Administrative Resources Guide

Onboarding Checklist Initial employee onboarding occurs through Page Up: the Applicant Tracking and Onboarding system. This initial onboarding includes:

• The completion of HR forms
• Generation of the employee CWID
• Setup of mines email account, username and MultiPass.
• Direct Deposit:  http://inside.mines.edu/UserFiles/File/finance/controller/CSM_Docs/Direct%20Deposit%20Enrollment%20Form.pdf

Questions or issues with initial onboarding – Contact Mines Administrative Processing Services (MAPS) at (303) 273-3166.

Other New Employee onboarding items not included in Page Up:

• Campus Map/Parking Map:
  • New Campus Map to help you find your way around campus: http://www.mines.edu/UserFiles/Image/About/Mines-Campus-Map-2017.pdf
  • Parking Map: http://inside.mines.edu/UserFiles/File/facilities/MinesCampusMap.pdf
• BlasterCard – Campus ID Card used for electronic key access, library material checkout, campus debit card (dining, Munch Money). Get BlasterCard from the Campus Living office located in Elm Hall (1795 Elm St. – west entrance)
• Parking Permit: https://www.mines.edu/parking/ to choose price and request a permit. Monthly payroll deduction is required.
• Keys/Physical Access: Key to office or BlasterCard access to most buildings is issued by the Lock Shop in Facilities Management (1318 Maple Street). Bring BlasterCard and a typed and signed Access Request Form (found here: https://www.mines.edu/operations/access-services/) to Lock Shop during Hours of Operation (Mon-Thurs., 9 am – noon), to get assigned key(s).
• Mines Campus Emergency Alerts Setup: Set your Mines Emergency Alert phone number and/or text address so that you can be contacted in the case of a campus emergency. Announcements regarding weather-related delays and closings come through these alerts. http://inside.mines.edu/Mines_Emergency_Alert.

Training Items

Banner: The following forms must be completed, signed, and turned into their respective areas in order to get complete access to all data in Banner (financial, student, and HR-Payroll):

• Banner General System Application
• Banner Finance System Application
• Banner Student System Application
  • Student System FERPA Agreement
• Banner HR-Payroll System Access Application
• Confidentiality Agreement for Access to Banner and ODS
• Confidentiality Agreement for Access to HRS and Banner

Training in Banner INB (Finance) can be provided to you by the Fiscal Officer. More Banner INB training resources can be found here: https://www.mines.edu/controllers-office/banner-finance-information/

Chrome River – Travel and Expense Management System

• Chrome River setup, training and questions: MAPS Services – Chrome River
• Click here: Travel Policy for Mines Financial Polices on Travel
• One-Card (procurement, individual travel expense, and event card): The Mines corporate credit card, known as the University One-Card is the preferred method for all purchases under $4,500. It can also be used as an Event Card which requires an additional authorization form and approval as well as training.
  • Cardholder application, training, and policies can all be found here: https://www.mines.edu/controllers-office/university-one-card-information/

Shared Drives: Access to departmental shared drives must be requested through an ITS Help Desk Ticket: helpcenter.mines.edu.

All Other Systems/Programs:

• Depending on your position in the department, you will need additional access and training on various systems used on campus such as those for course scheduling, room scheduling, bulletin edits, web content edits, etc. Please see the “New Employee Websites and Forms“.

Forms

http://inside.mines.edu/Mines_Forms This link provides one home for some, but not all forms, utilized on campus.
The following are links to specific categories of forms that are often used on campus:

• Academic Faculty forms:
  • Extra Services and Professional Consulting forms: https://www.mines.edu/academic-affairs/faculty-resources/forms/
  • FDR Narrative and Evaluation templates: https://www.mines.edu/academic-affairs/faculty-resources/forms/
  • Other: https://www.mines.edu/academic-affairs/faculty-resources/forms/
• Performance Evaluation forms:
  • Classified: https://www.mines.edu/human-resources/performance-management/
  • Administrative Faculty: https://www.mines.edu/human-resources/performance-management/

The hiring process can vary depending on the type of appointment. For faculty hires, if a formal search process is required, this process is conducted as defined in Section 4.2 of the Procedures Manual:

• Tenure, Tenure-Track, and Teaching Faculty: All Tenure, Tenure-Track, and Teaching Faculty positions must be filled through a formal search process.
• Chaired Visiting Professorships: All chaired visiting professorships must be filled through a formal search process.
• Professor of Practice: All Professors of Practice positions must be filled through a formal search process.

Academic Faculty – Tenure, Tenure-Track, and Teaching

• Section 4.2 of the Procedures Manual outlines the procedures and process for hiring academic faculty;
• Sections 4.2, 4.3, 4.4, and 4.5 of the Faculty Handbook provides the governing policies and minimum qualifications for these appointments.

Professor of Practice

• Section 4.8.1 of the Faculty Handbook outlines the general appointment process for a Professor of Practice.

Adjunct Faculty

• Section 4.7 of the Procedures Manual outlines the procedures for hiring adjunct faculty;
• For returning adjunct faculty, all that needs to be completed is an Adjunct Faculty HR Form, found here: https://www.mines.edu/human-resources/forms/ and the contract is made on a semester by semester basis. A Separation Form does need to be completed at the end of every appointment, even if it is known that the adjunct will be returning the following semester;
• For new adjunct faculty hires, these need to be entered into the Page Up system. Process for this can be found on these guides: Adjunct Direct Appointment Training Handout and Pre Offer Salary Approval for Direct Appointments.
  

Research Faculty, Post-Docs, and Non-Chaired Visiting Faculty

• Formal searches for research faculty positions and non-chaired visiting positions, whether for teaching or research, are required whenever the appointment is expected to last for more than one year. Section 4.2 of the Procedures Manual outlines the procedures and process for a formal search. In cases where timing of a contract requires expeditious appointment and when an individual has already been identified, appointment can be made with an abbreviated search that includes formal consideration by the supervisor, the Department Head, the Dean, and at least two members of the department.
• Research Assistant Professor faculty appointments can be made when an individual is identified and the Department Head writes a memo explaining the recommendation of the appointment, along with an updated CV or the individual being appointed. New research faculty and non-chaired visiting faculty hires should be processed through Page Up – see the process and procedures in these guides: Direct Appointment Training Handout and Pre Offer Salary Approval for Direct Appointments.
  
• For reappointment, complete the Research Faculty HR form found here: https://www.mines.edu/human-resources/forms/
• As initial post-doctoral appointments are normally made for one year, a formal search process for filling a postdoctoral appointment is not required. For a new postdoctoral appointment, complete the Research Faculty HR form (https://inside.mines.edu/HR_Forms) and submit with an updated CV of the individual being appointed.

Research Associates

• Section 4.1.2-E of the Faculty Handbook provides definition of Research Associate and Section 4.5.1 of the Faculty Handbook provides the minimum qualifications.
• Section 4.8.1-D-3 of the Faculty Handbook provides the general outline of the process of appointment of a Research Associate: “The Principal Investigator requests an appointment. Appointments require approval of the department head and college dean.”
• First-time Research Associate appointments will go through Page Up – see the process and procedure here –Insert link or do we need to write out the process ourselves?
• Reappointments use the Research Faculty HR form found here: https://www.mines.edu/human-resources/forms/

Administrative Faculty

• Section 4.8.1-F of the Faculty Handbook outlines the process of appointment for an Administrative Faculty position.
• If a new position, an Integrated Administrative/Research Faculty Job Description and Exemption Request form needs to be completed and can be found here: https://www.mines.edu/human-resources/forms/ Once completed and signatures have been obtained, it needs to be submitted to Veronica Graves in Human Resources in order to be approved for exemption.

Research Support and Project Support

• Exempt Positions:
  • If an exempt research support or project support position is wanted, then it must go through the exemption process, which is detailed above under Administrative Faculty. Once the position is exempted, then the regular hiring process can begin with the position description being entered into Page Up, then the job requisition and the steps to follow depending on if it’s going to be a direct hire or posted as a search.
  • If the Research Support position is not fully funded by a research grant (typically a -4- index), then it will have to either be submitted as an Administrative Faculty request or Classified (non-exempt) employee position (see process for that below). If it is going to be either Admin Faculty or Classified (because it isn’t fully funded by a research grant), then a request will have to be made to the Dean of your college, requesting an FTE, which must go through a Board Approval process.
• Non-Exempt Positions:
  • If the job description of the research support or project support position is similar in responsibility to a classified administrative position such as a Program Assistant or Administrative Assistant, the position will be non-exempt/classified and need to follow the hiring procedures and process for Classified Staff (section below).

Classified Staff

• Temporary Classified
  • Temporary Classified staff hired to fulfill a vacant position are processed in Page Up. The applicant materials are sent directly to the hiring manager’s email and the search process is less formal as there is no formal scoring involved nor initial screening of applicants completed by Human Resources. Once a candidate has been identified, the hiring manager can reach out to the candidate and informally make an offer, then the official offer is processed through Page Up. Temporary appointments can be made for up to a maximum of 9 months within a 12 month rolling calendar period.
  • If a department wishes to hire a temporary classified staff member as a new position, they do not need a Position # or FTE, just budget to pay for the temporary position.
• Permanent Classified
  • To hire for a permanent classified position to fill a vacancy, the process is initiated through Page Up (follow Steps 1 and 2 at the beginning of this section). HR can send the hiring manager an example announcement used for a similar position that can be modified to fit the position that is getting posted. Once the announcement is finalized, HR posts on the State of Colorado jobs website, Mines website, and various diversity hire sites automatically. The initial applicants come through HR (Deb Wernli) who does an initial screening of applicants to ensure they meet the minimum qualifications. Once the job is closed (the hiring manager/department determines how long they want the position open or set a limit of applicants, i.e. first 100), all applicant materials are put on a flash drive to be shared with the hiring manager and all search committee members and an excel spreadsheet for scoring is set up by Deb and emailed out to everyone on the search committee.
  • To hire for a NEW permanent classified position, the department must first have obtained approval from the Dean’s office along with a new position #. A new classified position requires the submission of a Classified Position Description (template found here: https://www.mines.edu/human-resources/forms/) along with an organizational chart for the department that includes the new position and how it relates to all other administrative positions in the department. The College Administrator can assist with this.

Visiting Scholars

• To find the application procedures and application packet for new J-1 Exchange Visitors, please visit this page: https://www.mines.edu/isss/faculty-scholars/

Graduate Students (Refer to next section “Employment Agreements”)
Undergraduate Students (Refer to next section “Employment Agreements”)

Hiring Process

PAGE UP: Page Up is the electronic system used for hiring and onboarding for the university. Page Up link for logging in as well as some training resources can be found here: https://www.mines.edu/human-resources/pageup/

Basic Steps to Follow for Entering a Position for Hire in Page Up:

Each department will have one identified Hiring Manager. There can only be one Hiring Manager per department. This will usually be the Program Assistant but in some cases may be an Administrative Assistant or Department Manager. The hiring manager is responsible for all steps of the process in Page Up with the exception of the evaluation of the candidates.

1. Submit a position description (PD). If this is for a new position, work with the College Administrator to develop the position description. Once PD is approved, then proceed to Step 2. (Hiring Manager)
2. Submit a Job Requisition (New Job) in Page Up. This requires information such as classification of employee, type of employment (permanent or temporary), FTE, Salary, Account Index/Indices to charge, basic description of duties, evaluation criteria (if non-classified), search committee, and advertising preferences. Once this is approved, HR posts the job to the Mines career site as well as diversity sites and Dept. requested sites. (Hiring Manager)
3. Initial evaluation of candidates – after all search committee members have attended the search committee training, then they can proceed with the evaluation of the candidates. You can have a PASS/FAIL on minimum qualifications, in which case, only the search chair and one other committee member would review candidates based on PASS/FAIL criteria. Once candidates who meet the minimum requirements are identified (or if there is no PASS/FAIL criteria), the entire Search Committee evaluates and documents in Page Up (except for classified positions – currently this is still a manual process, where HR puts the candidates into an excel based scoring sheet based on criteria defined for the position and each committee member completes a separate excel scoring sheet and once they are all completed, they are sent to HR; HR then combines all scores and sends results to Search Chair with recommendations for minimum overall score to determine number of candidates to interview). For all other positions (not classified), the search chair creates the ranking report based on the results input into Page Up by each committee member and attaches it to the job requisition. (Search Chair and Search Committee)
4. Search Chair informs the hiring manager of applicant status changes and hiring manager changes the applicant status. If the applicants are not moving on in the process, Search Chair must provide hiring manager with reason – a system requirement. (Hiring Manager)
5. (Academic Faculty hiring) When the committee is ready for the campus interview stage, the Chair writes a memo to the DD/DH, outlining why the candidates are being recommended. The DH/DD then writes a memo to the Dean stating their recommendation, the Dean then forwards his/her approval (or disapproval) and it can simply be an email with the committee recommendation and DH/DD memo/letters attached, to the Provost. The Provost then needs to provide written approval of the recommendation (again, can be in email format). The approval memos/emails need to be attached in Page Up by the Chair or Hiring Manager.
6. Hiring Manager can use Page Up to coordinate interview events or can opt not to – may depend on the Search Chair and committee preferences. (For Academic Faculty hires, many choose not to use Page Up for interview setup and coordination, since those interviews are multi-faceted and require coordination of schedules from multiple parties).
7. Hiring Manager or Search Chair attaches uploads all interview questions, notes, reference information to PageUp. Hiring Manager changes applicant status to various interview stages per Search Chair Direction.
8. Reference Checks – Reference letters may be requested through Page Up. Hiring Manager changes status to reference check & initiates letter upload request. Hiring manager uploads all reference check documents into Page Up.
9. Hiring Manager verifies all documents pertaining to the search are loaded to the job card.
10. Recommendation of final candidate to Department Head. For Academic Faculty positions, the Search Committee Chair writes a final recommendation letter/memo to the Department Head/Division Director that summarizes the recommendation for hire. The Department Head/Division Director then writes a recommendation memo to the Dean and sends both to the Dean for their review/approval. The Dean then forwards those memos/letters to the Provost with his/her recommendation/approval for Provost review/approval.
11. Offer card initiated with status change and salary review
12. All Academic Affairs offer letters should only be created by the Academic Affairs office (not generated automatically through Page Up or HR).

The detailed process for hiring faculty is outlined in the Academic Affairs Procedures Manual, Section 4, which can be found here: https://www.mines.edu/policy-library/academic/

Performance Management

Classified Staff: All classified staff must be evaluated according to the state personnel guidelines. All performance evaluations are completed in March. The Supervisor must have the Dean review and approve the draft evaluations prior to meeting with the employee. The Supervisor then sets up a one-on-one meeting to review the evaluation with the employee. If the employee does not agree with the evaluation, they must complete and submit a dispute resolution form to Human Resources within three days of receiving the evaluation. Fully signed evaluations are due in HR by March 31^st. The supervisor should then complete a Performance Plan for the new year with the employee in April, with the signed Performance Plan Certification Form due in HR by April 30^th. The College Administrators manage the Performance Plan templates for Program Assistants and Administrative Assistants and will send out the updated templates for the year to the supervisors prior to April. The Performance Evaluation forms and Instructions as well as other Performance Management Resources are all found here:  https://www.mines.edu/human-resources/performance-management/

Academic Faculty:   All Academic Faculty (including POPs) need to complete a Faculty Data Report (FDR), template located here:  https://www.mines.edu/academic-affairs/faculty-resources/forms/ .  The College Administrator will provide Program Assistants a spreadsheet with the required data for each faculty member. Once that data is reviewed and quality checked (Program Assistant should work closely with the faculty member to review and quality check the data. If any data is incorrect, please report that back to the College Administrator), that spreadsheet of data will be attached to the end of the FDR. These spreadsheets of data typically don’t get sent to the departments until mid-January, as ORA needs a week to manually manipulate the data from Banner to fit the Calendar Year format required by the FDR.  The due dates for the FDRs and Evaluations are found on the Academic Affairs Calendar for Submission of Academic Reports and Recommendations:  https://www.mines.edu/academic-affairs/faculty-resources/academic-calendars/. The completed FDR should be submitted to the Department Head/Division Director according to the deadlines set in the calendar. The DH/DD review the FDR and use it as part of their evaluation. Faculty Evaluation templates are found here:  https://www.mines.edu/academic-affairs/faculty-resources/forms/ . Please note that the following are the categories of performance rating that should be used in the faculty evaluation:   “exemplary,” “exceeds expectations,” “meets expectations,” “needs improvement,” or “unsatisfactory.” For more details on the procedures and process, please refer to the Faculty Handbook, Section 7, Performance and Evaluation.

Research Faculty:  For research professors of all rank and for Graduate Faculty who are not part of another regular annual evaluation process,the faculty member’s direct supervisor shall conduct annual evaluations. For this evaluation, a research professor or a Graduate Faculty member shall provide their supervisor a complete and up-to-date CV along with a cover memo highlighting activities completed over the past calendar year. The supervisor shall review these and issue an evaluation of either: meets expectations for the current position, or does not meet expectations for the current position. In the case of performance not meeting expectations, the supervisor shall provide, in writing, an explanation for the negative evaluation, provide the entire package to the faculty member’s Department Head for review and comment, and then discuss the evaluation with the research faculty member. If the faculty member disagrees with the negative review, they may appeal the review to the appropriate college Dean.

Administrative Faculty, Research Associates/Support, Post-Docs:  All staff that fall under this category, should be evaluated using the Administrative/Athletics/Research Faculty Performance Evaluation form found here:  https://www.mines.edu/human-resources/performance-management/. The deadline for these is set by the College Dean. Drafts for the Dean to review are due to the Dean by June 15^th, with final, signed evaluations due by June 30^th. 

There are various temporary employment agreements created and processed at the department level. These mainly include: Adjunct, Summer Faculty, Winter Faculty, Graduate Student, and Undergraduate employment. All of these are done for a set, pre-defined term and renewals must be done and submitted for every new term of employment.

Adjuncts

Adjunct are hired each semester. The dates of the contract should match the start and end dates of the semester. Those dates can be found on the Registrar’s calendar here: http://inside.mines.edu/UserFiles/File/academicAffairs/registrar/Forms/Academic%20Calendar.pdf

• Make sure to use the latest HR form found here: https://www.mines.edu/human-resources/forms/
• Each department sets their own flat fee rate for adjuncts. Work with your DH/DD to find out what that rate is for your department.
• Agreements are approved by DH/DD, then routed to your College Fiscal Officer for approval and further processing.
• Employment letters are generated by Academic Affairs. If an adjunct inquires about their letter, follow-up with Aurea Tolnay in Academic Affairs.

Summer Faculty

Faculty are hired for the academic year and they are eligible to receive extra pay during the summer. Faculty can be paid for teaching, doing research (usually from a grant), Department Head/Assistant Department Head duties, course development and summer salary from their startup funds (for Assistant Professors or newly hired faculty who negotiated a start-up).

• Make sure to use the latest HR form found here: https://www.mines.edu/human-resources/forms/. Use the Academic Faculty Summer Pay HR form;
• Review the fact sheet also on the HR Forms page;
• E-mail all of the faculty to see if they plan to collect summer salary, how many days, when they want those days, and which account they plan to use for each;
• If they are teaching, the days correspond to the Summer I and Summer II dates. For Field Sessions, the dates may run concurrent to Summer I or Summer II dates or may differ from those. Just enter the dates that pertain to your department’s field session.
• It is important that no one is paid more than their daily rate in the summer. If they are, i.e. teaching two classes during one summer session, you will need to do a Request to Perform Extra CSM Services for Additional Remuneration form, found here: https://www.mines.edu/academic-affairs/faculty-resources/forms/
• Salary information, position number and CWID for the faculty will be sent to you by the College Fiscal Officer, called an Academic Salary Planner for the current FY.
• Forms are approved by DH/DD, then routed to the College Fiscal Officer for approval and further processing.

Winter Research for Faculty

Similar to the summer terms, faculty are also eligible to be paid for a few days during our Winter Break for research performed. These agreements are a lot like the summer form, but they vary slightly. The process is the same as the summer terms, except they can only be paid for research from a grant and/or from their startup account (Professional Development).

Separation Notices

You will need to do a separation notice for anyone who is not returning to the department the next semester. The only exception is an Adjunct who is teaching in the Fall and continuing in the Spring. But if they teach in the Spring and continue in the Fall, you will need to do one for them. Anyone permanently leaving (that is not a student employee) will also need this form, including employees that are non-remunerated.. It can be found here: https://www.mines.edu/human-resources/forms/

Graduate Student Employment

There are basically three types of forms for Graduate students:

• RA/TA appointment
• Hourly appointment
• Fellowship Award – please note that these are often awarded from specific fellowship foundation accounts and must follow the guidelines outlined for the award. Typically, work deliverables cannot be expected from a student on a Fellowship.

Each of these contract forms are found here: https://www.mines.edu/graduate-studies/graduate-contracts/
The policies governing the award of graduate student contract are fairly complex and should be closely reviewed: https://www.mines.edu/graduate-studies/graduate-assistantship/. Additional training can be provided by your College Administrator and/or College Fiscal Officer.

Undergraduate Student Employment

Undergraduate students are always on an hourly basis and must not exceed 20 hours/week during a semester but can be for up to 40 hours/week during the summer, spring break, or winter break. Hourly employees must complete timesheets in Trailhead on a bi-weekly basis. Whoever their supervisor is, faculty or staff, should be listed on the form as the supervisor and they will be responsible for approving their timesheets on a bi-weekly basis. This can take management from the Department Assistant to ensure that faculty are approving their student employee timesheets in a timely manner.

If a student has never worked for the University before, they must complete the necessary paperwork found here:  Student New Hire Packet
Once they have completed all of the necessary paperwork, HR will provide them an orange slip that the student can then present to the department, confirming that they are now authorized to work. A student should never start working before the orange slip is presented, something to be especially mindful of when it comes to faculty and it helps to remind them on a semester-semester basis.

The undergraduate student employment form is found here: https://www.mines.edu/human-resources/forms/ (scroll down to the section “Forms to Get Students Paid” and it’s the second to last link in that section.

Diggernet

DiggerNet is the online resource for departments on campus to post open jobs for student employees as well as for students to search for available jobs on campus.The DiggerNet system is proactive and gives the recruiter full control of the application/interview process. As soon as your job is posted and approved, it will send an email out to all of the qualified, actively seeking students and recent graduates. You now have access to the system.

To access DiggerNet, follow these steps:

1. Create your own password immediately: Please set your password using the following URL:

https://mines-csm.symplicity.com/employers/index.php?type=password&token=a7df4272dad68baf19d2812d697b21a8

2. You now have immediate access. However, in the future you will go to https://mines-csm.symplicity.com/employers and enter your User Name, which is your email address. Save this URL to your Internet Favorites.
3. After logging in, please be sure to complete your profile. Check phone #s.
4. Upload your company logo (optional – file size 200KB or less).
5. Begin posting your jobs and/or check current jobs.

The Career Center also hosts a Student Assistant Job and Resource Fair in both Spring and Fall which can be a great time to recruit student workers. If you are the hiring contact for your department, go to DiggerNet under events and click register. Or you can contact L. Jane Cain at 303-273-3233 (lcain@mines.edu) and she can register you.

Depending on your role in the department, you may be responsible for making sure the spending for the department accounts is staying within budget. You will work closely with the College Fiscal Officer on monitoring the accounts, moving budget when necessary, determining how much will be left or overspent at the end of each Fiscal Year, etc. It’s important to be familiar with the types of accounts:

General Fund (index starts w/2)– this is the main fund used to record transactions related to the general operations of educating students – the funds come mainly from tuition and fees and support received from the state. The department’s operating, teaching assistants [TAs], student hourly and summer budgets are in this area.

Research Grants and Contracts (index starts w/4) – can be state, federal, or private funding for research projects and are restricted to approved expenditures within the grant’s approved budget. These have all gone through the Office of Research Administration. If you have Research Support in your department, they generally manage and track all of these accounts. Every department is assigned a specific person in ORA – one for Proposals, one for Contracts, and one for Grants/Awards. Visit this page to see who your department is assigned to: http://inside.mines.edu/ORA-About-Proposal-Contract-Grant-Assignments

Foundation (index starts w/6) – private endowments/gifts for support of student, faculty, programs or facilities and some are fully discretionary. Every account has guidelines that outline what the purpose is and what is an allowed expense. To get access to the shared folder that has these guidelines, email:  Christie Sava (csava@mines.edu). Each department is assigned a contact in the Foundation for questions related to the accounts.

Professional Development (index starts w/1) – individual faculty accounts set up when they are hired and the contracted amount from Academic Affairs is deposited at the beginning of each fiscal year for three years. This is also referred to as a “start-up” account. The money must be spent out in five years after hiring date.

Research Development (index starts w/1) – these accounts are funded by IDC [indirect cost] return and fixed price agreement closeout. Every tenured/tenure-track faculty member has a research development account. Research centers and departments also have research development accounts.

Auxiliary funds (index starts w/3) – are self-supporting business operation accounts that earn revenue and operates similarly to a small business.

FISCAL YEAR – is a period used for recording financial activity for an organization. The State of Colorado’s (and therefore Colorado School of Mines’) fiscal year is July 1 through June 30th. At the end of each Fiscal Year, you will work closely with the Department Head and Fiscal Officer to determine how any overages will be covered, and if there are any funds that are eligible to roll forward into the next Fiscal Year.

General Fund – this is your main operating budget. The fund is 1001 and the Index is one of the following:

• Main Operating – 2XXXXX
• Regular TAs – 2XXXXX
• SB03 TAs – 2XXXXX (for Graduate Students who are Colorado residents only)
• First-Year Fellowships – 2XXXXX
• Summer – 2XXXXX
• Field Session – 2XXXXX

Monthly Fund Review
After the 8th of each month (so payroll has posted to the accounts), you can run financial reports in Cognos with details about all of the accounts by category. Reports you can pull for the monthly report are as follows:

• General Fund – Public Folders/Finance/College/CERSE/General Fund Balance Available Report – CERSE
• Cash Funded – Public Folders/Finance/College/Shared/Financial Status Report – Cash Funded Accts.
• Research – Public Folders/Finance/College/Shared/Financial Status Report – Research Avail. Balance
• Foundation – Public Folders/Finance/College/Shared/Financial Status Report – Foundation Acct.

You are looking for any accounts that are in deficit, if spending is on track, and will remain under budget and reviewing the spending to ensure it is the correct/expected amount, etc.
If you notice a discrepancy, you will work with payroll, the Controller’s Office, Financial Aid or ORA to help resolve the issue.

Please note:

• When running any report, click on the blue “play” button on the far right to run the most recent data (refreshed nightly). When you click on the title of the report you are not running the most recent data.
• Please help to verify correct data the first couple of times you run any report. While all public reports should have been vetted, there are still issues with some reports.
• The College Fiscal Officer can make modifications or alterations to any financial report to better fit your reporting needs or create new financial reports.

Budget Status
Many in the departments create an excel document to track account totals and budget spending. It can be useful when projecting any overages and savings we have on our accounts as well as provide as much detail as you want.

Index List
In order to track indexes that may not show up on the reports, it’s good to create your own list with all indexes used in your department and keep it updated.

Account Codes List
To properly code expenses and revenue, you should familiarize yourself with the commonly used account codes found here, the last link under the “Quick Links” section: https://www.mines.edu/controllers-office/?CMSPAGE=controllers_office

Internet Native Banner (INB)
INB can also be used to determine the current status of the various fund types. Access to INB is through: https://banner.mines.edu/forms/frmservlet?config=prod

There are some instructions below on how to use INB, but you can also follow along on this online resource here: https://www.mines.edu/controllers-office/banner-finance-information/

For general operating and foundation fund status (budget-based spending), use screen FGIBDST. Enter the fiscal year, fund and org and hit control page down to execute the query. Be sure to remove the check from the Include Revenue Accounts box and then the available balance will show at the bottom of the screen.

For grant funds use the FRIGITD screen. Just enter the fund or index in the screen and execute the query by hitting control page down.

For auxiliary, professional development, research development and agency funds use the FGITBSR screen. The current fund balance is shown at the bottom of the screen. Be sure to pay attention to whether the balance is a debit or credit balance. A credit balance means they have money remaining and debit balance means they have overspent the funds available.

Fixing Issues
When you run across a fund that is overspent, or you found something wasn’t coded properly and need to move it, there are a couple options available to you to fix these issues.

Journal Entries
Journal Entries are used to move funds from one index to another or one account code to another for specific transitions. This is most commonly used to re-allocate Purchasing Card/One Card transactions that were improperly coded. The Journal Entry Change form can be found here: Request for Journal Entry Change Form
Need to send back up documentation showing the charge hit a certain index and the completed form to your Fiscal Officer for processing.

Payroll Reallocations
When payroll is processed incorrectly, you will need to submit a Payroll Reallocation. The form can be found here: https://www.mines.edu/controllers-office/payroll/
You will also need to submit a Payroll Labor Distribution Report – Person Detail with the completed form above. Contact your College Fiscal officer to determine whether or not you need to submit this report with the form. Submit the form directly to Suzanne Bratcher in Payroll unless it involves a research grant, then submit to ora@mines.edu

See the Academic Fiscal Officers page for more info.

There are three ways to pay for goods/services:

• Voucher Request (Form can be found here:  https://www.mines.edu/controllers-office/accounts-payable/)
• Purchase Order
• One Card

The Purchasing team has put together a presentation explaining when each item above should be used. This can be found here: http://inside.mines.edu/UserFiles/File/finance/purchasing/Purchasing%20Methods.pdf
It’s important to keep in mind the dollar limits and requirements associated with each purchasing method:

Electronic Requisitions/POs
It’s important to note that you will need to create an Electronic Requisition (PO) for goods/services described above as well as anything that has our Mines logos printed.
More information about Electronic Requisitions can be found in this training manual: http://inside.mines.edu/UserFiles/File/finance/purchasing/Electronic%20Req%20Online.pdf

Voucher Requests

For all reimbursement requests and non-invoiced payment requests, you will need to create a Voucher Request. A receipt is not required for any expense under $50. For anyone in TEM, you can create a Voucher Request following the step-by-step guide found here: https://inside.mines.edu/UserFiles/File/finance/controller/aptravel/TEM%20Step-by-Step%20Guide%208_9_2016.pdf

For anyone not in TEM, you will complete the excel form found here: https://www.mines.edu/controllers-office/forms2/

You will scan and email the completed, signed form to aptravel@mines.edu with the subject “VR#______ Last Name”.

Travel Reimbursement/Other Reimbursement for Non-employees

For guests, they will need to complete a W9 or a W8BEN (for international visitors who do not have a US SSN) in order for the school to set them up as a vendor. Those forms can be found here:  https://www.mines.edu/controllers-office/accounts-payable/ Follow up with people after their visit to get their receipts. If they are requesting a reimbursement for mileage, you will need the addresses so you can create a Google map showing the mileage and submit that with the report like a receipt.

In addition to the W9 and W8BEN, you will need to complete the TE tab of the TA/TE Excel form. The forms are found here: https://www.mines.edu/controllers-office/travel-expense/

Those forms are then emailed to this email address for processing: aptravel@mines.edu
Please use the naming configuration as “TE#_______ Last Name” or “VR#______ Last Name”

When we receive funds, you will need to deposit those funds. In order to do so, you will need to be set up to use CashNet. This is a very simple system, and the training is short. The form to request access can be found here:  https://www.mines.edu/controllers-office/forms2/

Contact Leila Ekbatani, lekbatan@mines.edu or ext. 2144, to be setup in the system and to schedule a training.

Once you’ve done the training and have an account, you complete your deposit form, print it off and take the check and the form over to the Cashier’s office. Please note, for checks, you always select “Departmental Checks” for checks – never just the basic “Check” option.

Travel and Expense Management (TEM)

TEM is the current travel and expense management system for all Mines employees. A training guide as well as the login to the system can be found here:  https://www.mines.edu/controllers-office/travel-expense/. We are expecting to switch to a new system, Chrome River, any day now. Once that rolls out, this section will be revised to reflect that.

You can be set up as a Delegate for all of the faculty and a Delegate & Proxy for the DH/DD. As a delegate, you can create expense reports (includes Travel Expense reports commonly called “TE” and voucher requests for out of pocket reimbursable expenses), Travel Authorizations and One Card reports for those who have a One Card. You cannot submit a report and will still need to have the user submit the reports you create after they review them. Once someone submits a report in TEM, it is routed through the TEM workflow

TEM Routing

Anytime a grant is used (index starts with a 4) – Route to Lisa Martinez Conover When a grant isn’t being used (indexes that start w/ a 1, 2, 6 or rarely a 3) Voucher Requests (starts w/Vusername) – Route to Donnie Persichitte; Travel (starts w/Tusername) – Route to Mary Stuart Tolford;  One Card Reports – Shouldn’t require additional approval.

Website Management and Support

WordPress is the content management system used on campus for the website. Each department is expected to manage/maintain the content of their own pages. To get set up to edit the content of your department’s webpages, contact Mark Ramirez – ramirez@mines.edu. He can also provide some one-on-one training or check out WordPress training through Skillsoft, the online training and development program – link to it here. A nicely put together reference guide for WordPress can be found here:  Website Manual.

Communications/Marketing

• The communications team’s contact information can be found here: http://www.minesnewsroom.com/contact
• Resources such as flyer templates and logo/branding guidelines can be found here: http://www.minesnewsroom.com/resources
• If you have an upcoming event, news story, video project, brochure or anything else in the realm of communications that the team can help you with, submit a project request form, found here: http://www.minesnewsroom.com/project-request-form

List Servs/Mailing Lists

The listserv system used at Mines is called Mailman. The information regarding setting up mailing lists as well as how to subscribe to the lists can be found here: https://its.mines.edu/email/mailing-lists/

In addition to setting up a listserv through Mailman, you can also set up a group email list by contacting Robert Hicks in ITS. This is managed a bit differently than a mailman list and the information for that can be found in the link above as well.

Shared Drives/Folders

To set up a shared drive or folder, you need to submit a helpdesk ticket to ITS: https://helpcenter.mines.edu

Equipment purchases for Faculty/Staff

For guidance and instructions on how to purchase computers/printers/tables etc. for business or academic use, visit the following webpage: https://its.mines.edu/Equipment-Purchases/

Software

For new faculty, assistants purchasing the computers for the faculty member should get a list of software that the faculty member would like installed on their machine and include it in the helpdesk ticket to ITS when requesting ITS to setup the computer for the network.

MS Office is site-licensed and therefore can be installed on any computer purchased for business or academic use free of charge. Adobe DC Pro is highly recommended to install as a standard as well but each license must be purchased separately. For Adobe products, you will purchase those through CDW. Matt Blanco is our contact for this. More information on this process can be found here: https://its.mines.edu/software-title/adobe-premium-commercial-products/

For more information on software, click on the following link: https://its.mines.edu/software-title/#a

The Lab Team will update software (and sometimes hardware) in specific labs once each semester. (The software configuration to be applied is known as a “build.”) Requests for new or updated software must be submitted by a specific deadline in the previous semester. Here are those deadlines:

• For Summer semester builds – 21 days prior to Spring Commencement
• For Fall semester builds – 14 days after Spring Commencement
• For Spring semester builds – 21 days prior to Fall Commencement

Requests made as early as possible via Mines Help Center “Helpdesk” are very much appreciated. After the deadline, changes may be accommodated on a case-by-case basis if possible; however, this may not always be possible. Staffing and timing issues may influence whether or not a late software addition is possible.

To see what software is in a computer lab, click on the following link: https://its.mines.edu/campus-computing-labs/

Surplus Computers for Students Labs/Breakout Rooms/Unfunded Instructors/Unfunded Graduate Students

Colorado School of Mines lab computers are replaced every 3 to 4 years using Tech Fee funds provided primarily by
students. Used lab computers in good condition will be reallocated without charge by the Mines Graduate School and the
Information & Technology Solutions (ITS) department in this order of preference: 1. Student
labs, workrooms, and breakout rooms. 2. Lecturers and instructors without departmental or research funds. 3. Unfunded graduate students (funded graduate students should receive a computer from RA funds).
To request one of these computers, complete the form found here: http://inside.mines.edu/UserFiles/File/ccit/techFee/surplus_computer_request_form.pdf

Printing in Computer Labs

For computer labs that have printers supported by departmental funds, the department administrator controls student access to those printers. The student has to make a request for printing access in that lab to the department administrator who then submits a helpdesk ticket to ITS with a list of those students and their usernames. Access generally happens within 12 – 24 hours.

For information on other printing options on campus, please check the following link: https://its.mines.edu/printing/

Telecomm

Telecomm provides services in regards to phones and teleconferencing on campus which includes installation of new phones and telephone numbers; switching location of phones/numbers; and setting up audio conference calls and purchase of conference telephones. For more information and to access the Telecommunications Online Work Request, go here: https://helpdesk.mines.edu/telecom.shtml

VPN

A VPN (Virtual Private Network) is a secure method of accessing a private network from a remote or otherwise insecure location. Using the VPN is the recommended way of accessing Mines computing resources when you are off-campus or connecting over the campus wireless network.

There are currently three VPN clients available on campus with Viscosity being the newest and most recommended. For more information and instruction on how to install a VPN client on your computer, go to the following link: https://its.mines.edu/software-title/vpn/

Video Conferencing with Zoom

The Colorado School of Mines video conferencing service is Zoom – a cloud-based video and web-conferencing solution. Zoom lets Mines students, faculty, and staff join or host video conferences on any Windows, Mac, Linux, iOS or Android device (and more). Zoom is also the official Mines instant-messaging/chat application.

For more information, visit this link: https://its.mines.edu/zoom/

Canvas/Canvas Support

Canvas is the platform on campus used for online management for faculty of course materials, course assignments, course grading etc. as well as the platform for other groups/committees on campus to share materials, files, information related to the group and/or committee. For more information on resources and training, visit this link: https://www.mines.edu/elearning/?CMSPAGE=eLearning-Resources. Currently it is also being used as the platform for P&T dossiers – sharing with department P&T committee, external reviewers, and Academic Affairs. If you have technical issues with Canvas or need assistance getting Canvas “Course” access to people outside of Mines, contact Luke Prather in ITS – lukeprather@mines.edu or submit a helpdesk ticket

Building/Computer Lab access process

In general, there are one or two department administrators that are setup as building proctor(s) for the building in which their department resides. To get set up as a Building Proctor, call x2336 and request  the form to sign up as Building Proctor. Once you’ve completed the form and gotten the necessary signatures, email it to Access Services and simultaneously submit an ITS helpdesk ticket requesting that the Area Access Manager software be installed on your machine. Once you are setup as a Building Proctor, you will be able to give students in your department access to the building (for after hours) as well as any rooms (i.e. computer labs) that have Blastercard controlled access and are associated with your department. Your department may have a form that you have students fill out in order to get access, or you might just need to verify their association with the department.

You can sign key request forms (found here: https://www.mines.edu/operations/access-services/) for the Lock Shop to make give hard keys to people with an office.

Catering

• Sodexo is the campus catering service. For menus and online ordering, click on the following link: https://csmflavours.catertrax.com/. If your event is in the Green Center, Student Recreation Center, or Ben Parker Student Center, then you must use Sodexo. To reserve events in any of these locations, use the online reservation system: https://events.mines.edu
• If your event is not in any of the locations above, then you may use an outside catering service. Below is a brief list of vendors that have been frequently used on campus:
  • Rocky Mountain Catering
  • Bennett’s Barbeque
  • Etai’s
  • Tin Star Smokehouse
  • Biscuits & Berries

Request to Serve Alcohol

Any event where alcohol (beer and wine only) is served on campus must be approved. You will need to complete an online form here: https://www.mines.edu/student-life/request-serve-alcohol/?CMSPAGE=request-to-serve-alcohol-form. The request needs to be submitted at least one week in advance of the event. You’ll receive approval via email once it’s processed.
You will need to serve food and non-alcoholic beverages at any event where beer and wine are served. You will need to follow the school’s alcohol policy which can be found here: https://www.mines.edu/student-life/alcohol-policy/
Only discretionary, foundation accounts can be used to pay for the beer and wine. You can buy the beer and wine using your One Card if you have the Event Card exception.

For Sodexo event planning guidelines and information, click here: https://csmflavours.catertrax.com/shopportal.asp?pageid=34&intOrderID=&intCustomerID=

Room reservations – Department Controlled Rooms

The department assistant is in charge of reservations for any rooms/labs controlled by the department. The Registrar has been working with department assistants to get all rooms/labs into Astra and then giving them special access, so that they can approve room scheduling requests. There are many rooms still not in Astra so it is best to email: assistants@mines.edu if you are in need of a department controlled conference room.

Room reservations – Non-Department Controlled Rooms/Non-Registrar Controlled

There are a couple systems used to request rooms on campus all listed here.

Registrar Controlled/Department Controlled:

Astra is used to reserve rooms controlled by the Registrar’s office. You will want to get a log in so you have special access to the rooms controlled by your department.

Information about Astra can be found here: http://inside.mines.edu/RoomInfo. Login to Astra here: https://pastra.mines.edu/AstraProd/Portal/GuestPortal.aspx
You will want to request a log in by completing the Astra Access form: Astra_Schedule_Access

All Space/Room Information for Campus:

For access to all of the various types of space and rooms available on campus, click here.

Directions for on-campus parking: Each department should have a code to give to visitors (insert your code here) for on-campus parking. These instructions are also posted on each of the meters for reference.

• Go to the meter and press any button on the right side of the screen.
• Select the amount of time needed.
• Press the # symbol on the keypad below the screen.
• This displays a box where you enter the code XXXXXX.
• Enter the code number, then press “D” on the right side of the screen.
• Lift the handle and collect your meter receipt (near the bottom of the machine).
• Display the receipt face up on the dash of your vehicle.

Parking Services will send you a bill with information on who has used this code in the mail each month.

Daily scratch-off permits are available at the Parking Services office at the current meter rate, and can be purchased in advance. You get a discount after ordering a certain quantity.

For more information regarding Parking Permits/Parking Services, visit their site here:  https://inside.mines.edu/Parking

As a building proctor, you will be the main point of contact for the facilities team. Faculty will often come to you with a request or issue like “My office is extremely hot (or cold)”, “I need something moved”, “the door on my office is slamming shut or not propping”, etc. You can submit a work order following the instructions and then the work order link on this page: http://inside.mines.edu/Work-Order-2. You will need to setup a School Dude account to use. You can track the status of a request on here as well. Facilities will also send you emails as the request status changes. You can also access all help request forms from this page which has links to the various areas at top including Telecom and Facilities Management: http://helpdesk.mines.edu/

Ordering

There is no mandatory office supply vendor for campus. Departments often use Office Max, Staples, or Amazon.

For Office Max

https://business.officedepot.com/
Free shipping.

For Amazon

Make sure to setup a Business Account in order to get tax exemption on your orders. No free shipping. Information and process can be found here: https://www.amazon.com/b2b/info/amazon-business?layout=landing&_encoding=UTF8&ref_=nav_youraccount_b2b_reg

For Staples

To setup a tax-exempt account, create an account from the main page (do not follow the business or corporate account links – as those are unnecessary). Just click “My Account” and then “Create An Account” using your Mines email address. Once this has been created, follow the process below for creating a tax-exempt account:

How to order Business Cards, Letterhead and Envelopes

For instructions and vendors for ordering business cards, letterhead and envelopes, click here:  http://www.minesnewsroom.com/business-cards-letterhead-and-envelopes

BEWARE OF SCAMMERS!! One of the most common phone scams is someone calling to re-order ink/toner for you. It is a SCAM! We order everything ourselves, and never, ever, ever order from someone when they call you.

Trademarks, Logos and Branding

For detailed information and guidelines regarding use of Mines trademarks, logos, and branding, please visit this page:  http://www.minesnewsroom.com/resources

Poster Printing

CTLM has two printers that can print posters – GIR & ZIM. For more specifications and process, go here: https://www.mines.edu/ccit/printing/

If you are getting a poster printed for a department or student activity, you can use an ISSV triplicate form to pay CTLM from the correct department index. These forms can be obtained through Distribution Services – Peter Greenfield, 303-273-3345. See here for pricing: http://inside.mines.edu/Central-Stores-Catalog

Large Volume Printing options

Please note the following printing options. The two printing options that are used by the faculty are Alphagraphics and Mines Copy Center.

MINES COPY CENTER

Order submission process
It is preferred that the files be in PDF format and emailed to copycenter@mines.edu. The email should include the detailed instructions for completion (e.g. black and white, one sided, specialty paper, stapling, binding) as well.

Delivery
Monday—Thursday
9am to 10am and 3pm to 4pm

Friday
9:30am to 10am and 2pm to 2:30pm

Summer
9:30am to 10am and 2pm to 2:30pm

Each job is stored electronically so if identical copies need to be made in the future, the copy center only needs to know the title of the original job and number of copies

ALPHAGRAPHICS

Order submission process:
Please submit the document you need printed (ideally as a PDF) via email to csmprint@alphagraphics.com.

Delivery
~9:30am and 3:30pm, M-F

Business cards
Can be ordered via this link: http://csm.ag5280order.com
User: xxxxxx (create yourself)
Password: xxxxxx (create yourself)

Contact: Christina Estrada
cestrada@alphagraphics.com 303.279.6834

GOLDEN PRINTING
Dana Naas: 303-274-9040
goldenpc@aol.com
www.goldenprinting.com

In addition to business cards, they have also done a lot of the name badges for various departments at Mines.

Archiving and Shredding boxes can be ordered from Facilities Management.

Guidelines on how long to keep records can be found here: XXXXXX (We are looking for this info.)

Each box must then have a shred sticker as well as a shred form attached to it. Both the forms and stickers can be obtained through facilities management.