Attach conference agenda
- If you left early or stayed late after a conference, meeting or workshop, please indicate reason and/or if personal time was used. All time from the time you leave Corvallis until the time you return to Corvallis needs to be documented.
- If conference provided meals those meals may not be claimed on reimbursement. If meals were provided and you did not participate indicate reason.
- Lodging receipts attached. If lodging is over per diem it will be covered if at the conference hotel or one of the conference recommended hotels.
- Did you pay for the meeting registration? If so, attach receipt showing proof that it was paid by you (i.e. with your last 4 digits of your card on it, etc.)
-
Attach any other receipts:
- Shuttle/Mass Transit/Taxi, etc. over $75.00 (tips are not reimbursable, only fare)
- Parking receipts over $25.00
- Rental vehicle gas receipts
- Rental vehicle receipts
- Meals hosted (meals, tips and beverages are to be itemized separately on receipt – NO ALCOHOL – tear tag showing only total charge is inadequate. If itemized receipt not available, claimant must attach and sign a written statement specifying expense details. A list of those attending, who they are, and the reason for hosting must also be attached.)
- Miscellaneous expenses
- Baggage receipts
-
International Travel?
- Attach pre-approval to travel out of country.
- Receipts may be in US Dollars or foreign currency. OANDA website will be used for currency conversions. If you have bank statements with actual amounts paid those can also be used for conversions.
Purchasing
Teaching
Canvas
Grade Submission
To submit grades at the end of each term:
- Faculty should log into the MyOSU portal and view the Faculty Grade Assignment section to verify they have access to grade their classes. Department grade contacts should also verify which sections Faculty are responsible for grading by using the SYAINST and SYASECT forms in the Banner Student Information System.
- Please monitor missing grades by running the missing grade report SFR2700 or utilizing the Data Warehouse reports available throughout the grading process. Directions on how to run the missing grade report can be found on the Registrar's Office website.
- After the grade submission deadline (typically the Monday following finals week), online grade change and removal of incompletes functions will be temporarily disabled so that end-of-term grading processes and academic standing calculations can run. Grade entry and the Change Posted Grades function are available again several days after the lockout. Faculty will be notified via email when grading functions are back online for faculty to enter missing grades or change previously posted final grades.
- Please remember that all F, N, I/F and I/N grades will require a last date of attendance in MM/DD/2016 format. If there was no attendance at all, Faculty should enter the first day of term.
Check out the links below for information and video tutorials on grade submission. There is new content on the site to help troubleshoot common grading issues and questions.
Send an email to gradingquestions@oregonstate.edu to field any questions regarding the submission of grades.
Incomplete Grades
Some issues have arisen with how incomplete grades are assigned. The policy for incomplete and alternate/default grades are summarized here: Incomplete Grade Summary.
The Office of the Registrar recommends the use of an Instructor-Student contract for the completion of "I" grades. Click here to view the contract.
undergraduate curriculum review and approval process
Undergraduate course development, and program additions and changes (including the major, minors, options and certificates) should not take place independently without consulting the Curriculim Committee. These guidelines must be followed by all faculty planning to develop a new course, significantly modify a new course, or add or change a major, minor, option, and or certificate, prior to any course development or program development or revision.
1. Provide an information presentation of proposed course or program, or significant changes to existing course or program, to the Curriculum Committee. If the Curriculum Committee supports the proposed action, move to the next step.
2. Brief the Department Head about the proposed action, specifically discussing the personnel affected, the teaching FTE implications, and the budget implications. If the Department Head supports the proposed action, move to the next step.
3. Prepare and submit a proposal to the Curriculum Committee including:
a. Course or program justification
b. Integration with curriculum
c. Student and departmental need/potential audience
d. Course syllabus or program outline
e. Syllabi of all existing courses that may have redundancy; or content of any similar programs
f. Modality: on-campus, Ecampus, or hybrid
g. Instructor(s)
h. Terms offered, including initial offering
i. Proposed frequency of course offering
4. The Curriculum Committee will meet with the faculty member to discuss the proposal.
5. The Curriculum Committee will vote on whether the proposal should proceed. If they are in support, move to the next step.
6. The Curriculum Committee will share the proposal with the CSS faculty at large via email. At the same time, the committee will announce an upcoming CSS faculty meeting where the proposal will be presented, and there will be an opportunity for discussion. Feedback will be collected via email responses and also based on the in-person discussion at the faculty meeting.
7. The Curriculum Committee will make a final decision on whether the proposal moves forward, taking into account this feedback.
Approved June 2020
Website
User Profiles
To edit your profile, visit cropandsoil.oregonstate.edu/user, and login with your ONID credentials.
Web Requests
Need a faculty website for yourself or your lab group? Wanting to add publications to your user profile?
Please fill out the web request form.