Procedural Workshops

New to the University or your current position? Want a refresher course in University procedures? Facilitated by staff from the relevant department, the procedural workshops offer you practical, up-to-date information about University procedures. They provide you the information you need to do business at BU.

The workshops are offered twice a year and cover a variety of topics.

The workshops are available to all regular full- and part-time staff, whether new to BU or experienced employees. Keep in mind that procedures sometimes change, so feel free to repeat a workshop to stay current.

Remember, these are popular workshops that fill up quickly, so register as soon as possible.

Our Spring 2014 training series has ended, thank you for your participation.

We look forward to your participation in Fall 2014 which will begin in October.  We encourage you to come back and visit our site in mid September to view and register for Fall courses.

The following is a list of programs that were offered during our Spring 2014 season, many of these, along with new programs being developed, will be offered this Fall.

Procedural Workshops:

Being an Effective Resource for Students

  • Thursday, March 6, 2014 9:30am - 12:30pm
Presenters

An Associate Director from the University Service Center

Location

Human Resources Training Room, room 244 ( 25 Buick Street, Second Floor )

As faculty and staff working with students, we sometimes encounter situations, questions, or concerns that are outside our areas of expertise. This workshop will examine various types of situations that arise, review existing University resources, and help attendees identify ways to effectively connect students with appropriate campus personnel and services.

What You Will Learn:

  • How to identify situations in which students need specialized assistance
  • How to locate appropriate university resources
  • How the University Service Center (USC) and other university offices work together—and can work with you—to respond to special circumstances and ensure students are connected to academic, medical, mental health, and other campus resources as needed
  • Effective methods of offering assistance and providing referrals to students
  • Policies and options that may be helpful to students with special circumstances

Who Should Attend:

  • Faculty and staff who want to be more knowledgeable about how to connect students with existing campus resources
  • Faculty and staff who have found themselves wanting to help a student but are unsure where to start

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Moveable Capital Equipment

  • Wednesday, March 12, 2014 9:00am - 11:00am
Presenters

Ben DeGennaro Jr., Property Manager; Sarah Neveaux, Property Administrator; and Manuel Flores, Property Administrator, Facilities Cost Analysis

Location

Human Resources Training Room, room 244 ( 25 Buick Street, Second Floor )

Review the Property Management policies and procedures relating to moveable capital equipment. This workshop will review ordering using the SAP shopping carts, using BUworks central asset accounting, and department responsibilities during the capital equipment inventory.

What You Will Learn: 

  • How to report on all equipment transactions including acquisitions, transfers, donations, and disposals

Who Should Attend:

  • New employees from both campuses
  • Anyone ordering/responsible for, or who is the custodian of any moveable capital equipment

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Cashiering

  • Wednesday, March 12, 2014 11:00am - 12:00pm
Presenters

Jennifer Buono, Assistant Director, Receivables

Location

Human Resources Conference Room, room 245 ( 25 Buick Street, Second Floor )

The Cashier’s Office will discuss the processing of departmental income (cash, checks and credit card payments) and petty cash reimbursements. Other cashier and banking related procedures will also be discussed. 

What You Will Learn:

  • To prepare different types of cash credit vouchers
  • To prepare petty cash reimbursement forms
  • To prepare on-campus bank deposits
  • Other cashier-related guidelines and procedures

Who Should Attend:

  • New employees responsible for departmental cash deposits and disbursements

 

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The B.U. Brand 101

  • Thursday, March 20, 2014 11:00am - 12:00pm
Presenters

Amy Hook, Associate Vice President, Strategic Communications and Amy Schottenfels, Creative Director, Design/Print Communications

Location

Creative Services Conference Room, room 219, Second Floor ( 985 Commonwealth Avenue )

Can you believe it? It's been five years since Boston University launched the brand initiative. We can't call the brand guidelines new, that's for sure, but there are still a few things we can teach you about them. Come learn how to use the logo correctly, write in voice, and understand whether the picture you want to use really represents BU correctly. Meet the masters of the brand, Amy Schottenfels and Amy Hook, and ask us any BU brand question that's got you stumped. You'll get a chance to see all the latest work being produced by BU Creative Services. So, if you give us an hour, we'll give you the brand guidelines.

Who Should Attend:

  • Individuals responsible for producing print or web materials for the University
  • Faculty/staff communications and marketing professionals and administrators
  • All those interested in learning more about the fundamentals of the BU brand 

What You Will Learn:

  • How to correctly identify your office or department within the brand guidelines using the appropriate logo structure
  • Why a central University identity is vital
  • The spirit behind the notion of “One BU”
  • Where to turn with questions or concerns about application of the brand
  • How branding gives Boston University unique character, setting it apart from competitor schools/colleges

 

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Training and Supervising Student Employees

  • Wednesday, April 2, 2014 10:00am - 12:00pm
Presenters

Bethany Sheldon, Student Job Service Manager, Student Employment

Location

Human Resources Training Room, room 244 ( 25 Buick Street, Second Floor )

As a supervisor, working with student employees is a challenge regardless of whether or not you have supervised employees before. This interactive workshop offers tips and techniques for training and supervising student employees and allows supervisors to have open discussions about policies, procedures, issues they may have encountered, and any questions they may have.

What You Will Learn:

  • How to orient your students and make them feel welcome in your office
  • How to work with the current generation of students, the Millenials
  • How to plan for and execute a comprehensive training program
  • How to provide positive feedback/reinforcement
  • How to address performance issues and coach students

Who Should Attend:

  • Staff with responsibility for hiring, training, and supervising student staff
  • New supervisors are strongly encouraged to attend

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Timekeeping Training using the Webgui

  • Friday, April 4, 2014 2:00pm - 4:00pm
Presenters

Jeff Small, Time Management Administrator, Human Resources

Location

Human Resources Training Room, room 244 ( 25 Buick Street, Second Floor )

This program will be geared towards Beginner to Intermediate level Timekeepers who want to learn about how to effectively use the WebGui to process time for non-exempt (weekly paid) employees. The program will focus on the most useful transactions to use when going about entering/releasing/approving time, as well as some useful tips that will help Timekeepers save time while navigating the Webgui. The program will also touch on quota balances (vacation, sick, personal time, etc.) and how to use and monitor the transaction that is most useful to track these balances in the Webgui.

 

What You Will Learn:

  • The specific roles and responsibilities as a Timekeeper
  • How to enter time on the employees’ behalf
  • How to approve time
  • How to release time on the employees’ behalf
  • How to review the status of all timesheets
  • Understanding work schedule rules
  • Helpful hints and tips to help Timekeepers navigate and execute key functions in the Webgui

Who Should Attend:

  • Timekeepers only (those employees who have access to the Webgui for Time related functions

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Family Educational Rights and Privacy Act (FERPA): an Overview

  • Thursday, April 10, 2014 10:00am - 11:00am
Presenters

Richard Rook, Associate Registrar, Office of the Registrar

Location

Human Resources Training Room, room 244 ( 25 Buick Street, Second Floor )

This workshop will present an overview of the federal law (FERPA) that regulates the release of, and access to, student information at Boston University.

What You Will Learn:

  • Who should have access to student information
  • Does a student have the right to access his/her own information?
  • What student information can I communicate to others?
  • What is Directory Information?
  • Can I communicate with Parents? With student consent or without student consent?

Who Should Attend:

  • Parents, other departments and the general public

 

 

 

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BU Academy: Boston University's On-Campus High School

  • Tuesday, April 15, 2014 12:00pm - 1:00pm
Presenters

Jim Berkman, Head of School & Paige Brewster, Director of Admission and Financial Aid, BU Academy

Location

Boston University Academy room ( One University Road )

All are invited to BU Academy to learn more about its unique academic program for high school students. The workshop will include a tour of the Academy and an informal Q&A session. The mission of BU Academy is to educate talented students who are passionate about learning and who share the joy of inquiry. The Academy’s classically based core curriculum serves as a foundation for the development of critical thinking and inquiry skills as well as for advanced coursework at Boston University during junior and senior year.

What You Will Learn:

  • About the Academy’s classically based secondary school curriculum
  • How interested 8th graders can apply to the Academy for high school
  • How University professors can engage with our students in advising senior thesis projects
  • How to best support Academy students who enroll in your courses at the University

Who Should Attend:

  • Employees with middle school aged children who want to learn about the Academy as a high school option
  • Employees who want to learn about the Academy

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NEW!!! Hiring Event Photographers

  • Tuesday, April 15, 2014 11:00am - 12:00pm
Presenters

Pam Sarian, Director, Account Management, Creative Services and Georgia Locke, Account Executive, Photography

Location

Creative Services Conference Room, room 219, Second Floor ( 985 Commonwealth Avenue )

Need a photographer for a lecture, reception, or award ceremony? Come find out how you can schedule a photographer for your upcoming event. We'll go over the types of events you can book yourself, share our list of recommended photographers, provide you with a photo booking checklist, and walk you through all the steps to hire an event photographer directly. 

What You Will Learn:

  • What types of events you should book photographers directly
  • What to ask a photographer when booking an event
  • What to tell a photographer about the event to be covered
  • How to handle payment for event photographers

Who Should Attend:

  • Individuals responsible for planning University events
  • Individuals responsible for marketing or communications within their department or school
  • Anyone looking to hire an event photographer

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Cost Transfer of Sponsored Program Expenses: Salary and Non-Salary

  • Thursday, April 17, 2014 9:30am - 12:30pm
Presenters

Shelly Stewardson, Associate Director, Research Accounting; Craig Gerome, Senior Compliance Analyst, Research Accounting and Mary Moskofides, Effort Reporting Analyst, Office of Cost Compliance

Location

Human Resources Conference Room, room 245 ( 25 Buick Street, Second Floor )

What is a cost transfer? Why does it take so long for my cost transfers to be approved? Why does it take so long for an approved cost transfer to post? Why do I have to submit all of this back up? If you have asked these questions, this training is for you! Please note: this training is geared to staff who manage grants and contracts funded by external sponsors.

What You Will Learn:

  • Answers to the questions above
  • Who should initiate a Salary Cost Transfer
  • What forms to use for a Salary Cost Transfer
  • What other documentation may be required
  • Who should initiate a Non-Salary Cost Transfer
  • What forms to use for a Non-Salary Cost Transfer
  • What other documentation may be required


Who Should Attend:

  • Individuals responsible for managment of grants and contracts funded by external sponsors. This can include individuals who have been managing external sponsored awards for 20 days or 20 years! All are welcome, including faculty!

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NEW!!! Student Payroll System Review

  • Thursday, April 24, 2014 1:00pm - 4:00pm
Presenters

Carol Gately, Student Payroll Manager, Student Employment

Location

Human Resources Training Room, room 244 ( 25 Buick Street, Second Floor )

Payroll coordinators have access to much more information than just the hiring and time entry functions. This session will include an overview of all the Student Payroll functions on the Business Link so payroll coordinators will be able to use all the information at their disposal in an effiecient manner. It will also include a review of the Student Payroll policies and procedures for hiring and paying student employees.

What You Will Learn:

  • Student payroll policies and procedures
  • How to use the student payroll business link functions

Who Should Attend:

  • Payroll Coordinators
  • Student Supervisors

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How to Hire External Service Providers (Consultants, Contractors, Freelancers)

  • Thursday, May 1, 2014 11:00am - 12:00pm
Presenters

Heather Gillis, Associate Director; Kristin Legier, Buyer; Dina Vanderheyden, Buyer; Farzana Gurwala, Buyer; Sourcing & Procurment

Location

Terrier Conference Room, room 118 ( 975 Commonwealth Avenue, First Floor )

This program will explain the process on how to properly engage a service provider (consultant, contractor, freelancer), as well as staffing agency temps. The course will provide step-by-step guidance beginning with the initial engagement of the external service provider through the payment process.

What You Will Learn:

  • When to use the Worker Classification Pre-Qualifying Questionnaire (online form to be completed by the service provider and reviewed by AP for independent contractor compliance)
  • When to use the External Service Provider Form and Contract (ESP Form) - How to register as an approved Boston University supplier
  • How to place the service provider under the appropriate contract as required by the Office of General Counsel
  • How to pay for the services via SAP Purchase Order

Who Should Attend:

  • SAP Shoppers who place orders for services
  • Hiring/Engagement Managers 
  • Business Managers 
  • Financial Administrators

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How to Hire Staffing Agency Temps

  • Thursday, May 8, 2014 11:00am - 12:00pm
Presenters

Heather Gillis, Associate Director; Kristin Legier, Buyer; Dina Vanderheyden, Buyer; and Farzana Gurwala, Buyer

Location

Terrier Conference Room, room 118 ( 975 Commonwealth Avenue, First Floor )

This program will explain the process of augmenting your staff with temporary workers provided through staffing agencies. The course will provide step-by-step guidance when filling an open position with a staffing agency temp.

What You Will Learn:

  • The steps to take when looking to fill an open position with a tempory worker through a staffing agency.

Who Should Attend:

  • SAP shoppers who place orders for services
  • Hiring/Engagement Managers
  • Business Managers
  • Financial Administrators

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