2OO6/2OO7 Programs, Courses and Services

Developing People Opens Doors

2OO6/2OO7 Programs, Courses and Services

TRAINING ANDDEVELOPMENT

Training & Development Catalog

Contacts

Alejandro Pineda 4-0850Training Assistant, General Classes

Marisa McCarthy 4-0850Program Representative

Marsha Coutin 4-0853Career Services Coordinator

Elizabeth Monaco 4-0872Career Development and Training Professional

Linda Newcomb 4-0854Training Programs Coordinator

Karen Savlov 4-0848Organizational Development Coordinator

Robert Gibson 4-0879Director, Training and Development

Susan Phares 4-0423eLearning Designer

Publication Acknowledgements

Managing EditorLinda Newcomb

Publication CoordinatorMarisa McCarthy

Cover Design and VisionRobert Gibson,Campus Human ResourcesKen Leonard,Canyon Road Design

PhotographyCarol Petersen, CoverKen Leonard, B&W Portraits

Publication DesignCanyon Road Design

Content ContributorsMarsha CoutinRobert GibsonElizabeth MonacoLinda NewcombAlejandro PinedaKaren Savlov

Training andDevelopment

Training and Development Team

Valued Colleagues:

We welcome you to the 2006/07 edition of the Training andDevelopment Catalog. We hope you explore the wealth of development options and servicesdescribed inside these pages.

Many of you may have heard abouthow the world of work is changingdue to the coming wave of workforcedepartures of the “baby boomer”generation now reaching retirementage. This will present an historicopportunity for everyone else to stepinto the roles they vacate, tackle newchallenges, and accept increasinglyimportant responsibilities.

Preparation will be key, and now is the time to get started. Begin perhaps by preparing a professional development plan in sessions of ourCareer Discover Series. Explore thewide array of classes, workshops andseminars tailored around the skillneeds of job families, classificationslevels, and organizational roles. Or investigate an appropriate cohort-based development program,either for yourself or for one of yourstaff members.

Changes such as these caused byretirement demographics will challenge us. We encourage you toview such changes as transitions andan opportunity for advancement and growth, as a chance to improve

existing talents or develop new ones,and as a way to further your career atUCLA. Your contributions are vital toour success, and they may be neededin new directions and different rolesas change occurs.

Think of UCLA Training &Development as your guide tochange, a personal trainer, exercisingyour talents, building new skills, andhelping you through job and careertransitions. Inside these pages you’llfind descriptions of the resources weoffer to assist you with transitions andnurture your development. You’ll alsofind pictures of some of the peoplewho have utilized these resourceswith great success in their careers.They have benefited from our courses, programs and guidance, and you can too.

Over 8,000 of your colleagues did so last year. Some attended newly developed classes, while others obtained OrganizationalDevelopment consultation services,attended the Management SeminarSeries, took computer software training or participated in career programs. Find what’s right for your needs.

Yours,

Robert H. GibsonDirector, Training and Development

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Letter from theDirector of Training

and Development

Contents

Letter from the Director, Training & Development i

SkillNet Online Enrollment 1

General Information 2

Employee Orientation for New Hires 4

Communication Programs 5

Assertive Communication 5

New Business English Skills for Non-Native 5Speakers of English

Effective Speaking and Listening Skills 5

Presentation Skills 6

New Pronunciation Skills for Non-Native 6Speakers of English

Writing Basics 6

Writing Effectively 6

Toastmasters 7

Communications Technology Services 7(CTS) Training

New Email: How to Use It Effectively 7

Self Development 8

Learn to Be Creative 8

Time Management 8

Understanding and Developing 8Emotional Intelligence

Professional and Career Development 9

Building Productive Work Relationships 9

New Managing-up: Communicating Effectively 9with Your Boss

Motivating Yourself-How to Stay Energized, 9Positive and Productive on Your Job

Training for Trainers 10

New Working in a Team Environment 10

Career Discovery Series Information 10

Fulfilling Your Career Potential 11

Discover Your Career Path 11

Getting Ready! Preparing for the 11Successful Job Search

Writing it Right: The Winning Resume 11

Marketing Your Talents: Successful Interviewing 11

Career Counseling for Laid Off Employees 12

Staff Enrichment Program 12

Professional Development Program 13

CHR Computer Training Program 14

Access (Level 1) 14

Access (Level 2) 14

Access (Level 3) 14

Adobe Illustrator 15

Dreamweaver (Level 1) 15

Dreamweaver (Level 2) 15

Excel (Level 1) 15

Excel (Level 2) 16

Excel (Level 3) 16

FileMaker Pro 16

Fireworks 16

Flash 17

FrontPage (Level 1) 17

FrontPage (Level 2) 17

Microsoft Project 17

Microsoft Publisher 17

Pagemaker (Level 1) 18

Pagemaker (Level 2) 18

Photoshop (Level 1) 18

Photoshop (Level 2) 18

PowerPoint 18

Publishing a Web Site 19

Visio 19

Visual Basic for Applications 19

Web Pages Basics 19

Windows (Level 1) 19

Windows (Level 2) 20

Word (Level 1) 20

Word (Level 2) 20

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Customer Service 21

Customer Service 21

Handling Difficult Customers 21

Supervisory Development 22

Introduction to Supervision 22

Supervisory Principles Workshop 22

Level 1 Supervisory Certificate Program 23

Building Effective Work Teams 24

Communication Skills for Supervisors 24

Compliance with Current State, 24federal, and UC Disability Mandates

Compliance with the Fair Labor 24Standards Act (FLSA)

Compliance with the Family Medical 25Leave Act (FMLA)

Conflict Resolution 25

Dealing Effectively with Troubled Employees 25

Dealing with Anger in the Workplace 26

New Delegation Skills for Supervisors 25

Demystifying the Grievance and Complaint Process 26

Interviewing the Job Applicant 26

Job Descriptions: Learn How to Make 26the Job Description Work for You

Managing a Diverse Workforce 26

Managing Change 27

Managing Meetings and Small Groups 27

Minimizing Your Exposure to 27Employment Practices Liability

Navigating Staff Personnel Policies and Contracts 28

Performance Appraisal 28

Preventing and Correcting Sexual Harassment 28

Responding to Violence in the Workplace 28

Risk Management: Workers’ 29Compensation, Liability, Property

New Supervising Student Employees 29

Taking Corrective Action 29

Management Development 30

Management Seminar Series 30

Management Skills Assessment Program 31

Organizational Development Services 32

Departmental Training 33

Business Officer Institute 34

Health and Safety Programs 35

New Health Plan Training 35

Stress Reduction Workshop 35

Weight Watchers’ “At Work” Program 35

UCLA Office of Environment, Health and Safety 35

Personal Finance 36

Planning Your Future UC Retirement 36

Revised Determining Your Investment Strategy 36

Revised Enrolling in Your Workplace Savings Plan 36

Business Processes and Operations 37

New Departmental Financial Deposit Process 37

Administrative Issues in Records Management 37

Billing and Accounts Receivable (BAR) System 38

BruinBuy for Preparers 38

BruinBuy PAC Preparer (New User) 38

BruinBuy PAC Reviewer 39

BruinBuy PAC Update Workshop 39

Equipment Management 39

How to Plan a Successful Conference, 40Meeting, or Catered Event

Purchasing and Accounts Payable Component 40(PAC) Update

Purchasing and Accounts Payable Component 40(PAC) Query Database (QDB)

Travel at UCLA Series 41

Travel Policies Express Level 1 41

Travel Policies Express Level 2 41

Transfer of Funds Systems Training 42

UCLA Accounting 42

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Contents

Contents

Financial Management 43

Financial Management Certificate Program 43

Advanced Accounting I 45

Advanced Accounting II 45

Budgeting 45

Business Ethics 46

Cash and Receivables Financial Management 46

Equipment Management Fundamentals 46

Extramural Fund Management 47

Fundamentals of Gift Management 47

Fundamentals of Records Management 48

Internal Controls and Risk Assessment 48

Manager’s Guide to Personnel/Payroll 49Reports and Resources

Manager’s Workshop on Payroll Related Practices, 49Accountability, and Ethics

Overview of University Tax Issues 50

Travel Management Fundamentals 50

Personnel and Payroll 51

Payroll Services Office Web-Based Resources 51

Payroll Certificate Program 52

New Benefits Policies and Practices 54

Classifying and Sourcing of Payments 54to Foreign Individuals

Employee Database Entry/Update For Preparers 54

Employee Database Entry/Update For Reviewers 55

Fica Tax Workshop 55

How to Calculate and Process 56Retroactive Transactions

New Hiring Policies and Practices 55

Immigration Overview 56

Introduction to Personnel/Payroll System (PPS) 56Inquiry Functions

Leave Accrual and Leave Usage 56

Manager’s Guide to Personnel/Payroll Reports 57and Resources

New Managing the Benefits Eligibility (BELI) 57

New Medicare and UC Medical Insurance 57

Overview of the Personnel/Payroll System (PPS) 57

New Partial Year Career Appointments 57(PYC) / Furlough

Payroll Payments Processing (For Foreign Individuals) 58

Payroll Process for Worker’s Compensation Payments 58

Payroll Time Reporting (PTR) For Preparers 58

Payroll Time Reporting (PTR) For Reviewers 58

Personnel/Payroll Query Database (PPQDB) Clinic 59

Procedures For Completing Employment 59Eligibility Verification (1-9 Form)

Processing of Payments to Non-Employees 60

Residency for Tax Purposes 60

New Separation Policies and Practices 60

Tax Withholding Obligations for Foreign Individuals 60

Academic Personnel 61

Academic Personnel Certificate Program 61

Academic Personnel Course 1: Overview of 62the Faculty Review Process

Academic Personnel Course 2: Processing Actions 62for the Assistant Professor Series

Academic Personnel Course 3: Processing Actions 62for the Associate and Full Professor Series

Academic Personnel Course 4: Processing Actions 62Requiring Chancellor Approval and Preparing Other Exceptions to Policy

Academic Personnel Course 5: Recruitment, 63Searches and Affirmative Action for Academic Personnel

Academic Personnel Course A: Using the 63Academic Personnel Manual and the CALL

Academic Personnel Course B: 63New Topic-Coming Soon

Academic Personnel Course C: Clinical Comp, 63Clinical X, and In-Residence Personnel Actions for Medical School

Academic Personnel Course D: Bargaining Unit 63Titles – Lecturers and Demonstration Teachers

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Administration of Graduate 64Education and Postdoctoral Training

Graduate Admissions: An Overview 64

Graduate Student and Academic Affairs 64

Revised Graduate Student Fellowship Nomination 65and Processing

International Admissions: An Overview 65

Revised Graduate Applicant and 66Student Appeals and Complaints

Revised Postdoctoral and Visiting Scholar 66Appointments

Preparing Course Actions and Proposals 66for Changes in Program Requirements for UCLA Degrees

Research Administration 67

Contract and Grant Administration Certificate 67

Office of Research Administration (ORA) 68

Research Administration Course 1: Introduction 68to Contract and Grant Administration

Research Administration Course 2A: Proposal 68Preparation and Submission for Research, NIH Focus

Research Administration Course 2B: Proposal 68Preparation and Submission for Research, Non-NIH focus (NSF, DOD, Private Foundations, State of California)

Revised Research Administration Course 3: 69Setting up the Award and Incurring Expenses

Research Administration Course 4: 69Post-Award Administration

Research Administration Course 5: 69Accountability Structure Overview for Extramurally Funded Projects

Research Administration Elective A: 70Clinical Trials Budget Workshop

Research Administration Elective B: 70Contracting with Industry

Research Administration Elective C: 70Animal Subject Application Preparation and Submission

Research Administration Elective D: Human 71Subject Application Preparation and Submission

Research Administration Elective E: 71Conflict of Interest

Research Administration Elective F: 71Preparing Proposal Budget Spreadsheets

Research Administration Elective G: Subawards 72

Research Administration Elective H: 72UCLA Accounting

Research Administration Elective I: 72Equipment Management Fundamentals

Research/Clinical Trials 73

Office of Research Participant Advocacy 73

Office of Clinical Trials 73

Clinical Research – the Basics 73

Clinical Trials Budget Workshop 73

New GCPs: Source Documentation 73and Data Management

IRB Submission Workshop 74

Data and Safety Monitoring in 74Clinical Research

New Subject Advocacy and the Informed 74Consent Process

UCLA Reduced Fee 75Enrollment Program

UCLA Extension (UNEX) 76Enrollment Information

Campus Map 77

Index 78-80

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Contents

SkillNet OnlineEnrollment

You have the online capability to:

� Find a course

� Enroll in a course

� Cancel a course

� Obtain your course history

Display Courses:

Alphabetically

by Category

for Next 30 Days

Download Catalog (PDF)

Training and Development(310) 794-085010920 Wilshire Blvd. Suite 200146548

Welcome to SkillNet. You may enrollat any time in classes offered throughthe campuswide Training andDevelopment program via our onlineenrollment management system –SkillNet. Class schedules are updatedeach quarter (Jan-Mar, Apr-Jun, Jul-Sep, Oct-Dec).

� You can browse or find classesthrough links in the upper left-handcorner of the site. Select any ofthree display options for findingclasses - listed alphabetically, by program category, or classesscheduled in the next thirty days.Find the class that interests youand follow a few simple steps toenroll and authorize payment.Automatic notifications are sent to confirm your enrollment, notifyyour designated supervisor, and to remind you prior to the class.

� Start by creating a profile of yourself (employee ID, department, title, contact information), which is stored and available for you each time you enroll. Your “transcript,” orcourse history, is also available to track progress and documentyour training history.

� Use SkillNet for easy access to ourmany training and developmentopportunities.

http://skillnet.chr.ucla.edu

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This annual Catalog features full descriptions of all classes, workshops, developmentprograms, and services offered throughout the coming year through Training andDevelopment. The quarterly schedule of classes may be accessed online at SkillNet.http://skillnet.chr.ucla.edu

GeneralInformation

Campus Human Resources’ Training and Development Unit has designed this Training Program to provide professional development and enrichment opportunities to all employees at UCLA. Participation in a training course may enhance individual effectiveness in an employee’s current job or increase an employee’s career opportunities within the University.

Courses and programs are offered in the areas of communication, self-development,career development, computer applications, customer service, supervision, management development, health and safety, personal finance, business processesand operations, financial management, personnel/payroll, academic personnel, graduate education, and sponsored research.

A special section on Management Services and Resources provides information aboutthe services available to managers interested in department interventions or in management development opportunities for individuals.

Certificate Programs

Certificate Programs offer employeesthe opportunity to develop in-depthunderstanding of a particular subjectarea and build skills relevant to performance in that area. The following Certificate programs are available:

Level 1 Supervisory Certificate Series The courses offered through theSupervisory Series provide supervisorswith training in the basic skills ofsupervision as well as the principlesof human resource management.

Financial Management Certificate Courses focus on increasing understanding of financial management practices and improvingthe quality of financial decision making for Business Officers and those who have financial management responsibilities.

Payroll Certificate There are two tracks in this certificateprogram, Advanced Payroll Processingand Personnel/Payroll for AlienEmployees. Each focuses on an aspect of payroll to increase knowledge and proficiency in processing non-standard transactions.

Academic Personnel Certificate The courses in this program offer current information, guidelines, and skill-building opportunities forthose involved in the application of Academic Personnel policies and procedures.

Contract and GrantAdministration Certificate There are two levels for this certificate, general and advanced.The General Certificate provides asolid foundation for those involved in the administration of contracts and grants. The Advanced Certificatebuilds on this foundation with addi-tional emphasis in “elective” areas.

A Certificate is awarded upon completion of all requirements forany of the five Programs listed above.See the specific Certificate Programdescription for instructions, or contactTraining and Development for moreinformation at ext. 4-0850.

Instructional StaffInstructors are generally members ofthe University’s staff and represent across-section of campus departments.By utilizing existing resources, training remains relevant to theUniversity’s needs and costs are minimal.

Training CenterThe Campus Human ResourcesTraining Center is located on the second floor of the Wilshire CenterBuilding, at 10920 WilshireBoulevard. The general trainingclassroom is in room 225 and the computer classroom is in room 220.

ParkingFor information on parking options, contact Parking Services at 206-PARK.

Course FeesCourse fees are established to coverthe cost of training supplies andmaterials, and, in some cases, theroom rental or a professional instructor’s salary. Fees may be paidby departmental recharge or personalcheck to “The Regents of theUniversity of California.” Checks will be collected at the first classmeeting. Do not send checks withthe application.

Fees will be charged for confirmedenrollments not cancelled at least two working days in advance of thefirst class meeting (or four days forcomputer classes).


General Information

Course Fees for MedicalCenter Employees and UCLA Affiliates

Course fees listed in this catalogapply to UCLA Campus employees.There is a $40.00 surcharge, in addition to the listed course fee, foremployees from the UCLA MedicalCenter and UCLA affiliates, such as UCLA Alumni, ASUCLA or staff from other UC locations.

Enrollment

Applications for enrollment requiredepartmental authorization whencourses are attended during anemployee’s working hours and/or thedepartment authorizes payment ofcourse fees by departmental recharge.

Applications are accepted in the order received, and in many cases,class size is limited. If the class is full, the applicant will be placed on awaiting list and will be automaticallyenrolled in the next available class. In these circumstances there is noneed to reapply.

Individuals with Disabilities

Individuals with disabilitiesmay phone (310) 794-0850(voice) or use the California

Relay Service (Voice): 1-800-735-2922;TDD: 1-800-735-2929 to requestaccommodation for courses/programs.

Please address all comments to: Training and Development, 10920 Wilshire Blvd., Suite 200Mail Code 146548 ext. 4-0850


�

New EmployeeOrientation WELCOME TO UCLA!

Employee Orientation for New Hires

Congratulations on choosing a careerwith UCLA! You join the ranks of talented and diverse professionalscommitted to making the world a better place through higher education.

At UCLA, we offer a dynamic organization in which we hope you flourish and grow. We work to ensure a harmonious and safeworking environment, as well asaccess to all of the benefits that come with being a member of one of the world’s most prestigious academic institutions.

Nurture your engagement withUCLA and attend New EmployeeOrientation to learn just what makesUCLA a “best in class” employer.Access the valuable resources andinformation designed to ensure your smooth transition into UCLA, connect with new employees, and discover the range of servicesavailable.

Topics covered in New EmployeeOrientation include:

� Our University of California (UC)context

� The dynamism and diversity of UCLA

� Your workplace protections andresponsibilities

� The variety of career opportunitiesavailable to you

� The benefits of belonging at UCLA

� University health and welfareoptions

� Retirement programs

Instructor: Staff, Campus Human Resources

Fee: NoneDate: Second and fourth Mondays

of each monthTime: 8:00 am – 12:00 noon

Note: Eligible employees must signup for health insurance and disabilitybenefits programs within their periodof initial eligibility (PIE), that is, thirty-one days from the date theybecome eligible for benefits regardless of when they attend theorientation session. Obtain “YourGroup Insurance Plans” brochurefrom your department before attending an Orientation session.

For more information:

� Campus Employees: contact theTraining and Development unit at ext. 4-0850.

� Medical Center Employees: contact the Medical Center Human Resources department at ext. 4-0500

New Employee Orientation is an introduction to UCLA for newemployees or longer service employees who recently became eligible for UC benefits. All newemployees are encouraged to attend a session as soon as possible following their date of hire.


CommunicationPrograms

The quality of your communication with others can increase productivity,

minimize conflict and stress, and contribute to the development of highly valued

professional and personal relationships. The following courses provide training

in various areas of oral, written, and interpersonal communication, with

particular emphasis on communicating in the work environment.

Assertive Communication

This training provides an opportunityfor participants to identify, apply, and improve appropriate assertivecommunication skills in a variety of organizational settings. Throughdiscussion, exercises and self-assessments, participants in this workshop will:

� Acquire self understanding of passive, aggressive and assertivestyles and the resulting impact eachstyle has on the communicationprocess

� Develop an assertive belief systemwhich supports productive behaviors

� Identify and change habits and behaviors which preventassertiveness

� Practice assertive communicationand develop an action plan for continuing assertive development

Instructor: Linda Newcomb, Training and Development

Fee: $18Time: 6 hrs.

NEW

Business English Skills for Non-Native Speakers of English

This course is designed for Non-Native speakers of English of all language backgrounds seeking to improve their verbal and written communication skills at work.Participants will hone their skills in a range of verbal and written areas and gain practical tools for future application. Course topics include:

� When and how to use formal vs.informal business English

� Using the telephone appropriately

� Speaking with customers

� Asking for assistance

� Following detailed instructions

� Listening effectively

� Writing basic correspondence (summaries, memos, and Email)

� Participating in meetings

� Presenting basic information

� Identifying and resolving commonpronunciation trouble spots

Instructor: Elizabeth Monaco, Training and Development

Fee: $18Time: 2 days, 3 hrs. each

Effective Speaking & Listening Skills

Today’s technology offers a smorgasbord of communication tools,but are we really communicating?While technology helps us reach larger and more diverse audiencesthan ever before, technology alonecannot provide the message. Thiscourse helps you turn potential confusion into sources of opportunity.Learn how to:

� Improve speaking, listening, presentation and correspondenceskills

� Select the best medium to usewhen communicating

� Focus messages to achieve desired results

� Recognize new barriers and obstacles to communication thatinclude cultural, experiential, gender and age differences

� Learn techniques for giving andreceiving appropriate feedback

Instructor: Cindy Chernow, Training Consultant



Courses

Presentation Skills

Public Speaking is a challenge foreven the most seasoned professionals.Many of us have to make group andformal presentations in our careersand seek to develop the strategies todo so. This workshop will provideparticipants with the fundamentalpresentation skills needed to designand deliver articulate, well-plannedpresentations in a variety of formaland informal settings. Participants will learn basic principles of publicspeaking including:

� Language, delivery, and speechoutlining

� Audience awareness

� Speech organization, planning and revising

� Nonverbal communication

� Tips for practice and self-critique

� Use of visual aids



NEW

Pronunciation Skills for Non-Native Speakers of English

Communicating effectively at workcan be challenging for even the mostseasoned professionals. For those whospeak English as a second language,the challenge can be even greater.Pronunciation often tops the list ofmost difficult aspects of the language.

This course is designed specificallyfor Non-Native speakers of Englishseeking to develop concrete strategiesfor improving their standardAmerican English pronunciation at work. Through course completion,participants will

� Develop practical ways for improving their pronunciation trouble spots at work

� Discover the physiological aspectsof pronunciation through identification of sound origins in the vocal cords, mouth, anddiaphragm

� Complete exercises to improve pronunciation of consonants,blends, vowels, word stress, intonation, speech patterns, and syllables

� Gain tools and a list of webresources for ongoing practice and learning



Writing Basics

This two-session class is a thoroughback-to-basics review for any conscientious writer. Through mini-lectures and in-class worksheets,participants will cover long-forgottenor never-learned rules for grammarand punctuation, with helpful andimmediate feedback on errors andquestions. Topics include:

� Making verbs agree with subjects

� Choosing the correct pronoun

� Deciding when to use an adverbinstead of an adjective

� Effectively using commas, semicolons, apostrophes, quotation marks, parentheses, dashes and italics

Instructor: Susan Bukowski, Training Consultant


Writing Effectively

This two-session workshop isdesigned especially for those whowant to improve their writing skillsfor business letters, memos andreports. Participants will use in-classexercises to help them recognize andedit wordy constructions common in business and academic writing.The results will be clear, direct and concise prose. Exercises in continuitydevices and style/tone choices willalso be included.

Participants interested in a personalassessment of their writing may bringa sample (not to exceed 2 pages) tothe first class meeting. The samplewill be returned with feedback andsuggestions at the last class meeting.

Instructor: Susan Bukowski, Training Consultant



Toastmasters

Need to give a speech or presentation? Toastmasters is the best way to overcome your fear of public speaking and improveyour communications skills. Butdon’t stop there, we help you gainconfidence, network with others andbuild your leadership skills. Thereare two clubs on campus to serve you:

Bruin Toastmasters (club #6270)meets on campus from noon to 1:00 PM on the first, second, andthird Thursday of the month. To verify meeting locations, contact President Steve Yu at:[email protected] or VP Public Relations Albert Chern at:[email protected]. Or visit their website at:http://www.studentgroups.ucla.edu/toastmaster

Wilshire Center Toastmasters (club #4640) meets at the WilshireCenter from noon to 1:00 PM the first and third Tuesday of the monthin the 12th floor conference room. For more information, contactGeneva Crawford at:[email protected] or ext. 4-6122.Or visit the website at:http://wctm_1.tripod.com/

Communications TechnologyServices (CTS) Training

CTS Training Center is proud to offer a comprehensive, campus-wide training program to support you with your communications productand services needs. CTS TrainingCenter delivers a range of learning opportunities to the UCLA community to support your uniqueuser needs.

Learn shortcuts and other useful features and functions for CTS communications products and services including, but not limited to:

� Electronic Business Set (EBS)

� Norstar

� Voiceover Internet Protocol (VolP)

� VoiceNet

� Automated Attendant (AA)

� Automatic Call Distribution (ACD)

� Uniform Call Distribution (UCD)

User guides and other quick referencematerials for CTS products and services are available for viewing and download from our website:www.cts.ucla.edu/support/support.htm

Instructor led courses are also available and are customizable to meet your specific user needs. All training services are offered free of charge and can be scheduledon demand.* For additional information or inquires, please call us at ext. 5-8168, send Email to [email protected] , or visit us atwww.cts.ucla.edu/support/training.htm

*Training services are subject to availability of resources.

NEW

Email: How to Use It Effectively

This workshop addresses some of the most common failings in Emailcommunications today, and providesguidelines for improving Email effectiveness. Through discussionand in-class exercises, participantswill learn:

� How to convey proper tone and courtesy

� How to state a concise, descriptivesubject line and purpose

� The importance of adhering to traditional rules of grammar

� Guidelines for punctuation and capitalization

� Appropriate salutations and closings

� How to use signature files

� Guidelines for organizing files and blocking spam

Each participant will receive a packetof tips and techniques on Email etiquette.

Instructor: Chris Murphy, Training Consultant



Resources andServices

Self DevelopmentThe following courses focus on individual development in the areas of planning

and organizing, self-assessment and self-understanding, and individual

skill-building. These courses are designed to increase the employee’s personal

and professional effectiveness.

Learn to Be Creative

Creativity is the ability to generatenovel and useful ideas and solutionsto everyday problems and challenges.It is not a gift reserved for a selectgroup of people, but an ability thatcan be learned, improved upon, andincreased over time. Armed with useful information, techniques andpractice, we can all be creative in ourown unique ways. This workshop will help you to unleash your creativepotential to be more effective on thejob and in your personal life.

Some areas covered include:

� Understanding what motivates your creativity

� Identifying and overcoming personal blocks to creativity

� The left-brain/right-brain model

� Linear vs. holistic thinking styles

� Applying techniques for thinking“outside the box”

� Learning to stimulate the creativeprocess in you



Time Management

This workshop focuses on a scarceresource - time. If you are looking forpractical techniques for controllingtime and making it a manageableresource, then this class is for you.Several methods for examining, planning and maximizing the utilization of time will be discussed.Some of the topics covered include:

� The principles of time management

� Communication skills that will savetime and achieve better results

� Identifying and setting goals and priorities

� Identifying and eliminating time wasters

� Setting time management goals

� Conquering procrastination

� Developing a personal time management plan

Instructor: Linda Newcomb,Training and Development


Understanding and DevelopingEmotional Intelligence

Research suggests that EmotionalIntelligence is more significant thanIQ in predicting success on the job.So, what is Emotional Intelligence?

According to best selling authorDaniel Goleman, EmotionalIntelligence is the “capacity for recognizing our own feelings andthose of others, for motivating ourselves, and for managing emotions well in ourselves and in our relationships.”

This course will help you to betterunderstand the role of emotions andhow they impact qualities like self-control, motivation, persistence andthe ability to work cooperatively withfellow employees. A self-assessmentwill be given to measure tendenciesand abilities within various areas of Emotional Intelligence.

This class will help participants to:

� Increase emotional awareness

� Recognize patterns of emotionalbehavior

� Increase self-motivation

� Respond appropriately to emotionsof others

� Build emotional literacy

Instructor: Linda Newcomb, Training and Development and JorgeCherbosque, Staff and Faculty Counseling Services

Fee: $18Time: 2 days, 6 hrs. and 3 hrs.


Professional and Career

Development

Programs offered in this section introduce employees to basic techniques for

planning and implementing their professional and career development. The

focus includes looking at the employee’s current job as well as exploring career

options within the University. Our career development programs have been

designed to assess individual skills, interests, and values, as well as help

participants to develop realistic career paths within the University.

Building Productive Work Relationships

This workshop helps participantsbuild productive work relationshipswhich optimize job performance.The focus is on developing an awareness of values, motivation, andstrengths to create “win-win” workrelationships. Through discussion,exercises, and self-assessments, participants in this workshop will:

� Acquire self understanding of personal strengths and areas of weakness

� Identify preferred styles of behaving in two different situations,when things are going well andwhen there is conflict

� Formulate strategies for buildingmutually productive relationshipswith individuals whose values and motivations may be differentfrom your own

Note: Two different assessments ofpersonal operating style will be given:The Myers Briggs Type Inventory(MBTI) and the StrengthDeployment Inventory (SDI).

Instructors: Linda Newcomb, Trainingand Development and JorgeCherbosque, Staff andFaculty Counseling Center


NEW

Managing Up: CommunicatingEffectively with Your Boss

Research shows that managing therelationship we have with our managers can have a direct and lastingeffect not only on organizational productivity, but on our own job satisfaction and professional development. But cultivating a positive and mutually respectfulworking relationship with our manager can be challenging and weare often at a loss for how to begin.

This class is for employees wishing to learn how to develop a relationshipwith their manager that is respectful,beneficial for the organization, and professionally rewarding for all.Through interactive discussion and self-assessment instruments, participants will:

� Understand the importance ofbeing proactive in managing up the organization

� Learn how to decipher and understand their manager’s values and priorities

� Identify their manager’s personalitytypes and preferences and developways to work with them whenseemingly conflicting styles emerge

� Practice communication tools thatfoster relationships that are basedupon trust

� Analyze challenging situations anddevelops strategies for dealing with them



Motivating Yourself: How to Stay Energized, Positive andProductive on Your Job

Would you like to wake up everymorning with a sense of anticipationthat your day will be exciting, challenging and invigorating? Wouldyou like to feel “in control” and notoverwhelmed by a difficult workingenvironment or gloom and doom predictions about the future? Well,you can. This workshop is loadedwith tips and techniques guaranteedto keep you positively motivated.

Some topics include:

� Body language-what signals you’regiving off

� Understanding the world of work today

� Multi-tasking with fewer resources,waking up your brain

� Quick, fun and personal techniquesto increase your creativity in orderto enjoy what you do

� Turning negativity into possibilities

� Networking your people andresources

� Techniques for stress relief





Courses

Training for Trainers

This class is designed for those whotrain employees or give presentationsat conferences or meetings. Thecourse covers methods and techniquesfor training adults in the workplace.Participants will learn the elementsnecessary to conduct effective training sessions.

Topics will include:

� Group presentation skills

� Designing training sessions anddeveloping materials and aids

� Needs assessment and evaluation

Instructor: Karen Savlov, Training and Development


NEW

Working in a Team Environment

This class is for all employees seekingto work more effectively in groupsand teams. The ability to work withothers on a team has never been moreimportant. As UCLA departmentsand units plan for the future, teamsbecome an important way to increaseproductivity, solve complex problems,and build essential skills. While thebenefits of teams are well documented,the process for individuals can oftenbe challenging and arduous. Thiscourse will help individuals learn how to work more effectively in teamenvironments. Through participationin a simulated survival activity, participants understand the role theyplay in the team process and how to their individual work styles canwork in support the process. Specificcourse topics include

� The nature of team dynamics

� The role of individual styles whenworking with teams

� Utilizing a synergistic problem solving model for team success

� Communication techniques thatsupport the team process

Instructor: Elizabeth Monaco,Training and Development


Career Discovery Series: YourRoadmap to Success at UCLA

In our continuing efforts to beresponsive to the needs of theUniversity, Campus HumanResources offers a program for allstaff: The Career DevelopmentSeries – Your Roadmap to Success at UCLA. As an employer, we offerunparalleled variety in job roles andcareer opportunities. Navigating them can be challenging, and we are here to help.

Even during times of challenge,UCLA’s workplace will continue tooffer opportunities for committed, talented people. As hiring managerssearch for talent, we believe their best source is among those whoalready work for us – people like you.

In this new five-module program,learn how to foster your career atUCLA:

� Do you have career goals but don’tknow how to get there?

� Do you feel you have skills to besuccessful but haven’t realized your plans?

� Have you identified your idealwork environment?

� Do you know how to assess theorganization’s culture?

� Do you know how to develop professional networks?

� Does your resume effectively represent your skills and experiences?

� Are you prepared to answer theinterviewers’ questions highlightingyour strengths?

� Do you know how powerful a professional portfolio can be foryour successful job search?

The Career Discovery Series introduces you to effective tools andtechniques to answer your questions.You will explore your professionalneeds, research career options anddevelop strategies for successfulcareer paths within the Universitysystem.

The five sessions include the following courses in the optimalsequence in which to take them. Any single workshop may be taken,however, as your needs and preferences require:

Courses – Career Discovery Series

� Discover Your Career Path

� Getting Ready! Preparing for the Successful Job Search

� Fulfilling Your Career Potential

� Writing it Right: The Winning Resume

� Marketing Your Talents: Successful Interviewing

Courses - Career Discovery Series

Fulfilling Your Career Potential

Do you have career goals but don’tknow how to get there? Do you feelyou have skills to be successful buthaven’t realized your plans? Thisworkshop provides an overview of the career development model andorients you to the career planningprocess. When you set goals, youdevelop direction, focus, and a greater likelihood of accomplishingyour goals.

This workshop will help you:

� Develop a sense of direction and focus

� Learn the SMART method of goal setting

� Create a career development planfor achieving short term and longrange career goals

Instructors: Marsha Coutin and ElizabethMonaco, Training andDevelopment


Discover Your Career Path

What is your ideal work environment?What kind of supervision do you prefer? What type of culture are youlooking for? In this workshop, youwill find the answer to these andother self-assessment questions. As a participant, you will use theMyers-Briggs Type I Indicator.

Through this workshop you will discover how to:

� Identify your strengths, leadershipstyle, preferred work environment

� Explore areas for career development

� Understand yourself and others in the workplace

� Learn considerations that affectyour career planning strategies

Instructors: Marsha Coutin and Elizabeth Monaco, Training and Development


Getting Ready! Preparing for a Successful Job Search

UCLA is like a small city with over700 job classifications. There aremany different career paths you cantake that lead you into different organizations with different culturesand structures. The key to navigatesuccessfully through the UCLA system is having the right job strategies. This workshop will helpyou understand and develop thesejob strategies. In this class you willdiscover

� Practical techniques for movingthrough the UCLA system

� Career ladders and lattices

� Self-promotion techniques

� Professional networking strategies

� Campus resources and organizationsto assist in your job search



Writing it Right –The Winning Resume

Your resume is the first impressionprospective employers have of you.Effectively describing your talents

and experiences on paper is a criticalstep in strengthening your chances ofgetting the interview. This workshopwill focus on the fundamentals ofwriting a successful resume. You willhave an opportunity to work on yourresume in class, so bring a copy if youhave one. You will learn to create:

� Effective resume styles and format

� Professional cover letters

� Electronic resumes



Marketing Your Talents –Successful Interviewing

Has it been some time since you’vehad a formal interview? Are you prepared to answer the interviewer’squestions and make sure you highlight all your skills and abilities?How do you assess the organizationduring the interview process? Thishighly interactive workshop will helpyou answer those questions. You willget an opportunity to practice interviewing skills in class to gainconfidence in this process. In thisseminar you will learn:

� Elements of an effective interview

� Behavioral interviewing techniques

� How to market yourself and yourskills effectively

� The importance of non-verbal communication




Career Counseling for Laid Off Employees

Career counseling and job searchassistance are provided for laid offemployees by a Career Counselor inthe Training and Development unitof UCLA Campus Human Resources.Services are available in offices located in the Wilshire Center, 10920 Wilshire Blvd, Suite 200.

Career counseling services thatenhance employability include:

� Individual assessment

� Development of an updatedresume and cover letter

� Polishing interviewing skills

� Reviewing successful job searchstrategies

� Identifying campus tools andresources

� Creating a career development plan

Nominal fees may be incurred forpurchased career assessment instruments when they are requested.Otherwise, the service is available toall campus employees only duringtheir period on official lay-off status.

For those eligible and interested in this service, please contact Marsha Coutin (310) 794-0853 or [email protected].

Staff Enrichment Program

The Staff Enrichment Program is ayearlong professional developmentprogram for administrative level staffseeking to develop long-term careersat UCLA. The program, now in its27th year, offers participants:

� Individualized career coaching

� Opportunities to network across campus

� Assistance with values identification, goal setting, and career planning

� Job search strategies and resourcesharing

� UCLA/UC organizational information

� Educational stipend and much more

Staff Enrichment Program Goals Are To:

� Provide campus with a diverse poolof applicants prepared to meetfuture challenges and organizationaldevelopment needs at UCLA

� Offer employees professional development opportunities leadingto professional career paths andgrowth

� Encourage career developmentopportunities through workshops,partnership experiences, anddepartment projects

Program Components DetailsInclude:

� Career Development Retreat

� Monthly Skill Building Seminars

� Department Presentations

� Team Research Projects andPresentations

� Individualized Career Coachingand Planning

� Professional Portfolio

Basic Eligibility RequirementsInclude:

� Full time career employment for at least one year

� Payroll title of AdministrativeSpecialist (or equivalent) or below

� A rating of satisfactory (or better) on the most current performanceevaluation

� Department endorsement for participation

Supervisors can expect that participants will need approximately10 - 12 hours of release time eachmonth. There is no cost to either the department or the program member.

Recruitment for the Staff Enrichment Program begins in the fall of each year.

For more information contactElizabeth Monaco, Training andDevelopment, at ext. 4-0872, throughEmail at [email protected], or visit us on the web. Go towww.ucla.edu, click on BusinessServices, then Human Resources,then Training and Development, and then Career Development programs.


Programs

Programs


Professional Development Program

Past participants in the ProfessionalDevelopment Program (PDP) have offered testimonials to the program’s impact:

“Every month I learned somethingnew - sometimes it was a new skill,sometimes it was information aboutthe University of California and some times I learned something new about myself.”

“PDP is one of the most beneficialthings a UCLA employee can do for their career.”

“My involvement as a PDP mentorhas been incredibly rewarding. I have had an opportunity to grow professionally by helping others frame and refine their career goals and aspirations.”

“The monthly meetings with campusleaders allowed us to make direct andpersonal contact with individuals wemight not otherwise meet in ourevery day work lives.”

PDP was launched in 1994 to providethe University with a highly trainedand qualified staff prepared to moveinto leadership positions. The programprovides participants with an opportunity to enhance managementskills, build professional networks,and learn about the structure and culture of the university. By groomingfuture leaders in this way, we helpensure the continued excellence ofUCLA as a premier institution ofhigher learning.

This year-long program includes thefollowing components:

� Retreat – 2-day off-site at the beginning of the program year to begin leadership training

� Monthly seminars – workshops on management competencies,leadership issues and UC / UCLAorganizational information

� Buddy Program – pairings of current year participants with program alumni

� Brown Bags – field trips to participants’ departments to learnabout the impressive variety oforganizations and employment roles on campus

� Mentoring – pairing of current yearparticipants with senior leaders

� Team Projects – assignments sponsored by campus departmentsidentified as important to universityoperations

� 360 Degree Assessment - confidential feedback of management competencies frommanagers, peers, subordinates, self and other colleagues

� Career coaching – sessions with theprogram coordinator to strategizeindividual career plans

Basic requirements for application to the program are:

� Full time career employment atUCLA in the Professional StaffProgram (PSS Grades 2-6)

� Department endorsement for participation

Close association between the participants, their supervisors and theprogram coordinator is maintained to ensure that individual career development plans and programactivities remain consistent with theUniversity’s needs. Supervisors canexpect that participants will needapproximately 10-12 hours of releasetime each month. There is no cost to either the department or programmember.

Recruitment for the ProfessionalDevelopment Program begins in thespring of each year. For additionalinformation, contact Marsha Coutin,Training and Development, at ext. 4-0853, through Email at [email protected], or visit us onthe web. Go to www.ucla.edu, click on Business Services, thenHuman Resources, then Training and Development, and then CareerDevelopment programs.

CHR ComputerTraining Program

CHR offers classes in word processing, database management, electronic spread-sheets, operating systems, desktop publishing and graphics, presentations, and Webpage design. All classes are small, with only one person per computer for maximumhands-on computer time. In addition, each student receives a user-friendly manualwith step-by-step examples, and in most classes, a practice CD for self-study. Due tothe high demand and limited classroom availability, not all classes available to UCLA staff are scheduled. We monitor wait lists for classes and add extra sectionsfor those classes in response to demand for them. Contact Training Development(ext. 4-0850) for computer training not listed.

The CHR Computer Training Lab

Our Wilshire Center Lab has state-of-the-art technology. The Labholds 12 computer workstations with19-inch monitors and a MicrosoftInternet wheel mouse at each one.These are complete multimediaworkstations with speakers and acolor printer. The Computer Labserver has the fastest Internet connection for all of our web classes.

Access (Level 1)

Microsoft Access is an interactiverelational database management system for Windows. Access allowsyou to organize, find and presentinformation taking advantage of thegraphical power of Windows and giving you visual access to your data.In this class students will learn to:

� Edit, add and delete records in a database

� Design databases, queries, forms and reports

� Print documents

Note: Course includes a free practiceCD with examples from class.Prerequisite: Windows (Level 1) orequivalent knowledge.

Instructor: Bruce Moore, Training Consultant


Access (Level 2)

In this class students will learn how to work with the more advanced features of this database software.The following topics will be covered:

� Advanced queries/calculations

� Joining Access tables (equa-joins/outer joins)

� Advanced form design/report design

� Adding graphics to forms/reports

� Attaching, importing and exporting tables

� Using Access with Excel

Note: Course includes a free practiceCD with examples from class.Prerequisite: Access (Level 1) orequivalent knowledge.



Access (Level 3)

This class is designed for the mostadvanced Access user. Students will receive a sample CD with all class files for continued study. Topics covered are:

� Advanced reporting/forms, using the Expression Builder, IIF statements and other Access functions

� Advanced forms design, lookupTables/Combo Boxes, Auto Fill-in,Macros, Adding Buttons, Macrosand Buttons, and form properties

� Validity checks in Table Design

� Enforcing referential integrity

� Access and other programs

Note: Course includes a free practiceCD with examples from class.Prerequisite: Access (Level 2) orequivalent knowledge.




Courses

Adobe Illustrator

Adobe Illustrator software allows you to create vector graphics (logos,artwork) with very creative and powerful tools. You can then publishthis artwork on the Web, in print,everywhere. You can produce superbweb graphics using symbols and innovative slicing options using livedistortion tools. If you need to createartwork for newsletters, web pages,fliers, brochures or catalogues thenIllustrator is the software you willneed. Students will learn many ofIllustrator’s drawing tools and many of the new features in the program:

� Slicing and symbol commands

� Illustrator’s distortion tools

� Creating Flash SWF files

� Liquid tools which provide aninteractive way to create complexdistortions of objects

Prerequisite: Windows (Level 1) or equivalent knowledge



Dreamweaver (Level 1)

Dreamweaver is a professional visualeditor for creating and managing websites and web pages. WithDreamweaver, it’s easy to create andedit cross-platform, cross-browser web pages. Dreamweaver providesadvanced design and layout tools, as well as making it easy to useDynamic-HTML features such

as animated layers and behaviorswithout writing a line of code. Some of the topics include:

� Dreamweaver work area

� Formatting Web Pages

� Inserting images, colors, sounds

� Image hotspots/rollovers

� Edit tag mode

� Tables

� Importing

� Linking and navigation

� Jump menus

� Site maps

� Behaviors

� Frames

� Templates and libraries



Dreamweaver (Level 2)

The new Dreamweaver features plus the extensibility added toUltraDev make the whole packagevery powerful especially if you build in an environment with database-driven websites. This full day class looks at the more powerful features of Dream-weaverUltraDev. UltraDev will turn your static Web site into a compellingapplication that will catch the attention of your users. Some of the topics covered will include:

� Split View control

� Connecting directly to your databases

� The new layout view for nestedtables

� Password protection to sites

� Master Detail, Database Editing,and Recordset Navigation

� Flash text and Flash Buttons

� Roundtrip graphics Editing

� Dream Templates



Excel (Level 1)

Microsoft Excel is an integrated software package featuring spreadsheets, database and graphicscapabilities all bundled into one easy-to-use package. Topics include:

� The Excel screen

� Worksheet commands

� Formulas, using the “toolbar”

� Formatting cells, copying and moving

� Creating bar, line and pie charts(along with charting options)

� Creating a spreadsheet

� Understanding workbooks

Prerequisite: Windows (Level 1) orequivalent knowledge.




Excel (Level 2)

This intermediate class looks at the database capabilities of Excel and advanced database/spreadsheetfunctions and commands. This class will cover:

� Sorting databases/lists

� Filtering and summarizing

� Subtotals

� MS Query and Goal Seek

� Forecasts and trends

� Linking workbooks

� 3-D Formulas/Functions/Function Wizard

� Protecting and un-protecting

� Embedding and auditing workbooks

Note: Course includes a free practiceCD with examples from class.

Prerequisite: Excel (Level 1) orequivalent knowledge.



Excel (Level 3)

This is a course in the most advancedapplications of Excel. Complexspread-sheet commands and spreadsheet database functions are covered, such as:

� Views

� Scenarios

� Report Manager

� Pivot Tables

� Histograms and Maps

� Consolidating Workbooks

� Data Validation

� Conditional Formatting,Conditional Sums

� Tracking Changes

� Excel and the Internet

Note: Course includes a free practiceCD with examples from class.

Prerequisite: Excel (Level 2) orequivalent knowledge.



FileMaker Pro

FileMaker’s powerful features andeasy-to-use interface let you easilygather, manage and share all types ofinformation. You can create a simpledesktop database or host databasesacross large workgroups usingFileMaker Pro. Some of the topicscovered in the class are:

� Creating Databases/ManagingDatabases

� Customizing Layouts

� Creating Lists/Mailing Labels and Form Letters

� Creating and Running Reports

� Formulas and Functions

� Importing/Exporting Data Between Programs

� Protecting Databases

� Publishing Databases

� Publishing to the Web

� Creating Lists and Radio Buttons

� Table Relationships and more...



Fireworks

Fireworks is for the professional Web graphics designer. Fireworksworks well with your HTML editorallowing you to create animations and Web graphics. You can easilyexport Fireworks graphics withHTML editor you are using. This one-day class will cover the following topics:

� Create entire web pages

� Disjoint rollovers

� Java Script navigation bars

� Buttons and Java Script rollovers

� Animated banner ads

� Animated GIF files

� Image maps and Thumbnails




Courses

Courses

Flash

Macromedia Flash is the industrystandard for high-impact, vector-based Web sites that delivermotion, sound, interactivity, andgraphics. All graphics created in Flash appear smooth on screen toensure users experience the designsas intended by the Web designer.Flash technology offers a more compelling experience than staticHTML. The following topics are covered:

� Drawing Tools

� Creating Flash Animation

� Tweening Instances / Motion

� Publishing and Exporting

� Animated GIF Files

� Layers and more

Prerequisite: Web Page Basics orequivalent knowledge



FrontPage (Level 1)

This class features MicrosoftFrontPage, the Web suite that givesyou all the tools you need for creatingand managing professional qualitywebsites. Topics covered include:

� Using FrontPage editor

� Converting file formats to HTML

� Drag and drop function

� Import Web wizard

Prerequisite: Web Page basics orequivalent knowledge.



FrontPage (Level 2)

This class features MicrosoftFrontPage, the Web suite that givesyou all the tools you need for creatingand managing professional qualitywebsites. Topics covered include:

� Using FrontPage editor

� Converting file formats to HTML

� Drag and drop function

� Import Web wizard

Prerequisite: Web Page basics orequivalent knowledge.



Microsoft Project

Project management is nothing morethan a system for managing tasks,resources and costs efficiently.Microsoft Project helps you to createproject plans of any size, trackprogress and communicate importantproject information quickly and easily.Some of the topics covered in thisclass include:

� Planning/goals and assumptions

� Tasks, milestones and phases

� Calendar tasks

� Task scheduling and task constraints

� Work, duration, resources

� Calculating costs, resource rates

� Costs vs. Budgets

� Resolving over-allocations

� Reducing Costs

� Using views, tables and filters

� Creating Gantt charts and reporting



Microsoft Publisher

This is a powerful desktop publishingsoftware application with an easy touse interface. Publisher is used to create a broad range of publications,including books, posters, mailmergedocuments, directories, brochures and more. Publisher provides Wizardsto create hundreds of different documents. These Wizards help evennovice designers create professional-looking publications. You can also use Publisher to create a multi-pageweb- site with hyperlinks and multimedia events. Some of the areas covered include:

� Setting columns

� Creating newsletters

� Using mailmerge

� Creating three-fold brochures, postcards, and business forms

� Building a website

Prerequisite: Windows (Level 1) orequivalent knowledge.




Pagemaker (Level 1)

This class will teach students how to create fliers, brochures, directories,and more. With Adobe PageMaker6.5 you can perform all of your production tasks on a screen that displays an exact image of your pageas it will be printed. Students willlearn page setups and orientation,double-sided publications, and masterpage layout elements. Topics coveredin this class include:

� Creating, formatting and importing text

� The “Publication Window”

� Graphics menu

� Setting columns

Prerequisite: Windows (Level 1) or equivalent knowledge.



Pagemaker (Level 2)

Adobe PageMaker comes with manynew enhancements to improve yourpublications. This class is for themore advanced user of PageMaker.Some of the topics covered in classinclude:

� Frames and object masking

� Document Master

� Multiple master pages

� Grid manager

� Templets and styles

� Adobe Acrobat files

� Images, Photoshop effects and image conversion

� Adobe tables

� Link management controls

� Creating HTML (Web) pages

Prerequisite: PageMaker (Level 1) or equivalent knowledge.



Photoshop (Level 1)

Adobe Photoshop is a very powerful application for color painting, photo retouching and image editing. Photoshop excels as an art production tool allowing you to merge and edit color images andretouch photos. Photoshop is also for graphic designers who are creatingoriginal or composite artwork, collages, or photo montages for print or for the Web. Topics include:

� Working with selections

� Organizing artwork on layers

� Painting and editing

� Photo retouching

� Special effects

� Preparing images for web publication



Photoshop (Level 2)

This Photoshop class will help you toget the most out of this photo editingsoftware. This all-day class includesthe following topics:

� Layers, channels and paths

� Healing brush and patch tools

� Power user tips

� Advanced rendering and special effects

� Rollovers, slicing

� Photoshop for artists

� Special needs of photographers

Prerequisite: Photoshop (Level 1) or equivalent knowledge.Note: Class includes sample photosfor practice



PowerPoint

PowerPoint is an excellent presentation graphics software package. Professional looking presentations can be created quickly and easily with this very versatile software. Topics covered in class include:

� Creating presentations and slides

� Working with PowerPoint objects,graphs and organizational charts

� Adding visuals to slides and slide shows

� Printing; custom animation of slides

� Action settings; insertingmovies/sounds

� Animating graphs and charts

� Setting-up hyperlinks

� Publishing presentations on the web

� Microsoft camcorder; the Pack and Go wizard




Courses

Courses

Publishing a Website

Once you create a website you willneed to publish it on a web server.This class looks at publishing to a UCLA server and a non UCLA web server using Dreamweaver,Frontpage and FTP utilities. Other topics include:

� Software to build meta tags

� Software to submit your site to multiple search engines

� Software to reference databases of information

� Software to search all searchengines at once

Prerequisite: Dreamweaver or Frontpage (Level 1)



Visio

Microsoft Visio takes the worldwidestandard for creating and sharing business diagrams to the next level.You can insert flowcharts, organizationcharts, and other business diagramsinto Microsoft PowerPoint presentations, Microsoft Excelspreadsheets, and Microsoft Worddocuments. You can add style to your diagrams and drawings by selecting from a new set of attractive backgrounds, borders, and colorschemes. You can even save yourVisio drawings as HTML pages andthen store and share them on yourcorporate Intranet or Internet. Someof the topics covered in class include:

� Marketing charts

� Block diagrams

� Relationship diagrams

� Directional maps

� Exporting to Microsoft programsand the web.




Visual Basics for Applications

Visual Basic for Applications (VBA) is a programming language that willallow you to customize the Officeprograms to meet your specific needs. Excel, Access, Word, andPowerPoint all use VBA, however this class will be geared toward theExcel spreadsheet program. Some of the topics include:

� The VBA editor

� Understanding objects / properties

� Setting up variables

� Conditional statements / VBA functions

� Setting up loops / subroutines

� User input statements

Note: Course includes a free practiceCD with examples from class. Prerequisite: Excel (Level 1) orequivalent knowledge.



Web Page Basics

Creating a Web page is easier thanyou think. In this class you will learnthe basics of Hypertext MarkupLanguage (HTML), the most common language used in creatingWeb pages. Areas covered include:

� Design and layout basics

� Syntax of HTML

� Web pages with text

� Graphics and links to other pages

� Using different HTML editors



Windows (Level 1)

This class introduces you to the basic elements of the Windows operating system. Some of the topics covered include:

� The Recycle Bin

� The Taskbar

� Finding files

� Running programs

� The Control Panel

� The Windows’ Explorer

� Creating shortcuts

� Creating folders/disk organization

� Many tips and tricks for the newWindows user

Students also learn about differentwebsites that are set up to help new Windows users.




Windows (Level 2)

This class is designed for those who have mastered the basics of Windows. Some of the areas covered include:

� Plug and play device management

� File systems / file sharing

� The registry

� Installing and removing windows applications

� The new dos

� Resource sharing




Word (Level 1)

Word for Windows is a word processing program that has built-indrawing and charting features thatallow you to add special effects toyour documents. Topics include:

� Editing / deleting text

� Moving / copying / printing text

� Character / paragraph formats

� Margins / tabs / columns

� Spellchecking, thesaurus and grammar checker

� Mailmerge form letters / labels and envelopes

� AutoText entries

� Protecting documents

� Sorting




Word (Level 2)

This advanced class teaches participants how to create fliers,brochures, and catalogs using thedesktop publishing features of Word for Windows. Students learn to insert frames, pictures, graphicsand charts into Word documents.Other topics include:

� WordArt / graph and draw

� Tables

� Headers / footers / footnotes

� Styles / style gallery

� Numbering pages

� Outlines

� Table of Contents

� Excel worksheets and Word

Note: Course includes a free practiceCD with examples from class.Prerequisite: Word for Windows(Level 1) or equivalent knowledge.




Courses

CustomerService

Customer Service is an increasingly important aspect of many positions within

the University. The quality of service provided to our customers, both internal

and external, affects efficiency, working relationships and overall productivity.

The courses listed in this section provide a foundation in basic public contact

skills. The ideas and concepts presented also apply to the internal working

relationships of individuals and departments within the University.

Customer Service

This class is for anyone who wants to develop a more effective approachto dealing with customers. A basiccustomer service philosophy will bediscussed which helps participantsdevelop a service orientation. In addition, participants will learn:

� Characteristics of the effective customer service provider

� How to listen to customer concerns

� Personal and procedural dimensionsof service delivery and how toimprove in both areas

� Behaviors that generate positive vs.negative consequences

� How to say no and remain customer friendly

� Techniques for creating positivecustomer relationships and customer satisfaction



Handling Difficult Customers

This class is designed for employeeswho work in public, student, orpatient contact areas where “people”problems and complaints must bedealt with on a regular basis. Topicscovered in this workshop include:

� Improving public contact skills

� Handling complaints

� Defusing emotionally charged situations

� Managing conflict productively

� Obtaining cooperation and support




This annual Catalog features full descriptions of all classes, workshops, development programs, and services offered throughout the coming yearthrough Training and Development. The quarterly schedule of classes may be accessed online at SkillNet http:skillnet.chr.ucla.edu

SupervisoryDevelopment

These courses and programs address the needs of UCLA supervisors. They

focus on fundamental issues of supervision and help participants to develop

practical skills in managing people, as well as introduce them to more

sophisticated management theories and techniques. Many courses deal with

University policies and procedures, which are crucial for successfully dealing

with the day-to-day responsibilities required of a supervisor.

Introduction to Supervision

This class provides new supervisorsand those seeking refresher skills anorientation to the role of supervision.Through exercises and group discussion, participants are presentedan overview of the many facets ofsupervision. Self-assessments are provided to help participants comparetheir current skill levels to thoserequired of a supervisory position.

The class will focus on these important areas in developing supervisory effectiveness at the University:

� The role of UCLA supervisors

� The five functions supervisors perform

� An overview of the campus organizational structure andUCLA’s relationship with the UC system

� A guide to identifying and workingwith key campus resources

� Assessment of each supervisor’scurrent individual strengths

Note: This course is recommendedfor all employees, both new and existing supervisors, as well as thoseemployees who have an interest inbecoming a supervisor.



Supervisory Principles Workshop

This intensive, three day workshopprovides an overview of supervisionand the skills needed to successfullylead and manage work groups.Training focuses on the human relations skills of supervision, and participants engage in skill buildingthrough a variety of exercises andsimulations. The following topics are covered:

Leadership: Styles of supervisoryleadership are explored, along with adiscussion of appropriate applications.Contingency Leadership theory is presented with guidelines for determining the most effective style in a given situation.

Planning, Goal Setting & Delegation:Planning strategies are examinedthrough group exercise and discussion, and guidelines are provided for writing effective organizational goals. Obstacles to delegating are identified and effective solutions are developed for real-life situations.

Understanding Group Conflict:Participants will experience thedynamics of inter-group conflictthrough an exercise called “Win as Much as You Can.” Sources of conflict are explored and methods of resolving conflict are discussed. A self-assessment of personal style is provided.

Communication & Active Listening:The process of communication is discussed and problem areas are identified. Techniques for improvingcommunication are covered, includinga demonstration of “active listening”followed by practice of this valuablecommunication skill.

Group Problem Solving: Problemsolving strategies and group dynamicsare explored through an exercisecalled Desert Survival. The “rational”and “interpersonal” skills of groupproblem solving are highlighted,along with the basic principles ofgroup dynamics.

Implementing Change: Strategies for implementing change are examined through group exercise and discussion. Guidelines are provided for planning the changeprocess and dealing productively with employee resistance.

Note: This course is recommendedfor all employees, both new and existing supervisors, as well as thoseemployees who have an interest in becoming a supervisor.

Instructor: Linda Newcomb and Karen Savlov, Training and Development



Supervisory Certificate Series

Level One Supervisory CertificateSeries: Professional Skills forSupervisors

Training and Development inCampus Human Resources offers an ongoing Level One SupervisoryCertificate Series. It is recommendedfor supervisors relatively new tosupervision and those seeking to refresh skills and knowledge. The Series is designed to increaseunderstanding of supervisory rolerequirements, strengthen awarenessof behavioral strengths, and broadenmastery of employment policies and practices necessary to succeed in the supervision of others.

The Series: Three categories ofcourses are listed below, along withtime frames when they are offered.

Full course descriptions are availablein this Catalog and in our onlineenrollment system SkillNet athttp://skillnet.chr.ucla.edu. The whole series can be completed in one year, although participants may pace their own attendance.

Requirements: Certificates are earnedby successful completion of ten (10)courses. Both Foundation courses are required, along with the seven (7)Supervisory Components courses.Participants may choose one (1)course from Electives to completecurriculum requirements for a certificate. The only sequence recommendation is that supervisorsbegin with Foundation courses.Eligibility for a Level OneSupervisory Certificate is restricted

to UCLA employees designated as supervisors in UCLA’s Personnel /Payroll System (also known as EDB,or Employee Data Base); however,not all courses in the Series arereserved for supervisors.

Certificates: Upon completion ofCertificate requirements, contactTraining and Development (ext. 4-0850) and fax (ext. 4-0855) a copy of your course history or Email it [email protected] as evidence ofsatisfactory completion. You canobtain a copy of your course historyby going to SkillNet and clicking on“Your Courses” at the top of the page. A formal Certificate will beissued and a congratulatory Email sent to you and your supervisor recognizing your accomplishment.


Components Courses QuarterFoundations

• Introduction to Supervision Fall, Winter, Spring, Summer

• Supervisory Principles Workshop Fall, Winter, Spring, Summer

Supervisory Components• Communications Skills for Supervisors Winter, Spring

• Preventing and Correcting Sexual Harassment Fall, Winter, Spring

• Interviewing the Job Applicant Fall, Winter, Spring

• Job Descriptions Fall, Winter, Spring

• Managing a Diverse Workforce Spring

• Navigating Staff Personnel Policies & Contracts Spring

• Performance Appraisals Fall, Spring

Electives• Compliance with State, federal & UC Disability Mandates Fall

• Risk Management - Workers’ Comp, Liability, & Property Spring

• Compliance with the Family Medical Leave Act Winter

• Compliance with the Fair Labor Standards Act Spring

• Dealing Effectively with Troubled Employees Spring

• Taking Corrective Action Fall, Winter, Spring

Building Effective Work Teams

Teams and teamwork are essential intoday’s workplace. An understandingof team development concepts canhelp supervisors and managers createcohesion and enhance effectivenessof their work groups. This class willcover the following topics:

� Diagnosing the level of team functioning

� Understanding teambuilding concepts

� The supervisor’s role in building a team

� How to build a shared vision

� Key components that make a group a team

� The importance of group dynamicsand communication

Note: This course is designed foremployees in the classification of Sr. Analyst or equivalent and above.



Communication Skills for Supervisors

This class covers techniques for improving communication, with special emphasis on the relationship between supervisors and subordinates. The workshop will focus on:

� Understanding the communicationprocess

� Identifying barriers to communication

� Practicing listening skills

� Giving behavioral feedback, praiseand “constructive” criticism

� Giving instructions and trainingemployees

� Identifying and implementing solutions to communication problems



Compliance with Current State,federal and UC DisabilityMandates

This workshop provides UCLAsupervisors with an overview of thelaws and UC policies that apply towork-related and non work-relatedemployee disability, injury and/or illness. We will address the compliance issues for both currentand prospective employees and thepotential wide-ranging impact of ourdecisions. This course presents acommon sense approach to fulfillingour legal obligation to accommodatepeople with disabilities in the workplace and fulfilling our responsibilities under UC policies,procedures and collective bargainingcontracts. Course topics include:

� Transitional Return to Work program

� What is reasonable accommodation

� Steps to take to accommodate

� The interactive process

� Penalty for non-compliance

� Medical separation

� Confidentiality

Note: This course is restricted toemployees designated as supervisorsin the EDB (Employee Database)System.

Instructors: Staff, Employee and LaborRelations, Staff AffirmativeAction and Insurance andRisk Management

Fee: $12Time 3 hrs.

Compliance with the Fair LaborStandards Act (FLSA)

The Fair Labor Standards Act is federal legislation that establishes certain minimum requirements foremployees’ hours of work, wages,overtime and payroll records.

Topics covered in this course include:

� Exempt vs. nonexempt status

� Straight time vs. premium overtime

� Compensatory time for nonexemptemployees

� What constitutes a workweekFLSA documentation and record-keeping

� Application to represented andnon-represented employees


Instructor: Staff, CompensationFee: $12Time 3 hrs.


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Compliance with the FamilyMedical Leave Act (FMLA)

In this workshop supervisors and managers will learn about responsibilities that are mandated by the Family Medical Leave Act(FMLA). The focus will be on understanding supervisory obligationsand liability associated with enforcingFMLA. Topics covered include:

� What is FMLA?

� Factors to consider when applying FMLA

� FMLA documentation and record keeping

� Recent case law and impact on UCLA


Instructor: Staff, Employee and Labor Relations

Fee: $12Time 3 hrs.

Conflict Resolution

This workshop focuses on the concepts, strategies and techniquesthat supervisors can utilize to turnpotentially dysfunctional conflict situations into positive experiences.Some of the topics covered include:

� Recent case law and impact on UCLA

� Understanding the conflict process

� Identifying the antecedent conditions which lead to conflict

� Identifying individual conflict resolution styles

� Productive and counterproductiveconfrontation styles

� Preparing positive strategies forconflict situations

Instructors: Linda Newcomb, Trainingand Development and Nan Levine Mann, Staff andFaculty Counseling Center


Dealing Effectively with Troubled Employees

This workshop offers supervisors and managers information about the signs and symptoms exhibited by employees experiencing work life stressors, emotional distress and alcohol and/or drug abuse.Supervisors will learn how to effectively handle these situationsand how to best assist employeesexhibiting problem behaviors in the workplace.

Discussion will include:

� Helping managers to be proactivein identifying potential problemsearly on to avoid job performanceand work environment difficulties

� Procedures and appropriate stepsfor intervening in situations involving troubled employees and consulting with and referringthe employee to the Staff andFaculty Counseling Center


Instructor: Nan Levine Mann and Jorge Cherbosque, Staff andFaculty Counseling Center

Fee: $12Time 3 hrs.

NEW

Delegation Skills for Supervisors

Delegation can be one of the mostchallenging managerial skills toacquire yet, when implemented correctly, can also yield significantpositive long-term results for staff,managers, and whole departments.Effective delegation essentially frees time for strategic thinking while providing staff and teamsopportunities for increased responsibility, professional growth,autonomy, and confidence. This class provides supervisors the opportunity to develop essential delegation skills needed for workplace success. In this class, participants will

� Understand the nature of delegation

� Learn about managerial styles and attitudes that support or hinder delegation

� Recognize managerial, employee,and organizational obstacles to delegation

� Practice step-by-step processes for identifying and overcoming delegation barriers

� Learn to monitor, control, and follow-up on delegated assignmentsand tasks

� Review case studies and practiceuseful techniques




Dealing with Anger in the Workplace

This workshop will assist supervisorsand managers in effectively dealingwith anger in the workplace. Theworkshop will cover:

� Different styles of expressing and responding to anger

� What triggers anger at work

� How to de-escalate intensely angry responses

� How to identify and address legitimate sources of anger

� How to establish a code of professional conduct and handleinappropriate displays of anger at work


Instructor: Nan Levine Mann, Staff andFaculty Counseling Center


Demystifying the Grievance and Complaint Process

This course covers what campussuper-visors and managers need to know about the grievance andcomplaint process at UCLA. Topicsinclude the definition of a grievanceand a complaint; overall cost of grievances to the University;resources available for supervisors and managers; and an overview of the formal and informal steps togrievance resolution. In addition, the principles of “Just Cause” will be discussed along with specific do’s and don’ts in handling grievances.

A case study will be used to illustrateboth policy and procedural issues.

Instructor: Staff, Employee and LaborRelations and LindaNewcomb, Training andDevelopment


Interviewing the Job Applicant

This workshop is designed to giveyou a practical course in how to identify competencies for success on the job and introduce you tobehavioral interviewing techniques to get the information you need for successful hiring.

Recommendation: Participants shouldcomplete “Job Descriptions” prior to the “Interviewing” class. Thoseinterested in taking this first shouldcontact the instructor.


Instructor: Staff, Employment ServicesFee: $12Time: 4 hrs.

Job Descriptions: Learn How to Make the Job Description Work for You

With its many applications, the jobdescription is a powerful managementtool to help you recruit, develop andretain outstanding staff. This coursewill also address legal considerationsin the development of job descriptionsand will give you hands-on experience in learning how to:

� Identify core functions of the job

� Describe the critical duties andresponsibilities

� Determine the skills, knowledge,and abilities needed for success in the position

� Develop a meaningful and wellwritten job description

This course does not cover jobdescription practices and proceduresthat are applicable to the MedicalCenter and School of Medicine. For more information on MedicalCenter practices, contact HealthcareHuman Resources at ext. 4-0500.

Recommendation: This course shouldbe taken prior to the Interviewing the Job Applicant class.

Note: This course is restricted toemployees designated as supervisorsin the EDB (Employee Database)System. Others included by exception.

Instructor: Staff, Compensation ServicesFee: $18Time: 6 hrs.

Managing A Diverse Workforce

This workshop for supervisors andmanagers assists participants in developing a broader understandingof diversity issues at UCLA andstrategies for managing a diverseworkforce. An overview of equalemployment opportunity and affirmative action related laws andpolices and their impact on every daydecision-making is explored throughinteractive exercises and case studies.Through applications presented atthe workshop, participants learn howto develop strategies to address sensitive diversity issues. Training


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also includes a working definition ofthe terms “diversity,” “affirmativeaction” and “equal employmentopportunity.” While these conceptsare clearly linked they are not interchangeable, and management’sroles and responsibilities with regardto each will be clarified.

Instructor: Staff, Affirmative ActionOffice and Jorge Cherbosque,PhD, Staff and FacultyCounseling Center


Managing Change

Dealing with change can be emotionally and physically exhausting. In today’s workplace, we cannot avoid change or the impact it has on all of us as humanbeings. As a supervisor, it is critical to understand the nature of change,resistance, and re-adaptation in orderto manage the process and bringabout positive vs. negative outcomes.

In this course supervisors will focus on:

� Understanding the human reactionto change

� Personality type, temperament and change

� Organizational roles and change

� Effective communication for change

� Preparing for change: steps to consider in your action plan

Instructor: Nan Levine Mann and JorgeCherbosque, Staff and FacultyCounseling Center


Managing Meetings and Small Groups

Do you sometimes feel that you aremeeting just to meet? Do you feelyour meetings don’t accomplish whatthey should? Is the follow-through on the outcomes of your meetingsless than what you desire? Then itmay be time to sharpen your meetingmanagement skills. This workshopcovers a variety of methods for making meetings more effective. You will learn proven techniques andstrategies that make meetings moreproductive and generate commitmentand support of group members.Emphasis is placed on the role of the meeting leader, but meeting members will also benefit from this class. Topics covered include:

� Planning meetings

� Creating the agenda

� Generating participation and commitment in work group members

� Effective communication in groups

� Understanding group dynamics

� Dealing with people problems



Minimizing Your Exposure toEmployment Practices Liability

Employment Practices Liability(EPL) is costly to the University andyour department, and can potentiallybe costly to you personally as a supervisor or manager. This workshopprovides the tools for you to manage

your exposure to EPL claims andavoid the pitfalls that lead to costlyand disruptive Employment Practiceslitigation. The workshop culminateswith case studies that provide theopportunity to apply your new skillson the kinds of EPL issues frequentlyencountered on Campus. This“hands-on” workshop will cover:

� The cost to the University ofEmployment Practices Liability(EPL) claims and their coverageunder the self-insurance programs

� The EPL “red flags” that everymanager and supervisor must recognize when terminating ormedically separating an employee

� The most common types ofCampus EPL claims, includingthose that expose supervisors andmanagers to personal liability, and tips on how to avoid them

� A road map through EmploymentPractices claim procedures andwhom to consult when you havequestions

� Case studies to apply your new skills


Instructor: Felissa Waynick, Insuranceand Risk Management



Navigating Staff PersonnelPolicies and Contracts

As one of the major employers inSouthern California, UCLA has over20,000 staff employees and a complexsystem of policies and contracts thatgovern that employment relationship.

Because there are several differentbargaining units for staff at UCLA,certain employees are covered by acontract while others are covered byuniversity policies. From UPTETechnical, to ASFCME, to PPSMs,the essence of what these contractsand policies cover is the same, but procedural differences in implementation can be critical factorsin managerial decision-making.

This class demystifies the process offinding answers in the University’smany policies and contracts regardingstaff employees.

It is designed to help UCLA managers and supervisors:

� Understand the basic elementscommon to all policies and contracts, such as: hours of work,wages, leaves, separation, discipline, complaint resolution and safety

� Become familiar with varying terminology for similar employmenttopics

� Know where and how to find theanswers you need to policy/contractquestions

� Identify who to contact and whenfor clarification on policy issues


Instructors: Lazetta Smith, Policy andPersonnel Services, MichaelBeasley, Employee and Labor Relations


Performance Appraisal

The performance appraisal processcan be an important management tool for motivating employees to produce quality work. In this coursesupervisors will learn techniques forobjectively measuring and evaluatingperformance. Methods for givingfeedback will be discussed as well as appropriate skills for writing andconducting the formal appraisal.Topics covered include how to:

� Write specific quality and quantitymeasurements of job performance

� Identify methods of monitoring satisfactory performance

� Complete the appraisal form

� Conduct evaluation discussionswith subordinates based on predetermined performance objectives and standards


Instructors: Linda Newcomb, Trainingand Development andMichael Beasley, Employeeand Labor Relations


Preventing and Correcting Sexual Harassment

This class provides supervisors andmanagers with guidance for preventingand correcting sexual harassment.The course utilizes actual cases toassist managers and supervisors inidentifying sexual harassment and indetermining strategies for preventionand correction. The format is highlyinteractive and includes case studiesand role-playing. Participants learnthe facts of actual cases decided bycourts and apply the legal and policydefinitions to actual situations. Actualcases are also examined to determinehow participants can avoid pitfalls.The role of managers and supervisorsin creating a harassment free environment is explored, as are tipsfor dealing with common situations.


Instructor: Pamela Thomason, LegalAffairs/Sexual HarassmentOfficer


Responding to Violence in the Workplace

The incidence of violent acts in theworkplace may increase significantlyas individuals experience stress produced by life circumstance, organizational restructuring and budgetary changes. This class will help supervisors to:

� Identify the potential for violencein the workplace


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� Develop skills to diffuse potentiallyviolent behavior

� Learn appropriate methods for dealing with violence when it does occur

� Develop follow-up procedures after violence has occurred

� Learn about the different resourcesat UCLA that could assist you


Instructors: Nan Levine Mann and JorgeCherbosque, Staff andFaculty Counseling Center


Risk Management: Workers’Compensation, Liability, Property

This course is designed for supervisors, business officers and others who are responsible for insuring their department’s equipment and vehicles, processingWorker’s Compensation claims and reducing the impact of futureinjury or property damage/theft on their department’s operations.

Participants will learn about theUniversity’s self-insurance program,including the type of losses thatare/are not covered, how to process a claim if a loss occurs, how losses are funded, and finally, how loss prevention techniques can be appliedto prevent losses from occurring.Areas to be discussed include:

� Workers’ Compensation

� Property (Equipment and Fine Arts)

� Automobile (University vehiclesand business rentals)

� General Liability (injury/damagesto non-UC person/property)

� Return to work procedureNote: This course is restricted toemployees designated as supervisorsin the EDB (Employee Database)System.

Instructor: Richard Johnson, Insuranceand Risk Management


NEW

Supervising Student Employees

UCLA’s student population is auniquely talented pool of potentialemployees who are well-suited to fillpart-time staffing needs. But they alsocome with unique challenges whichstem from more liberal schedules,more diverse commitments, and from competition with their highestpriority, education.

This program focuses on how to maximize the benefits of employingstudents while avoiding or minimizing the inevitable pitfalls of relying on employees whose primary commitment is their academic success. Topics include:

� Formal and informal methods of recruiting student staff

� Maximizing your return on training investment while keeping motivation high

� Using “Situational Leadership” to adapt to varying degrees of commitment and competence

� Checklist of students’ “surprise”commitments that will impact your staffing schedule

� Creating an environment that balances professional requirementswith social norms and expectationsof students

In addition, we will discuss the benefits and challenges of identifyingand developing part-time studentworkers who have the potential for being recruited as full-time employees of the university.

Instructor: Thomas Rodriquez,Undergraduate Admissions

Fee: $12Time: 3hrs.

Taking Corrective Action

Employee discipline requires carefulthought, critical documentation anddue process. This course will coverUCLA policies and procedures withregard to disciplining employees, with an emphasis on improving performance. Topics include:

� Identifying the actions that aremost likely to result in improvedperformance

� Recognizing when discipline isappropriate

� Contractual and legal obligations of supervisors

� Understanding and applying progressive discipline

� Meeting the seven tests of just cause

� Investigatory LeaveNote: This course is restricted toemployees designated as supervisorsin the EDB (Employee Database)System.

Instructor: Michael Beasley, Employeeand Labor Relations



ManagementDevelopment

and Services

Management Development is an important component of Campus Human

Resources’ Training and Development Program. Beneficial services and

programs are provided to prepare professionals for management roles, deepen

management competencies, and assist managers in improving departmental

and organizational functioning.

The Management Seminar Series

Management seminars offer uniqueprofessional development for university leaders by world-class faculty, right here on campus. Theyprovide you with relevant tools andapproaches that have direct impact on improving your organization, innovations in management educationand involvement with your colleaguesin intellectual stimulation and learning.

Do you want to:

� Have direct access to distinguishedfaculty?

� Learn about research-based practical applications for organizational success?

� Sharpen your organizational and leadership skills?

� Receive powerful techniques that can be immediately implemented at work?

� Interact with UCLA colleagueswho share similar workplace challenges?

If you share these goals, consider participating in the ManagementSeminar Series. CHR Training andDevelopment has joined forces with the Anderson School ExecutiveEducation Program to bring this leading-edge program to UCLA managers.

Since people are the foundation ofsuccessful organizations, these programs are designed to offer leaderstools and concepts to optimize theirhuman resources and organizationalpractices. We encourage you to attendand bring colleagues with you.

The Management Seminar Series has these objectives:

� Orient managers about the latest management theories and techniques

� Deliver updated information onmanagement methods in subjectareas relevant to UCLA’s environment

� Provide analytic approaches andtools to enable flexible responses to challenges

� Develop the next generation of proactive leaders

� Foster continuous learning amongmanagers to enhance effectiveness

Seminars are delivered quarterly in half-day sessions at the AndersonSchool facility. Topics are organizedaround an annual theme. Look forprogram descriptions, dates, seminarfees, and enrollment details in campuswide announcements, or contact us for a brochure. Seminarsare open to employees in classification grades PSS 5-7, MSP all levels, and CRM classifications.


Past themes and sessions have covered important topics:

2001 Leading the Future Strategic Leadership Persuasive CommunicationRisk Taking and Ethics Building Workplace Trust

2002 Power and Influence Organizational Networks High Performance EnvironmentsTop Performing Teams Selection and Retention

2003 Oh Brave New World Future of the University Making the ChoicesWhere’s the Money Bringing the Future to the Present

2004 Sustain Your Spirit Work-Life Balance Motivation and InspirationValue of Human Capital Bringing Your Whole Self to Work

2005 Profiles in Leadership Learning Styles and Leadership Internal EntrepreneurshipDiversity and Team Leadership The Dance of Leadership

2006 Constructing the Future Outlining Organizational Design Needs Succession Planning for the Graying FutureIdentifying Organizational Goals Strategic Alignment Across the Team

Enrollment assistance: Marisa McCarthy (ext. 4-0850). Program information: Robert Gibson (ext. 4-0879).

Management SkillsAssessment Program

The Management Skills Assessment Program: Developing Management Potential

The Management Skills AssessmentProgram (MSAP) is a highly successful program that is designed to assess, on an individual basis, themanagement skills of UC supervisorsand managers. The program enablesparticipants to identify managerialstrengths, gain information on skillsthey need to improve, learn about therange of skills necessary for effectivemanagement, practice these skills in a supportive environment, and workwith a manager trained to identifyprofessional development activities.Participants demonstrate managementskills in exercises that simulate typical management activities. Theparticipant works with assigned assessors to design an individualizeddevelopment plan based on theassessment of strengths and improvement opportunities.

MSAP is based on an AssessmentCenter approach that integrates personnel from across UC departments, sites, and hierarchy to assess core competencies that have been identified as essential for UC managers. It contributes a unique value by using integratedassessment centers to change and foster organizational culture.

The program has been designed to:

� Transfer institutional knowledgeand build leadership skills in ouremerging workforce;

� Promote assumption of moreresponsibility and more participatoryroles in decision-making;

� Enhance participants’ sense of leadership;

� Strengthen skills for managingcomplexity and plurality;

� Strengthen interpersonal and communication skills;

� Improve constructive engagementbetween managers and subordinates; and

� Build and sustain a sense of belonging (community) and purpose (alignment with our mission).

The Assessment Center model bringstogether UC employees to performtwo roles - assessors and assessees.Assessors arrive at the residentialretreat location in advance to receiveextensive training in the use of objective behavioral feedback. Theyare paired to work with a small set of assessees who arrive subsequently.During the next several days,assessees engage in a number ofstructured exercises, and their assessors observe and provide timelyfeedback. Near the end of the week,assessees receive a summary report of their strengths and improvementopportunities that they are encouraged to share with their managers when they return to work.Each is also encouraged to create and implement a professional development plan in partnership with their managers.

Basic eligibility requirements forUCLA assessee participation include:

� Classification at PSS Grades 2-6 or equivalent;

� Full-time career status with a current, satisfactory (or better)performance evaluation;

� Designation as a supervisor in the classification system.

This program is offered each year in April and October. A selectioncommittee assists the ProgramCoordinator in selecting 10 UCLAassessee participants (5 for each session) based on an evaluation of the applicant’s:

� Career goals in management;

� Level of skills essential for performing management functions;and

� Prior participation in managerial,professional or career developmentprograms.

Assessor recruitment is conductedinformally from managers at the MSP level. Frequently, assessorscome from the pool of prior assessees.If you are interested in serving as an assessor, contact the program coordinator.

More information about MSAP in general, assessors or assessee roles and their experiences may be obtained from UCLA’s MSAPcoordinator, Karen Savlov (ext. 4-0848) or via Email [email protected]. Departmentsare charged a fee of $795 per participant to cover the cost of food, lodging, and materials for this off-site Assessment Center.


Organizational Development Services

In an ever-changing world, departments and employees canexperience the stresses of facing operational and financial challenges.Some typical symptoms include leadership misalignment, alienatedstaff, overburdened management,work related and interpersonal conflicts, and overload. One remedyis to call upon Campus HumanResources’ OrganizationalDevelopment Services for assistance.

Organizational Development Servicesassist managers and departmentheads in designing and implementingsolutions to organizational and business needs. Our consultation service includes assessment and intervention strategies that improveteamwork, increase productivity,enhance operational effectiveness,and align structural and human relations components. The serviceassists managers in implementingeffective action plans and appropriatesolutions toward achievement of organizational objectives. We alsoinvolve appropriate experts fromother human resource units toachieve integrated solutions.

Consultation services include:

� Project Management and ChangeManagement

� Strategic Planning and Goal Setting

� Departmental Retreat Facilitation

� Large and Small Group ProblemSolving and Conflict Resolution

� Role Clarification

� Individual Management Coaching

� Team Building (start-up and teamenhancement)

� Work Process Mapping, Analysis,and Redesign

� Organizational Assessment -Frequent assessment dimensionsinclude:

Mission and Goals

Organizational Structure andFunctions

Accountabilities, Control &Monitoring Mechanisms

Management and LeadershipDirection

Management Communication

Follow-Up on Direction,Initiatives and Projects

Supervision: Role Clarity andRole Execution

Team and WorkgroupCommunication

Team and OperationalFunctioning

Staffing, Workload andProductivity

Job Satisfaction and Morale

Staff Engagement (Opportunitiesfor Input and System forAddressing Issues)

Utilization of Staff Skills andAbilities

Identification of Positive Dept.Attributes

Suggestions for Improvement

Managers may contact theOrganizational DevelopmentCoordinator, Karen Savlov (ext. 4-0848), or via Email [email protected] for further information. This service is offered atnot charge for campus departments.However, if additional departmentaltraining is requested, standard fees for training are incurred. Please refer to the Department Trainingdescription in this publication formore information about topics that are covered.


OrganizationalDevelopment Series

Department Training


Departmental Training

Working exclusively with managers or department heads, training sessionsand workshops can be tailored toaddress the unique needs of differentUniversity departments and broughtdirectly to the workplace. In this way,all members of a unit or departmentcan share the same information and there is greater support for implementing the training content.CHR Consultants provide on-sitetraining to departments on a widerange of topics. The following areexamples of training offered by CHRunit, along with contact number:

Training and Development (ext. 4-0854)

� Building Effective Work Teams

� Building Productive WorkRelationships

� Communication

� Customer Service

� Handling Difficult Customers

� Leadership

� Meeting Management

� Performance Appraisal

� Organizational Planning

� Supervisory Development

� Understanding and DevelopingEmotional Intelligence

A modest charge for campus clients isincurred for Departmental Training:

$200 for a half-day, $350 for a wholeday. As the group size increases, thiscan be more cost effective per traineethan sending each to a regularlyscheduled class.

Benefits (ext. 4-0830)

� Benefit Packages

� Retirement Planning

Compensation Services (ext. 4-0880)

� Job Descriptions

Employee and Labor Relations (ext. 4-0860)

� FLSA and FMLA training

� Staff Personnel Policies andContracts

� Taking Corrective Action

Employment Services (ext. 4-0890)

� Interviewing the Job Applicant

� The Employee Selection Process

� On-line Job Requisition Training

� Resumix

Staff and Faculty Counseling Center(ext. 4-0245)

� Resolving Conflict

� Managing Change

� Stress Management

Staff Affirmative Action (ext. 4-0691)

� Managing a Diverse Workforce

Business Officer Institute

The Business Officer Institute (BOI)is a three-day residential programoffered by the University ofCalifornia, Office of the President.The Institute addresses issues of specific concern to campus and medical center business officers and covers a broad range of topicssuch as budget and finance, audit and internal controls, research administration, human resources, and information technology.

UCOP defines a Business Officer as any individual “having broadresponsibility for the administrativefunctions of academic or administrative departments in budget and finance, human resources, payroll, internal controls and sponsored projects.”

Business Officers attending theInstitute gain:

� Increased understanding of UC strategic issues and directions

� Opportunities to dialogue withUniversity senior management

� Knowledge that will help with day-to-day responsibilities

� Enhanced problem-solving skillsthat relate to the unique BusinessOfficer environment

� Opportunities to meet and sharepractices with Business Officersthroughout UC

The Institute is offered two times ayear, in either southern or northernCalifornia locations.

Each session accommodates approximately 200 participants, with 20 to 25 from each campus or medical center.

CHR Training and Developmentcoordinates the nomination processfor the UCLA campus. When UCOPsends out a call for nominations, an announcement is forwarded to personnel directors requesting nominations via Email. UCOP givespriority to academic business officersand accommodates administrative and auxiliary business officers asspace permits.

For more information about Institutecontent, future schedule, or the application process, visit the UCOPBusiness Officer Institute website at:www.ucop.edu/ucophome/businit/boior call the UCLA campus coordinator,Linda Newcomb, (ext. 4-0854) or Email [email protected]. TheInstitute covers the costs for food,lodging, and materials, with participants’ departments expected to cover only their transportation to and from the site and limited meals outside of the Institute.


Business OfficerInstitute

Health andSafety Programs

The following programs are offered to University employees to promote

health, well-being, and a safe working environment.

NEW

Health Plan Training

This fall, representatives from UCLAhealth plans will be presenting thehighlights of their wellness programs,including medical tools and generalresources for health and wellness.Learn more about your health plan’swellness program or, if you are considering a change during openenrollment, attend all the sessions todetermine which plan is right for you.For more information, go to SkillNetonline at http://skillnet.chr.ucla.edu

Health Plan sessions are listed underHealth and Safety, by plan name:

� Health Net

� Kaiser

� Pacific Care

� Blue Cross

Instructors: Plan RepresentativesFee: FreeTime: 2 hrs.

Stress Reduction Workshop

The results of stress are pervasivethroughout the workplace. Commonproblems of absenteeism, tardiness,unsatisfactory employee performance,dysfunctional interpersonal relationships and ultimately lowemployee morale are a few examples.This course will help participants to:

� Define stress

� Identify work-related stressors

� Develop coping behaviors

� Assess individual stress

� Establish a “Stress Reduction Plan”

Instructors: Nan Levine Mann and Jorge Cherbosque, Staff and Faculty Counseling Center


Weight Watchers’ CorporateSolutions “At Work” Program

The AT WORK program is tailoredto the needs of working people. A specially trained Weight Watchers’group leader deals with topics like:

� Coping with coffee breaks andcandy machines

� Brown-bagging with Panache

� Beating the 5 o’clock syndrome

� Fitting exercise into a busy schedule

� Maintaining motivation

� Effects of time pressure and stress on eating habits

Weight Watchers’ AT WORK is anon-going lunchtime program heldonce each week at noon. This pre-paid program is based on a weekly fee of $11.95. We hold several series throughout the year.

New members are welcome at anytime. UCLA currently has groupsmeeting weekly at various locationson campus.

For more information contact: Brenda Boulton at Weight Watchers (310) [email protected]

UCLA Office of Environment, Health and Safety

The Office of Environment, Healthand Safety (EH&S) offers a widerange of education and training programs. Those education and training programs include CertifiedFirst Aid & CPR Courses (given by Red Cross), Biological Safety,Hazardous Chemical Waste, LaserSafety, New Radiation Workers Quiz,(CERT) Community EmergencyResponse Training, Fire ExtinguisherTraining, Emergency Preparednessand Accident Prevention. Onlinetraining courses include

Laboratory Safety, Chemical Safety,Biological Safety and Ergonomics & Workplace Exposure Evaluations.

EH&S also offers specialized trainingfor individual departments. Campusmanagers and supervisors are encouraged to contact the appropriateEH&S division to schedule specialized training for their department personnel.

For information about occupationalhealth and safety at UCLA, visit theEH&S website at: www.ehs.ucla.eduor call ext 45328. You can also contact us at [email protected] .Extensive training opportunities are available.


PersonalFinance

These courses offer employees the opportunity to broaden their understanding

of financial investment options, manage personal resources more effectively, and

plan for a secure retirement.

Planning Your Future UC Retirement

This workshop is designed to informemployees of the University aboutresources available to aid in their UC retirement planning. Topics will include:

The University of California Retirement (UCRP) Plan

� When you can retire

� How your pension is calculated

� Pension survivor benefits

� Insurance coverage that continuesafter retirement and how it coordinates with Medicare

� Leaving the University beforeretirement

� Social Security and how it coordinates with UCRP

Tax-Deferred 403(b) Plan and 457(b) Plan

� Contribution limits

� Investment options

� Withdrawals, loans, restrictions,penalties

� Options for removing money after retirement or separation

DCP

� Investment choices

� Distribution options upon retirement or separation

CAP

� Distribution Options atSeparation/Retirement

A presentation by a UCLAEmeriti/Retiree Relations Center representative will explore the following:

� Continuing UCLA affiliation

� New careers

� Role changes

� Relocation

Instructor: Staff, Benefits ServicesFee: $12Time: 4 hrs.

REVISED

Determining Your InvestmentStrategy

This workshop is for those participants who are enrolled in theUC 403(b) or 457(b) plan but may be investing in only a single fund (not a UC Pathway Fund) or who do not know which funds they areinvested in. It is also beneficial forthose who want more informationabout investment options in general.The class is for beginner or noviceinvestors; very basic information willbe provided. Participants will learninvestment basics and the benefits of appropriate asset allocation. Topics include:

� Asset allocation - defined

� Characteristics of stocks, bonds and short term investments

� Determining an appropriate target asset mix

� When to make adjustments to asset allocation over time

As a result of this workshop, participants will know what asset allocation is appropriate for them and how to select appropriate investment options for their UC Retirement Savings Program.

Instructor: Staff, Fidelity InvestmentsFee: NoneTime: 1 hr.

REVISED

Enrolling in Your WorkplaceSavings Plan

This workshop is designed foremployees who are NOT yet enrolledin the UC 403(b) or 457 (b) plan butwould like to get started. Overcomingprocrastination is the first big steptoward a financially sound retirement.Topics include:

� How much you may need in retirement

� Investment options

� UC Retirement Savings Program overview

As a result of this workshop, participants will be ready to enroll via on-line or phone and gain anunderstanding of the benefits of saving through the UC RetirementSavings Program’s 403(b) and 457(b) plans.

Instructor: Staff, Fidelity InvestmentsFee: NoneTime: 1 1/2 hrs.


BusinessProcesses and

Operations

These courses will help UCLA staff to understand the complexities of the

University’s many business processes and develop the technical expertise to

effectively interface with University systems and operations.


NEW

Departmental Financial Deposit Process

The payment processing environment is constantly changing and the AdministrativeMain Cashier Office (AMOC) and the Remittance ProcessingCenter (RPC), as the payment processing gateway for the University, want to ensure that all staff accepting and processingnegotiable instruments are educatedon government, card payment industry, and University mandatespertaining to the management ofthese negotiable items. This coursewill review these mandates and provide instruction in completing the Departmental Deposits Form(DDF) using the AdministrativeCashiering System (ACS). There will also be an overview of internalcontrol policies related to the management of negotiable instruments. Topics include:

� The on-line department depositform (DDF)

� Creating new department deposits and modifying existingdepartment deposits

� Real time edit of FAU’s

� General on-line inquiry capability

� Out of balance resolution

� Use of the DDF generated batchheader

� PAN notification

� Overview of UC Business andFinance Bulletin BUS-49, Policy for Cash Handling

� Payment Card Industry DataSecurity Standard (PCI)

� Other relevant mandates pertainingto cashiering

Instructor: Magaly Pitterson, Cashier’sOffice


Administrative Issues in Records Management

Administrative responsibilities concerning university records differ in many ways. Different records are governed by specific policies and regulations that address a variety of issues involved in processing requests for records, thelife cycle of records and records retention, and privacy. This workshopis designed as a broad overview ofthese issues and provides participantswith an opportunity to raise and discuss their own concerns regardingpersonnel, student, and other departmental records.

Instructor: Linda Arquieta, CorporateFinancial Services - Records Management


Billing and Accounts Receivable(BAR) System

This course is for department staffwho are assigned the responsibilityfor using the BAR system to performtheir jobs. Typical BAR tasks couldinclude invoice posting, monitoringaccount activity or assisting studentand non-student customers usingBAR. This course provides hands-onexercises in the use of the BAR system. It is also suitable as a refresher course for current or formerusers of BAR. Training will cover:

� The collection process

� Interfacing system usage with BAR

� Posting invoices to student andnon-students

� Posting invoice reversals

� Analyzing account activity

� Write off process

� BAR reports

� Student privacy

Participants must have an AIS LogonID and active password at least oneweek prior to attending training. To obtain a Logon ID and password,departments should submit a SystemAccess Request (SAR) to AIS at leastthree weeks prior to the class dateand ensure the participant has attended the AIS security and Logon ID training classes.

Note: Class size is limited to 20 participants.

Instructor: Jeff Brigman, CorporateFinancial Services - AccountsReceivable Management


BruinBuy for Preparers

Prerequisite: In order to enroll in the BruinBuy for Preparers you must have attended PAC Trainingand you must have been given PACaccess by your department. You must also complete approximately 2 hours of web-based training at: www.bruinbuytraining.ucla.edu.

BruinBuy is the new internet versionof the Purchasing and Accounts Payable System. This course isintended for Department Staff whoare currently using the PAC Systemand/or the PACGUI System.BruinBuy functions as a front end to PAC and is UCLA’s ECommerceapplication that allows you to search,compare, and select items from multiple supplier catalogs in oneshopping session. BruinBuy alsoallows you to order items not in a catalog and take advantage of theweb interface and preset defaults.

Participants must have an AIS LogonID and active password prior toattending training. In order for aLogon ID to be assigned in time fortraining, departments should submit aSystem Access Request Form to AISat least two weeks prior to trainingand ensure that the participant hasattended the AIS security and LogonID training class. Additionally participants must have an active Email address established in theOrion directory.


Instructor: Martin Richardson, CorporateFinancial Services



Courses

BruinBuy PAC Preparer (New User)

This class is designed for staff responsiblefor creating and approving BruinBuy requisitions. BruinBuy requisitions mayinclude multiple supplier catalogs, department orders, reimbursements and check requests.

Reviewers may enroll in the BruinBuy PAC Preparer class in lieu of the Reviewer class to receive full training in the BruinBuy system.

Class topics include: � Overview of the BruinBuy system

and PAC web interface � Detail responsibility within the

BruinBuy Process � Principles of UCLA Financial Policies � Review of system security and

accountability � Multiple vendor catalog processing � Multiple line special request processing � Reimbursements and check requests � Overview of BruinBuy requisitions,

transaction processing and informationinquiry responsibilities

The class combines lecture, class discussions and specially designed hands on computer workshops.

Participants must have an AIS Logon IDand active password prior to attending training. In order for a Logon ID to beassigned in time for training, departmentsshould submit a System Access RequestForm to AIS at least two weeks prior totraining and ensure that the participant has attended the AIS security and LogonID training class. Additionally participantsmust have an active Email address established in the Orion directory.


Instructor: Martin Richardson, Corporate Financial Svcs.

Fee: $30Time: 4 days (16 hrs. total)

Courses

BruinBuy PAC Reviewer

This course is for staff responsible for reviewing BruinBuy requisitionsand will include:

� Overview of the BruinBuy systemand PAC web interface

� Principles of UCLA FinancialPolicies

� Detail responsibilities of BruinBuyrequisitioners and reviewers

� Review of system security andaccountability

� Provide overview of BruinBuy requisitions, transaction processingand information inquiry responsibilities

Participants must have an AIS Logon ID and active password priorto attending training. In order for aLogon ID to be assigned in time fortraining, departments should submit a System Access Request Form to AIS at least two weeks prior totraining and ensure that the participant has attended the AISsecurity and Logon ID training class. Additionally participants musthave an active Email address established in the Orion directory.




BruinBuy PAC Update Workshop

This class is intended for currentBruinBuy Preparers and Reviewerswho require a refresher course in any aspect of BruinBuy training. The class will discuss the latest enhancements of the BruinBuySystem and any new procedures associated with the BruinBuy System.Attendees may also receive assistancesetting up and/or updating Profiles,Ship to Addresses and User Defaults.Attendees may also receive assistanceregarding any BruinBuy issues associated with vendor suppliers, supplier catalogs, purchase requisitions, orders, multiple line special requests, reimbursements, faxing special requests, ProCard,invoices, check request and more.

Participants must be active BruinBuyusers and must have an active AISLogon ID and password.

Instructor: Martin Richardson, Corporate Financial Services


Equipment Management

This workshop is designed for new and existing employees who are involved in the acquisition, utilization, maintenance or disposal of University equipment. Supervisorsor support staff with property management responsibilities areencouraged to attend.

Congressional concern has resulted in increased federal scrutiny relatedto equipment control at UCLA. The ability to successfully implementappropriate departmental controlsreduces the risk of noncompliancewith federal guidelines that may jeopardize UCLA’s funding sources.This workshop presents a policiesand procedures overview pertainingto meeting UCLA and federal regulatory and audit requirements.Topics to be discussed include:

� What is inventorial equipment?

� Use of sub and object codes - sub 04 and sub 03

� Requirements for the annual physical inventory

� Policies relating to the dispositionof University and government-owned property

� Advertising and selling surplusproperty

� Overview of UCLA EquipmentManagement Online Database

Instructor: Dianne Talmadge, CorporateFinancial Services-EquipmentManagement



How to Plan a Successful Conference, Meeting or Catered Event

This course, developed by theConference Services and Cateringteam of UCLA Housing &Hospitality Services, is intended for departmental staff who arrangeconferences, seminars, and cateredevents at UCLA or other locations off campus. This workshop will takeyou through critical steps to ensure a successful event, including:

� Choosing an event site

� Coordinating a catered event

� Scheduling meeting rooms and A/V arrangements

� Arranging overnight accommodations

� Negotiating tips

� Using the Web as a resource andplanning tool

Tips and suggestions from experts in these areas will help you get thebest value for your budget.

The workshop will conclude with a sandwich buffet lunch.

Instructor: Samantha Chan and LeslieDean, On Campus Housing


Purchasing and Accounts Payable Component (PAC) Update

Please enroll in the BruinBuy PAC Update Workshop.

Purchasing and Accounts Payable Component (PAC) Query Data Base

The PAC QDB class is intended forindividuals who have QDB accessand need beginning level assistancewith structuring basic queries fromcheck request, purchase order, reimbursement, invoice, payment and vendor data. The class providesparticipants with hands on experiencein developing queries. Topics covered include:

� Overview of PAC QDB tables

� Using the Data Dictionary

� Developing Queries from the Order Data Tables

� Developing Queries from theInvoice Data Tables

� Developing Queries from theVendor Data Tables

� Developing Queries from theProCard and EFT Data Tables

Class participants will follow alongwith the instructor in developingqueries and running reports usingHummingbird GQL report writingtool. During the final class hour participants will be given the opportunity to practice developingtheir own queries.

Class participants must have access toQDB. Prior to enrolling in the class, itis recommended that participants testtheir access and their QDB passwordby running at least one query that will successfully return data from a workstation in their department.Access to QDB is requested by sending a System Access Request(SAR) to AIS. Access to PAC is granted by the Department SecurityAdministrator (DSA) upon the authorization of the appropriatedepartments head(s).





Courses

Travel at UCLASeries

Travel at UCLA Series

If you plan travel for anyone in your department, or if you processreimbursement requests for traveland/or entertainment, then these two courses are for you. From the firstcall until “the check is in the mail”you will learn everything you need to know about the travel policies and procedures at UCLA.

UCLA’s Travel Process –Introductory Course

This workshop presents an overviewof UCLA’s travel process and the services provided by the UCLATravel Center. The course will coverUniversity and federal regulations for domestic and international travel.A demonstration of the tasks involvedin the preparation of travel vouchersis included and participants will complete examples to clarify processing. This class is designed for employees who have little or noUCLA travel processing experienceor knowledge and is a prerequisite for other Travel courses.

Instructor: Staff, Travel CenterFee: $12Time: 3 hrs.

Express – Training Level 1

This course will provide an overviewof the Express system and processingincluding background information,workflow and authorizations, policyembedded in Express, signaturerequirements, and system definitions.Participants will also prepare a verybasic travel expense report in theExpress training system. This is a hands-on course and requires participants to have an ISIS logintype, whether AIS Oasis, QDB, orBruin Online. Please contact yourbusiness office to confirm before registering for this class.


Express – Training Level 2

This course covers foreign travelreimbursements including foreign per diem and currency conversionsand the process for Non-employeeReimbursements, including specialdocumentation requirements. The class will also go into detail on entertainment reimbursement processing and policy requirements.Participants will prepare an expensereport covering these topics in the Express training system. Prior training in Express basics is a prerequisite for enrolling in this class.The course is hands-on and requiresthe participant to have an ISIS logintype, whether AIS Oasis, QDB, orBruin Online. Please contact yourbusiness office to confirm before registering for this class



Transfer of Funds Systems Training

This course is intended for department staff who are assignedresponsibility for processing orreviewing on-line transfer of fundstransactions. This course combineslecture and hands-on computer exercises as the training media.Topics covered include:

� The purpose and appropriate use of a Budgetary Transfer of Funds

� Distinguishing between aPermanent and TemporaryBudgetary Transfer

� The specific responsibilities andaccountability implied when aBudgetary Transfer is processed

� Processing an On-line Transfer of Funds

� The ASAP review process and the related responsibilities andaccountability of the reviewer

Participants must have an AIS LogonID and active password prior toattending training. In order for aLogon ID to be assigned in time fortraining, departments should submit aSystem Access Request Form to AISat least three weeks prior to trainingand ensure that the participant hasattended the AIS Security and LogonID training class. Additionally, participants must have an active Email address established in theORION directory.


Instructor: Maaza Woldemusie,Corporate Financial Services


UCLA Accounting

This course is designed for new and existing employees who haveresponsibility for initiating variousaccounting transactions and forreviewing and reconciling financialsystem ledgers. Supervisors who haverecently assumed responsibilitiesrequiring knowledge about theUniversity’s accounting system are encouraged to attend.

The class introduces the proceduresfor performing various accounting and bookkeeping functions, such as transferring funds, ordering andpaying for goods and services, andreviewing and reconciling ledgers.Where possible, existing automatedsystems which can assist the department will be discussed anddemonstrated. In addition, staff whowish to have a better understandingof the Full Accounting Unit will benefit from an in-depth discussion of this topic. The course will cover:

� Purpose and uses of the UCLAFull Accounting Unit

� Basic structure of the FinancialSystem and related systems

� Overview of on-line (mainframecomputer) systems which can be used to initiate transactions andinquire on the Financial System

� Understanding and reconciling the general ledger

� Fiscal closing responsibilities

� Discussion of policies

Note: This course meets for FIVEhalf days. Due to the complexity ofcourse content, participants MUSTattend the first class meeting in orderto attend subsequent class meetings.

This workshop is also listed as anelective (Research AdministrationElective H) in the Contract andGrant Administration CertificateProgram.

Instructor: Janet Regier, Corporate Financial Services



Courses

FinancialManagement

The courses in this section are designed to assist UCLA staff in

understanding various aspects of financial management at the University.

Financial Management Certificate Program

This Certificate Program has beendesigned to address the needs andconcerns of campus business officers(and those who aspire to becomecampus business officers). It complements material covered in the Business Officer Institute (BOI).Attendance is restricted to individualswho have financial managementresponsibilities. These courses focuson developing and enhancing job performance, the quality of financialmanagement and managerial decision-making.

The Series: A Core Curriculum andelective specializations appear below,along with time frames when they are offered. Full course descriptionsare available online in SkillNet. Most of the specialized tracks can be completed in one year, althoughparticipants may pace their attendance over a longer period. The program features Core Courses,combined with eight Areas ofSpecialization (Electives) tailored to individual interests and needs.

The Program is designed for, andenrollment restricted to, employees in financial management roles in PSS 2 classifications and up (Analysts,MSO1s and above).

Requirements: To earn a Certificate,you must take ten (10) courses - allthree courses of the Core Curriculumrequirement and seven courses from the Electives listed below.Please complete prerequisites before submitting a class application form or enrolling online.

Note: Most of the classes in theFinancial Management CertificateProgram require students to pass a simple quiz or complete a classassignment to demonstrate some minimum level of knowledge of class content. Candidates shouldensure at the end of each class thatthey have met the test or assignmentrequirements to the satisfaction oftheir instructor.

Certificates: To obtain the Certificatein Financial Management, please register as a candidate by contactingFinancial Management Programs at ext. 4-0538, or [email protected] and provide your name, department, andemployee ID number. Once you are registered as a candidate for thecertificate, Financial ManagementPrograms will monitor your progressand issue your certificate when youhave satisfied all course requirements.You may also obtain a copy of yourcourse progress by going to SkillNetat http://skillnet.chr.ucla.edu andclicking on Your Courses.



Financial ManagementCertificate Program

Components Courses QuarterPrerequisites

Accounting •UCLA Accounting Winter, Spring, Summer, Fall

Payroll •Overview of the Personnel/Payroll System (PPS) Winter, Spring, Summer, Fall•Introduction to the PPS Inquiry Functions

Core Curriculum

•Internal Controls and Risk Assessment Winter, Spring, Summer, Fall

•Business Ethics (This class is open to all employees) Winter, Spring, Summer, Fall

•Advanced Accounting I Winter, Spring, Summer, Fall

Elective topic areas

Accounting •Advanced Accounting II Spring, Fall

Budgeting •Budgeting Fall

Cash Management •Cash and Receivables Management Spring, Fall

Gift Management •Fundamentals of Gift Management Spring

Equipment Management •Equipment Management Fundamentals Winter

Extramural Fund Management •Extramural Fund Financial Management Spring, Fall

Payroll •Manager’s Guide to Personnel/Payroll Reports Spring, Falland Resources (Oasis access required)

•Manager’s Workshop on Payroll-Related Spring, FallPractices, Accountability and Ethics

Records Management •Fundamentals of Records Management Fall

Taxes •Overview of University Tax Issues Spring

Travel and Entertainment •Travel Management Fundamentals Spring

Many competencies are necessary for effective financial management at the University. Additional skill-building courses designed to enhance job performance are offered through the UCLA Training and Development Program.

Courses

Advanced Accounting I

This course is designed for managersand supervisors and builds on principles discussed in theAccounting Fundamentals coursewith specific application to theFinancial Management department.After a brief review of Accountingbasics, time will be spent on casestudies utilizing real-life examples to reinforce accounting practices.Course topics include:

� Fund accounting concepts

� Sources of UC revenue and their restrictions

� Cash management and STIPUCLA Foundation; endowments,gifts, grants, pledges

� Knowing where to find state and federal laws pertaining to UCLA accounting

� How your department is consolidated and incorporated intopublished financial statements atUCLA and UC systemwide (i.e.how the University is put together)

� FS and its related subsystems

Prerequisite: UCLA Accounting

Note: This course is designed for andenrollment restricted to employees infinancial management roles in PSS 2classifications and up (Analysts andMSO1s and above).

For people who enroll but do not meetall eligibility requirements, your statuswill be reviewed prior to finalizingthe class roster, and your name will be forwarded directly to the courseinstructor for final determination ofyour class enrollment.

Instructor: Craig Squire, Corporate Accounting


Advanced Accounting II

This class consists of case studiestaken from real-life situations atUCLA. Class discussion will involveidentifying the underlying issuesbehind each situation and the processwill reinforce the principles learned in both the Accounting Fundamentalsand the Advanced Accounting I classes. In addition, some time will be devoted to the following topics:

� Conducting a review of internalcontrols and security measures

� Understanding the key measures ofa department’s financial condition

� Knowing the danger signs and what to look for

This class will help participantsunderstand how to analyze problemsand develop decision making skills to effectively manage their area. Even if the student does not havedepartmental oversight, these principles can be applied at any levelof financial responsibility and as they advance within the University.

Prerequisite: Advanced Accounting I


For people who enroll but do notmeet all eligibility requirements, your status will be reviewed prior to finalizing the class roster, and your name will be forwarded directly to the course instructor for final determination of your class enrollment.

Instructor: Craig Squire, Corporate Accounting


Budgeting

This course is designed for financialofficers who are responsible for strategic planning and budgeting.Participants will be provided with an over-view of the UC and UCLAplanning cycles. This course will alsocover how to prepare a budget and is intended to increase awareness of various aspects of budgetingbeyond “just the numbers.” “CALCULATORS ADVISED”

The course will include:

� Overview of the planning cycle

� Revenue budgeting

� Expense budgeting

� Budget constraints

� Other factors to consider whenpreparing a budget

� Practical application through the use of case studies

� Glossary of terms


For people who enroll but do notmeet all eligibility requirements, your status will be reviewed prior to finalizing the class roster, and your name will be forwarded directlyto the course instructor for final determination of your class enrollment.

Instructor: Glyn Davies and Craig Gill,Office of Academic Planningand Budget



Business Ethics

Do ethics apply to business? If so,whose ethics apply? What is the business impact of unethical businessconduct? Are good people punishedin business for acting in an ethicalmanner? Perhaps sometimes … butshould that give people an excuse to do the wrong thing?

Most of us overestimate the cost of doing the right thing and underestimate the cost of failing to do so. This class is intended toincrease attendee awareness of theimplications of business ethics andprovide them with some practical way of dealing with ethical dilemmas.

Some of the highlights covered in this course:

� Practical application in case studies

� What are ethics?

� Why ethics are important

� A model for ethical decision-making

� Practical application of decision-making in ethical dilemmas

Note: This course is recommendedfor all employees.

Instructor: David Harmon, Financial Management


Cash and Receivables inancial Management

UCLA departments are increasinglymore involved in sales and serviceactivities that require the granting of credit (accounts receivable) andcash handling. At the same time,compliance requirements are increasing and remaining current

can be challenging. The purpose ofthis course is to ensure that campusbusiness officers are knowledgeableof the University’s policies and procedures regarding these functionsin order to ensure compliance, secure assets, and avoid loss.

Course topics include:

� Operational impacts of cash handling policies & procedures

� Accepting payments over theInternet

� Establishing and managing receivable accounts

� Posting invoice reversals

� Why separation of function is necessary

� Loss prevention

� Compliance expectations from out-side agencies, UCOP, and UCLA

Note: This course is recommendedfor any cash or receivables manager at any level.

Instructor: Marsha Lovell, Student Financial Services


Equipment ManagementFundamentals

This course is designed for managersand supervisors, at all levels, who haveeither direct or indirect responsibilityfor the acquisition, utilization, maintenance or disposal of capitalizedinventorial assets. Participants will consider the compliance and noncompliance issues for governmentand University property. This coursewill provide managers and supervisorswith general guidelines relating toequipment management.

The course will cover:

� Overview of University ofCalifornia Business and FinanceBulletins #29 and #38, UCLAPolicy 910, and UCLA StandardProcedure 720.2 Acquisition andDisposal of Surplus and SalvageUniversity Property

� Review of federal AcquisitionRegulation #45 (FAR), and OMRCircular A-110

� An overview of current federalscrutiny and congressional concerns

� How to track equipment from “cradle to grave”; acquisition,inventories, utilization, maintenance, disposal, and record keeping

� How to handle equipment thatbelongs to the UC Regents

� How to handle equipment thatdoes not belong to the UC Regentsand is owned by the federal government

� How to process physical inventorieson-line

� How to process government titledannual inventories, annual reports to the Office of the Naval Research, and yearly sample audit requirements

� Why an approved property management system benefits your department’s funding

This workshop is also listed as anelective (Research AdministrationElective I) in the Contract and GrantAdministration Certificate Program.

Instructor: Dianne Talmadge, Equipment Management



Courses

Courses

Extramural Fund Financial Management

The course will provide a betterunderstanding of the roles andresponsibilities of all parties in the area of contract and grant administration. Participants will learnabout the regulatory compliancerequirements that impact the responsible stewardship of extramurally funded projects, the potential consequences of non-compliance, and receive guidance in the application of policies, procedures and regulations.Through the use of case studies, participants will learn how to recognize problems and be proactivein solving them. This course isdesigned for new and continuingmanagers, at all levels who have either direct or indirect responsibilities for the financial management of extramurally funded projects.


� The establishment of proper financial accountability structureand practices with special emphasison data integrity, expenditure projections, budgetary monitoring,and monthly monitoring of expenditures including cost sharing,program income, subawards, andF&A costs

� A discussion of fund managementfrom award setup to closeout forvarious funding sources

� An overview of the application of federal Regulations,UC/University policies and procedures, and selected Agency

Guidelines that impact regulatorycompliance in financial management at UCLA


For people who enroll but do notmeet all eligibility requirements, your status will be reviewed prior to finalizing the class roster, and your name will be forwarded directlyto the course instructor for final determination of your class enrollment.

Instructor: Lynne Yorita, Audit andAdvisory Services and RachelYglesias, Extramural FundManagement


Fundamentals of GiftManagement

UCLA’s successful fund-raising program has resulted in larger andmore complex gifts. Campus businessofficers play a key role in helpingensure gifts are quickly processed to benefit UCLA departments. This course is designed for businessofficers to enhance their awarenessand understanding of the legal andpolicy aspects of gift administration.


� Campaign UCLA: An overview ofgifts and fund raising at UCLA.

� Is it a gift, grant or contract?

� Directing gifts to the UCLAFoundation or the Regents. What is the difference?

� Management of gifts to the UCLAFoundation and the Regents.

� Accessing and understanding theConsolidated Gift Report.

� Management of gift funds in theUCLA Foundation and theRegents, fund establishment, typesof funds, and fund expenditures.

� Different types of gifts and how to manage them: Endowments,Chairs, Gifts in Kind, Securities,Real Estate, Bequests, Estates, and Planned Gifts.

� Solicitations: What is a good fund-raising solicitation? What isdisclosed to prospective donors?


For people who enroll but do notmeet all eligibility requirements, your status will be reviewed prior to finalizing the class roster, and your name will be forwarded directly to the course instructor for final determination of your class enrollment.

Instructor: Staff, Gift ServicesFee: $18Time: 3 hrs.


Fundamentals of RecordsManagement

This course is an overview ofUniversity of California RecordsManagement policies, as well as a practical introduction to management strategies for developing,implementing, and operating a soundRecords Management program.


� Overview of University ofCalifornia policies and other legalrequirements governing records

� Records management program’scontributions to organizationaleffectiveness

� Management responsibilities in the area of records management

� Relationships between recordsmanagement and other informationmanagement specialties and activities

� Strategies for developing a soundrecords management program


For people who enroll but do notmeet all eligibility requirements, your status will be reviewed prior tofinalizing the class roster, and yourname will be forwarded directly tothe course instructor for final determination of your class enrollment.

Instructor: Rebecca Beatty, Corporate Finance

Fee: $18Time: 3 1/2 hrs.

Internal Controls and Risk Assessment

Business and business processes arebecoming increasingly complex anddynamic. Frequently, there doesn’tseem to be enough time to do everything and make sure that everything gets done right. While following policies and procedures ispart of the solution, there are manyother factors that determine whethera business unit is able to achieve itsobjectives. Both staff and managersneed to have an understanding of the related risks and to ensure thatthese risks are effectively managed.

This class is intended to increaseknowledge and awareness of businesscontrols. Participants will be presented with two tools to assist in this process using concepts from an accepted internal control model.Real world business situations andexercises will be used in class to reinforce the use of these tools.

Some of the topics covered in thisworkshop include:

� What are internal controls?

� A business internal control model


� Flowcharting

� Business control worksheet


Note: This course is designed for andenrollment restricted to employees infinancial management roles in PSS 2classifications and up (Analysts andMS01s and above).

For people who enroll but do notmeet all eligibility requirements, your status will be reviewed prior tofinalizing the class roster, and yourname will be forwarded directly to the course instructor for final determination of your class enrollment.

Instructor: David Harmon, Financial Management



Courses

Courses

Manager’s Guide toPersonnel/Payroll Reports and Resources

This course is designed for new andcontinuing managers, at all levels,who have either direct or indirectresponsibilities for employees, theirwages, and their benefits. Participantswill learn which reports and resourcesare necessary and available to them inorder to comply with University, Stateand federal regulations and lawsregarding employee salaries, benefits,and other Payroll-related forms.Course topics include:

� Payroll-related UCLA FinancialWeb Reports and other webresources (including PayrollExpense Distribution Report)

� Payroll-related reports available to departments on the ReportDistributions System andDocument Direct

� The resources available to departments via the Payroll Homepage, including Charts and Tables

� How to use the Post AuthorizationNotification (PAN) - NotificationSelection and the Personnel/PayrollSystem (PPS) ASAP Audit Log


Participants must have an AIS LogonID and active password prior toattending training. In order for aLogon ID to be assigned in time for

training, departments should submit aSystem Access Request (SAR) to AISat least two weeks prior to the classdate and ensure the participant hasattended the AIS security and LogonID training. In addition, the DSAmust grant access to the appropriatelevel of Document Direct value(DACSS function PPRPTSVB) andnon-value based reports (DACSSfunction PPRPTSNB) to which theparticipant is entitled. OASIS accessis also required. At least one day priorto the class date, the departmentDSA must grant access to thePPDDBINQ - EDB Inquiry forDepartments and EA002 - ASAPAudit File Personnel/ Payroll functions in DACSS to the participant. The participant shouldcheck to see the access to the reportsand the ASAP Audit File are functioning before attending the class.


Instructor: Eugene Harrison, Payroll Services


Manager’s Workshop on Payroll Related Practices,Accountability, and Ethics

This course is designed for new andcontinuing managers at all levels, who have either direct or indirectresponsibilities for staff, their wagesand their benefits. The workshop participants will consider the fiscaland legal impact and consequences of noncompliance with Personnel/Payroll policies and procedures.Course topics include:

� Management responsibilities forreviewing their departments’Personnel/Payroll System transactions

� Management responsibilities in establishing controls to assurethe department’s compliance with Payroll/Personnel policies and procedures



Instructor: Eugene Harrison, Payroll Services



Overview of University Tax Issues

This course is designed for employees who have responsibilityfor managing departmental tax issues.This course will provide a generaloverview of the University’s tax status and major tax exemptions. In addition, the course will provide a general overview of tax issues and the potential tax exposureinvolved with non-compliance.Course topics include:

� California Sales and Use Tax

� Payments to federal and CaliforniaNon-Residents

� Classifying workers as IndependentContractors or Employees

� Employee Fringe Benefits

� Unrelated Business Income Tax

The Program is designed for andenrollment restricted to employees infinancial management roles in PSS 2classifications and up (Analysts andMSO1’s and above).

Instructor: Kim Gehring, Tax Services


Travel ManagementFundamentals

This course is designed for managersat all levels who have either direct orindirect responsibilities for enforcingtravel and entertainment policies,approving travel or entertainmentexpenditures, or meeting or conference planning. Participants will consider the fiscal and legal consequences of noncompliance with travel and entertainment policies. The course will also providemanagers with general guidelinesrelating to the sound management of these two sensitive areas of expenditure. Course topics include:

� An overview of UC Business and Finance Bulletins and federal regulations governing travel and entertainment.

� Management responsibilities in theareas of travel and entertainment.

� The objectives of UCLA’s travelmanagement program.

� Express: the manager’s role in anautomated expense reimbursementenvironment.

� Meeting planning and conflict ofinterest.

� Resources available to departmentsvia the Travel website.

The Program is designed for andenrollment restricted to employees in financial management roles in PSS 2 classifications and up (Analysts and MSO1’s and above).

Instructor: Rebecca Beatty, Corporate Finance



Courses

Personnel and Payroll

The courses in this section are designed to increase the effectiveness of

employees who handle personnel and payroll matters for UCLA.

Additional information about these courses can be found on the web at:

www.payroll.ucla.edu/Training/trnframe.htm.

Payroll Services Office Web-Based Resources

A variety of products and services are available through Payroll Services Home Page, located at: www.payroll.ucla.edu.

Some important features of this web site include:

� A web-based training course titled,Corrections to Pay Transactions.This thirteen-module course provides users with step-by-stepassistance on how to handle themost commonly experienced Pay Transaction problems. Thetraining course is available from the Web-based Training link at:www.payroll.ucla.edu/Training/trnframe.htm

� An Employee Information page,which provides assistance to thenearly 40,000 employees whoreceive paychecks through the

Payroll Services office. Answers to frequently asked questions,information on how to interpret a Paycheck Stub and a SurepayAdvice, along with informationabout UC 4 Yourself, are availableto individual employees.

� A web-based department resourcecalled Right Now! (FAQs) providesthe ability to search among frequently asked questions, withanswers provided immediately or ask specific questions which are routed to experts for direct personal response by Email.

The Payroll Services Home Page also provides users with links to web-based Payroll Expense Report,Payroll Forms, Payroll Charts andCalendars, and selected PayrollNewsletters. Payroll TrainingManuals and Training Schedules are also available.


Payroll Certificate Program

This Certificate Program is designedto provide individuals responsible forpersonnel and/or payroll processingwith the skills and knowledge neededto handle more complex, nonstandardtransactions. The program has beencreated to assist preparers and reviewers in recognizing and handlingthe variety of situations that mayrequire special Payroll processing.

Certificate Tracks: The program hastwo separate tracks, each of whichleads to a certificate. The AdvancedPayroll Processing track is designed to give greater proficiency and understanding to preparers than canbe attained from taking the basic processing courses alone. It is also a track that would be of benefit to those who are responsible forreviewing these transactions as part of the system’s Post-Audit requirements.

The Personnel/Payroll Processing for Alien Employees track is designed to give greater proficiencyand understanding to preparers who are responsible for processing payments to non-citizens. This trackis also of benefit to those who mustreview these transactions as part ofthe system’s Post-Audit requirements.

Requirements: Each track of the certification program has prerequisitesand a series of required courses. Toearn a certificate in Advanced PayrollProcessing, you must complete the 8 required courses listed on oppositepage. For the certificate inPersonnel/Payroll Processing for AlienEmployees you must complete the 8 courses listed on opposite page.Please complete prerequisites beforesubmitting a class application form or enrolling online. Individuals cantake both tracks and receive bothCertificates. It is recommended thatall coursework be completed within atwo-year period. For questions aboutcourses taken earlier, contact PayrollServices at [email protected].

Certificates: An overall Certificate ineither Advanced Payroll Processing or Personnel/Payroll for AlienEmployees is awarded upon completion of the required coursesand any prerequisites. Please mail a copy of your course history toPayroll Services, Attn: PayrollServices Certification ProgramCoordinator, 10920 Wilshire Center(Suite 620), Mail Code 141648 torequest a certificate. You can obtain a copy of your course history by goingto CHR’s online enrollment system,SkillNet, at www.skillnet.chr.ucla.eduand clicking on the “Your Courses” at the top of the page.


Payroll CertificateProgram

Payroll CertificateProgram

Track A Advanced Payroll ProcessingPrerequisites

• Overview of Personnel and Payroll

• Introduction to Personnel/Payroll System (PPS) Inquiry Functions

• Payroll Time Reporting (PTR) for Preparers

Recommended

• Employee Database (EDB) Entry/Update for Reviewers OR

• Employee Database (EDB) Entry/Update for Preparers

Required courses

• How to Calculate and Process Retroactive Transactions

• Leave Accrual and Leave Usage

• Payroll Process for Workers’ Compensation Payments

• FICA Tax Workshop

• Personnel/Payroll Query Database (PPQDB) Clinic, Introductory Level

• Hiring Policies and Practices (New)

• Separation Policies and Practices (New)

• Benefits Policies and Practices (Coming soon)

Track B Personnel/Payroll Processing for Alien EmployeesPrerequisites

• Overview of Personnel and Payroll

• Introduction to Personnel/Payroll System (PPS) Inquiry Functions

• Employee Database (EDB) Entry/Update for Reviewers OR

• Employee Database (EDB) Entry/Update for Preparers

Recommended

• Payroll Time Reporting (PTR) for Preparers OR

• Payroll Time Reporting (PTR) for Reviewers

Required courses

• Immigration Overview

• Procedures for Completing Employment Eligibility Verification (I-9 Form)

• Residency for Tax Purposes

• Classifying and Sourcing Rules of Payment to Foreign Individuals

• Tax Withholding Obligations for Foreign Individuals

• FICA Tax Workshop

• Payroll Payment Processing (Foreign Individuals)

• Processing of Payments to Non-Employees (Royalties, One-time Payments, Travel, etc.)


NEW

Benefits Policies and Practices

This class is open to department staffwho have completed the EmployeeDatabase Entry/Update forPreparers/Reviewers and who have atleast 6 months experience processingEDB transactions. This course isdesigned for departmental personnelwho handle new employee processingand also as a refresher for seasonedHR personnel. You will receivedetailed information about processingthe necessary forms and new hireEDB entry/update data. In addition,case studies and examples of commonproblems will be examined. Some of the topics covered are: and

� Benefits transactions in general(duplicate coverage)

� Manual enrollment in FlexibleSpending Accounts(HCRA/DepCare)

� Benefits Eligibility Level Indicator (BELI)

� Benefits for Domestic Partners

� Death claims

� UC Disability coverage

� Leave of Absence

� Medicare and Rehired Retirees

Instructor: Staff, Benefits ServicesFee: $20Time: 6 1/2 hrs.

Classifying and Sourcing ofPayments to Foreign Individuals

This class is an overview of varioustypes of payments that can be madeto non-U.S. Citizens. This class isrecommended for department administrators who are responsible

for making payments to foreign individuals or foreign entities.Participants will be instructed in the following topics:

� Description of various types of payments

� Appropriate documentation for each payment

� Appropriate payment venue

Instructor: Staff, Payroll ServicesFee: $18Time: 4 hrs.

Employee Database Entry/UpdateFor Preparers

This series is ONLY open to departmental staff who are assignedresponsibility for processing onlineacademic or staff personnel and benefits transactions. (However,Reviewers may enroll in thePreparer’s class in lieu of theReviewer’s class if they wish toreceive full systems training in the EDB Entry/Update system.) This is a MANDATORY series andall class hours must be completedbefore access to the EDBEntry/Update system is allowed. This series includes:

� An overview of thePersonnel/Payroll System, includingthe interaction among the EDB,PTR, PAR, HDB, and expense distribution systems and processes

� An introduction to the use of PPSInquiry systems, including IDDB,IPAY, IDOC, IHDB, IHIS, IVER,and ASAP

� Policies and procedures related to personnel and benefits actionsfor academic, academic apprentice and staff employees

� Processing transactions such ashires, benefits enrollment, changesin status, leaves, sabbaticals andseparations

� Timing of transactions and processing schedules

� Responding to edit messages

Participants who will prepare academic, academic apprentice andstaff actions must attend all days of theseries. Participants who will prepareonly academic, only apprentice oronly staff actions will attend fewerclass days. When participants receivetheir confirmation notice, they will be advised as to which days of theseries they will attend.

Participants must have an AIS LogonID and active password prior toattending training. In order for aLogon ID to be assigned in time fortraining, departments should submit aSystem Access Request (SAR) to AISat least two weeks prior to the classdate and ensure the participant hasattended the AIS security and LogonID training classes. Participants mustalso have an Email address in theORION directory.

Preparers who have previously completed this course may retakeindividual academic, apprentice, staff or benefits policy classes (as a refresher) at no cost if space permits.To inquire, contact CHR Trainingand Develop-ment at ext. 4-0850.

Note: If you are enrolling in thisseries, do not submit an applicationfor the PPS Overview or PPS InquiryFunctions classes. Both classes areincluded in this series.

Instructor: Staff, Payroll ServicesFee: $50Time: 9 days (59 hrs. total)


Courses

Courses

Employee Database Entry/Update For Reviewers

This series is ONLY open to departmental staff who are assignedresponsibility for reviewing onlineacademic or staff personnel and benefits transactions. (However,Reviewers may enroll in thePreparer’s class in lieu of thisReviewer’s class if they wish toreceive full systems training in theEDB Entry/ Update system.) This is a mandatory series, and all classhours must be completed before thestaff member is designated by the department as a primary or backupreviewer. This series includes:

� An overview of the Personnel/Payroll System, including the interaction among the EDB, PTR, PAR, HDB, and expense distribution systems and processes

� An introduction to the use of PPSinquiry systems, including IDDB,IPAY, IDOC, IHDB, IHIS, IVER,and ASAP

� Policies and procedures related to personnel and benefits actionsfor academic, academic apprenticeand staff employees

� EDB Entry/Update and PTR trans-actions; ASAP notifications and the audit log

� What’s wrong with this ASAPnotice and correcting transactions

� Responsibilities of Preparers &Reviewers

Participants who will review academic, academic apprentice and staff actions must attend all days of the series. Participants whowill review only academic, only

apprentice, or only staff actions willattend fewer class days. When participants receive their confirmationnotice, they will be advised as towhich days of the series they willattend.

Participants must have an AIS Logon ID and active password priorto attending training. In order for aLogon ID to be assigned in time fortraining, departments should submit aSystem Access Request (SAR) to AISat least two weeks prior to the classdate and ensure the participant hasattended the AIS security and LogonID training classes. Participants mustalso have an Email address in theORION directory.

Reviewers who have previously completed this course may retakeindividual academic, apprentice, staff, or benefits policy classes (as a refresher) at no cost if space permits; to inquire, contact CHRStaff Development at ext. 40850.



Fica Tax Workshop

This class is open to all Universityemployees who are interested inlearning about Social Security deductions. It is strongly recommended for departmentaladministrators who are assigned the responsibility for processing or

reviewing online employee personneland benefit transactions. This class isdesigned to provide informationabout Social Security coding anddeductions and their relationship to UC policies and programs. The following topics are discussed:

� Overall history of Social Security

� Determination of eligibility

� Review of adjustments and special situations

� Review of the process at UCLA(from point of deduction to W2 Statement of Earnings).

Instructor: Staff, Payroll ServicesFee: $12Time: 3 1/2 hrs.

NEW

Hiring Policies and Practices

This class is open to department staff who have completed theEmployee Database Entry/Update forPrepares/Reviewers and who have atleast 6 months experience processingEDB transactions. This course isdesigned for departmental personnelwho handle new employee processingand also as a refresher for seasonedHR personnel. You will get detailedinformation about processing the necessary forms, and new hire EDBentry/update data and examine casestudies and examples of commonproblems. Some of the topics covered are:

� The importance of having NewHire checklist and New HireForms Packet.

� Review of the I-9 form and Alienprocesses.


� Processing Incoming IntercampusTransfers.

� Understanding and Printing thevarious IDOC’s forms.

� Processing rehired employees’transactions.

� Review of the Personnel Actionscodes and why they are important.

� Review of help features, frequentlyused fields and system menus andterminology.

� Also included is a discussion of Payroll Services and HumanResources’ on-line guides, forms,departmental help hotlines, andother web-based resources such as At Your Service Online, and theRight Now Web.


How to Calculate and ProcessRetroactive Transactions

This class is ONLY open to department staff who have completedthe Payroll Time Reporting forPreparers/Reviewers or EmployeeDatabase Entry/Update forPreparers/Reviewers. It is a hands-onclass designed to teach preparers what steps should be taken in orderto calculate and process retroactivepayroll adjustments such as a rateincrease, a reclassification, or a changein funding source. There will be anopportunity to review actual cases atthe end of the class. Valid OASISLog-on ID and access to EDBInquiry, Payroll Audit Record, andPTR are Required. Topics include:

� EDB Entry/Update actions for the retroactive change

� Pay transactions entered in PTR for retroactive adjustments

� Expense Transfers for retroactiveadjustments


Immigration Overview

This class is an overview of immigration rules and regulations. It is a prerequisite for the ResidencyClass and is recommended for department administrators who areresponsible for hiring or making payments to foreign individuals orforeign entities. Participants will beinstructed in the following topics

� Immigration terminology

� Review of basic immigration forms

� Visa compliance issues


Introduction to Personnel/PayrollSystem (PPS) Inquiry Functions

This class is open to employees who have AIS Logon IDs and thepermission of their department headto view the personnel/payroll recordsof employees in their department.This hands-on computer class isdesigned to teach employees to usethe Online Inquiry screens and toread ASAP notices in the Personnel/Payroll system. Employees enrolledin this class must have previouslycompleted the Overview of thePersonnel/Payroll System class orhave the permission of the instructor.Topics to be discussed include:

� Departmental EDB Inquiry(IDDB)

� Appointment and Distribution data

� Navigation

� Employee Documents (IDOC)

� PPS Schedule

� Payroll Audit Record Inquiry(IPAY)

� History Databases (IHDB & IHIS)

� Employment Verification (IVER)

� ASAP Notification

� The DACSS/ASAP Audit Log

� Accountability

Participants must have an AIS LogonID and active password prior toattending training. In order for aLogon ID to be assigned in time fortraining, departments should submit aSystem Access Request (SAR) to AISat least two weeks prior to the classdate and ensure the participant hasattended the AIS security and LogonID training classes. At least one dayprior to the class date the departmentDSA should give the participantaccess to the following PPP DACSSfunctions: PPDDBINQ, PPPARDEP,PPADMDEP, PPDOCINQ, PPVERINQ, PPHDBINQ, PPHDBUPD, PPHISINQ,PPHHRINQ, and EA002.


Leave Accrual and Leave Usage

This class is ONLY open to department staff who have completedthe Payroll Time Reporting forPreparers/Reviewers or EmployeeDatabase Entry/Update for Preparers/


Courses

Courses

Reviewers. It is a hands-on classdesigned to teach preparers how toprocess leave usage and retroactiveleave adjustments. There will be anopportunity to review actual cases at the end of the class. Valid OASISLog-on ID and access to EDBInquiry, Payroll Audit Record, andPTR Required. Topics include:

� Automated Leave Accrual

� Reporting Leave Usage

� Financial Leave


Manager’s Guide toPersonnel/Payroll Reports and Resources

See course description in FinancialManagement Section of this Catalog.

Manager’s Workshop on Payroll Related Practices,Accountability, and Ethics

See course description in FinancialManagement Section of this Catalog.

NEW

Managing the Benefits EligibilityLevel Indicator (BELI)

This course is designed for department personnel/benefits representatives who are responsiblefor assigning benefits to new-hire UCemployees. The course will providein-depth information on the initial,continuing, and loss of eligibility forUC benefits in general, as well as the characteristics of the BenefitsEligibility Level Indicator (BELI).Course topics include:

� Assigned vs. derived BELI’s

� Accountability and how to maintainBELI compliance

� BELI in the event of Leaves,Separation, Rehires includingRehired Retirees

� BELI for Postdocs

Instructor: Staff, Benefits ServicesFee: $12Time: 2 hrs.

NEW

Medicare and UC MedicalInsurance

Confused about how Medicare workswith UC Medical coverage? Thisworkshop discusses how UC Medicalinsurance and Medicare work togetherfor active employees age 65 and over who haven’t retired yet, and forrehired retirees eligible for, or arealready receiving Medicare benefits.

Instructor: Staff, Benefits ServicesFee: NoneTime: 1 hr.

Overview of thePersonnel /Payroll System (PPS)

This class is open to all Universityemployees who are interested inlearning about the Personnel/PayrollSystem and is strongly recommendedfor managers, supervisors andemployees who are using the PPSInquiry functions. The class isdesigned to provide an introductionto the PPS and includes an overviewof all components of the system and the overall payroll process. All functions in the PPS will be introduced including the following:

� Employee Database (EDB)

� Payroll Audit Record (IPAY)

� History Database (HDB)

� Payroll Time Reporting (PTR)

� Pay Compute

� Paydays

� Personnel/Payroll Query Database

� Month End Processing

� Year End Processing

� System Security

� PPS reports

Instructor: Staff, Payroll ServicesFee: $30Hours 3 1/2 hrs.

NEW

Partial Year Career Appointments(PYC) / Furlough

This workshop is designed to providecomprehensive overview of PartialYear Career Appointments. AllDepartment PersonnelRepresentatives who are involved in processing Partial Year Careerappointments, as well as employeeswho are or will be in a Partial YearCareer appointment, are encouragedto attend. The topics for the workshop include:

� Definition of PYC & Furlough,Health & Welfare benefits while on Furlough

� EDB coding for PYC appointments

� UCRP service credit & how it isaffected by improper coding

� PYC - Leave of Absence

� PYC - Buyback

� UCRP benefits for PYC appointments.

Instructor: Staff, Benefits ServicesFee: FreeTime: 1 hr.


Payroll Payments Processing(For Foreign Individuals)

This class provides specific information for Payroll payments and is a follow-up to the prerequisiteslisted below. Participants are instructed in the following topics:

� Definition of payroll payments

� Employment requirements

� Tax treatment

� Online entry

� Reports

Prerequsite: Immigration Overview,Residency for Tax Purposes, and Tax Withholding Obligations forForeign Individuals.


Payroll Process for Workers’Compensation Payments

This class is ONLY open to department staff who have completedthe Payroll Time Reporting forPreparers/Reviewers or EmployeeDatabase Entry/Update forPreparers/Reviewers. It is a hands-onclass designed to teach preparers howto calculate and process earningswhile an employee is receivingWorkers’ Compensation payments.There will be an opportunity toreview actual cases at the end of theclass. Valid OASIS Log-on ID andaccess to EDB Inquiry, Payroll Audit Record, and PTR Required. Topics Include:

� The 3 Workers’ CompensationOptions

� 80% Extended Sick Leave Benefit

� Earnings Due

� Workers’ Compensation CheckReduction

� Leave Accrual and Usage

� Special Process Requests


Payroll Time Reporting (PTR) For Preparers

This series is ONLY open to department staff who are assignedresponsibility for processing onlinepayroll transactions. (However,Reviewers may enroll in thePreparer’s series in lieu of theReviewer’s series if they wish toreceive full systems training in PTR.)This is a MANDATORY course andall class hours must be completedbefore access to the PTR system isallowed. This series includes:

� An overview of the Personnel/Payroll System, including the interaction among the EDB, PTR,PAR, HDB, and expense distribution systems and processes

� An introduction to the use of PPSinquiry systems, including IDDB,IPAY, IDOC, IHDB, IHIS, IVER,and ASAP;

� Staff personnel policies related to payroll time reporting

� Department time collection

� Processing pay and leave on theTime Input Roster

� Processing pay and leave adjustment transactions

� Processing payroll expense transfers

Participants must have an AIS LogonID and active password prior toattending training. In order for aLogon ID to be assigned in time fortraining, departments should submit aSystem Access Request (SAR) to AISat least two weeks prior to the classdate and ensure the participant hasattended the AIS security and LogonID training classes. Participants mustalso have an Email address in theORION directory.



Payroll Time Reporting (PTR) For Reviewers

This series is ONLY open to department staff who are assignedresponsibility for reviewing onlinepayroll transactions. (However,Reviewers may enroll in thePreparer’s class in lieu of thisReviewer’s class if they wish toreceive full systems training in the PTR system.) This is a MANDATORY series and all classhours must be completed before thestaff member is designated by thedepartment as a primary or backupreviewer. This series includes:

� An overview of the Personnel/Payroll System, including the interaction among the EDB, PTR, PAR, HDB, and expense distribution systems and processes


Courses

Courses

� An introduction to the use of PPSinquiry systems, including IDDB,IPAY, IDOC, IHDB, IHIS, IVER,and ASAP

� Staff personnel policies related to payroll time reporting

� EDB Entry/Update and PTR transactions

� ASAP notifications and the audit log

� What is wrong with this ASAP notice

� Correcting transactions

� Responsibilities of Preparers & Reviewers

Participants must have an AIS Logon ID and active password prior to attending training. In orderfor a Logon ID to be assigned in time for training, departments should submit a System AccessRequest (SAR) to AIS at least twoweeks prior to the class date andensure the participant has attendedthe AIS security and Logon ID training classes. Participants must also have an Email address in the ORION directory.


Instructor: Staff, Payroll ServicesFee: $30Hours 4 days (18 1/2 hrs. total)

Personnel/Payroll QueryDatabase (PP QDB) Clinic

This clinic is intended for individualswho have PP QDB access and need beginning level assistance with structuring basic queries fromexpense distribution and employeedata. The clinic provides participantswith hands-on experience in developing queries. Topics coveredinclude:

� Overview of PP QDB Tables and Security

� Using the Data Dictionary

� Developing Queries from theEmployee History Data

� Developing Queries from theCurrent Employee Data

� Developing Queries from theExpense Distribution Table

� Developing Queries from thePayroll Audit Record Data

During the first three hours of theclinic, participants follow along with the instructor in developingqueries and running reports usingHummingbird’s BI/Query report writing tool. During the final hourparticipants practice developing their own queries.

IMPORTANT NOTE: Participantsmust have access to both PP QDBand to EDB inquiry. Before enrollingin a clinic, participants must havetested their access and their QDBpassword by running at least onequery that returned data from a workstation in their department.Access to PP QDB is requested by

sending a System Access Request(SAR) to AIS specifically asking forPP QDB. Access to EDB Inquiry isgiven by the Department SecurityAdministrator (DSA) upon the authorization of the department head.


Procedures For Completing Employment Eligibility Verification (I-9 Form)

This course is open to all Universityemployees who are interested inlearning about the procedures forcompleting the U.S. Citizenship &Immigration Services EmploymentEligibility Verification (I-9 Form).The course combines lecture andhands-on exercises in preparing I-9Forms. Topics to be covered include:

� Review of acceptable documents(Lists A, B, & C)

� Guidelines for obtaining acceptabledocuments

� Guidelines for I-9 (R12/97) UC CISform preparation

� Review of civil & criminal penaltiesand offenses

� Review of immigration and naturalization I-9 rules and regulations

� Review of payroll procedure forincomplete or incorrect I-9 forms

� Review of re-verification I-9process




Courses

Processing of Payments to Non-Employees (Royalties, One-time Payments, Travel, etc.)

This class provides specific information to process payments to non- employees who are not U.S.citizens. This class is recommendedfor department administrators who are responsible for making non-payroll payments to foreign individuals or foreign entities.Participants will be instructed in the following topics:

� Definition of a non-payroll payment

� Requirements to process payment

� Tax Treatment of payments

� Follow up responsibility

Prerequisites: Immigration Overview,Residency for Tax Purposes,Withholding for Foreign Individuals,and Classification of Payments toForeign Individual


Residency For Tax Purposes

This class provides specific information to determine tax residentstatus. It is strongly recommended for department administrators whoare responsible for hiring or makingpayments to foreign individuals orforeign entities. The following topics will be discussed:

� Rules and regulations pertaining to residency for tax purposes

� How to determine tax residency for federal and state tax reporting

� Review of required residency formsand process

Prerequisite: Immigration class


NEW

Separation Policies and PracticesThis class is open to department staffwho have completed the EmployeeDatabase Entry/Update for Prepares/Reviewers and who have at least 6months experience processing EDBtransactions. This course is designedfor departmental personnel who handle employee EDB processingand also as a refresher for seasonedHR personnel. You will get detailedinformation about processing the necessary separation forms, and separation EDB entry/update dataand examine case studies and examples of common problems.Some of the topics covered are:

� Detailed instructions on how to terminate and/or retire an employeeusing the EDB system.

� The importance of a SeparationChecklist and the required separation forms.

� Processing Outgoing IntercampusTransfers.

� Instructions on accurately endingterminated employees’ benefits & the COBRA process.

� A review of the California LaborCode in Section C1.5 of the PPSManual to ensure that theUniversity is complying with theprovisions of California Wage &Hour law.

� Printing and understanding theSeparation IDOC.

� Using the Separation Report as a departmental personnel tool.

� How to complete theUnemployment InsuranceTermination Report (U5602).

� Severance Agreements.


Tax Withholding Obligations For Foreign Individuals

This class is an overview of federaland state tax regulations and with-holding requirements as it relates to payments to non-U.S. Citizens.This class is recommended fordepartment administrators who areresponsible for making payments to foreign individuals or foreign entities. Participants will be instructed in the following topics:

� Federal and State Tax Regulations

� Exemption from withholding

� Appropriate documentation


AcademicPersonnel

These courses are designed for employees who are involved in academic

personnel. Topics cover a variety of critical issues, such as the Faculty Review

process; exceptions to policy and Chancellor approvals; academic affirmative

action, and recruitment and searches. Special emphasis is placed on processing

academic actions related to specific series and using academic support

materials, such as manuals, guides and other resources.

Academic Personnel Certificate Program

This Certificate Program is designedto provide employees with a comprehensive working knowledgeof the Academic Personnel process at UCLA. Courses cover a variety of critical areas, such as the FacultyReview process; exceptions to policyand Chancellor approvals; affirmativeaction, and recruitment and searches.Special emphasis is placed on processing academic actions related to specific series and using academicsupport materials, such as manuals,guides and other resources.

The Program is open to employeeswho are responsible for disseminatingacademic personnel- related information or who prepare orapprove academic actions. In addition, employees who wish to gain an understanding of theAcademic Personnel process or who will act as backup to primaryprocessors in their department are encouraged to attend.

Requirements: The CertificateProgram in Academic Personnel consists of the following five requiredcore courses and a minimum of one of the elective courses.

Certificates: An overall Certificate in Academic Personnel Policies and Procedures is awarded upon completion of the five core coursesand any one elective course. You can obtain a copy of your course history by going to the online enrollment system, SkillNet athttp://skillnet.chr.ucla.edu, and clicking on “Your Courses” at the top of the page. Upon completion of all required courses, contact theAcademic Personnel Office at ext. 6-8004 to request a certificate.

It is recommended that all of thecourses leading toward a certificate in Academic Personnel be taken within a two-year period.


Components CoursesRequired Core

• Course 1: An Overview of the Faculty Review Process

• Course 2: Processing Actions for the Assistant Professor Series

• Course 3: Processing Actions for the Associate and Full Professor Series

• Course 4: Processing Actions Requiring Chancellor Approval and Preparing other Exceptions to Policy

• Course 5: Recruitment, Searches and Affirmative Action for Academic Personnel

Electives • Course A: Using the Academic Personnel Manual and The CALL

• Course B: New Topic - Course Under Development, see SkillNet for Details

• Course C: Clinical Comp, Clinical X, and In Residence Personnel Actions for the Medical School

• Course D: Bargaining Unit Titles, Lecturers and Demonstration Teachers

Academic Personnel Course 1:Overview of the Faculty Review Process

This course provides a comprehensiveoverview of the Faculty Reviewprocess, from initiation of actions atthe department level through finalapproval at the Vice Chancellor level.Instruction will cover topics such as:

� How the dossier travels through thesystem and typical time frames

� The role of the AcademicPersonnel Office (APO) and theCounsel on Academic Personnel(CAP)

� Interaction of APO, CAP and theAcademic Vice Chancellor

� Crucial elements of the dossier

� Assignment of review committeesand their role

� Finalizing approved actions

� Confidentiality and access torecords

Instructor: Esther Hamil and MayNishiyama, AcademicPersonnel


Academic Personnel Course 2:Processing Actions for theAssistant Professor Series

This workshop will cover the basicpolicy and procedures for the ladderrank Assistant Professor only. Some of the topics discussed include:

� Appraisals

� Joint Appointments

� Service Limitations

� Eight-year Limit Review whichwill include the differences inReconsideration, Rebuttal andResubmission

Prerequisite: Completion of Course 1 or consent of instructor.



Academic Personnel Course 3:Processing Actions for theAssociate and Full ProfessorSeries

This workshop will cover the basicpolicy and procedures for the ladderrank Associate Professor and FullProfessor. Topics to be discussedinclude:

� Intercampus Appointments

� Joint Appointments

� Mandatory Five-Year Reviews

� Merit Increases

� Use of Associate IV & V

� Step VI. *Promotions. *SabbaticalLeaves Policy and Other Leaves

Prerequisite: Completion of Course 1or consent of instructor.



Academic Personnel Course 4:Processing Actions RequiringChancellor Approval andPreparing Other Exceptions to Policy

This course is designed to assist thosewho are responsible for processingAcademic Actions and need to have abetter understanding of interpretingacademic policies and procedures thatrequire an approval of exception toUniversity-wide policy, as well aslocal policy. The course will coverdelegation of approval authority fromthe Regents and the Office of thePresident to the Chancellor and/orVice Chancellor. Supplementary delegation of approval authority toDeans of Schools and Colleges willalso be discussed. Exceptions to becovered:

� Emeritus conferrals

� Recall policy

� Near-relative

� Off-scale

� Sabbatical deferrals and leaves

� Retroactivity

Prerequisite: Completion of Course 1or consent of instructor.




Courses

Courses

Academic Personnel Course 5:Recruitment, Searches andAffirmative Action For AcademicPersonnel

This course presents an overview of the Recruitment and Retentionprocess and other related areas that pertain to the Academic appointments at UCLA. This course will cover the following:

� Defining a search plan

� Affirmative Action and Diversitycommitment and the reportingrequirements

� Department and school guidelinesfor advertising faculty positions

� Recruitment tools available

Prerequisite: None.



Academic Personnel Course A:Using The Academic PersonnelManual and The CALL

This course is designed to assist thosewho are responsible for processingAcademic Actions and need to have abetter understanding of interpretingacademic policies and proceduresusing the APM and The CALL.

This course will cover new policiesand procedures that have been instituted by the Office of thePresident, as well as changes to localpolicies. The CALL has been updated and is now designed in auser-friendly format. This course willalso cover procedures for processing

titles such as Academic Coordinator,Academic Administrators andSpecialist titles.

Prerequisite: None.



Academic Personnel Course BComing Soon

New Topic Under Development.See SkillNet for Details

Academic Personnel Course C:Clinical Comp, Clinical X, and In Residence Personnel ActionsFor Medical School

This course will provide an overviewof processing personnel actions for academic positions in the School of Medicine. Titles such as In-Residence, Clinical X, Adjunct,and Clinical (Compensated) will be included in the discussion. Topics to be covered are:

� Appointment Criteria

� Service Limitations

� Funding Considerations

� Affiliated Institutions

� Compensation Plan Overview

Prerequisite: Completion of Course 1, 2, or 3, or equivalent work experience.

For more information on class content and schedule, please contactSchool of Medicine, Dean’s Office, at 794-2707.

Academic Personnel Course D:Bargaining Unit Titles - Lecturersand Demonstration Teachers

This course will provide an overviewof the interpretation of theMemorandum of Understanding(MOU) which governs Non-SenateInstructional – Unit 18 academics,such as Lecturers, DemonstrationTeachers, Field Work Consultants,etc. This course is designed for anyone who processes actions in aGeneral Campus and Health ScienceSchool or Department. Topics to bediscussed include:

� Appointments and reappointments

� Counting quarters for service

� Pre six year appointments

� Continuing Appointments

� Layoff and reduction in % of time

� Grievances; workload issues

Prerequisite: None.




Administration of Graduate

Education andPostdoctoral

Training

The Graduate Division offers courses that provide departmental staff with

detailed information on the policies and procedures for the payment and

employment of graduate students and postdoctoral fellows, graduate admissions,

the evaluation on international academic records and admission of international

students, and preparing course actions and proposals for changes in Program

Requirements for UCLA Graduate Degrees. In addition to procedural training,

special attention is given to academic policies and issues that impact the

administration of graduate education and postdoctoral training.

Graduate Admissions: An Overview

This provides an overview of the policy, procedures, on-line systemsand forms used in the graduateadmissions process. Topics include:

� Online processing

� All information, forms, processesand correspondence online – nomore paper!

� Changes in how decisions will be released to applicants

� How departments will know if online decisions have beenaccessed

� Online Statements of Intent toRegister and Legal Residence

� Department access to additionalinformation via the downloadprocess

� Baseline standards for admissionsand the Academic Senate Graduate Council

� Guidelines for the “GraduateAdmissions Process andCodification on the Policies and Procedures GoverningGraduate Admissions”

� English Language testing for international admission includingthe International English LanguageTesting System (IELTS) examination and TOEFL

� Dean’s Special Action Requests

� Recruitment Activities in theGraduate Division and departmentsand programs

� Instruction on the process of onlineentry of decisions on graduateadmission

Instructor: Staff, Graduate Division Fee: $30Time: 3 hrs.

Graduate Student and Academic Affairs

This course is especially designed tointroduce new department studentaffairs officers and other support staffwho work with graduate students tobasic policy and procedure needed to work in graduate student and academic affairs. Veteran staff are welcome and encouraged to sharetheir knowledge and experience.Topics include:

� The Academic Senate/GraduateCouncil: the structure and philosophy behind the regulations

� Major national and state issues in graduate education that impact policies

� Student records: how to accessonline, what is available offline,future changes, privacy holds, and best practices in central anddepartmental record-keeping

� Master’s thesis and doctoral committees and advancement to candidacy: how to documentpetitions, language fulfillment, and other requests in order to expedite processing and approval

� Special cases: Academic provisionaland probationary status, deferredreport grades

� Student visitor programs: Education Abroad, UCIntercampus Exchange, and Cross-Enrollment with USC

Instructor: Dan Bennett, Graduate Division



REVISED

Graduate Student FellowshipNomination and Processing

This course provides a comprehensivereview of the policies and proceduresrelated to nomination and processingof UCLA graduate fellowships andpayments. Topics include:

� Fellowship nomination procedures

� Graduate Division Intranet –Jasmine

� Encumbrance Report

� Graduate Division allocation

� Departmental fellowship processing

� Post-auditing and departmentalreporting

� Distinguishing fellowship and compensation payments

� Eligibility issues and concernsregarding the payments of fellowship and appointments

� Tax issues and procedures relatedto graduate student fellowship payments

Instructor: Staff, Graduate Division Fee: $35Time: 2 days (6 hrs. total)

International Admissions: An Overview

Everything you need to know aboutreviewing applications and admittinginternational graduate students. Due to increasing regulation of international student visa processing,this course is important for all departmental staff who are involvedwith admitting international students.Topics include:

� Update on the Student andExchange Visitor informationSystem (SEVIS) and feedback from all on the experiences ofnewly matriculated internationalstudents and those who wereunable to arrive due to visadelays/denials

� Documenting financial support forstudent budget for non-immigrantvisa forms (I-20 and DS-2019) -what you can do to improve the process

� Reviewing the consular process:Why are requests denied?

� Mandated reporting on enrolledinternational students and how this impacts the student advisingprocess, including policy on registration/enrollment and leave of absence

� Evaluation of international recordsincluding any recent updates or changes

� English language testing for international admissions includingthe International English LanguageTesting System (IELTS) examination and TOEFL

� Recruiting and admitting international students

Participants should bring examples of records they need assistance with and be prepared to share theirexperiences regarding internationaladmissions issues and concerns.

Instructor: Staff, Graduate DivisionFee: $30Time: 3 hrs.


Courses

REVISED

Graduate Applicant and StudentAppeals and Complaints

The purpose of this course is toreview policy and procedure regarding graduate applicant andgraduate student appeals of denial of admission, academic termination,and other actions, and to explore bestpractices that ensure due process,protect rights, and avoid liability pitfalls and problems. Topics include:

� Review of appeal policy and procedure for graduate admissionand academic termination

� Defining due process and standardsused in applicant and studentappeal cases

� Discussion of some major courtdecisions that impact universitypolicy and procedure

� Academic decision-making versusjudging student conduct: crucialdifferences

� ADA and higher education: what is required?

� What we can learn from past student trouble cases at other universities

� Where to refer different kinds of trouble cases

� Best practices for your graduateprogram


REVISED

Postdoctoral and Visiting Scholar Appointments

This course is a comprehensivereview of the policies and proceduresrelated to the administration ofUCLA postdoctoral and visitingscholar appointments, payments, benefits and services. Topics include:

� Defining the postdoctoral experience and discussing related current issues, both local and national

� Overview of APM 390 and the various postdoctoral scholar categories of appointment

� Policies and procedures related to the UCLA visiting scholarappointment, including Fullbright affiliations

� Determining the appropriateadministration of pay and benefits for postdoctoral scholars

� Recognizing payment conditions of research grants, training grants,and individual fellowships

� Procedures related to the application and awarding of extramural fellowships, includingNational Research Service Awards(NRSA) from the NIH

� Fellowship payment processing and income tax treatment

Instructor: Staff, Graduate Division Fee: $35Time: 2 days (6 hrs. total)

Preparing Course Actions and Proposals For Changes in Program Requirements for UCLA Graduate Degrees

Participants are trained in the submission of course actions and program changes and given information regarding other issuesand concerns that should be takeninto consideration when submittingproposals. Topics include:

� Discussion of concept of sharedgovernance behind the policy and procedures

� Preparing, documenting and routing a course action to create,modify or delete a graduate or professional course

� Academic concerns regarding whatdefines graduate or professionalcourse work

� Preparing, documenting and routing changes in “ProgramRequirements for UCLA Graduate Degrees”

� Ways to improve your programrequirements



Courses

ResearchAdministration

These courses and programs have been designed to meet the needs of campusfaculty and staff working on extramurally funded contracts and grants. Thematerials and trainers come from many areas on campus including the Officeof Research Administration (ORA), Audit and Advisory Services, the School ofMedicine’s Office of Clinical Trials, and academic departments.

Contract and GrantAdministration Certificate Program

The Office of ResearchAdministration (ORA) Contract and Grant Administration CertificateProgram is intended for employeeswho currently perform or anticipateassuming responsibilities related to the administration of contracts and grants.

The Series: Two categories of courses are shown below, along withtime frames during which they areoffered. Full course descriptions can be found at the ORA web site:

www.research. ucla.edu/ocga/training/certification.htm, or inSkillNet, www.chr.ucla.edu (click on “Classes”).

Requirements: The CertificateProgram includes core courses and electives. Two certificates areavailable through the program:

� General Certificate in Contract and Grant Administration: Requirescompletion of the five (5) Corecourses and two (2) Electives.

� Advanced Certificate in Contractand Grant Administration: Requirescompletion of the GeneralCertificate in Contract and Grant

Administration, plus four (4) additional Electives.

Certificates: Upon completion of the Certificate requirements,please send or fax the list of courses you have taken to:

� Linnaea Mallette, Training Coordinator Wilshire Center, 5th FloorMail Code: 143348

� Phone: ext. 42944, Fax: ext. 42852

You can obtain a copy of your course history by going to SkillNet at http://skillnet.chr.ucla.edu, andclicking on “Your Courses” at the top of the page.


Components Courses QuarterRequired Core

• Course 1 Introduction to Contract and Grant Administration On-going, Web-based• Course 2* Proposal Preparation and Submission (Course A OR B)

2A - NIH focus Spring, Fall2B - Non-NIH focus (NSF, Private Foundations, Fall, SpringState of California)

• Course 3 Award Set-Up and Incurring Expenses Part 1 - Web-basedPart 2 - Winter, Summer

• Course 4 Post-Award Administration Winter, Summer• Course 5 Accountability Structure Overview for Winter, Summer

Extramurally Funded ProjectsElectives

• Elective A Clinical Trials Budget Workshop Fall, Winter, Spring• Elective B Industry Contracting (Hiatus)• Elective C Animal Subject Application Preparation and Submission Fall, Spring• Elective D Human Subject Application Preparation and Submission Fall, Spring• Elective E Conflict of Interest Summer• Elective F Proposal Budget Spreadsheet Preparation and Fall, Spring

Computer Lab• Elective G Outgoing Sub-Award Initiation and Management Winter, Summer• Elective H UCLA Accounting Year Round• Elective I Equipment Management Fundamentals Spring, Fall*Note: If both courses 2A and 2B are taken, the second course will count as an elective

Office of ResearchAdministration (ORA)

The primary mission of the Office of Research Administration (ORA) is to support the campus researchmission with leadership, professionalguidance, and administrative support.ORA includes:

OCGA (Office of Contract and Grant Administration) has primaryresponsibility for supporting campusefforts to apply for, obtain, and useextramural funds.

EFM (Extramural FundManagement) is responsible for overseeing all aspects of financialmanagement for extramural funds.

Courses

Research Administration Course 1:Introduction to Contract andGrant Administration

This course provides an overview ofthe contract and grant administrationprocess at UCLA and explains thebasic of research administration, e.g.,the difference between a contract anda cooperative agreement. This courseis a prerequisite for most of the classes in the Certificate in Contractand Grant Administration Series.Students completing this course willtake course-related tests via the web.

The course consists of five modules:

� Research, Sources of ResearchSupport, Proposal types andFunding Mechanisms

� Proposal Preparation

� The Goldenrod and ProposalSubmission Process

� The Life Cycle of an Award andRoles and Responsibilities

� Important Policies and Regulations

Register for this course at: www.training.ucla.edu/ora

Instructor: Staff, Office of ResearchAdministration

Fee: $40

Research Administration Course 2A: Proposal Preparation andSubmission for NIH Research

This course focuses on preparing andsubmitting to NIH the administrativecomponents of proposals for researchor public service programs. The following topics will be discussed:

� NIH proposals, solicited vs. unsolicited and the various types of projects that may be funded

� The contents of a typical proposal

� Proposal Budgets (general overview)

� Guidance on the more complicatedaspects of proposals such as: subcontracts, F & A costs

� How to complete the “goldenrod”form, obtain necessary reviews andapprovals, and submit the proposalpacket to the Office of Contractand Grant Administration

� Using Grants.gov

Prerequisite: Completion of Course 1



Research Administration Course 2B: Proposal Preparation andSubmission for Non-NIHResearch

This course focuses on preparing and submitting the non-scientific portion (e.g. budgets) of proposals for research or public service programsto agencies other than NIH such as NSF, AHA, and the State ofCalifornia. The following topics will be discussed:

� The types of proposals that are submitted, with a discussion ofsolicited vs. unsolicited proposals,and the various types of projectsthat may be funded

� The contents of a typical proposal

� Proposal budgets (general overview)

� Guidance on the more complicatedaspects of proposals such as: subcontracts, cost-sharing, and F & A costs

� How to complete the “goldenrod”form, obtaining necessary reviewsand approvals, and submitting theproposal packet to the Office ofContract and Grant Administration

� Compliance considerations whenpreparing a proposal

� Using Grants.gov

NOTE: Participants who take both2A and 2B will receive credit for the second class as an elective.




Courses

Courses

Research Administration Course 3: Setting up the Award andIncurring Expenses

This course is offered in two parts.

Part 1 This is a web-based course whichconsists of 6 modules:

� The Award and request for authorization to spend funds prior to receipt of an (E-RAS)

� Setting up the Award and the Full Accounting Unit

� Department management of funds

� UCLA financial ledgers/reports:what they are trying to tell you

� Conducting a risk evaluation

� Items requiring special monitoring

Note: This web-based course is a prerequisite for Course 3, Part 2below.

Register for Part 1 online atwww.training.ucla.edu

Fee: free

Part 2This course is presented “live” in a classroom, and covers:

� Ledger reconciliation

� Ledger review case studies

� tems requiring special monitoring,(e.g. cost sharing, salary caps, pro-gram income, etc.)

Instructors: Staff from ORA and CampusExperts

Fee: $30Time: 2 days (3 hrs. each day)

Research Administration Course 4: Post-Award Administration

This course is offered in two parts.

Part 1 (Available within 2007)

This is a web-based course coveringthe following topics:

� Federal, University and Sponsorpolicies and award guidelines

� Common post award activities(prior approval, rebudgeting/transfer of funds, research relatedpurchases, etc.)

� Close-outs

� Managing subawards

� Red flags and audits

Register for Part 1 online atwww.training.ucla.edu

Fee: free

Part 2This course is presented “live” in a classroom, and covers:

� The close-out package

� Post award case studies

Instructor: Staff, ORA and campusexperts


Research Administration Course 5: Accountability StructureOverview for ExtramurallyFunded Projects

This workshop focuses on the issues and risks particular to the administration of extramural funds.The course is designed to develop an understanding of the roles andresponsibilities of all parties involvedin the management of extramuralfunds at UCLA. Participants willdevelop critical thinking skills usingcase studies that illustrate andemphasize:

� Who is accountable

� What particular policies and regulations pertain to these fund types

� What questions a manager should ask

Topics include critical considerationsin the handling of:

� Budget reductions

� Cost transfers

� Stipend vs. salary issues forGraduate Student Researchers

� Subcontracts

Instructor: Lynne Yorita, Audit andAdvisory Services and Rachel Yglesias, ExtramuralFund Management



Research AdministrationElective A: Clinical Trials Budget Workshop

For course details and description,see the Clinical Trials section of thiscatalog page 73.

Research Administration Elective B: Industry Contracting

This course provides an overview on contracting with private industry.Students will gain an understandingof the complexity of contracts andsubcontracts from industry andreceive tips on managing them from the pre-proposal through the post-award stage. Topics to be covered include:

� What OCGA does and how toprocess industry sponsored protocols/awards through that office

� Components of contractual agreements including negotiationissues



Fee: $30Time: 2 1/2 hrs.

Research Administration Elective C: Animal Subject ApplicationPreparation and Submission

This course is designed for theresearch administrator involved in the preparation and submission of applications to use animals inresearch testing or teaching. Coursetopics include:

� Regulations and policies governingthe use of animals in research testing or teaching

� Animal Use Certification program

� ARC review requirements

� The ARC and review process

� Common errors and how to avoid them

� Review of supplemental forms

� The VA/UCLA Memoranda of Understanding

Instructor: Staff, Office for the Protectionof Research Subjects



Courses

Courses

Research Administration Elective D: Human Subject ApplicationPreparation and Submission

This course is designed for theresearch administrator involved in the preparation and submission of applications for the participation of humans in research. Course topics include:

� Overview of laws and policy governing the participation ofhumans in research

� The IRB committees and review process

� Review categories (exempt, expedited, full committee)

� Common errors associated withinsubmissions and how to avoid them

� Disclosure of financial interests

� NIH and UCLA requirements for training and certification of keypersonnel in human research

Instructor: Staff, Office for Protection of Research Subjects


Research Administration Elective E: Conflict of Interest

This course provides a brief overviewof University policies related to conflict of interest with specialemphasis on state of California and federal regulations specifically related to sponsored projects. Course topics include:

� Terminology, concepts, and procedures for disclosing andreviewing a financial interest

� Identifying and assessing factorsthat increase concerns related to a personal financial interest

� Key resources for questions from researchers

Instructor: Ann Pollack, Office ofResearch Administration


Research Administration Elective F: Proposal Budget SpreadsheetPreparation and Computer Lab

A well-prepared budget may not only give the proposal a competitive edge, it will also serve as a guide for administration of the funds. Thisclass is designed to give participantsan understanding of the complexitiesin the development of a strong budget and practical suggestions on achieving one.

On day 2, participants convert a draft budget into Excel budgetspreadsheets for Grants.gov. Topics to be covered include:

� Guidance on the more complicatedaspects of budget preparation suchas: split F&A rates; sub-awards; and various campus salary scales

� Understanding the relationshipbetween payroll title and role on a project

Prerequisite: Completion of Course2A or 2B and familiarity with Excelformulas and linking cells from worksheets to other worksheets within workbooks. “Bring calculatorto class”

Instructor: Staff, Office of ResearchAdministration and CampusExperts

Fee: $30Time: 3 hrs. plus 1 (3 hour) lab


Research Administration Elective G: Outgoing Sub-Award Initiation and Management

This course is designed for theresearch administrator involved withproposals and/or awards where part of the research is being performed by an outside organization or anotherUC Campus. Topics include:

� Planning for a sub vs. a consultantvs. a vendor

� Sub-Awards in proposals: documentation needed from sub-recipients; how to list the sub-award in UCLA’s budget; how to represent F&A costs.

� Issuing and monitoring sub-awards-the role of OCGA, EFM, theDepartment/PI, Purchasing andAccounts Payable

� How to process a PAC or Bruin Buyrequisition to request issuance of a PO for a sub-award, including utilization of the correct objectcodes for appropriation of F&A costs.


Instructor: Staff, Office of ResearchAdministration, Audit andAdvisory Services,Purchasing, and AccountPayable


Research Administration Elective H: UCLA Accounting

For course details and description,see the Business Processes andOperations section of this catalog,page 37.

Research Administration Elective I: Equipment ManagementFundamentals

For course details and description,see the Financial Management section of this catalog, page 43.


Courses

Research/Clinical Trials

Office of Clinical Trials

The Office of Clinical Trials (OCT)was established by the School ofMedicine Dean’s Office in 1998 toserve as a centralized resource for allaspects of industry-sponsored clinicaltrials at UCLA. Functioning as aninterface between investigators, sponsors and departmental personnel,the OCT provides a wide variety of services to both sponsors andinvestigators, thus facilitating moreefficient and timely study initiation.As part of its mission, the OCT hassupported and developed varioustraining and educational opportunitiesfor clinical research professionals at UCLA.

Office of Research Participant Advocacy

The Office of Research ParticipantAdvocacy at the General ClinicalResearch Center enhances patientsafety and research integrity by providing guidance and education toinvestigators and research personnelin the areas of ethics, data and safetymonitoring, adverse event reporting,and Good Clinical Practices (GCPs).This guidance includes providingpractical recommendations and tracking mechanisms for participantsafety, while adhering to federal,state, UCLA, NIH, and sponsor regulations.

Clinical Research: The Basics

Getting started in the field of ClinicalResearch can be challenging. Thiscourse is designed to give a basicintroduction to the field of clinicalresearch. It is intended for administrators, nurses, and other staff with no experience in clinicalresearch who are entering into thisfield or who are beginning to supportclinical researchers. The program will include definitions, descriptionsof types of clinical research studies,responsibilities, and informationabout clinical research oversight.

Instructor: Sally Shupien, School of Medicine


NEW

GCPs: Source Documentation and Data Management

This course provides an introductionto good clinical practices with an emphasis on producing and maintaining high quality researchdata. The instructors will provide tips and pointers about developingsource documents, recording data,and managing organized data files.The course will include handouts and case studies.

Instructors: Sally Shupien, School of Medicine and LaurieShaker-Irwin, Ph.D, M.S.,Research Subject Advocate


Clinical Trials Budget Workshop

This workshop will help participantslearn how to develop an accuratebudget up-front and avoid cost overruns at the end. Some of the topics covered in this half-day workshop include:

� Analyzing the protocol to accuratelyproject study costs

� Hidden costs that are often overlooked in the budget development process

� Identifying and troubleshootingpotential and real budget problems

This workshop is also listed as anelective (Research AdministrationElective A) in the Contract and Grant Administration Certificate.

Note: This course is open to staff and faculty. For more informationabout course content contact Sally Shupien at ext. 4-8785, [email protected].

Instructor: Sally Shupien, School of Medicine



Subject Advocacy and theInformed Consent Process

This course will cover the ethical concepts and principles surroundingresearch advocacy and the informedconsent process. The instructor will provide practical details aboutpreparing informed consent documents and conducting informedconsent discussions. Other advocacydiscussions will include research subject recruitment, literacy, and education.

Instructor: Laurie Shaker-Irwin, Ph.D,M.S., Research SubjectAdvocate


IRB Submission Workshop

This workshop is for staff or facultyinvolved in clinical research.Participants will learn the elements of a successful IRB submission andcommon pitfalls to avoid. Practicalexamples will be provided. The discussion will center on 3 concepts:

� What happens in the review process

� How everything flows from a well-written consent form

� Why it’s important to follow directions and answer the questions asked

Note: The workshop does not coverSocial Science or other non-clinicalresearch reviewed by the generalcampus IRBs.

Instructor: Juliet P. Burnett, School of Medicine


Data and Safety Monitoring in Clinical Research

Data and safety monitoring hasbecome increasingly important forassuring the safety of participants inclinical research. This course is forinvestigators and study coordinatorswho are interested in further understanding the background,issues, and practicalities of data andsafety monitoring for clinical researchstudies. The program will include areview of research ethics, safety ofresearch subjects, and regulatory compliance issues in the context ofoperationalizing a data and safetymonitoring program for clinical studies. We will use case studies tofurther illustrate important points.

Instructor: Laurie Shaker-Irwin, Ph.D,M.S., Research SubjectAdvocate



Courses

EducationalResources

University of California, Los Angeles Reduced Fee Enrollment Program

The Reduced Fee EnrollmentProgram is a special benefit availableto regular status career employeeswho have completed their probationary period (if applicable)and gain admission to regular sessionUniversity classes while working atthe University. Eligible employeesreceive a TWO-THIRDS REDUCTION on both Universityregistration and education fees. This fee reduction is available eachquarter for up to three classes or nine units, whichever is greater.Employees registered under this provision are ineligible for the services of the Counseling Center,the sports facilities, and StudentHealth Services, other than those services to which the employee may be otherwise entitled.

� Your first step is to apply for admission to the University (contact the Admissions Office for information).

� After receiving confirmation of your admission, contact theappropriate Human Resource/Personnel office, or your department representative, to receive a Reduced FeeEnrollment application. (See list below)

� Return the completed ReducedFee Enrollment application to yourHuman Resources/Personnel office.After review of your application andverification of eligibility, the onlinebar system will be updated to applythe appropriate reduction.

Note: A Reduced Fee Enrollment application is required each quarter that you participate in the program. For more information and reducedfee enrollment application contact:

� Campus Human Resources10920 Wilshire BoulevardSuite 200Phone: 794-3147

On the web at www.ucla.edu, click on Business Services, thenHuman Resources, Training andDevelopment, then Educational & Employee Development.

� Healthcare Human Resources 10920 Wilshire BoulevardSuite 400Phone: 794-0500

On the web at hr.healthcare.ucla.edu,click on forms, then reduced feeapplication.

For information regarding Non-Senate faculty enrollments, contact:

� Academic Personnel Office3109 Murphy Hallphone 825-4857

www.apo.ucla.edu/forms/fee_waiver.asp


A Program of ContinuingEducation for AdultsClasses Offered at 25% Reduced FeeIf you’re a UCLA employee whoworks at least 50% time, you canenroll in an Extension course at a 25% reduced fee discount* (see list for restrictions). Join your fellow staff and faculty and takeadvantage of this great opportunity.

Keep Moving AheadAdvance your career at UCLA andcontinue your education through acourse of study at UCLA Extension.Add to your knowledge and skills –and save money, too!

Convenient Courses Taught by ExpertsEach quarter, UCLA Extension offers more than 1000 seminars,courses, workshops, and programs,taught by world-class instructors and conveniently scheduled in theevenings, on weekends, even online.Choose from a wide selection of professional and creative courses,including more than 80 certificateprograms in fields such as computergraphics, business and management,information sciences, foreign languages, writing, entertainmentstudies, and more.

Free Advisory ServiceUCLA Extension course advisors canhelp you to identify courses neededfor admission to degree programs, or design an education plan to meet your career or personal goals. To speak with an advisor, visit Room 114 in the UCLA ExtensionBuilding (10995 Le Conte Avenue)Monday through Friday, between9:00 a.m. and 4:30 p.m. Or call ext. 6-6201 for an appointment.

It’s Easy to EnrollAfter selecting your course, simply complete the Reduced FeeEnrollment Application found on the Campus Human Resources website. Go to www.ucla.edu and searchfor Human Resources, then click on Training and Development, the Educational and EmployeeDevelopment Benefits, then UCLAExtension. You can download theUCLA Extension Reduced FeeEnrollment and DepartmentalRecharge Application, complete it,and return to the UCLA Extensionoffices:

By Campus Mail:Extension Student ServicesDepartment “K”Mail Code 134907

By U.S. Mail:UCLA ExtensionP. O. Box 24901Department “K”Los Angeles. CA 90024-0901

In Person:UCLA Extension Administration Building10995 Le Conte AvenueRegistration Office, Room 113

By Fax:UCLA ExtensionStudent Services(310) 206-3223

*The following courses are not available at the 25% reduced rate:

� Online courses

� Concurrent courses (e.g., UCLAregular session courses via UCLA Extension enrollment)

� ”Limited Enrollment” courses

� Special courses (travel and field study)

� High fee programs

� Fees for such items as books, computer time, housing, meals,transportation (including thosewhich may be included in theenrollment fee).


UCLAExtension

For a free copy of the current UCLA Extension catalog, call ext. 5-9971, orbrowse the catalog online at: www.uclaextension.edu

PRINT OR ONLINE CATALOG AVAILABLE:Fall Quarter Mid-August

Winter Quarter Mid-November

Spring Quarter Mid-February

Summer Quarter Mid-May

Campus Map


Academic Personnel 61 Academic Personnel Certificate Program 61Academic Personnel Course 1: Overview 62

of the Faculty Review ProcessAcademic Personnel Course 2: Processing Actions 62

for the Assistant Professor SeriesAcademic Personnel Course 3: Processing Actions 62

for the Associate and Full Professor SeriesAcademic Personnel Course 4: Processing Actions 62

Requiring Chancellor Approval and Preparing Other Exceptions to Policy

Academic Personnel Course 5: Recruitment, Searches 63and Affirmative Action for Academic Personnel

Academic Personnel Course A: Using the 63Academic Personnel Manual and the CALLAcademic Personnel Course B: 63

New Topic Coming SoonAcademic Personnel Course C: Clinical Comp, 63

Clinical X, and In-Residence Personnel Actions for Medical School

Academic Personnel Course D: Bargaining Unit 63Titles - Lecturers and Demonstration Teachers

Access (Level 1) 14Access (Level 2) 14Access (Level 3) 14Administration of Graduate Education and 64

Postdoctoral TrainingAdministrative Issues in Records Management 37Adobe Illustrator (Level 1) 15Advanced Accounting I 45Advanced Accounting II 45Assertive Communication 5Benefits Policies and Practices 54Billing and Accounts Receivable (BAR) System 38BruinBuy for Preparers 38BruinBuy PAC Preparer (New User) 38BruinBuy PAC Reviewer 39BruinBuy Update Workshop 39Budgeting 45Building Effective Work Teams 24Building Productive Work Relationships 9Business English Skills for Non-Native 5

Speakers of EnglishBusiness Ethics 46Business Officer Institute 34

Business Processes 37Campus Map 77Career Counseling for Laid Off Employees 12Career Discovery Series Information 10Cash and Receivables Financial Management 46CHR Computer Training Program 14Classifying and Sourcing of Payments 54

to Foreign IndividualsClinical Research – the Basics 73Clinical Trials Budget Workshop 73Communication Programs 5Communication Skills for Supervisors 24Communications Technology Services (CTS) Training 7Compliance with Current State, federal, 24

and UC Disability MandatesCompliance with the Fair Labor Standards Act (FLSA) 24Compliance with the Family Medical Leave 25

Act (FMLA)Conflict Resolution 25Contract and Grant Administration Certificate 67Customer Service 21Data and Safety Monitoring in Clinical Research 74Dealing Effectively with Troubled Employees 25Dealing with Anger in the Workplace 26Delegating Skills for Supervisors 25Demystifying the Grievance and Complaint Process 26Departmental Financial Deposit Process 37Departmental Training 33Determining Your Investment Strategy 36Discover Your Career Path 11Dreamweaver (Level 1) 15Dreamweaver (Level 2) 15Effective Speaking and Listening Skills 5Email: How to Use It Effectively 7Employee Database Entry/Update For Preparers 54Employee Database Entry/Update For Reviewers 55Employee Orientation for New Hires 4Enrolling in Your Workplace Savings Plan 36Equipment Management Fundamentals 46Equipment Management 39Excel (Level 1) 15Excel (Level 2) 16Excel (Level 3) 16Extramural Fund Management 47Fica Tax Workshop 55


Index

Index

FileMaker Pro 16Financial Management Certificate Program 43Financial Management 43Fireworks 16Flash 17FrontPage (Level 1) 17FrontPage (Level 2) 17Fulfilling Your Career Potential 11Full and Benefits Only Orientation 4Fundamentals of Gift Management 47Fundamentals of Records Management 48General Information 2Getting Ready! Preparing for the Successful Job Search 11Graduate Admissions: An Overview 64Graduate Applicant and Student Appeals 66

and ComplaintsGraduate Student and Academic Affairs 64Graduate Student Fellowship Nomination 65

and ProcessingHandling Difficult Customers 21Health and Safety Programs 35Health Plan Training 35How to Calculate and Process Retroactive Transactions 56How to Plan a Successful Conference, Meeting, 40

or Catered EventImmigration Overview 56Internal Controls and Risk Assessment 48International Admissions: An Overview 65Interviewing the Job Applicant: Hiring The Best 26Introduction to Personnel/Payroll System (PPS) 56

Inquiry FunctionsIntroduction to Supervision 22IRB Submission Workshop 74Job Descriptions: Learn How to Make the Job 26

Description Work for YouLearn To Be Creative 8Leave Accrual and Leave Usage 64Letter from the Director, Training & Development iLetter from the ChancellorLetter from the DirectorLevel 1 Supervisory Certificate Program 23Management Development 30Management Seminar Series 30Management Skills Assessment Program 31

Manager’s Guide to Personnel/Payroll Reports 49and Resources

Manager’s Workshop on Payroll Related Practices, 49Accountability, and Ethics

Managing a Diverse Workforce 26Managing Change 27Managing Meetings and Small Groups 27Managing the Benefits Eligibility Level 57

Indicator (BELI)Managing Up: Communicating Effectively 9

with Your Boss Marketing Your Talents: Successful Interviewing 11Medicare and UC Medical Insurance 57Microsoft Project 17Microsoft Publisher 17Minimizing Your Exposure to Employment 27

Practices LiabilityMotivating Yourself 9Navigating Staff Personnel Policies and Contracts 28Office of Clinical Trials 73Office of Research Administration 68Office of Research Participant Advocacy 73 Organizational Development Services 32Overview of the Personnel/Payroll System (PPS) 57Overview of University Tax Issues 50Pagemaker (Level 1) 18Pagemaker (Level 2) 18Partial Year Career Appointments (PYC) / Furlough 57Payroll Certificate Program 52Payroll Payments Processing (For Foreign Individuals) 58Payroll Process for Worker’s Compensation Payments 58Payroll Services Office Web-Based Resources 51Payroll Time Reporting (PTR) For Preparers 58Payroll Time Reporting (PTR) For Reviewers 58Performance Appraisal 28Personal Finance 36Personnel and Payroll 51 Personnel/Payroll Query Database (PPQDB) Clinic 59Photoshop (Level 1) 18Photoshop (Level 2) 18Planning Your Future Retirement 36Postdoctoral and Visiting Scholar Appointments 66PowerPoint 18


Preparing Course Actions and Proposals for Changes 66in Program Requirements for UCLA Degrees

Preventing and Correcting Sexual Harassment 28Procedures For Completing Employment Eligibility 59

Verification (1-9 Form)Processing of Payments to Non-Employees 60Professional and Career Development 9Professional Development Program 13Pronunciation Skills for Non-Native Speakers of English 6Publishing a Web Site 19Purchasing and Accounts Payable Component (PAC) 40

Query Database (QDB)Purchasing and Accounts Payable Component (PAC) 40

UpdateResearch Administration 67Research Administration Course 1: Introduction 68

to Contract and Grant AdministrationResearch Administration Course 2A: Proposal 68

Preparation and Submission for Research, NIH Focus

Research Administration Course 2B: Proposal 68Preparation and Submission for Research, Non-NIH focus (NSF, DOD, Private Foundations, State of California)

Research Administration Course 3: Award Setup and 69Incurring Expenses

Research Administration Course 4: Post-Award 69Administration

Research Administration Course 5: Accountability 69Structure Overview for Extramurally Funded Projects

Research Administration Elective A: Clinical Trials 70Budget Workshop

Research Administration Elective B: Contracting 70with Industry

Research Administration Elective C: Animal 70Subject Application Preparation and Submission

Research Administration Elective D: Human Subject 71Application Preparation and Submission

Research Administration Elective E: Conflict of 71Interest

Research Administration Elective F: Preparing Proposal Budget Spreadsheets 71

Research Administration Elective G: Subawards 72

Research Administration Elective H: 72UCLA Accounting

Research Administration Elective I: Equipment 72Management Fundamentals

Residency for Tax Purposes 60Responding to Violence in the Workplace 28Risk Management: Workers’ Compensation, 29

Liability, PropertyRNET OverviewRNET QDB Excel QueriesSelf Development 8SkillNet Online Enrollment 1Staff Enrichment Program 12Stress Reduction Workshop 35Supervising Student Employees 29Supervisory Principles Workshop 22Supervisory Development 22Taking Corrective Action 29Tax Withholding Obligations for Foreign Individuals 60Time Management 8Toastmasters 7Training for Trainers 10Transfer of Funds Systems Training 42Travel at UCLA Series 41Travel Course 1: Travel Policies 41Travel Course 2: Reservations and Reimbursements 41Travel Management Fundamentals 50UCLA Accounting 42UCLA Extension (UNEX) Enrollment Information 76UCLA Office of Environment, Health and Safety 35UCLA Reduced Fee Enrollment Program 75Understanding and Developing Emotional Intelligence 8Visio 19Visual Basic for Applications 19Web Page Basics 19Weight Watchers’ “At Work” Program 35Windows (Level 1) 19Windows (Level 2) 20Word (Level 1) 20Word (Level 2) 20Working in a Team Environment 10Writing Basics 6Writing Effectively 6Writing it Right: The Winning Resume 11


Index