OFFICE OPERATIONS A. INTRODUCTION

Transcription

1 OFFICE OPERATIONS A. INTRODUCTION This chapter includes information related to office operations in the Department of Intercollegiate Athletics. It includes information related to copying, mail-related services, office supplies, telephones, printing, keys, and computer services. B. COPYING The copy machine located in the central Athletic Administration offices is for departmental use. Copy machines are also located within individual sport offices and the Athletic Business Office. Access codes may be provided to track each department s use. All personal copies must be reimbursed to the Department at $.05/copy. C. MSU MAIL SERVICES MSU Mail services are located in Culbertson Hall and available from 8:30AM to 4:00PM Monday through Friday. Outgoing mail must be dropped off by 3:45PM. MSU Mail Services delivers to the Department of Intercollegiate Athletics Mail Room between 9:00 9:30AM Monday through Friday. Outgoing mail should be in the Mail Room by 8:30AM to allow time for preparation for pick-up. The Department of Intercollegiate Athletics Administrative Associate supervises the Mail Room. Reception staff prepares the mail for pick-up and delivery. Mail is sorted by budget area and labeled for MSU Mail Services to charge appropriately. Campus Mail band together pieces by budget area. Pre-printed bar code labels are used to charge each area and are available in the Mail Room. Stamped outgoing envelopes band together, address side up. D. FEDERAL EXPRESS Federal Express supplies are available at the reception desk in the Athletic Administrative Offices. Pickups are daily between 4:00PM and 4:30PM. If there is no pickup the receptionist will notify FedEx of such by 3:45PM. E. OFFICE SUPPLY ROOM An Office Supply Room is located in the central Administration Offices and is stocked with basic office supplies, printing cartridges, paper, envelopes, etc. These items are purchased in bulk to minimize office supply expense. The receptionist, with approval of the Athletic Business Office, maintains an inventory of supplies and also prepares the orders for the Business Office staff to place. To obtain office supplies, first contact the Receptionist to determine if the item is available.

2 If the requested item is not available, the Business Office will determine the most economical source for purchasing. F. PRINTING Each printing request should contain exact printing specifics and deadline dates. The individual who submits an authorized printing request is responsible for ensuring compliance with all NCAA rules and regulations regarding printing specifics by submitting the draft to the Associate Director of Athletics for Compliance for approval. The Head Coach or the appropriate budget administrator for the area initially approves printing requests. Any purchase requisition for Printing Services is subject to the approval of the Director of Athletic Business Operations and Director of Athletics. If the project cost is expected to exceed $5,000, it must be bid, per University Purchasing regulations. The Business Office will assist and/or conduct the bidding process. Vendor selection is typically made on the basis of the lowest bid received. G. TELEPHONES The Montana State University Information Technology Center provides telephone service for the Department of Intercollegiate Athletics. The Department s Administrative Associate is responsible for coordinating all telephone services for the Department and interfacing with the University s Technology Center staff. Telephone services are provided for the purpose of conducting official business. Any personal use should be kept to a minimum. Additionally, the use of departmental telephones by student-athletes is restricted to local calls. 1. Telephone Listings Each faculty, staff or administrative staff member of the University is assigned a seven (7) digit office telephone number, which is listed in the Montana State University Telephone Directory. In some cases, centrally answered Departmental numbers, rather than direct-dial office numbers, may be listed in order to allow for appropriate screening of in-coming calls. A Departmental telephone list is prepared and periodically updated by the Administrative Associate. This list is circulated internally. 2. Telephone Service and Repair Requisitions Requests for any additions, changes or modifications in service, as well as the movement of any Department telephone, should be submitted in writing or via to the Administrative Associate. The Department is not responsible for any expense related to telephone service unless the Administrative Associate approves it in advance. 3. Telephone Charges

3 Telephone services constitute a major item of expense within the Department of Intercollegiate Athletics budget. Therefore, it is mandatory that all employees keep long distance calls to a minimum and avoid the use of long distance calls when other means of communication will suffice. Use a personal calling card, third party billing, or call collect for personal longdistance calls. To avoid unnecessary and unapproved charges, the Athletic Business Office monitors telephone use. Each area within the Department is held accountable for incurred charges, bills and fees. Employees are asked monthly to review these charges to ensure their accuracy. To facilitate such a review, staff members are encouraged to keep an accurate long distance calllog indicating dates and telephones numbers called. In addition, long-distance telephone use by student-athletes is expressly forbidden by NCAA regulations, except in cases of emergency. 4. Local Call Instructions Different methods are used for placing on and off-campus, local calls. Specific instructions can be accessed via the University s website under Telephone Services. On-Campus Calls To reach another department, or an individual within the Department of Intercollegiate Athletics, the user dials the appropriate four-digit number. Off-Campus Calls To place a call to a local, off-campus location, the user dials 9 + the entire seven digit number. Emergency Calls To place an emergency call for the police, fire department, or emergency medical assistance, the user dials Long Distance Call Instructions Long distance business calls may be made from Departmental telephones by dialing 8-1-area code, seven digit number. Centrally located telephones have security codes that permit only the primary user of that phone access to long distance service. 6. Cell Phones Cell phones are provided for convenience to conduct official business when away from the Department and personal use must be kept to a minimum. Requests for any additions,

4 changes or a modification in service should be submitted to the Director of Athletic Business Operations. The Department is not responsible for any expense related to telephone service unless the prior approval has been given. 7. Missing Equipment Missing telephone equipment and requests to replace telephone equipment are submitted to the Director of Athletic Business Operations. H. KEY DISTRIBUTION All staff members of the Department of Intercollegiate Athletics may obtain keys to their specific office areas. For security and personal safety reasons, employees are encouraged to lock their offices and exterior building doors upon leaving or when working after regular hours. Certain areas have limited access, and only those staff members with specific responsibilities requiring access to those areas are provided with keys. Under no circumstances are keys to be issued to student-athletes. 1. Key Issuance and Control The Sports Facilities Director is responsible for the approval and control of departmental keys, to include ordering and inventory of requested keys. Before keys are issued the staff member must sign a key form which is available through the Athletics Administrative Assistant. Lost or stolen keys are to be reported immediately to the Sports Facilities Director. The Department is responsible for the expense of lock changes resulting from key losses and may pass on those costs to the budget account of the individual responsible for the lost or stolen key(s). If the decision is made to change the locks, an approval form must be submitted through the Sports Facilities Director. Keys are obtained directly from Facilities Services and upon transfer from the Department, or termination of employment, staff members must return all keys to Facilities Services.

5 I. COMPUTER SERVICES The Business Office is responsible for maintaining the Department s computer capabilities, which include initial troubleshooting of both hardware and software problems. PC Assistance Users experiencing problems should first contact the Business Office who will advice on the best way to handle the issue. You may contact the ITC Helpdesk directly for minor issues or if the Business Office staff is unavailable at System Enhancements Requests for system enhancement and/or expansion are submitted to the Director of Athletic Business Operations who evaluates the request on the basis of: 1. Compatibility with existing and future anticipated equipment and software; 2. Availability of funds, and; 3. Priority on a Department-wide basis. All such requests require the additional approval of the Director of Athletics prior to implementation. Software Purchases The Director of Athletic Business Operations should be contacted prior to the purchase of any computer software package and is responsible for analyzing all software for compatibility with the system, insuring proper software licensure and application, as well as avoiding program duplications. Hardware Purchases The Director of Athletic Business Operations is responsible for reviewing all computer hardware orders prior to their purchase, in order to insure that all hardware is compatible and that purchases are within the existing expansion plan appropriated budget. Final approval rests with the Director of Athletics.