jacksonfall14professionalissues.pbworks.comjacksonfall14professionalissues.pbworks.com/w/file/fetch… · Web viewComputer Login. Computer Login. First Coming into the Office. First

Business ProceduresTraining Manual

For Employee and Organizational Development

Graduate Assistants and Interns

Table of Contents

Training & Development Overview………………………………………………………............1Computer Login…………………………………………………………………..……………….2First Coming into the Office……………………………………………………............................5Phone Procedures

Answer Call s………………………………………………………………………...……6Make Call s………………………………………………………………………………...6Leave Messages……………………………………………………………………....…...6Put Call er on Hold…………………………………………………………………….…..6Transfer Call ………………………………………………………………………………7Pick Up From another Line………………………………………………………….….....9

Face to Face Communication………………………………………………………………….….11BlazeView

Enroll a User in a Class ………………………………………………………………….12Grades ……………………………………………………………………………….…...15

Campus MailCheck for Mail…………………………………………………………………….……...17Sent Intercampus Mail…………………………………………………………….……...17Send Mail Off-Campus…………………………………………………………….……..17

DatabaseAdding a User to a Course ………………………………………………………………19Registering Non-VSU Users …………………………………………………………….21Changing the Role of a User ...…………………………………………………………..23Creating a New Course…………..………………………………………………….........26Editing a Scheduled Course ……………………………………………………………..30Email Reminders ……………...…………………………………………………………33Enter Attendance……………….…………………………………………………….…...38Printing Rosters ………………..………………………………………………………...42Scheduling a New Course ……………………………………………………………….46

Defensive Driving Procedures …………………………………………………………….……..49I Caught You Caring (ICYC) …………………………………………………………….…...…50Inventory ……………………………………………………………………………………........51New Employee Orientation ……………………………………………………………………...52Oracle Database

Accessing Past Class Participation ………………………………………………....…....55New Hire Report ………………………………………………………………....……....56

Prepping for a Training Class………………………………………………………………….…58Print Shop Orders …………………………………………………………………………....…..60Printing a Booklet ……………………………………………………………………………......62Room Reservations ……………………………………………………………………………....63Training Evaluations ……………………………………………………………………….....….65Weekly Upcoming Class Emails …………………………………………………………….…..70

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VSU’s Training and Development: An Overview

Our mission is to help all VSU employees and students achieve University goals, realize career ambitions and enhance personal job satisfaction levels.

We provide ongoing programs to orient, train and develop Valdosta State University employees, thereby improving skill levels, promoting personal career growth, and optimizing employee performance. Some examples of the training programs we provide are:

New Employee Orientation Partners for Campus Excellence Defensive Driving CPR/First Aid Specialized Workshops

- Leadership Classes- Management Classes- Administrative Assistant Classes- Academic Oriented Classes

Customized Programs- We offer specialized training sessions upon customer request- We offer assistance with departmental planning retreats and teambuilding retreats

Our office partners with many department on campus to jointly advertise and promote programs. These offices also use the Training Record Database for registration and documentation of attendance. These areas are

- eLearning- The IDEA Center- Academic Affairs Office- IT Communications and Training- Environmental and Occupational Development- Center for Advising- Office of Social Equity- Office of Institutional Effectiveness- Odum Library Media Center

This manual contains information that will help orient you with general office procedures needed to perform most daily activities.

Computer Login

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How to Log In to an Office Computer for the First Time:

1. Click the OK button. Enter the following login information and click OK: Username: VSUGuestPassword: guestLog on to: VSU

Note: Please be patient, as this process may take several minutes.

2. Double-click the Apply for Desktop Logon Account icon. Note: Before you can apply for an Active Directory account, you will need to know your BlazeVIEW username and password.

3. Click the Yes button when the Valid VSU Blazeview Account question pops up.Click OK for the second pop-up dialog

box.

4. Enter your BlazeVIEW Username and click OK.

5. Enter your BlazeVIEW Password and click OK

Computer Login

3

6. Click Yes when it finds you as a user:

7. Select the name of your division from the drown-down menu. Please note that this isNOT the same as your department. Then click OK.If you do not know which division you are employed by, please consult with the department head.

8. Select the name of your department or division from the drop-down menu. Then clickOK.

9. Enter your office telephone number and click Submit. The number is 229, 259, 5105.

Computer Login

4

10. Enter your title and click OK. Enter “Graduate Assistant” or “Intern.”

11. Click OK and the computer will automatically log off. Then log in with your newly created account.

Note: If you encounter technical issues when using VSU’s Active Directory system, please contact the IT Helpdesk at (229) 245-4357 or send an email to h e l pd e s k @ v a l do s t a . e d u .

First Coming into the Office

5

How to Proceed as the First Person at the Office:

On a regular workday, this is generall y what you should do upon coming into the office. Some days may be different, based on EOD or Well ness events that may be occurring, conferences, or meetings that may be taking place on any specific day.

1. Upon logging into your computer, check the EOD Calendar in outlook (your email) and the EOD training database to check on the classes for that day.

a. Also check the public calendar at:http://ww w. va ldo sta.ed u/abo ut /e ve nts/ mo nt hl y.p hp?ca le nd ar=25

2. Look for items on the main desk in order to make sure all the materials have been taken care of for any upcoming class.

a. At this time ensure the following items are ready:i. Class roster/sign- in sheet

ii. Evaluations with instructor(s) name. iii. *Table tents (name tents)iv. *Video, PowerPoint presentation, or website links within your

email or accessible on V-Drive to upload onto classroom computerv. *Printed booklet (usually handouts in booklet form of PowerPoint)vi. *Any tests or quizzes that participants will need to

complete vii. Pens/pencils/markersviii. *Flipchart paper

ix. *Other materials for activities or discussions (e.g., game pieces for breakout games)

*May not be relevant or necessary for every class

3. Check your personal file folder for assignments and tasks.

4. Check your email for messages sent to t r a i n i n g @ v a l do s t a . e d u .a. If responding, always CC t r a i n i n g @ v a l do s t a . e d u so everyone else

knows a response has been sent and the issue resolved.

Phone Procedures

6

How to Proceed When Answering the Phone:

T o ans wer a c all:

1. Pick up the phone, wait one beat, and say: “Good morning/afternoon, Employee andOrganizational Development, this is , how may I help you?”

2. Address the call er by name if they give their name

3. Have pen and paper ready to write down notes

T o make a c all:

1. On campus: dial the last four digits of the phone number

2. Local call s: dial “8” and the seven-digit number

3. Long-distance call s: dial “8” then “1” and the ten-digit number

T o leave mess ages us ing the P ho ne C all boo k:

1. For: Becky, Tim, David, or one of the assistants2. M: memo (not necessary to fill out)3. Of: call er’s name4. Phone/mobile: extension if VSU #5. Fax: if applicable6. Message: the reason for the call7. Check boxes on side: usually “Telephoned” and “Please Call ”8. Signed: print your name9. Tear off the slip and put it in an obvious place on the desk of the person to whom the

call er wanted to speak

Ho w to p ut a c aller o n ho ld fro m the c o rd ed p ho ne:

1. Say: “Would you mind if I put you on a brief hold while I look up the answer to your question?”

a. WAIT FOR THE CALLER TO ACCEPT before continuing

Phone Procedures

7

2. If your search is taking a while, check back in with the call er and let him/her know you are actively searching:

a. “Hi, I apologize for the wait, I am looking up your answer right now, do you mind if I put you back on hold for just one more minute? ” OR

b. Take their information down and call him/her back when you find the answer

3. DO NOT FORGET TO FOLLOW UP if you tell him/her you will call back with the answer

T o trans fer a c all fro m the c o rd ed p ho nes :

1. Saya. “Please hold for one moment while I connect you.”b. WAIT FOR THE CALLER TO ACCEPT before continuing

2. Press the “Transfer” soft button.

Phone Procedures

8

3. Dial the 4-digit extension:a. Main desk: 5105 OR 9222b. Becky: 5106c. Tim: 1276d. David: 5658e. GA Desk: 9221 OR 6487

4. Press “Transfer” again

5. Wait until the recipient answers the phone before hanging up

T o t r a n s f e r a c a l l fr o m t h e c o r d l e s s ( G A D e s k ) p h o n e s : 1. Say “Please hold for one moment while I connect you.”

a. WAIT FOR THE PERSON TO ACCEPT before continuing

2. Press the “Hold” soft button

Phone Procedures

9

3. Dial the 4-digit extension:a. Becky: 5106 b. Tim: 1276c. David: 5658d. GA Desk: 6487

4. Press “TALK/flash” again

5. Wait until the recipient answers the phone before hanging up

T o p ic k up a c all fro m any p ho ne:

1. Pick up the phone and hear the dial tone

2. Click on the button that goes to the ringing line

3. Wait for a beat before beginning with “Employee and Organizational Development, this is , how may I help you?”

Face to Face Communication

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How to Greet and Assist a Guest in the Office:

Note: The EOD Office is dedicated to assisting anyone on campus. As a result, if the guests’ questions or concerns are not related to the function of this office, keep in mind that we are here to help. It is part of your responsibilities here to try and find someone who can assist the guest.

1. If a guest walks in through the door, always be ready to greet and ask what you can do to help: “Good morning/afternoon, how may I help you?”

2. If you are on the phone, smile and nod to them. If you are able to, give them a quick greeting and say “Hell o, I will be able to assist you in just one moment.” Some guests come in to visit with someone else in the office and will likely walk on ahead.

a. If your phone call is likely to take a long time and you can tell , politely put your call er on hold for a few short seconds while you speak with the in-person guest.

i. Ask if someone else in the office can help the guest.ii. If you are familiar with the call er, ask if you can call back right away.

Use your discretion – your main task is to address the needs of both the guest and the call er without ignoring either.

3. The guest may walk in looking for someone who is not at this office. A frequent occurrence is people looking for Human Resources.

a. Take them outside the office and either point them toward HR with cleardirections, or walk with them to HR. The same may be done with any office –always give clear directions or find someone who can.

4. If a guest comes in with a question about something that EOD does not do, call the appropriate office to answer the question. You may put them on speakerphone so the guest can ask their question, or direct the guest toward that office.

a. Do NOT send the guest off without finding someone who can answer their question. Do NOT guess about which office may be useful. Always call ahead to make sure you are sending the guest to the right department.

b. If you are unable to find something right away, take down the guest’s information(name, telephone number, email) and search for help after they leave. ALWAYSmake sure you get back to that guest quickly.

5. Occasionally we get guests asking questions about working with ADP. While you may not need to know much as a graduate assistant or intern, we are still able to help this guest. First, figure out what the guest needs. Then, find the job aid for ADP saved in the v-drive.

a. Employee Development Projects ADP 2013 Job Aids Back to SchoolResources

b. The left side features a navigation panel that all ows you to quickly find what the guest may be searching for regarding ADP.

c. One part that may be particularly useful is a link toward the bottom entitled


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“ADP Quick Reference Cards,” which have several instructions for common issues.

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BlazeVIEW D2L

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How to Use BlazeVIEW D2L:

Enro lling a us er into a c las s :

1. Login to BlazeVIEW D2L at the link: https://vs u. vie w. us g.ed u/

2. Please note that you must have access to a course as an instructor to complete the following steps. Click on the course for which you are enrolling a student or participant. Click on Communication in the toolbar toward the top and then click “Classlist.”

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BlazeVIEW D2L

3. This page will show you all the users that are enrolled in the classroom. You ca n use the search bar toward the top to search for a user who is already in the class. To add a participant, click Add Participants, the blue button at the top. Then click on “Add Existing Users.”

4. Search for the user in the search box under “Add Existing Users.” You can use first name, last name, or BlazeVIEW username. The username will give you the most direct results. Once you click the search button, the list of names, if there is more than one, will show up. Click on the check box next to the user you were searching for, select their role as a student (if meant to be a student), and click “Enroll Selected Users.”

BlazeVIEW D2L

14

5. Once you enroll the user, a confirmation message will pop up, at which point you can click Done if you have no more to enroll, or Add More Participants to continue enrolling users.

Un-enro lling a Us er:

1. To un-enroll a user, go back to the Classlist and search for that user.

2. When you find your user, check the box next to the user’s name and click the“Unenroll” button available just above.

BlazeVIEW D2L

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3. Click “Yes” in the pop-up confirmation box, and you will no longer see that user listed.

C h ec k i n g G r a d e s

1. In the class where you want to check grades, click on Assessments, and then “Grades.”

2. This page shows you the grades of all users. Use the search bar near the top to search for the user for whom you are checking grades. When you find the user, scroll to the right to see all the grades.

3. To edit grades manually, click on the user’s name at the left to get to the manual grade adjustment page. Fill in or change whatever you meant to, then click “Save” at the bottom to save the new grades.

BlazeVIEW D2L

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4. Click “Yes” in the confirmation pop up if you are sure you want to change the grades.

Campus Mail

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To Check for Mail:

Look in the wooden mail box labeled “incoming mail”.

To Send Intercampus Mail:

1. Get one of the envelopes from the supply closet. There are larger ones for full sheets of paper, and some small er ones for folded paper.

2. In one of the open spaces, write in the name of the recipient and the department for which he/she works. If you don’t know which department the recipient works in, find out using the online campus directory. Search through www . v a l do s t a . e d u .

3. Place the envelope in the red file organizer labeled “outgoing mail” for pick up.

To Send Mail Off-Campus:

1. The mail being sent off campus must be for official business purposes to use CampusMail and department funds.

2. In the black file organizer on the main desk, there is a box for “Letterhead & Envelopes” on the right, three boxes down. This has half-page slips with the title “Letter and Package Processing Request.”

a. Fill out the date in the top right.b. On the left, based on what the mail is, check one box. c. On the right, fill out the following information:

i. Department name: Employee and Organizational Developmentii. Postal code: 0396iii. Phone number: (229) 259-5105iv. Sender’s Name: insert your name herev. Signature: sign or have someone in the office sign

3. Drop this off at the Campus Mail office, located off of Jane St.

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Campus Mail

\'2 blocks south of the Univer.

Adding a User to a Course

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Adding a User to a Course:1. Log in to the data base with your Blazeview username and password.

2. Click “Employee/User List” on the left hand side under “Administration.”


20

3. In the search box under the New Profiles button, type in the person’s email/username (e.g., “rbowes”), and then click “Go.”

4. Click “View or Alter Schedule” and scroll down the list (sorted by date) until you find the class they wish to be registered for. Once you have located the correct class, select “Register.”


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Registering Non-VSU Users:1. If the individual has already taken a training course coordinated by the EOD office , you must input

their entire email address into the search box (e.g., s a ss y p a n t s @ a w e s o m e s t a t e . e d u ). Follow the same procedures listed above.

2. If the individual has never taken a training coordinated by the EOD office, you must ask them to create an account or you may create an account for them.

1. Navigate to the EOD page, and make sure you are logged out of the database if you are creating an account for them.

2. Select the “First Time Users: Click Here” button.


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3. Enter their information into the relevant fields, then press the “Create” button to continue the process. The next page will ask for addresses, a phone number, and a password. Use a generic password, like “Password123!”, and be sure to write all the information down, and email it to the user.

4. After you have created the new account for them, you may log in as them and sign them up for the class(es), ask them to sign up for the classes themselves, or log in with your information and search their FULL email address (using directions above).

Changing a role of a user

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How to Change a User’s Role:1. Log in to the data base with your Blazeview username and password.

2. Click “User Roles” on the left hand side under “Administration.”


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3. In the Users and Roles box, use the search box to type in the person’s name or email or Blazeview username, and then click “Go.”

4. On the left hand side, click the pen and pencil icon under the edit tab.


25

5. On the right hand side in the box Assign Users to Role:a. If you are adding a role click the role in the left box and press the “>” buttonb. If you are removing a role click the role in the right box and press the “<” button c. Then click “Apply Changes.”

Creating A New Course

26

How to Create a New Course in the Training Database:

1. Log in to the data base with your Blazeview username and password.

2. Click on “Class Definitions” on the left hand side under “Administration.”

27


3. Click “Create” to create a new course.


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4. In the “Edit Class Definition” box enter in the course title in the “Title” box.a. Enter in the course description in the “Description” box. Then, leave the “Class

Number” box blank.b. In the “Class Type” drop down select the type of class.c. Select “yes” in the Active area to all ow the course to be shown in the course

registration.d. Indicate if a certificate is given in your course by selecting “yes” or “no” in the

“Certificate” area. Then, in the “Default Internal Only” select “no”. In the“Default Location” dropdown leave it as “None”.

e. Then select “Create” in the upper right hand corner.


29

Editing a Scheduled Course

30

How to Edit a Course that is Already Scheduled:

1. Log in to the data base with your Blazeview username and password.

2. Click on “Scheduling” on the left hand side, under “Administration.”


31

3. After finding the course you need to schedule a time/date for, click “Edit/Add Meeting.”

4. Click the pen and pencil icon to the left of the course date in the Current Meeting box.


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·

1 2013

5. Here you can change the begin date, end date, begin time, end time, and location. Click"Apply Changes" once changes are made.

Navigation

• Administration• Scheduling• Class Definitions• Location Definitions• Cat e a ory Def i n i tions

• EmDioveetuser List• load BlazeVIEW File• M a ndatorv Courses • Class Tyoe Management• Reoons

• Instructor• Grade Book a n d Attend a n ce

• My Grades and Courses• Reaister

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Cancel Meeting D

Email Reminders

33

How to Write Email Reminders for Training Classes:

F o r R egular T raining C lass es with O n -C amp us Attend ees :

1. First, check the EOD calendar in outlook. Sometimes there are recurring training classes (e.g., PFCE, fitness classes, HR 101, defensive driving, etc.), that will not show up in the database schedule.

2. Then, login to the EOD database by navigating to www . v a l do s t a . e d u / t r a i n i ng and then clicking on Training Registration.

3. Click on VSU Employee/Stude nt Login.

34

Email Reminders

4. Enter your username and password and click “Login”

5. Click on “Scheduling”

6. This list is organized by date. Scroll to the set of classes for which you are sending a reminder (next two days from current day). Click on the number that shows the number of registrants for the course.

Email Reminders

35

NOTE: This is the same page that all ows you to print a roster.

7. Click the button that says “Select All ” above the participant information.

8. At the bottom, you will see a box that all ows you to email students. Under “DearParticipant,” follow a similar format as the example below:

“This is a friendly reminder that you are scheduled to attend CLASS NAME on DAYOFWEEK, MONTH DAY. The training will take place from START:TIME - END:TIME, and is located in ROOM.

If you have any questions or concerns, please contact Employee Development at (229) 259 -5105 or t r a i n i n g @ v a l d o s t a . e d u .

Thank you, YOUR NAMEEmployee and Organizational Development ”

Email Reminders

36

For example:

“Dear

Participant,

This is a reminder that you are scheduled to attend the Academic Honesty Session on Thursday, April 23rd. This training will take place from 9:00 AM - 10:30 AM, and is located in the University Center – Rose Room.


We look forward to your attendance.

Thank you, Jane DoeEmployee and Organizational Development ”

9. Then click “Send Email to Selected Students,” and you will receive a confirmation message at the top: “Email sent”. You will also receive a copy of the email to your email address, which you should check for errors as well . Send a correction emails if there are errors.

Confirmation sent email in database

Email Reminders

37

F o r C lass es with Attend ees fro m O ff -C amp us :

1. NOTE: external attendee emails do NOT end in “valdosta.edu”

2. Follow the format above, but instead of sending the email through the database, copy the emails from the roster into your email “To” line.

3. Attach a visitor parking pass to the email and advise the registrants to print one out and place it on their dashboard before leaving their car parked in a VSU parking lot. Visitor passes can be found on v-drive, following Employee Development EOD Office parking passes.

4. Also attach a campus map and directions to wherever the training may be taking place.Find directions to most locations in the v-drive, following Employee Development EOD Office Driving Directions.

5. See the sample email below for external registrants with external attendees:

“This is a reminder that you are scheduled to attend the Academic Honesty Session on Thursday, April 23rd. The training will take place from 9:00 AM – 10:30 AM, and is located in the University Center – Rose Room.

Attached to this email are a visitor’s parking pass, campus map, and directions to the Rose Room for attendees coming from out of town. We advise that you print a pass and place it on your dashboard when parking on campus to avoid receiving a ticket. This pass is good for parking anywhere on campus except in specific designated spots for handicap or service parking. If you need a printed parking pass, please contact Employee Development immediately upon arrival.


We look forward to your

attendance. Thank you,Jane DoeEmployee and Organizational Development”

Entering Training Attendance

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How to Enter Attendance for Training Classes in the Database:

1. Log in to the database with your Blazeview username and password.

2. Click on “Grade Book and Attendance” on the left hand side, under “Instructor”.

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3. Type the class in the search box that you need to add attendance to and then click on the class, or search for it by scrolling down to the class. They are in descending order by date in the second column.

Days To Show Show Future Only

Rows All

Course aUtilirt Cart Training 01.JAN-2009 09:00AM Register UsersGeorgia OBen Records Act 01.JUL-2010 08:00AM Register usersFamily EducationalRights and Privacy Act (FERPA) 01.JUL-2010 08:00AM Register UsersUSG Ethics Training 2010 (New hires as of July 1) 01.JUL-2010 09:00AM Register UsersMotor Vehicle Program 01.JUL-2010 09:00AM Register UsersWindows Live Skydrive 23-JUL-2010 08:00AM Register UsersWindows Live Skydrive 29.JUL-2010 01:30PM Register UsersCPR/First Aid 02-AUG-2010 08:30AM Register UsersCPR/First Aid 03-AUG-2010 08:30AM Register UsersAcessibility i n Onl ine Courses 03-AUG-2010 09:00AM Register UsersWindows Live Skydrive 03-AUG-2010 09:00AM Register UsersWindows Live Exchange Features 04-AUG-2010 09:00AM Register UsersClickers in the Classroom-A TurningPoint WorkshoB 06-AUG-2010 10:00AM Register UsersDesktOB Outlook 201o Features 06-AUG-2010 01:00PM Register UsersCamBUS Recreation: Customized Session PFCE 09-AUG-2010 09:00AM Register UsersClickers in the Classroom-A TurningPoint WorkshoB 09-AUG-2010 03:00PM Register UsersQefensiV!1 Dri ving 10-AUG-2010 08:00AM R!1gister UsersClickers in the Classroom-A TurningPoint WorkshoB 10-AUG-2010 01:30PM Register UsersNew Full-time Faculty Orientation I 10-AUG-2010 03:00PM Register UsersNew Full-time Faculrt Orientation II 11-AUG-2010 08:00AM Register UsersClickers in the Classroom-A TurningPoint WorkshOB 11-AUG-2010 09:00AM Register UsersQli ;kerin the QlassrQQm-A TyrningPQint WQr!SshQB 11-AUG-2010 04:00PM Begister !,!serDefensive Dri ving 12-AUG-2010 09:00AM Register UsersCPR/First Aid 12-AUG-2010 01:00PM Register UsersContribute Traini ng 12-AUG-2010 01:30PM Register UsersSmart Classroom 12-AUG-2010 04:15PM Register UsersClickers i n the Classroom-A TurningPoint workshOB 13-AUG-2010 10:00AM Register usersDefensive Driving 17-AUG-2010 09:00AM Register UsersCPR/First Aid 18-AUG-2010 08:30AM R!1gil;ter US!1rl;l ntro to BlazeVIEW 18-AUG-2010 03:00PM Register Users


40

4. Click on the paper icon.

5. Enter the attendance by clicking “Yes” or “No” in the drop-down boxes.


41

6. Then hit “Save Changes” and close out of the class.

7. If walk-in names have been added to the paper attendance list, go back to “Gradebook and Attendance” and search for the class. Then click on “Register Users.”


42

8. Then enter the participant’s Blazeview or email username and click on “Lookup User.”

9. Click on “Register.”

10. Then go back to the Attendance and click “Yes” next to the newly added names.

11. When finished with the roster, scan it to V-Drive and save it in the folder for that class, or under the folder for that class that is labeled “Rosters.”

a. Save in the following format: MM-DD-YYYY.b. Example: Saved Defensive Driving roster in the Defensive Driving training

class, in the subfolder named Rosters as 03-12-2013.

Printing and Saving Rosters

43

How to Print a Roster for Training Classes:1. Log in to the data base with your Blazeview username and password.

2. Click on “Grade Book and Attendance” on the left hand side, under Administration


44

3. Find the course you are looking to print the roster for in the main box. Once you find the course click the number that is associated with “Registered” for that course.

4. Click “Print” in the right hand corner. A window will open asking to open AdobeAcrobat. Click “Open”. Once the document is loaded, print the list.


45

S av i n g a r o s t e r After having completed a training class, the instructor will either have a physical copy of the roster for us, or email us a PDF of the roster. Generall y, aside from Sheila Hall , we are in charge of entering attendance and saving the roster in our v-drive.

1. If given physical copy of roster, use the personal desk scanner to scan the file and save it to: Employee Development Training Classes name of the class for which you are saving the roster.

a. Sometimes the class folder will have a subfolder for Rosters, in which case you will save to that folder the roster with the name: MM-DD-YYYY

b. If the class folder does not have a Roster subfolder, save it as Roster MM-DD-YYYY

2. If sent an email attachment, download the attached roster and save it to the training class folder as per 1a or 1b above.

a. Occasionally, fitness classes will have waiver forms attached. Save those under the Waiverssubfolder of that class.

3. Once the roster has been saved in our v-drive, you can recycle the paper copy.a. If the roster was sent through email to t r a i n i n g @ v a l do s t a . e d u , don’t forget to reply and CC

the training group that the roster has been saved and thank the instructor.

Scheduling a New Course

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How to Schedule Training Classes on the Database:1. Log in to the database with your BlazeView username and password

2. Click on “Scheduling” on the left hand side, under Administration.

3. Then click “Create New Session.”

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4. In the Session Details box use the dropdown menu in the class section, to select the course title.

Enter “Begin Date” and “End Date”. Leave “Open Registration On” and “Close Registration On”blank unless an instructor has specified a close registration date.

a. For all eLearning classes- registration is closed the day before the class.b. For all IT trainings taught by Shelia Hall – registration closes two days prior.

5. Next, type of Registration select “Normal Registration” from the drop down menu. Then, select whether the class is for internal personnel only or not by selecting “yes” or “no”—generally choose “No.” The number of hours is put in the CEU Credit Hours box. This is done by putting a “.” before the number. For example: if a class is 1 hour long, the CEU would be .1. If a class is 3 hours long, you should subtract time for breaks and list it as .25. Indicate the required attendance time and percent of tests passed required. If no test for the class, change to 0.

Then, leave the question and notes blank. Next, click the instructor of the class and press the “>” button to move their name to the next box. After all instructor names have been moved to the next box, select “Create.” Make sure the primary instructor is listed first.


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In the Add/Edit Meetings box, indicate the “Begin Date and Time” and the “End Date and Time”. Next leave “VSU Per Meeting Rate” and “Non-VSU Per Meeting Rate” blank unless specified differently such as Defensive Driving is $10 for non-VSU attendees. After, from the “Meet Location” dropdown menu, select the location of the course. After all necessary information is entered; press “Create” in the upper right hand corner of the Add/Edit Meetings box.

Defensive Driving

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How to Prepare for the Defensive Driving Training Class:

1. Print out the roster from the Training Database under “Grades and Attendance.”

2. Print out certificates for each registrant. The template is located in Employee Development EOD Office Certificate Templates Defensive Driving. This appears to be a PDF file, but you will be able to change the information.

a. Change the instructor’s name (if necessary). b. Change the date of the course.

3. Set up a box for the class. Include:a. Name tentsb. Markersc. Defensive Driving booklets (located in the file organizer on the main desk,

second row)d. Defensive Driving tests (located in the file organizer as well , second row)e. The DVD for Defensive Driving (second row, file organizer)f. Ask the instructor if there is anything further to be added

ICYC Cards

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How to Process I Caught You Caring Cards:

A ll r e l e v a n t f il e s a n d f o l d e r s m a y be f o un d on t h e V - D r i v e P r o j ec t s I C a ugh t Y ou C a r i n g

1. Look for a forwarded email from Becky with an ICYC submission - copy and paste the ICYC submission text into a Word document, or scan the paper copy of the ICYC card to save it as an Adobe file.

a. Save the file using the following format: “Last, First mm-dd-yyyy.” Save the file under the folder labeled “ICYC cards” under the relevant year and month.

i. If the date is not indicated, you may label the file using the date of processing, or by using the current semester (e.g., “Washington, George Spring 2014”).

2. Print one copy of the Word or Adobe file to send along with the letter to the supervisor.

3. In the V-Drive, in the folder labeled “ICYC letters,” fill out the file titled “ICYC LETTER TO SUPERVISOR.” Print this letter to send along with the copy of the ICYC card.

4. Attach the file into an email and send to Tomica Reynolds in HR (t d r e yn o l @ v a l do s t a . e d u ).

5. In the V-Drive click on the Access database entitled “ICYC New Process.” Double click on the table titled “ICYC form” on the left navigation panel. Fill out the information as indicated on the ICYC card.

a. In order to determine if the recipient has ever received a pin:i. Double click on the table labeled “awards”, and use the find function

(Ctrl-F) to look up their name. Look for the most recent date: If they haveNOT received a pin since April 2014, they get a new pin.

b. In order to determine a recipient’s supervisor and department:i. Login to the oracle database https://poseidon.valdosta.edu:9804/analytics

ii. Go to Catalog on the top right of the screen, click on Shared Folders, andthen click on Financials. Finall y, click Open and download the file as an Excel spreadsheet. Scroll through the spreadsheet to find the recipient’s name. Look in one of the columns on the right, and you will see a column labeled “supervisor” and “department”.

6. Place the items from step 2 and 3 into an envelope to send through intercampus mail.Place one of the pins in this envelope, according to Step 5a.

Inventory

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How to Run an Inventory Check:

1. We will be checking on inventory in early November and early July. The budget deadline tends to be around the end of March, so we will do inventory in mid-March as needed.

2. You can find the general checklist as well as the one with prices in the v-drive: Employee Development EOD Office Budget and Supplies Inventory inventory check list, or Inventory Check List with Prices.

3. There are some things that the office must always have in stock:

a. At least 2 inks of each color for the main HP printerb. Supplies for the Ricoh copy machine (paper of all sizes, printer ink, and staples)c. 1 spare ink cartridge for each personal office printer – check with Becky,

Tim, and Davidd. 8.5 x 11” paper (at least 12 packs, preferably more)e. 11 x 17” paper (at least 6 packs)f. Name tentsg. Check on simple office supplies, such as paperclips, staples, tape, binder

clips, pens, pencils, highlighters, sticky notes, and markers.

4. Get the list approved by Becky and around the office in case someone noticed something missing in particular.

a. Items ordered through ePro can be given to David. Mark number needed of each item and specifics (color, pounds, size, etc.).

b. Items ordered through the Print Shop can be submitted by filling out a GoldenRod form.

c. For any leftover items, check with Becky, David, or Tim.

New Employee Orientation

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How to Prep for the Monthly New Employee Orientation Class:

New Employee Orientation is held on the last Thursday of every month. Preparation for NEObegins the week before.

1. The week before NEO, email the presenters with the agenda and number of participants attending. See the email template below. Make sure to change the information in red.

Hell o everyone,

This is an update for New Employee Orientation, which will be taking place this Week Day, Month XXth. We currently have # employees signed up. Please bring enough copies of handouts or other materials and maybe a few extras.

The agenda we are using is below. We meet in the ROOM at 8:15 A.M.If you will not be able to present at the scheduled time, please call the Employee Development office at 259-5105. For those times that have UC Rose Room next to them, we will meet in the Rose Room. Otherwise, we will bring the new employees to you.

Sample Orientation Agenda (Onsite)8:15 – Opening Remarks8:30 – COSA & HR9:00 – AFLAC9:20 University Police9:35 – Office of Social Equity10:00 - Break

10:10 – Information Technology10:30 – Environmental & OccupationalSafety Office11:00 – Campus Tour12:00 – Lunch1:00 – Campus Tour Continued3:30 – End of the Day Discussion

The email correspondence goes out to the following names and emails. To: Maurice (Mo) Mondesir: m f m o n d e s i r @ v a l do s t a . e d u Brian Haugabrook: b a h a ug a b @ v a l do s t a . e d u Catherine Will s: c r o a r k @ v a l do s t a . e du Regina Lee: c r l ee @ v a l do s t a . e d u Meredith Lancaster: ml a n ca s t e r @ v a l do s t a . e d u Glenn Sturgis: g l e nn _ s t u r g i s @ u s . a f l ac . c o m Michael Fontaine : m a f o n t a i @ v a l do s t a . e d u Scott Doner: s do n e r @ v a l do s t a . e d u Laura Pitts: l p i tt s @ v a l do s t a . e d u Dr. Maggie Viverette : m v i v e r e t @ v a l do s t a . e d u And CC:Tim Yorkey: t e y o r k e y @ v a l d o s t a . e d u Rosezell a Ward: r w a r d @ v a l do s t a . e d u Selenseia Holmes : s a h o lm e s @ v a l do s t a . e d u Michael Knight: ml kn i g h t @ v a l d o s t a . e d u


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2. Two days before, new employee registrants are emailed with the following

reminder: Dear participant,

You are registered to attend New Employee Orientation on Thursday, MONTH DAY. This orientation will begin at 8:15 A.M. in the University Center Rose Room. Please take care to be on time.

Please note that this orientation does involve a campus tour, so please wear weather-appropriate clothing and comfortable shoes.

3. Two days before, contact Sylvia Wade (s y w a d e @ v a l do s t a . e d u ) in Dining. Tell her when New Employee Orientation will take place, the number of participants and instructors attending, and ask for permission to bring them for lunch. She will respond with “That will be fine.” Reply with thanks and forward her response to the instructor as confirmation.

4. The day before, send a last reminder to presenters of the agenda and number of participants attending. See the template below:

Hell o everyone,

This is a final update for New Employee Orientation, which will be taking place tomorrow, Month XXth. We currently have # employees signed up. Please bring enough copies of handouts or other materials and maybe a few extras.

The agenda we are using is below. We meet in the University Center Rose Room at 8:15 A.M. If you will not be able to present at the scheduled time, please call the Employee Development office at 259-5105. For those times that have UC Rose Room next to them, we will meet in the Rose Room. Otherwise, we will bring the new employees to you.

[Insert Agenda]

5. The day before, set up training class materials for the instructor. The class begins at 8:15AM, so the materials must be ready to grab quickly. The materials are all located in the third drawer of the main desk, facing the extra office.

a. The manila folder with a number of clipped papers has all the paper materials.i. The RICOH printer has the Employee Advantage booklet saved in

the server. Print the number of copies you need from the participants and line them up individually.

ii. Starting with the next clip of papers, start stacking each piece of paper from the manila folders on top of the Employee Advantage booklets. Themanila folder holds these papers in backward order so that when you start stacking the participants’ materials, they are in the proper order.


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iii. When you have created stacks of materials for participants, paperclip each of the stacks individually and place them in a box.

b. In that same bottom drawer are various gifts – pins, pens, magnets. Gather enoughfor each participant and one or two extra and put them in the box. Also under the main desk is a large box filled with black and red VSU bags. Gather enough for each participant and put them in or next to the box.

c. Pull out the number of name tents from the file organizer on the main desk. Also in the same file organizer is a box of “New Emp Orientation Eval Forms,” thirdfrom the bottom on the right. Pull out the number you need and place both name tents and evaluations in the box.

d. Grab the black and red VSU bag in the supply closet that contains markers and put it in the box.

6. On the morning of, check the reservation contract and make sure the room is unlocked and has been set up.

Oracle Database: Accessing Past Class Participation

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Accessing Previous Attendance and Course Completion:

1. Sign in to o r ac l e using your MyVsu username and password.

2. Click on the “Open” folder/drop down icon on the top right hand side.

3. Then select the “Individual Transcript” option.

4. In the “User ID” box click the drop down arrow, and then click “Search” at the bottom of the box.

5. Type in the individual’s username and then press “Search” button (NOT the “okay” button).

6. Once their name appears, highlight/select it, and press the “okay” button at the bottom of the box.

You will be taken back to the previous page.

7. Press “Apply” once you see the correct username within the “User ID” box.

8. Once the transcript has uploaded, you may download it.

Oracle Database: New Hire Report

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Completing the New Hire Report:Description: Every time VSU hires a new employee they are required to complete mandatory online compliance modules. Each position has a different set of modules. New full time faculty, new part time faculty, new fulltime staff, new part time staff, casual new hire, and graduate assistants have their own modules. You are responsible for ensuring each new hire is placed into the proper online compliance module. In order to determine who the new hires are and which module they belong within you will need to run a report on oracle(see Becky for access). You will then use BlazeView to insert each new hire into the proper compliance module (see Becky for access to these modules). After they are added, you should send an email to all of the new hires informing them of their access and need to complete the compliance modules. The steps for accomplishingthese tasks are outlined below.

Oracle Steps

1. Sign in to o r ac l e using your MyVsu username and password.

2. Click on the “all content” folder drop down icon on the left hand side.

3. Then click “browse oracle BI presentation catalog” link.

4. Click on “shared folders” “EOD” “New Hires” then “open.”

5. On the top left hand corner in the “Hired/Rehired on or After” text box, type in the date one month

and one week from the day you are pull ing the report and hit the “apply” button.

6. To make it easier on you, export the file to an Excel spreadsheet by clicking on the drop down menu

on the top right hand corner “export” Excel.

7. Once you are in the Excel spreadsheet, sort the data by offering code.

BlazeView Steps

1. Sign into blaze view and click the “ethics - student employee New Hire/Casual labor” module.”

2. Click communication Classist Add participant Add existing Users.

3. In the search for text box copy and paste usernames one at a time that corresponds with the

offering code(i.e., ethics - student employee New Hire/Casual labor).

4. If a name pops up that corresponds with the username inputted then select role to student.

5. Then click enroll selected users.

6. Repeat for all individuals who have the corresponding offering code

7. Repeat steps 1-6 for each offering code (Ethics_Student_Employee-New-Hire,

Graduate_Assistant_Orientation, New_Faculty_101_Part-time_ACYR_13-14,


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New_Faculty_101_full- time_ACYR_13-14, New_Staff_101)


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Email Steps

1. You will need to contact the new hires to inform them that they will be required to complete

these modules. To do this, copy and paste all of the new hires that you added to the blaze view

classes and pate them into an outlook email.

2. Draft an email similar to this one:

“Hell o and congratulations on your recent appointment to VSU!

As a part of the Valdosta State University team you are required tocomplete mandatory compliance modules in BlazeView. You can find these modules by logging into the MyVSU page (Link to MyVSU: h tt p s : / / m y v s u . v a l do s t a . e d u / ) using your email and password, then clicking the BlazeView tab. Once you are in BlazeView click on the content tab located in the red banner close to the top of the screen. Part-time and full -time faculty along with new staff will find a tab labeled requiredtraining on the left hand side with the required compliance training inside. Student employees and graduateassistants will find all of the content on their page is dedicated to compliance, and should review all of the content.

If you are having trouble logging into the MyVSU page contact IT by email at [email protected] or by phone at 229-245-4357.

Any questions regarding the training modules can be directed to me at (your email address).”

Prepping for a Training Class

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How to Prep Materials for Generic Training Classes:

NOTE: Always ask the instructor what they need specifically if you are unsure. For typical training classes, please go down the list.

1. One week before the class, contact the training instructor regarding any materials that may need to be made for that class. This may include making copies of documents, checking room setup requirements, etc.

2. Two days before the class, check the Reservation Contract to make sure there are enough tables and chairs for the number of registrants in the database. These are located on the main desk in the file organizer “Reservation Contracts” in the dead center.

a. If there are enough, check with the instructor regarding materials.b. If there are not enough seats, contact Event Services (f ac i l i t y @ v a l do s t a . e d u )

and request more chairs and tables to accommodate the registrants.

3. Print the roster. This will be located in the Training Database “Grades andAttendance” Find the class Click on the number of registrants Click “Print.”

a. Also include the walk-in sign in sheet with the boxes. They are located next to the generic evaluation forms in the file organizer on the main desk, middle and 2 nd

from the bottom.b. If you cannot find a printed copy, the PDF of this sign-in sheet is saved in the

V-drive under “Training Classes.” Scroll all the way to the bottom to find this file.

4. Print certificates for each person on the roster. The certificates may be found in the V-drive certificate templates folder (Employee Development EOD Office Certificate Templates). MAKE SURE to change the date as necessary.

a. If you cannot find a certificate template, use the certificate of a different class andchange the class name. Save the changed certificate as the name of the new class in the same folder.

b. Change the name, date, and hours as necessary.

5. Collect the appropriate number of table tents to match the number of people enrolled in the course and a few extra.

a. Table tents may be found in the file organizer on the main desk. It is the bottomleft-hand box with the label “Table Tents.”

b. If out in the box, table tents may also be found in the supply closet behind the GAdesk on the left wall .

6. Print/collect the appropriate number of evaluation forms. There may be a copy in the V-drive file folder of the specific training class. If not, use a general evaluation form, which has its own box just above the table tents in the file organizer on the main desk.

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Prepping for a Training Class

7. Collect the marker/pencil/pen bag. It is a black and red VSU bag and SHOULD be hanging on the wall in the supply closet on the right wall . If not there, check with Tim and David in case it is left in one of their offices.

8. Find, again, the Reservation Contract detailing the tables, chairs, and location of the training class. These are located on the main desk in the file organizer “Reservation Contracts” in the dead center.

a. Go to the training class location ahead of time (20-30 minutes before) if it is in theUC to check that it has been set up properly.

b. If the instructor is using PowerPoint, check to ensure the computer and projector are working. If they are not working, go to the front desk of the UC to let them know we need help.

9. Before class, lay out any class materials, table tents, and some markers at each table according to how many people are signed up.

Print Shop Orders

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How to Place a Print Shop Order:

1. Pick up a Golden Rod form, located in the third leftmost box in the file organizer on the main desk.

2. How to fill out the top:a. On the left under “Service Request Form,” check the box that says

“Printing/Duplicating.”b. ACCT #: 742100 10500 1521000 16300 11000c. Department Name: Employee and Organizational Developmentd. Have Becky sign the Department Head signature line and date e. Building: University Centerf. Room #: 3103g. Person: Your name or Becky’s nameh. Direct Inquiries to: Your name or Becky’s namei. Phone: 5105

3. Under VSU Stock #, fill out (if you know) what the product specific number is.

4. Under Description and Specs, fill out what the item is, what color, any other specifics.

5. Under Quantity and Unit of Order, fill out how many of that item you need.

6. You will generally be able to leave the rest blank. If you are ordering name tents, take one with you as an example.

7. Walk to the Print Shop across the street and talk to the person at the desk. They will fill out the rest of the form and give you a copy.

Print Shop Orders

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8. At the office, put the copy you received in the “Budget Receipt” box of the file organizer on the main desk, top left.

Printing a Booklet

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How to Print a Booklet on the Ricoh Printer:

Some of our training classes will require training booklets to be printed, rather than stapled handouts. We will use the Ricoh printer (the big one by the door) to print these.

1. Put the handouts in the tray at the top of the copier. Press “Copy” on the screen. The password to print is “6487” when prompted.

2. On the main page, select “Store File” at the top, and fill out the title of the file. Then continue with the following steps.

a. If this file will not need to be printed again (a one-time event), go back after having made the copies and delete the file from the “Document Server” “Shared Documents” folder.

3. Select page size as “11 x 17,” and SORT by page number. Also select that the staples are in the middle of the page. Select whether the papers you are putting in are one-sided two-sided or two-sided two-sided.

4. Go to the “Dup./Combine/Series” option at the bottom and click on “Book.” Then click on “Magazine,” NOT BOOKLET. Click OK and go back to the main screen.

5. If the copies need to be in color, select “Full Color” on the left-hand side of the screen. If not, leave in black and white. The color copies cost the department 8 cents per page.

6. Double-check your settings and then click the “Sample Copy” hard button near the Copy button.

a. If it does not come out correctly, talk to David or someone else in the office tofigure out the issue – the Ricoh printer costs the department money to print on, sowe try to minimize funds as much as possible.

b. If it comes out correctly, click the number of copies you need and press “Copy.”

How to Reserve Rooms

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How to make room reservations

1. Confirm with the department that you have access to the reservation program

2. Once you confirm that you have access to the reservation program, go the Event Services page on the VSU website (h tt p : // ww 2 . v a l do s t a . e d u / e v e n t s e r v i c e s / ) and select “Make a Request”

3. After, click “VSU Employee/S tudent Login” to login to the system

4. Login using your user information

How to Reserve Rooms

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5. Make sure your name is selected in the “Select Contact” box and then select “EMPLOYEE & ORGANIZATIONAL DEVELOPMENT” in the Department or Organization drop down

6. Then use the fields available to fill in the necessary information about the event and click“Next” once all of the information is entered

7. Then, you will be asked if you would like to attach a picture, do so if that is required for your room reservation (probably not necessary for general classes).

8. After you have followed all of the steps and submit your room reservation request, you should receive a confirmation email to indicate that they have received your request and after a few days you should receive a “Reservation Contract” to confirm your room reservation. Place the contract in the reservation contract box on the main desk.

Training Evaluations

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How to Enter and Summarize Evaluation Data:

H ow t o e n t e r e va l u a t i on i n f o r m a t i o n i n t o Q u a l t r i c s :

1. Log-in to MyVSU, then to scroll down to the Qualtrics link near the bottom of the page.Under the “My Surveys” tab you will see a list of active surveys – once you find“Training Course Evaluation”, select “View”.

2. Select the appropriate information (i.e., date, name of class, instructor, etc.) and fill in the responses to each question. Be careful to look closely for comments.

Tip: Find an evaluation with the least amount of comments and with consistent answers to response options (e.g., all 5s in once section), then save these answers by pressing the blue button at the top of the screen (once you are finished)

3. Click the green “Start Over” button to enter in a new evaluation.

How to R un the Evaluation R e port/R e s ults :

Once you have put the evaluations into Qualtrics and scanned in the hard copies, you need to gather the results. The following are steps to export the data into the V-Drive.

1. Select “Results”


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2. Select “Create a New Report”

3. When you create a new report, your name along with the creation date will be displayed on the report list. Once you found the correct report, select “My Report” on the left side


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4. Once you are within the correct report, you will need to find the evaluation information that you put in earlier (this is because other information could have been saved on the same day). The screen shot below is the first thing you will see in the report. There are a few different ways to go about finding the specific results that you need to export. The first way is to select the date in which the course was held. So for instance, based on the informatio n below, if I am looking for results from a class that was held May 28, 2014, I will select those “total responses” (2).

*** If you are having trouble looking up the results by the date, simply press the “Next Page” button, located in the right corner. The next page will be sorted by course title. Or you can search by the title of the course located on the third page.


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5. Once you find the information, simply export the data. Exporting data can be done by using Microsoft Word or Adobe (PDF).

6. Save the exported data into the correct training class folder within the V-Drive. You can name it something such as “title of class evaluation results and the date” ex: Advising101 Evaluation Results 8.12.14

7. When the results are saved to the V-Drive, email them to the instructor(s).

How to add instructors or course titles:

1. For new classes or adding an instructor select the “Edit” button on the main page.


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2. Find the section you wish to change (i.e., Instructor or Course Title) and click on the gear button and unlock the survey.

3. To add an instructor or course press the green plus button “+” on the right hand side of the page.

4. Once the dialogue box on the right pops up press the “+” choices button to add a space for you to write in.

5. Once you have indicated how many spaces to add courses or instructors, click on the blue text “click here to edit choices” – scroll to the bottom on the dropdown menu, select“click to write”, enter in the class or the instructor, and then click anywhere outside thesurvey to save your changes

Weekly Upcoming Class Emails

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How to Write and Send Weekly Upcoming Trainings Emails:

1. Use the Training Database “Grades and Attendance” to scroll to the current days of classes. The classes you will send in this email should be in a two-week span, from the next Monday to the Friday the week afterward.

a. For example, send an email on Friday, January 3, 2014 for classes from Monday, January 13 through Friday, January 24.

b.

2. The template that you can use to fill out names, descriptions, dates, and times can be found in Employee Development EOD Office Templates Upcoming Schedule Email. Fill out the boxes below based upon the database and upcoming classes.

a. If you need extra boxes, right click in a box and “Add a Row.”b. If you need to remove boxes, click an arrow off to the right that highlights the row

of boxes and press the backspace button and then “Delete Row.”

3. Fill out the top with the featured class. Pick one class that is applicable to faculty and fill in the information. Copy and paste the contents of the document into an email that is sent to f ac u l t y @ v a l do s t a . e d u . Try to have someone else doublecheck the information before sending it out to the listserv.

4. Now pick one class that is applicable to staff and fill out the featured information. Copy and paste the contents of the document into an email that is sent to s t a ff @ v a l do s t a . e d u . Try to have someone else doublecheck the information before sending it out to the listserv.

5. These emails are sent every Friday before 3:00 P.M.