|
Accident Report
Accident report packets are available outside the Human
Resources Office located at 144 Graff Main Hall. ALL persons
who are being paid on a university payroll (faculty, classified, and students),
use this packet to report an injury.
The employee accident report packet includes:
- a
cover sheet explaining the process
- information concerning the requirements for
reporting lost time, selecting a doctor, etc.
- forms
needed to be completed by the employee (some information has been
pre-printed on the form)
- forms
needed to be completed by the supervisor
If a person is not employed by the university and is injured on
campus, they are referred to Protective Services.
Budget/Financial
Note: this section is only in the
preliminary stages of development
- Quick Reference Guide:
Administration & Finance Division Contacts
www.uwlax.edu/af/afcontacts.htm
- Remittance Forms:
The following forms are to be used to deposit funds to the
Cashiers Office
Taxable funds:
www.uwlax.edu/bussvs/bussvs-forms/taxble-deposit-form.html
Fill out form, and print two copies. Keep
one for your records, and send one to the Cashiers Office, 121 Graff Main
Hall.
Nontaxable funds:
http://www.uwlax.edu/bussvs/bussvsforms.htm
Fill out form, and print two copies. Keep one for your records, and
send one to the Cashiers Office, 121 Graff Main Hall.
- Expenditure Reimbursements:
Go to Remittance Forms, and use bottom section of form:
http://www.uwlax.edu/bussvs/bussvsforms.htm
Building
Codes
|
Building Name
|
Code
|
Abbrev
|
|
Cartwright Center
|
00411
|
CC
|
|
Cartwright Center
|
00412
|
CC
|
|
Center for the Arts
|
00019
|
ARTS
|
|
Cowley Hall
|
00090
|
CH
|
|
Cowley Hall
|
00092
|
CH
|
|
Graff Main Hall
|
00001
|
GMH
|
|
Health Science
Center
|
00058
|
HSC
|
|
Mitchell Hall
|
00100
|
MH
|
|
North Campus
|
00028
|
NC
|
|
Thomas Morris Hall
|
00003
|
TMH
|
|
W. Carl Wimberly Hall
|
00020
|
CWH
|
|
Whitney Center
|
00051
|
WHIT
|
|
Wilder Hall
|
00610
|
WLD
|
|
Wilder Hall
|
00611
|
WLD
|
|
Wing Technology
Center
|
00200
|
WING
|
|
Wing Technology
Center
|
00201
|
WING
|
|
Wittich Hall
|
00400
|
WH
|
|
Wittich Hall
|
00401
|
WH
|
Building
Directors
|
Archaeology Building
|
Connie
Arzigian
|
58452
|
|
Athletic
Facilities
|
Mark
Guthrie
|
58679
|
|
Cartwright
Ctr. & Whitney
|
Larry Ringgenberg
|
58888
|
|
Campus Child
Center
|
Susan
Wrobel
|
58813
|
|
Center
for the Arts
|
Ron Stoffregen
|
56708
|
|
Cleary
Alumni & Friends Ctr.
|
Susan
Butterfield
|
58487
|
|
Cowley
Hall
|
Bruce
Riley
|
58392
|
|
Equipment Storage
Building
|
Bob
Goodno
|
58589
|
|
Graff
Main Hall
|
Barry
Miller
|
58504
|
|
Heating
Plant
|
Steve LaBrosse
|
58710
|
|
Health Science
Center
|
Ann
Peterson
|
789-6172
|
|
Maintenance
& Campus Stores
|
Bob
Goodno
|
58589
|
|
Mitchell
Hall
|
Mark
Guthrie
|
58679
|
|
Morris
Hall
|
Alice
Clark
|
58132
|
|
Murphy
Library
|
Anita
Evans
|
58805
|
|
North
Campus Classroom
|
Mark
Guthrie
|
58679
|
|
Protective Services
Building
|
Scott Rohde
|
58711
|
|
Recreational
Eagle Center
|
Sue
White
|
56529
|
|
Residence
Halls
|
Nick
Nicklaus
|
58075
|
|
W. Carl
Wimberly Hall
|
Ken
Winter
|
56830
|
|
Wilder
Hall
|
Nick
Nicklaus
|
58075
|
|
Wing Technology
Center
|
Dave
Faulkner
|
58773
|
|
Wittich Hall
|
Mark
Guthrie
|
58679
|
An academic year calendar can
be obtained on the university website at http://www.uwlax.edu/provost/pvchome/acad_cal.htm
A university administrative calendar can be obtained on the university
website at
http://www.uwlax.edu/provost/pvchome/cal_dir.htm
An events calendar can be obtained
on the university website at http://calendar.uwlax.edu/VirtualEMS/BrowseEvents.aspx
Campus
Connection
The Campus Connection is a
university newsletter which is published and distributed every Monday
throughout the school year. It is available in hard copy, or an
electronic version can be viewed at http://www.uwlax.edu/Advancement/Connectx/.
The deadline for submission is noon Wednesday for the
following Monday edition. Email submissions can be sent to connectx@uwlax.edu.
Campus
Delivery Schedule
The campus delivery schedule
for mail, document service products, parcels, etc. can be found at http://www.uwlax.edu/stores/delivery.html.
Campus
Driving Directions
From the West: Exit
Interstate I-90 at Onalaska
Highway 157 (Exit 4). Turn right on Highway 157
and then right again onto Highway 16. Drive 3.5 miles and turn right
on La Crosse Street
and then left on East Avenue
to campus.
From the North: Highways 61 on the Minnesota
side of the Mississippi and 53 on the Wisconsin side join Interstate I-90. Go east on
I-90 to Highway 157 (Exit 4). Turn right onto Highway 157 and
then right again onto Highway 16. Drive 3.5 miles and turn right on La Crosse Street and
then left on East Avenue
to campus.
From the North: Highway 53 joins I-90 at Exit
4. Follow Highway 157 to Highway 16. Turn right on
Highway 16. Drive 3.5 miles and turn right on La Crosse Street and then left on East Avenue to
campus.
From the East: Travelers
heading west to La Crosse
on Interstate I-90 exit at Onalaska-La Crosse Highway 16 (Exit 5).
Turn left onto Highway 16. Drive 4.8 miles and right on La Crosse Street
and then left on East Avenue
to campus.
From the South: Highway 14,
61, and 35 enter the city on the South. Follow the green "UW-La
Crosse" signs north on Losey Boulevard to Highway
16 (3.0 miles). Turn left on La Crosse Street and then left on East Avenue to
campus.
|
FROM LA CROSSE TO:
|
MILEAGE
|
|
Milwaukee,
Wisconsin
|
200 miles
|
|
Madison,
Wisconsin
|
142 miles
|
|
Green Bay,
Wisconsin
|
206 miles
|
|
Wausau,
Wisconsin
|
147 miles
|
|
St. Paul,
Minnesota
|
150 miles
|
|
Chicago,
Illinois
|
283 miles
|
These same directions can be
found at http://www.uwlax.edu/map/directions.html.
Campus
Map
Maps of the university campus
can be found at www.uwlax.edu/campus-map/index.htm.
CAS Online
Authorization
Information on applying for CAS
authorization can be round at http://www.uwlax.edu/itssupport/Enterprise/ES%20Operator%20Authorization%20Form.pdf
Catering
Services
http://www.uwlax.edu/uc/resources/catering.htm
A Food Approval form is required and approved before any catering using
university funds. This form is not required for student organization
accounts. The form can be found online at
http://www.uwlax.edu/bussvs/bussvsforms.htm
Class
Lists
Course class lists can be obtained a few different ways.
1) Class lists are exclusively available to individual instructors
online by using the AERIE (Access to Enterprise Records Information for
Employees). Instructors should go to the main page of the
university web site (http://www.uwlax.edu/itssuport/online/aerie.htm)
and click on 'Faculty & Staff', then click on
AERIE to log into the system. Choose the first menu item,
"Instructor Course List". When you click on the course ID,
you will see your class list. Before you print it, you may want to
change the print setting to landscape. You can also copy and paste
the list into another program such as Excel. If you are teaching a course
that does not appear on your course list, please check with your department
program assistant.
2) For those individuals with access to the administrative
computing system, (formerly known as Unisys) you can log onto the current
web-based system at http://cas.uwlax.edu/uwl.
Once in the system, the trancode "DCL"
retrieves a particular class list. If you would like a list that
includes the drop and add dates of individuals, you can use
"DCLLST".
Colleges
1. College of Business Administration
– www.uwlax.edu/ba
Room 223, Carl Wimberly Hall
2. College of Liberal Studies
– www.uwlax.edu/ls
Room 235, Morris Hall
3. College of Science and Health – www.uwlax.edu/sah
Room 105, Graff Main Hall
Conference
Planning
If you are interested in assistance in planning a conference, the Office
of Continuing Education is a
great place to start. They can help with preliminary details such as
compiling a budget proposal for a conference bid, room reservations,
catering, and much more. Further information about their services and
who to contact can be found at http://www.uwlax.edu/conted/html/conference-planning.htm.
You can also find links on their page to building floor plans, residence
life information, and audio visual rates. If you are interested in
catering services and would like to contact them directly, go to http://www.uwlax.edu/contEd/html/conference-planning.htm
Copy Machines
There are copy machines for departmental use located in buildings
throughout campus. Copies made on these machines are charged back to
individual departments. Machine operators have been designated for
each machine. These operators are responsible for ordering paper,
supplies, and service calls. Paper should be ordered from Campus
Stores and charged to the Reprographics Account. Toner and staples
are ordered directly from the copy machine vendors.
Please note that paper purchased for the copy machines CANNOT be used
for departmental use. Departments needing paper for printers, etc.
need to order it directly from Campus Stores and charge it to their
department funds.
Document
Services Cards
Departments can request a document services card
from Desiree Althoff. They will need
to include the account number to which the copies should be charged.
The Blackboard system that runs the card reader requires that there
be a “positive” money balance on a card before it will accept the
card. The cards will be given an artificial money balance to
accomplish this. Your budget is not affected by this card
balance. The accounts will only be charged when the copies are
actually made. Charges will be made to accounts once a month and will
appear on the CAS budget screens for each financial account.
Program Contacts are:
Copiers:
Chuck
Forer
5-8501
Card
Readers:
Gary Johansen
(johansen.gary@uwlax.edu)
Copy Accounts and
Cards:
Desiree Althoff 5-8885
Copy Billings and Charge
Back:
Cheryl
Roland
5-8448
Copy
Paper:
Campus Stores
5-8643
Report lost or stolen card
to Desiree Althoff and she will immediately
remove that card's access to the system and issue a new one.
Departments are responsible for keeping card access information current and
accurate.
To replenish card balances,
contact Tricia Aleckson and
provide the card number or cardholder's name. If this happens
frequently, you may ask Tricia to put a larger amount on the card.
Tower Tender
Cards
Tower tender cards can be set up for each department for use in the
copiers located in Murphy Library and Cartwright Center.
Department document services cards cannot be used in these machines.
To set up a tower tender card, contact Desiree Althoff
at 5-8885. You will need to indicate an amount of money to put on the
card, as well as the account number to charge the funds to.
Course
Scheduling
Each semester, departments receive instructions for scheduling courses
for the upcoming term and a copy of the previous schedule. Much of the data
is copied from one term to the next like term (fall to fall, spring to
spring), which results in less data entry. Departments are assigned a
block of rooms and must manipulate their schedules so their classes fit in
those rooms. Once the schedule is input, the scheduler in Records and
Registration compiles the data into the timetable and includes any
notations or special course fee instructions that the department has
submitted. A draft is sent to the departments to proof and make minor
changes before it is then sent to the printer and posted to the Web.
TERMS
·
Identified by a 3-digit number; first 2 digits = fiscal year, third
digit = semester
Semester: Summer = 1, Fall = 4, J Term = 6, Spring = 7
Example: Spring 2003 = 037
·
Must be logged in to the term for which scheduling is being done
·
All data must be input for courses which were not offered the
previous year; courses offered previous year, but not offered next term
must be “withdrawn”.
TIME/DAYS
·
Standard meeting time for a 3-credit course is 55 minutes M/W/F
·
Alternate schedule for an “X” class is 85 minutes T/TH or after
2:10pm M/W
·
Use military time for scheduling
|
Standard Schedule
|
“X” Class Schedule
|
Evening Schedule
|
|
7:45 – 8:40
|
7:45 – 9:10
|
17:30 – 20:15
|
|
8:50 – 9:45
|
9:25 – 10:50
|
18:00 – 20:45
|
|
9:55 – 10:50
|
11:00 – 12:25
|
18:30 – 21:15
|
|
11:00 – 11:55
|
12:40 – 14:05
|
|
|
12:05 – 13:00
|
14:15 – 15:40
|
|
|
13:10 – 14:05
|
15:55 – 17:20
|
|
|
14:15 – 15:10
|
|
|
|
15:20 – 16:15
|
|
|
|
16:25 – 17:20
|
|
|
ROOMS
·
Schedule only in rooms assigned to department. Previous
permission to use a room does not imply future permission.
·
Lecture halls (contact Records & Registration) and
computer classrooms (contact Patti Parker in ITS) are scheduled as
indicated.
·
Use the system to determine available space
--RMAVIL
lists all rooms and capacity available for a particular time/day
--RMUSE
displays usage for particular rooms
·
After the initial scheduling deadline is past, Records and
Registration controls all rooms.
TIMETABLE
NOTATIONS
·
Any special instructions/notes to be included in the timetable must
be submitted with schedule.
·
Common notations include:
-
Special course fees
- Team
taught courses
-
Courses meeting other than the entire 14-week semester
·
Approved curriculum cannot be altered simply by notation.
SCHEDULE CHANGES
/ ADDITIONS / CANCELLATIONS
·
Must be submitted through department chair, not instructor
·
Departments are not able to access the system at certain points in scheduling
processing; otherwise departments can make changes directly on system
·
Records and Registration MUST be notified of all changes
·
Records and Registration will remove enrolled students from
cancelled class
·
Departments must notify students affected by any changes
·
Changes are posted to the Web by Records and Registration
Curriculum
Proposal Forms
Curriculum Proposal Forms, also known as LX forms, are required forms when
creating or changing programs, majors, minors, emphases, courses,
etc. You will find current information on how to obtain these
forms, step-by-step instructions, helpful hints, and minutes and agendas
for the Undergraduate Curriculum Committee (UCC) and Graduate Curriculum
Committee (GCC) on the Records and Registration website.
http://www.uwlax.edu/records/html/cllist.html
Document
Services
Formerly know as the Copy
Center, Document
Services is located in the basement of Graff Main Hall and provides
services to the campus community, including students and student
organizations. Check out their website for further information and
services.
http://www.uwlax.edu/docsvs/
Drop/Add
Slips
Students are able to drop and
add classes on the TALON system the first week of classes.
After that time, they are required to have a completed drop/add form in
order to drop or add a class from their schedule. Departments can
obtain these forms from the Records and Registration office. Students
should refer to the current semester timetable for instructions and
deadlines.
Emergencies,
Quick Reference Guide
You can find a quick reference
guide for emergencies available at http://www.uwlax.edu/police/emerguide.htm.
Emergency
Contact Sheet
UW-La Crosse does not have a
policy or standard form for emergency contact information. This Emergency Information
Sheet* is being provided for individuals who wish to utilize this or
something similar in their department or employing units. Other
departments have used this as a voluntary form which can then be kept in
one central location for emergency use only.
Employee
Assistance Program (EAP)
Information regarding the
universities employee assistance program can be found at
http://perth.uwlax.edu/hr/unclasspp.html#epa.
The program also publishes a monthly newsletter which can be found on the
main Human Resources web page.
Environmental
Health & Safety
Information
concerning environmental health and safety programs and policies, training,
guidelines, procedures, etc., can be found on the Environmental Health
& Safety Office website at http://www.uwlax.edu/ehs/. Questions can be directed to Dan Sweetman, Environmental
Health and Safety Manager, at 785-6800.
Ergonomic
Resources
The
Environmental Health and Safety Office on the UW-L campus can provide many
ergonomic resources for employees. Here are just a few of the
possibilities:
·
ErgoSmart site license -- an easy-to-use
ergonomic instructional software designed specifically to help video
display terminal users
·
Online course on office ergonomics through the Wisconsin Department
of Administration website, http://www.doa.state.wi.us/ergonomics/course/f_lesson01.html
·
UW-L Environmental Health & Safety website, http://www.uwlax.edu/ehs
·
Ergonomics evaluations, group training, or questions
For more information, contact
785-6800 or e-mail Dan Sweetman at sweetman.dani@uwlax.edu
Extraordinary
Payments
Extraordinary payments are used to pay individuals who are hired by the
university on a temporary basis or to pay university employed individuals
for services beyond their normal work schedule responsibilities.
Extraordinary payments cannot be used to pay classified employees or LTEs (i.e. employees paid hourly). This form should
only be used for unclassified employees (faculty, academic
staff, graduate assistants, and ad hoc appointments).
Please contact Kathy Ring at 785-6499 or Mary Dixon at
785-6498 for questions about paying classified employees. For
information about paying LTEs, please
contact Kathy Ring at 785-6499 or Jo Ann Kuester at 785-8626.
Human Resources requires this form
to be printed on blue paper.
Extraordinary Payment Form: http://www.uwlax.edu/hr/Forms/EOP.form.xls
Faculty
Promotion/Retention/Tenure
You can find the Promotion, Retention, and Tenure Guidelines pertaining
to faculty on the Human Resource website. Along with this
information, you can also find the appropriate forms and resources needed
to complete the promotion process. Faculty should also refer to their
department bylaws for additional information pertaining to retention
policies in that department. For the most current information, refer
to website listed below.
Fax
Machines
Fax services are
available in the University Bookstore, which is located in the lower level
of Cartwright
Center.
Forms
Campus absence
Emergency contact
Food Expense
Approval Form
Key
Request
www.uwlax.edu/textbook
www.uwlax.edu/publications
Purchase Requisition
Work
Order Request
Graduation
Information
Information about times, dates, and student instructions about
graduation and commencement can be found at the Records and Registration
web site. http://www.uwlax.edu/records/html/gradcer.html
Health
& Fitness Opportunities at UWL
UW-L has plenty of opportunities for employees to become physically
active. Some are free and others do require a fee or
membership. Below you will find just a few of these opportunities and
how to find out more information about them. Also, each year watch
for the publication called Velocity, which is UW-L's Recreational
Service Guide or view it online at http://www.uwlrecsports.com/
Free Opportunities in Mitchell Hall
Times listed are for the academic year. Check the recreational sports web page or
contact them directly to find out if they offer summer hours.
- Swimming
Pool: M-F 7 - 10pm; M/W/F 12 - 1pm; Sat. 12 - 3pm, Sun. 2
- 5pm
- Racquetball
Courts: M-F 8am - 11pm; Sat. 11am - 4pm; Sun 12 - 6pm;
- Fieldhouse (tennis courts and track): Best
times are M-F 12 - 1pm
- Gym
(basketball): Best times are M-F 11:30 - 1pm
La Crosse
Exercise and Health Program
Information on this facility and its programs can be found at http://www.uwlax.edu/sah/lehp/
Recreational
Eagle Center
Information on this facility and its programs can be found at www.uwlax.edu/recsports/Recreational-eagle-Center.html
UWL Strength Centers
Information on these facilities can be found at http://www.uwlax.edu/strengthcenter/
Continuing Education
& Extension
Classes offered through Continuing Education
can be found at http://www.uwlax.edu/conted/html/fitness.htm
Free Opportunities at Wittich Hall
A group of UW-L employees gather
informally during the lunch hour from noon-1pm to have a game of water
volleyball. Days vary each semester. If you would like more
information on this opportunity, contact Cedric Steine
Information
Technology Services
For any computer related issues,
the Information Technology Services (ITS) Support Center
is your first call for help. The Center provides services to all
staff and students on the UW-La Crosse campus. Consultants will
identify your need(s) and either help you immediately or route a work order
to the appropriate department within ITS. Below are just a few of the
more common areas that are handled by the Support Center.
More information can also be obtained through their website, which is
located at http://www.uwlax.edu/itssupport/ or
by calling them at 785-8774.
·
Administrative
computing systems Enterprise System -(formerly
UNISYS). More information can be obtained at: http://www.uwlax.edu/itssupport/enterprise/
·
Computer classroom
reservations (see www.uwlax.edu/uc/reservations/index.htm#facilities)
·
Computer hookups
·
Downloading and
installing software
·
Drop off site for
all academic computing requests
·
Email accounts and
online file storage
·
General software and
hardware questions, including troubleshooting
·
Networking
·
New computer setup
·
Repairs/printer
repairs (some warranty repairs and facilitation of non-warranty repairs for
computer hardware and printers) A listing of technical support
services can be seen on the ITS website under 'Hardware Support' or http://www.uwlax.edu/itssupport/services/tss.htm
·
Technology training
Keys
Ben Kolpitcke, Locksmith, is
located in the Physical Plant at the north campus. He can be reached
at 5-8583 or kolpitck.benj@uwlax.edu.
Actual keys and entry door swipe cards are requested through the
locksmith. No keys will be issued to a student.
Guidelines for the keys issued and used can be found on the Facilities
Management web page located at http://www.uwlax.edu/facmgmt/workorder.htm
Room or Office Key Requests – To
request room or office keys, you need to fill out the upper portion of the Key Request Form* and
submit it to the locksmith.
Building Key Requests – You will
also need to fill out a Key
Request Form* for building key requests, but it is necessary to have
the signatures of the building director. See Building Directors for the names of those
individuals assigned to each building, director of security, Scott Rohde, and the Physical Plant
director. After the building director signs, requests should go to
Scott Rohde to review for security control. He will then forward them
to the Physical Plant for completion.
Name Tags
Campus Stores will no longer stock pre-printed UW-L nametags and
shipping labels. PDF files are available at the Campus Stores web
site, www.uwlax.edu/stores/ for download.
Print to blank labels available from the university’s office supply
vendor. The labels may be completed
online, so information may be added prior to printing. Forms can only
be saved if one has Adobe Acrobat Professional software. Acrobat
Reader will only allow the forms to be printed. Refer questions to
Campus Stores at 5-8643 (per Campus Connection 11/7/05).
Notaries
At one time or another you may
be in need of a notary. Here is a list of current notaries on
campus. You may want to check with the individual to set up a time to
meet with them.
Janet Abnet – Economics Department,
413 Wimberly Hall, 5-8099
Susan Betts - Microbiology,
3002 Cowley Hall, 5-6960.
Diana Johnson - English
Department, 433B Carl Wimberly Hall, 5-8295
Sue Nickel –
Counseling&Testing, 112 Wilder Hall,
5-8074
Open
Meeting Laws
The University of Wisconsin-La
Crosse is mandated to following open meeting rules of the State of Wisconsin . Meetings going into closed session must state
the correct Wisconsin Statute prior to convening to closed session.
Please refer to the Human Resource website for the most current information
on procedures to ensure UW-L meetings are in compliance with the Open
Meetings Rules.
Wisconsin Statute for Retention
Committee Meetings
Pursuant to Section 19.85(1)(f)
of the Wisconsin Statutes, this meeting may convene in closed session to
consider employment of probationary faculty.
Wisconsin
Statute for Search & Screen Committee Meetings
Pursuant to Section 19.85(1)(f)
of the Wisconsin Statutes, this meeting may convene in closed session to
consider possible employment and personal history of candidates.
Wisconsin
Statute for Tenure Committee Meetings
Pursuant to Section 19.85(1)(b)
of the Wisconsin Statutes, this meeting may convene in closed session to
consider tenure recommendations.
Note: for “regular department meetings” it is
not necessary to insert any of the above
www.uwlax.edu/HR/fac.promo/openmeetings.pdf
Organizational
Chart
A copy of the UW-La Crosse
organizational chart can be found on the university website at http://www.uwlax.edu/hr/orgchart.pdf *.
Parking
The parking office is located
in the Information Center/Protective Service Bldg across from the
Veterans Memorial Field parking lot. New employees should visit
there to arrange parking. Free parking is permitted in
certain instances. Departments who have non-university committee
members and guest lecturers arriving on campus should contact the parking
office to obtain a free temporary permit. For information about
temporary parking permits and guest passes, please contact the Parking
Office at the Information
Center
(608)785-8061. Special parking arrangements can be made by contacting
Shirley Paine at
(608)785-8008. State cars are permitted to park anywhere on campus
without a permit. Cars with Wisconsin handicapped
hang tags and/or Wisconsin handicapped
license plates are also allowed to park in any campus lot. More
information on the campus parking policies can be found at www.uwlax.edu/parking/.
Passenger
Fleet
University vans can be reserved
for university related travel. Passenger fleet standard operating
procedures can be viewed on the web at http://www.uwlax.edu/facmgmt/fleet.htm.
You can also view rates for usage at www.uwlax.edu/facmgmt/fleet.htm
All university personnel and students must be cleared through the Office of
Protective Services prior to reserving any university vehicle, and must
have completed a State Vehicle
Authorization Form. Individuals should contact that office
to find out what steps are necessary for clearance. This clearance
does not happen immediately over the phone, so please allow ample time to
fill out any required forms. All individuals wishing to reserve a
12-15 person passenger van must also complete and pass a driving
test. Student clearance is in effect for one year from
the date of approval. University personnel clearance is in effect
indefinitely.
Placement
Testing
The UWL catalog refers to credit by examination, retroactive credits, and
placement tests. Students can earn university credit through a
variety of options. For specific information, newly admitted students
should contact the Director of Admissions
and continuing students should contact the dean of the College or School in
which they are enrolled. Departments that participate in these
options handle them in different ways. If you are in a department
that participates in this, you may want to create a procedures page
specific to your department.
Postage
Stamps
Stamps are available
for purchase from the postage vending machine, which is located outside of
Valhalla in Cartwright
Center. The
university mailroom, located in Graff Main Hall, does not sell postage
stamps.
Printer
Paper
Paper for
departmental printers needs to be purchased from Campus Stores using
department funds. Do not take paper from the copy machine room.
This is exclusively for copy machine use.
Publicity
Many forms of publicity are
available to campus provided the publicity guidelines are followed:
table tents, banners, message boards, bulletin boards, table reservations,
etc. You may access this information at www.uwlax.edu/uc/about/index.htm#publicity
Publications
For more information about publications, printing, copyright, UW-L
logo and the UW-L Style Guide, go to www.uwlax.edu/advancement/pub-guide.
Use this form to order
publications, such as letterhead, brochures, etc.
Purchasing
Business Cards
-- There is a contract with an external print company to provide business
cards. You will find an online order form available at http://www.uwlax.edu/purchasing/card.html.
Questions concerning card orders should be directed to Judy Molzahn in the Business
Services Office at (608)785-8503.
Office Depot -- This is the state contracted vendor for office
supplies starting in December 2005. Please contact Purchasing
Services for information on how to obtain supplies through this vendor or
refer to their web site http://www.uwlax.edu/purchasing.
Campus Stores -- www.uwlax.edu/stores.
Campus Stores can provide you with some of your supply needs, such as
paper, printer cartridges, and letterhead.
Campus Stores Supply List: http://www.uwlax.edu/stores/list.html
Electronic Supply Order Form: www.uwlax.edu/stores/orderform.htm.
Campus Delivery Schedule: http://www.uwlax.edu/stores/delivery.html.
Tax Exempt Form: http://www.uwsa.edu/fadmin/fppp/wis.htm
If you don't see what you want or have questions,
contact them at stores@uwlax.edu.
Federal Employer Identification Number (FEIN) -- In order to
obtain the university FEIN, contact Sharon
Radtke or Cristen Houlihan
in the Business Services Office, 125 Graff Main Hall.
Procurement Cards (Elan Visa Card) --
You can find the procurement card manual at http://www.uwlax.edu/purchasing/procurement
Card/procard.html. This will explain the procedure to obtain a
card, guidelines for usage of the card, and any other issues relating to
being a cardholder. For additional information, contact DeAnne Otto, Campus Stores, at
(608)785-8643.
Barry Miller, General Support Services, 785-8504, will continue to provide
on-campus orientations for new cardholders; Otto will arrange those for new
applicants.
Purchase Requisitions
-- A
completed, green purchase requisition is required for materials, services,
or supplies which you will not be using the procurement card to
purchase. This requisition needs to be filled out completely and
submitted to the Purchasing Department for the purchase. Here
is an electronic copy of
the Purchase Requisition which does calculations*. Remember to print
the original on green paper for submission to purchasing.
Bids are required for purchases over $5000. Refer
to purchasing website for further information.
http://www.uwlax.edu/purchasing/policies.html#Simplified%20Bid%20Process
Software -- Here are just a few of the possible locations to order
additional software under educational pricing.
·
Wisconsin Integrated Software Catalog (WISC) -- http://wiscsoftware.wisc.edu/wisc/
WISC is able to provide only Microsoft software in bundles of ten.
They do have available some other software which you can order
individually. In order to buy online through WISC you need to be an
authorized purchaser. If you do not have an Authorized Purchaser
account, you can set one up by following the “Place Your Order” link on the
left of the main web page screen and selecting the "Apply for WISC
Account" button at the bottom of the WISC Departmental Order screen.
·
Campus Stores -- They do carry some of the common
Microsoft software that is being utilized on campus. Check with
Campus Stores for their exact listing of available software.
Tax Exempt
Status -- The University of Wisconsin
System has been issued a Sales and Use Tax
Exemption Certificate by the Department of Revenue. This means that
if you are conducting business on behalf of the University of Wisconsin
System, any charges are exempt from payment
of sales and use tax. More information on the tax exempt number and
certificate can be obtained from the UWL Business Services travel web page
at http://www.uwlax.edu/travel. A link for
Tax Exempt Forms can be found under Forms.
Toner -- There is no mandated contract for
toner. It can be purchased through Campus Stores, Office Depot, or
whoever has the lowest price.
UW-L Book
Store -- http://www.uwlax.edu/bookstore/
Reclassification Information
www.uwlax.edu/hr/clapp.html
Records
Retention Schedule
Employee
File Retention/Past Employee Files - Human Resources (HR)
The Human Resources Office maintains the official employee files on
campus. The official file contains originals of the Authorization to
Recruit form, contract letter(s), original employment evaluations, Employee
Performance and Development Review forms, reclassification forms, and any
forms dealing with appointment changes, pay increase notifications,
pertinent payroll and tax information, and like items. This varies for
unclassified, classified, LTE, and ad hoc files.
Unclassified -- As unclassified employees become
inactive (retire, terminate, etc.), the files are coded and moved to
archive filing in HR. Every year, according to the calendar year, inactive
files more than seven years old are purged and stored in Graff Main Hall
basement in secure storage. Retiree files are the exception. These files
remain in HR’s inactive files, coded with an R
for “Retired,” until a qualifying event: death. Retiree files will then
begin the seven-year purge process.
Classified -- Classified file retention depends
on the termination status. If a person terminates, transfers to another
agency, or retires, HR retains the full file until the beginning of the 8th
year and then purges all but the appointment information.
LTE -- Limited Term Employee (LTE) files are
retained for five years and then destroyed.
Any other information kept in a
department's file should be destroyed (shredded or burned) when the
information is no longer of use or eight years, whichever is LESS.
Recruitment
Files -- Human Resources
Unclassified -- Unclassified recruitment files
are maintained for six years and disposed of in the seventh year.
Departmental files should not be purged (burned or shredded) without HR
approval.
Classified -- Classified recruitment files are
retained for four years from date of hire and destroyed at the beginning of
the 5th year per the Department of Employee Relations bulletin MRS 181.
Student Employees -- Human Resources
Student time sheets are to be
retained for the current calendar year plus five previous years. Every time
report should contain the following information:
1. Student
signature
2. Student
social security number or an identifier associating it with that particular
student
3. Pay period
dates
4. Account
number
5. Total
hours for each day
6. Total
hours for each week
7. Supervisor
signature authorizing payment for hours worked
8. Holiday hours need to be initialed by supervisor
Financial
Administration -- Business Services
Records retention requirements for all of these
documents is seven years.
·
Campus Stores Supply Request Form
·
Procurement Card purchase receipts **
·
Procurement Card statements **
·
Purchase Orders
·
Travel Expense Reports
** All statements and receipts prior to 2003 are centrally
archived. Contact DeAnne Otto for
further information.
Recruitment
Please refer to the Human
Resources website for all current guidelines and forms for recruiting any
of the types of positions listed below:
·
Academic Staff
·
Classified
·
Faculty
·
LTE
·
Pool Search
http://www.uwlax.edu/hr
Reimbursement
Request (Non-Travel)
The Reimbursement Request Form is intended for small reimbursements,
preferably under $100. University personnel and students who have
purchased work-related items out-of-pocket can submit a reimbursement
form. All forms must include a purchase description and purpose, original
receipts, and the approval signature of the person who manages the account
number that is being charged. You can find the Reimbursement Request
Form at http://www.uwlax.edu/af/forms/reimb_request.htm.
Room
Reservations & Scheduling
Risk
Management
The Risk Management
Office provides services related to property and liability protection, loss
prevention, and all university insurance claims. Some topics that
fall under these categories include:
·
Contracts
·
Automobile coverage
·
Security
·
Incident Reports (non-employees)
·
Camps & Clinics Special Medical Insurance
·
Theft and Loss Claims
·
Special Events Liability Insurance
Their website at http://www.uwlax.edu/risk
has detailed information on all the services they provide, along with a
link to Guide to Managing Risk.
You will also find links to forms used by Risk Management. Further
questions should be directed to Barry
Miller, Risk Manager, at 785-8504.
Special
Course Fee
Special course fees can be required for a particular course above the
normal student tuition. These fees can be used for materials that
students are required to have. Once the course is done, the materials
are theirs to keep. Examples of when a special course fee could be
required can be found at http://www.uwlax.edu/af/forms/Special_Course_Fee_Examples.htm.
To initiate a special course request, complete the Special Course Fee
Request form at http://www.uwlax.edu/af/forms/Special_Course_Fee.htm.
To discontinue a special course fee, send a copy of the original request
with “Cancel” written in big red letters across the form, the date
cancellation will take effect, and a signature of person requesting
cancellation. Send the form to the University Controller, Sharon
Radtke. If you are only suspending the course fee for a semester,
email the Assistant Controller, Cristen Houlihan with the necessary
details.
Student
Evaluation of Instructor (SEIs)
These are required each
semester for teaching instructors. Each individual academic
department has their own process for distributing and compiling this information.
It is best to check with the chair/director for the procedures used in your
particular department.
Student Information Requests (IT Work
Orders)
Requests for major/minor lists, mailing addresses, names of
graduates, parents, Dean’s list students, etc., can be made online through
the IT Department. Use the general work order request form for those
requests that do not have a specific program name associated with them,
like query requests (formerly ERGOS). See http://www.uwlax.edu/itssupport/Enterprise/onlinerequest.htm
for information on how to send the request. The direct link to the
general work order request is http://www.uwlax.edu/itssupport/enterprise/workrequest.htm.
Student Workers
If your position
requires you to hire, supervisor, enter payroll, etc. for student workers,
contact the Student Payroll in the Human Resource Department as soon as
possible. They will train you in the timekeeper duties associated
with student workers and answer any questions you may have.
Student Help (SH) –
Student Help can be hired if money is available in your department/unit
budget. Interview and hire as needed. You will find all required
forms and instructions for student payroll on the Human Resource Office
website at http://www.uwlax.edu/hr/forms.htm.
Questions can also be directed to Human Resources.
Work-Study (W/S) Students – Contact the Financial Aid Office for the
hiring of these students. Work-Study is a federally funded program,
therefore there is no cost to your department. The Financial Aid
Office sends out a request for Student Employees form each semester.
On this form, you indicate your needs for that particular semester – how
many students workers, how many hours, skills
required, and day/time preferences. A student will be assigned to
your department as they become available.
The following is available on
their site:
·
Disposal Procedure
·
Surplus Property Transaction Form
Telephone
Services
Telephone Services is located
in the Information
Center on
campus. Contact Lea Elskamp at (608) 785-8002 or elskamp.lea@uwlax.edu
with further questions. Visit their website for more
information. http://www.uwlax.edu/telsvs
·
Connections
·
Service (Voice mail, etc)
·
Repairs
·
Problems
·
Fees
·
Telephone cards
·
Rental cell phones
When calling from a campus
phone, dial 8 to access a local outside line and dial 3 for a long distance
line. When calling or faxing within the university, only the last 5
digits are required.
Textbooks
Textbook Rental and the University Bookstore are both located in the
basement of Cartwright
Center . They are two separate operations.
Textbook Rental handles all rentals of textbooks. The University
Bookstore handles all textbooks that are required purchases for a
student. Textbook Rental and the University Bookstore order deadlines
are very important, especially for our special needs students on
campus. Also, please try to abide by these dates to insure delivery
of your textbooks for the first day of classes.
|
Fall New Textbook Orders are due
|
May 1
|
|
Spring New Textbook Orders are due
|
November 15
|
|
Summer New Textbook Orders are due
|
April 15
|
Trancodes for Entering and Reviewing Textbooks:
CRSBKS
-- When you use this trancode, you will get a list
of the classes, the number of students enrolled, and the number of books on
inventory. Type CRSBKS, ISBN#, semester code and then submit.
REQBKS -- This trancode is used to enter the textbooks for your classes and
to see what has been entered, along with the enrollment and
inventory. Type REQBKS, 3-letter department code, class number,
3-digit section number, semester code and then hit submit.
REQLST -- With this trancode, you will get a list of the books entered for
all classes in your department. You may also look back to past
semesters to see what might have been used previously. Type
REQLST, 3-digit semester code, 3 letter department code and then hit submit.
BKSCLN -- With this trancode, you can enter multiple classes with the same course
book. Type REQBKS, 3-digit semester code, 3 letter
department code and then click on submit (or hit the enter key).
Enter the ISBN number for the book(s) that you want to "clone,"
and then click submit. Enter the code BKSCLN, and submit. Tab
down to the section # area, and enter the section numbers you would like to
have this book(s) automatically entered in to. The sections you are
entering must not have any other books already entered. If books are
already entered in these sections, the CLN will override them. Hit submit,
and a message will appear to "XMIT TO CLONE THESE
SECTIONS." Hit submit.
Codes used to enter information
for courses::
|
4444444444
|
NEW TEXT ON ORDER
|
|
|
5555555555
|
ADDITIONAL ITEMS IN BOOKSTORE
|
For classes where a student needs books from textbook rental &
purchase something from the bookstore
|
|
8888888888
|
NO BOOKS REQUIRED
|
|
|
9999999999
|
SEE YOUR INSTRUCTOR
|
Textbook Rental will not issue any books for this class. The student
must go to class and see what the instructor has decided.
|
University Bookstore
Orders for books for student
purchase must be directed to Patti Fitzpatrick, University Bookstore, at
(608)785-8865. You must use a white University Bookstore Book Order
Form for those books.
Textbook Rental
Students who rent books may
purchase their course textbooks from the Textbook Rental at any time during
the semester. If they wait until mid-semester, they can get a 20% off
discount.
New Textbooks
Orders TextBookRequisition
(NOTE: Please print on goldenrod
paper.)
Textbook Reorders -- The Reorder Requisition Form is now
available on the Textbook Rental website and can be submitted
electronically. Reorders do not require the same signatures needed
for a new textbook order.
http://www.uwlax.edu/textbook/request.htm
If a student needs to keep a textbook beyond the last semester textbook
return date, Textbook Rental has an Instructor Permission to Keep Textbooks
Form. Students need to bring the form to the department to ask for
instructor/department permission to keep their textbooks. A student
taking an incomplete and still requiring the textbook must secure a form
and get the instructor/department signature, or they will be billed for the
books and fined by Textbook Rental.
Toner
Cartridges
Empty toner cartridges can be placed in the mail room of each
building. Include a note that says “ To:
Campus Stores for Recycling.” The cartridges will be picked up and
brought back to Campus Stores to be remanufactured by a local vendor.
Remanufactured toner cartridges are then purchased from this vendor for use
in university printers. The remanufactured cartridges usually cost
around 40% less that an OEM toner cartridge.
Remanufacturing is a process in which the drum units are replaced and
the cartridge is refilled with toner. Campus Stores has indicated
they’ve had very good success with the remanufactured cartridges.
They are guaranteed to be free from defect, or a replacement will be
granted at no cost. Also, if any damage occurs to a printer due to a
faulty cartridge, repairs will be made by the vendor at no cost.
Travel
Please refer to the following
website for the most current information relating to university
travel: www.uwlax.edu/travel/.
For further questions concerning travel, please contact the Business
Services office at 5-8555.
Campus
Absence Form - A completed Campus Absence Form is required if any of the following
apply:
a) if some or all of the expense is to be paid with State
funds.
b) if a University vehicle is to be used for
travel.
c) if some or all of the reason for the
absence is related to official university business.
These forms can be found on the HR web page at http://www.uwlax.edu/hr/forms.htm. A separate form is needed for Teaching
and Non-Teaching.
Faculty and Staff in the College of Science
and Health: http://www.uwlax.edu/sah/html/forms.htm
Provost/Vice Chancellor’s Unit (8.4 & email
password): http://www.uwlax.edu/provost/administration/forms.htm
Tax Exempt Travel Card -
The University is a tax exempt institution, which means that when you are
traveling on university business, you should utilize the tax exempt status
whenever possible. This small, wallet-sized card is available from
Business Services.
Travel
Expense Report (State employees and students) -
http://www.uwlax.edu/travel/Forms/lax_ter.xls
Travel
Expense Report (Non-State employees) - http://www.uwlax.edu/travel/Forms/nonemployee_ter.xls
Unisys
Manual
Since Unisys is no longer being used, this is not an accurate model of
the current enterprise system. However, we have elected to leave this
in the job book as a reference for available trancodes
and their usage, Unisys Manual*. For reference on
entering these codes into the enterprise system, please refer to the ITS Support Center web page at http://www.uwlax.edu/itssupport/ESHelp/index.htm.
ITS is in the process of developing new
reference materials<>.
University
ID Card
Contact Student Activities
Center, 221
Cartwright Center, 5-8885, for further information on obtaining an University ID card, otherwise known as a Tower
Card. It is best to call before going to their office. This way
they can check to make sure your name has been downloaded to the university
employee database. Towercard.com - Your place to manage your tower tender
online
Web
Page Development
There is information available for planning and setting up web
pages at:
www.uwlax.edu/webinfo.
Questions should be directed to the ITS Support Center
at 5-8774. They will connect you with someone for assistance.
Work
Order Requests
An updated version of the Work Order Request Form. All
requests require the appropriate signatures.
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