Table of Contents
1. Introduction to Midwestern University and the College of Health Sciences
a. Overview of Midwestern University (Rev. 5/13)
b. Overview of College of Health Sciences (Rev. 5/13)
c. CHS Website (Rev. 5/13)
2. Acronyms
(Rev. 5/13)
3. Blackboard
4. Capital Expenditure Requisition
5. Check Request (Rev. 5/13)
6. Confidentiality
7. Consulting Time
(Rev. 5/13)
8. Copy Center
a. Job Submission
9. Email
10. Expense Reports (Rev. 5/13)
a. Concur
b. General Tips
c. International Travel
11. Mailroom
a. Internal Mail
b. Mail Pick-up/Delivery
c. FedEx
(Rev. 5/13)
d. Supplies
12. Outlook
a. Calendar
b. Signatures
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13. Payroll
a. Ceridian Time Pro (Rev. 5/13)
b. Non-Exempt Timekeeping (Rev. 5/13)
c. Ceridian Time Pro Top 10 Questions (Rev. 5/13)
d. Other Types of Employees
e. HR Checklist
14. People/Departments to Know
(Rev. 5/13)
15. Purchasing
a. Off-Campus Purchasing
b. OfficeMax
c. Online Purchase Requisition System
16. Records Retention
17. Telephone
18. Travel
a. Domestic
b. International
(Rev. 5/13)
19. University Websites
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Introduction to Midwestern University
Overview of Midwestern University
Midwestern University is a health care university. It was founded in 1900 as the
American College of Osteopathic Medicine and Surgery. The Downers Grove, Illinois, campus
was purchased in 1986, and the Chicago College of Osteopathic Medicine moved from its prior
home in Hyde Park, Illinois, to this western suburb. Following the relocation of the College, the
Board of Trustees voted to begin the development of new academic programs within the health
sciences. The Chicago College of Pharmacy began in 1991 and the College of Health Sciences
began in 1992. In 1993, the Board of Trustees unanimously approved a single educational
mission for the institution, and Midwestern University emerged. The College of Dental
Medicine-Illinois began in 2011.
Midwestern
University
Downers Grove, IL
Campus
CCOM
Chicago College of
Osteopathic
Medicine
CCP
Chicago College of
Pharmacy
CHS
College of Health
Sciences
CDMI
College of Dental
Medicine -Illinois
CCOM: The Chicago College of Osteopathic Medicine: 4-year program; 200 students per class;
degree offered: Doctor of Osteopathic Medicine (D.O.). The Dean is Dr. Karen J. Nichols
CCP: The Chicago College of Pharmacy: 4-year program; 214 students per class; degree
offered: Doctor of Pharmacy (Pharm.D.). The Dean is Dr. Nancy F. Fjortoft.
CDMI: The College of Dental Medicine: 4-year program; 125 students per class, degree offered:
Doctor of Dental Medicine (D.M.D.). The Dean is Dr. Lex MacNeil.
CHS: The College of Health Sciences is one college with two Deans (Dr. Fred D. Romano,
Dean, Downers Grove Campus; Dr. Jacqueline Smith, Dean, Glendale Campus).
The Downers Grove campus houses 7 programs. The Dean is Dr. Fred D. Romano
o Physical Therapy Program: 34-month program; 48 students per class, degree offered:
Doctor of Physical Therapy (D.P.T.)
o Biomedical Sciences Program:
 Master of Biomedical Science: 21-24 month program; 27 students per class;
degree offered: Master of Biomedical Sciences (M.B.S.)
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
o
o
o
o
o
Master of Arts in Biomedical Science: 9-month program; 50 students per class;
degree offered: Master of Arts in Biomedical Science (M.A.)
Occupational Therapy Program: 27-month program; 38 students per class, degree
offered: Master of Occupation Therapy (M.O.T.)
Physician Assistant Program: 27-month program; 86 students per class; degree offered:
Masters of Medical Science (M.M.S.) in Physician Assistant Studies
Behavioral Medicine Program: 5-year program; 25 students per class, degree offered:
Doctor of Psychology (Psy.D.)
Doctor of Health Sciences Program: 2.5-4 year part-time program; 10 students per class,
degree offered: Doctor of Health Science (D.H.S.)
Speech-Language Program: 7-quarters program; 40 students per class; degree offered:
Masters of Science in Speech-Language Pathology (M.S.)
The Glendale, Arizona, campus was founded in 1995 when the Board of Trustees
approved the purchase of land and the building of this new campus. The Arizona College of
Osteopathic Medicine began in 1995, the College of Health Sciences in 1996, the College of
Pharmacy–Glendale in 1998, the College of Dental Medicine in 2006, and the Arizona College
of Optometry in 2009.
Midwestern
University
Glendale, AZ
Campus
AZCOM
Arizona College
of Osteopathic
Medicine
CPG
College of
Pharmacy Glendale
CHS
College of
Health
Sciences
CDM
College of
Dental Medicine
AZCOPT
Arizona College
of Optometry
College of
Veterinary
Medicine
AZCOM: The Arizona College of Osteopathic Medicine: 4-year program; 250 students per
class; degree offered: Doctor of Osteopathic Medicine (D.O.). The Dean is Dr. Lori Kemper.
CPG: The College of Pharmacy-Glendale: 3-year program (year-round); 150 students per class;
degree offered: Doctor of Pharmacy (Pharm.D.). The Dean is Dr. Dennis McCallian.
CDM: The College of Dental Medicine: 4-year program; 110 students per class; degree offered:
Doctor of Dental Medicine (D.D.M.). The Dean is Dr. Russell Gilpatrick.
AZCOPT: The Arizona College of Optometry: 4-year program; 50 students per class; degree
offered: Doctor of Optometry (O.D.). The Dean is Dr. Donald Jarnagin.
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COLLEGE OF VETERINARY MEDICINE: (will open in August 2014) Degree offered:
Doctor of Veterinary Medicine (D.V.M.). The Dean is Dr. Brian Sidaway.
CHS: The College of Health Science in Glendale houses 8 programs. The Dean is Dr.
Jacquelyn M. Smith.
o Physical Therapy Program: 36-month program; 50 students per class, degree offered:
Doctor of Physical Therapy (D.P.T.)
o Biomedical Sciences Program:
 Master of Biomedical Science: 21-24 month program; 15 students per class;
degree offered: Master of Biomedical Sciences (M.B.S.)
 Master of Arts in Biomedical Science: 9-month program; 75 students per class;
degree offered: Master of Arts in Biomedical Science (M.A.)
o Occupational Therapy Program: 27-month program; 28-32 students per class, degree
offered: Master of Occupation Therapy (M.O.T.)
o Physician Assistant Program: 27-month program; 90 students per class; degree offered:
Masters of Medical Science (M.M.S.) in Physician Assistant Studies
o Clinical Psychology Program: 4-year program; 10-20 students per class, degree offered:
Doctor of Psychology (Psy.D.)
o Arizona School of Podiatric Medicine: 4-year program; 32 students per class; degree
offered: Doctor of Podiatric Medicine (D.P.M.)
o Nurse Anesthesia Program: 27-month program; 28 students per class; degree offered:
Master of Science (M.S.) in Nurse Anesthesia
o Cardiovascular Science Program: 21-month program; 25-30 students per class; degree
offered: Master of Science (M.S.) in Cardiovascular Science
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Overview of CHS
Kathleen H. Goeppinger, Ph.D.,
President and CEO
Jacquelyn Smith, Ph.D., Dean
Glendale Campus
Mary Lee, Pharm.D., BCPS,
VP and CAO for Pharmacy,
Dental, and Health Science
Education
Fred Romano, Ph.D., Dean
Downers Grove Campus
Angelique Hall, MSEd
Assistant Dean
Downers Grove Campus
Kari Schukei, MBA
Assistant Dean
Glendale Campus
Joy Brantley
Sr. Administrative Assistant
Ext. 3600
Deborah Matassa,
Sr. Administrative Assistant
Ext. 6388
AZ
IL
Nurse Anesthesia Program
Shari Burns
Program Director
Physician Assistant Program
James Roch
Interim Program Director
Physical Therapy Program
Donna Cech
Program Director
Physician Assistant Program
Sandy Noronha
Program Director
Alanna Connelly - 3760
Gill Mains– 3311
Cathy Pratscher - 6462
Susan Blanchard - 7390
Biomedical Sciences Program
Len Bell
Program Director
Clinical Psychology Program
Arthur Freeman
Executive Program Director
Biomedical Sciences Program
Mike Fay
Program Director
Behavioral Medicine Program
Art Freeman
Executive Program Director
Deb Hallett – 3620
Elizabeth Armijo- 3860
Karen Hart – 7418/
Kimberly Martinez - 7459
Garry Treft 7650
Occupational Therapy Program
Chris Merchant
Assoc. Program Director
Cardiovascular Science Program
Ed Evans
Program Director
Emily Smith- 3630
Nichole Hilt - 3650
Speech-Language Pathology Program
Tina Veale
Program Director
Dinah Kotthoff - 6343
Occupational Therapy Program
Kim Bryze
Program Director
Sheila Williford - 6423
AZ School of Podiatric Medicine
Jeff Page
Assoc. Dean and Program Director
Physical Therapy Program
Judy Woehrle
Program Director
Julie Brooker - 3450
Jamie Burgoon- 3920
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Additional information about CHS can be found below:
Biomedical Sciences Program
AZ
Office Suite: Glendale Hall 314
Program Director: Leonard Bell, Ph.D.
Administrative Staff: Deb Hallett; David Zinn
http://www.midwestern.edu/Programs_and_Admission/AZ_Master_of_Biomedical_Sciences.html
http://www.midwestern.edu/Programs_and_Admission/AZ_Master_of_Arts_in_Biomedical_Science.html
IL
Office Suite: Alumni Hall North 330
Program Director: Michael Fay, Ph.D.
Administrative Staff: Karen Hart; Kimberly Martinez
http://www.midwestern.edu/Programs_and_Admission/IL_Master_of_Biomedical_Sciences.html
We must continue to strive for better technologies and treatments, become better teachers
of future generations of health care providers, and learn improved ways to practice and care for
patients. Our Biomedical Sciences program prepares you for professional study or employment
in science and research.
Cardiovascular Science/Perfusion Program
AZ
Office Suite: Ocotillo 208
Program Director: Ed Evans, B.B.A., M.A., C.P.
Administrative Staff: Nichole Hilt
http://www.midwestern.edu/Programs_and_Admission/AZ_Cardiovascular_Science.html
The skills to support or substitute for patient cardiopulmonary function during heartrelated surgeries and procedures, such as blood salvaging, circulatory support, artificial hearts,
and cardiac pacemakers. Clinical fieldwork in hospital settings with professional cardiovascular
team members is part of your rigorous didactic and laboratory education.
Clinical Psychology Program (AZ)/Behavioral Medicine Program (IL)
AZ
Office Suite: Ocotillo 209
Executive Program Director: Arthur Freeman, Ph.D.
Administrative Staff: Elizabeth Armijo
http://www.midwestern.edu/Programs_and_Admission/AZ_Clinical_Psychology.html
IL
Office Suite: Alumni Hall North 340
Executive Program Director: Arthur Freeman, Ph.D.
Administrative Staff: Garry Treft; Deborah Keating
http://mwunet.midwestern.edu/academic/CHSBehavMed/index.htm
Clinical psychology is the application of psychology to troublesome mental distress in a
health and social care context. Clinical Psychologists assess mental health problems; conduct and
use scientific research to understand mental health problems; develop, provide and evaluate
psychological care and interventions (psychotherapy). In America, they normally hold a Ph.D. or
a Psy.D. graduate degree, and often have postgraduate work experience.
Nurse Anesthesia Program
AZ
Office Suite: Ocotillo 201
Program Director: Shari Burns, CRNA, Ph.D.
Administrative Staff: Alanna Connelly
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http://www.midwestern.edu/Programs_and_Admission/AZ_Nurse_Anesthesia.html
As anesthesia specialists, CRNAs take care of patients before, during and after surgical,
obstetrical, or trauma stabilization procedures. The CRNA stays with you for the entire
procedure, constantly monitoring every important function of your body and individually
modifying your anesthetic to ensure your maximum safety and comfort.
Occupational Therapy Program
AZ
Office Suite: Ocotillo 208
Associate Program Director: Christine Merchant, Ph.D., OTR/L
Administrative Staff: Emily Smith
http://www.midwestern.edu/Programs_and_Admission/AZ_Occupational_Therapy.html
IL
Office Suite: Alumni Hall North 330B
Program Director: Kimberly Bryze, Ph.D., OTR/L
Administrative Staff: Sheila Williford; Linda Cesario
http://www.midwestern.edu/Programs_and_Admission/IL_Occupational_Therapy.html
Occupational therapy is skilled treatment that helps individuals achieve independence in
all facets of their lives. It gives people the "skills for the job of living" necessary for independent
and satisfying lives. Services typically include:
 Customized treatment programs to improve one's ability to perform daily activities
 Comprehensive home and job site evaluations with adaptation recommendations
 Performance skills assessments and treatment
 Adaptive equipment recommendations and usage training
 Guidance to family members and caregivers
Occupational therapy practitioners are skilled professionals whose education includes the
study of human growth and development with specific emphasis on the social, emotional, and
physiological effects of illness and injury.
Physician Assistant Program
AZ
Office Suite: Ocotillo 201
Program Director: James Roch
Administrative Staff: Gillian Mains; Judy Sanchez
http://www.midwestern.edu/Programs_and_Admission/AZ_Physician_Assistant_Studies.html
IL
Office Suite: Alumni Hall North 310D
Program Director: Sandhya Noronha, M.D.
Administrative Staff: Susan Blanchard; Sue Laurenzana
http://www.midwestern.edu/Programs_and_Admission/IL_Physician_Assistant_Studies.html
PAs are licensed to practice medicine with physician supervision. As part of their
comprehensive responsibilities, PAs conduct physical exams, diagnose and treat illnesses, order
and interpret tests, counsel on preventative health care, assist in surgery, and in most state, write
prescriptions.
PAs practice in Family Medicine, Internal Medicine, Pediatrics, Obstetrics and
gynecology, Surgery, Cardiovascular surgery, Orthopedics, Emergency medicine.
Definition of a Physician Assistant:
(Approved by the American Academy of Physician Assistants' House of Delegates, 1995)
“Physician Assistants (PAs) are health professionals licensed to practice medicine with physician
supervision. Physician Assistants are qualified upon graduation from an accredited physician
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assistant educational program and/or certification by the National Commission on Certification
of Physician Assistants. Within the physician/PA relationship, Physician Assistants exercise
autonomy in medical decision-making and provide a broad range of diagnostic and therapeutic
services. The clinical role of Physician Assistants includes primary and specialty care in medical
and surgical practice settings in rural and urban areas. Physician Assistant practice is centered on
patient care and may include educational, research, and administrative activities.”
Arizona School of Podiatric Medicine
AZ
Office Suite: Glendale Hall 328
Associate Dean & Director: Jeffrey Page, D.P.M.
Administrative Staff: Julie Brooker; Randi Carlson
http://www.midwestern.edu/Programs_and_Admission/AZ_Podiatric_Medicine.html
A podiatrist is a physician that specializes in the diagnosis, treatment, and prevention of
diseases of the foot. According to the American Podiatric Medical Association in Today's
Podiatrist, "Podiatrists are highly trained physicians and surgeons who treat one of the most
fundamental parts of the body. Feet are complex anatomical structures, all-in-one stabilizers,
shock absorbers, and propulsion engines that are instrumental to overall health and well-being. In
practice, podiatrists can specialize in a variety of areas from sports medicine to pediatrics to
surgery. They work in a variety of settings including private practices, clinics, hospitals, and
educational environments. Many podiatrists own their own businesses. Podiatrists are the only
doctors to receive specialized medical and surgical training and board certification in the care of
the lower extremity."
Physical Therapy
AZ
Office Suite: Glendale Hall 327
Program Director: Judy Woehrle, P.T., Ph.D., OCS
Administrative Staff: Jamie Burgoon; Bernadette Campbell
http://www.midwestern.edu/Programs_and_Admission/AZ_Physical_Therapy.html
IL
Office Suite: Alumni Hall North 340F
Program Director: Donna Cech, P.T., D.H.S., P.C.S.
Administrative Staff: Cathy Pratscher; Kim Runyon
http://www.midwestern.edu/Programs_and_Admission/IL_Physical_Therapy.html
The American Physical Therapy Association says that "physical therapists are health care
professionals who maintain, restore, and improve movement, activity, and health enabling
individuals of all ages to have optimal functioning and quality of life, while ensuring patient
safety and applying evidence to provide efficient and effective care. In addition, physical
therapists are involved in promoting health, wellness, and fitness through risk factor
identification and the implementation of services to reduce risk, slow the progression of or
prevent functional decline and disability, and enhance participation in chosen life situations."
Speech-Language Pathology
IL
Office Suite: Alumni Hall North 320D
Program Director: Tina Veale, Ph.D., CCC-SLP
Administrative Staff: Dinah Kotthoff
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CHS Website http://www.midwestern.edu/CHS_Deans_Office.html
The CHS Website provides information on CHS and its programs, as well as resources for
faculty, staff, and students. Faculty and staff resources include frequently asked questions;
policies, procedures and forms; information on research and scholarship; and more. Students
have access to information on international rotations, subsidized housing, as well as the Student
Council. Links to other websites containing information on academic calendars, block
schedules, and catalogs for both campuses are also available.
Click here to find out more about other websites used by Midwestern University.
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Acronyms
Acronym
Colleges
AZCOM
AZCOPT
CCOM
CCP
CDM
CDMI
CHS
CPG
(TBD)
CHS Programs & Schools
AZPod
BMS
CP
CVSP
NA
OT
PA
PT
SLP
Students
BMS
MS
PAS
PMS
Degrees Offered
D.O.
D.P.M.
D.P.T.
MA
MBS
MMS
MS
MS
MS
MOT
Psy.D.
Last Updated: February 8, 2016
Meaning
Arizona College of Osteopathic Medicine
Arizona College of Optometry
Chicago College of Osteopathic Medicine
Chicago College of Pharmacy
College of Dental Medicine
College of Dental Medicine - Illinois
College of Health Sciences
College of Pharmacy- Glendale
College of Veterinary Medicine
Arizona School of Podiatric Medicine
Biomedical Sciences
Clinical Psychology (or Clin Psyc)
Cardiovascular Sciences (or just CVS)
Nurse Anesthesia
Occupational Therapy
Physician Assistant
Physical Therapy
Speech-Language Pathology
Biomedical Sciences Students
Medical Student (DO)
Physician Assistant Student
Podiatric Medical Student
Doctor of Osteopathic Medicine
Doctor of Podiatric Medicine
Doctor of Physical Therapy
Master of Arts in Biomedical Sciences
Master of Biomedical Science
Master of Medical Science in Physician Assistant Studies
Master of Science in Cardiovascular Sciences
Master of Science in Nurse Anesthesia
Master of Science in Speech-Language Pathology
Master of Occupational Therapy
Doctor of Psychology
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Blackboard
Blackboard is used to organize and maintain information about courses being offered.
Create A Course
Request a new course to be created for your class by filling out a Blackboard Course Request
Form, which can be found under the Forms section of the Information Technology Services
(ITS) Intranet Page (http://mwunet.midwestern.edu/administrative/UCS/ucsForms.htm), and
interoffice or fax it to ITS. Once your course is created, ITS will provide you with login
information.
Login to Blackboard
To login to Blackboard, access http://midwestern.blackboard.com/ . Use the login information
provided by ITS (see above).
Control Panel
All of the course management tools can be found under the Control Panel area of your course.
The Control Panel is only accessible to users with the role of Instructor or Teaching Assistant
(TA). To reach this area:
1. Open your course in Blackboard
2. Select Control Panel from the menu on the left
Make Course Available
When a course is created, it is visible only to Instructors and Teaching Assistants (TAs). The
course is NOT available to the students until you choose to do so. To make your course
available to the students:
1. Open your course in Blackboard
2. Select Control Panel from the menu on the left
3. Select Customization, followed by Properties
4. Set the option Make Course Available to Yes under 3. Course Availability
5. Select Submit
At this point, the course is available to all students enrolled in the course.
Roles and Security
User Roles control the availability and privileges of system tools and special content areas
User Role
Student
Teaching Assistant
Instructor
Description
User is able to access all available course content and will be
graded on Assessments.
User is able to control most aspects of the course through the
Course Control Panel. TAs may not change the role of a user
in the course.
User is able to control all aspects of the course through the
Course Control Panel.
List All Users Enrolled in a Course (Teaching Assistant or Instructor)
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1.
2.
3.
4.
5.
Open the course in Blackboard
Select Evaluation under Control Panel
Select Performance Dashboard
Select the Show All button at the bottom of the page
Use the Printer icon to print the list of students
Add Users to Course
To add a new user to an existing course, a user's account must be added via Control Panel.
1. Open the course in Blackboard
2. Go to Users and Groups under Control Panel
3. Select Users
4. Select the Enroll User button and select Find Users to Enroll
5. Enter the username or Browse if you don't know the username. Select Submit.
6. The user will be added with the role of Student
Change a User Role within a Course (Instructors Only)
1. Open the course in Blackboard
2. Go to Users and Groups under Control Panel
3. Select Users
4. Enter the search criteria you want to search by and select Go
5. Once the search results are on the screen, look for the user in question and click the down
arrow next to the username
6. Select Change User's Role in Course
7. Select the appropriate Role and select Submit
Announcements
To post announcements to the default view for a course
1. Open the course in Blackboard
2. Go to Course Tools under Control Panel
3. Select Announcements
4. Select Create Announcement. Edit Mode must be On
5. Enter a Subject and a Message in the appropriate boxes
6. Under the Options section, specify the availability of the announcement
7. Under the Course Links section, a link to another area of the course can be added if needed
8. Select Submit to finish
Once completed, the announcement becomes available to students with the appropriate options
and/or date restrictions, if any
Assignments
Instructors can deliver assignments and tests to students via the Assignments content area.
Performance results are recorded in the Grade Center and can be modified at any time by an
Instructor or TA. Scores from tests delivered through Blackboard are automatically recorded in
the Grade Center. Instructors can set up tests to be taken multiple times and there are various
ways of grading these attempts.
To Add an Assignment
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1.
2.
3.
4.
5.
Open the course in Blackboard
Select Assignments under the Course Content section
Select Evaluate. Edit Mode must be On
Select Create Assignment
Under the Assignment Information section, enter a Name, Point Value, and Instructions for
the assignment
6. Under the Assignment Files section, attach a file or files if needed
7. Under the Availability section, select the availability options for the assignment
8. Select Submit to create your assignment
Once the assignment has been setup, students will be able to review it from their Assignments
menu. Students can then submit their response and attach any files if needed. The students must
click on the assignment to upload their files. Their response is recorded in the Grade Center
from which Instructors and TAs can assign a point grade to the assignment.
To Add a Test or Quiz
Posting a test or quiz is a two-step process. First, create the test:
1. Open the course in Blackboard
2. Select Course Tools under Control Panel
3. Select Tests, Surveys, and Pools
4. Select Tests and the select Build Tests
5. Provide a Name, Description, and Instructions for the test
6. Select Submit
Second, deploy the test:
1. Open the course in Blackboard and ensure Edit Mode is On
2. Select Assignments
3. Select Evaluate and Create Test
4. Select the test to be deployed and select Submit
5. In the Test Options window, review and make any necessary changes to Test Availability,
Test Feedback, and Test Presentation. The Make Link Available or Display After/Until
options must be set for students to view the test. Change the options accordingly and select
Submit.
Grade Center (Review Student Grades)
1. Open the course in Blackboard
2. Select Evaluation under Control Panel
3. Select Grade Center
4. Scroll to the column with the assignment name in the row of the student to be reviewed.
5. Select the down arrow and select View Grade Details
6. Scroll to the Attempts section. Select either clear and attempt, open an attempt in progress, or
edit the student's grade.
Course Documents, Course Information, External Links
Class handouts, documents, syllabus, presentations, articles, etc. can be posted in any of the
content areas. This includes Course Documents, Course Information, and External Links.
1. Open the course in Blackboard
2. Select the content area where the item is to be posted
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3. Select Create Item, Build, and Collaborate, then select the type of item that will be posted
4. Follow the rest of the instructions to post an item and make it available to students.
There are a number of options which can be adjusted for each item posted. The options provide
a high degree of control so the course can be better managed. Some of the options are:
 Availability: make the item available or unavailable to students
 Tracking: track the number of views for each item
 Date/Time Restrictions: set date restrictions on when the item becomes available to
students
 Attachments: add/remove attachments to any item posted
Discussion Board
The Discussion Board enables threaded, asynchronous discussions. Instructors can set up
multiple forums around different topics. Instructors can determine whether students can
moderate, modify, delete, post anonymously, include attachments, and other options. Forums
can be sorted/viewed by thread, author, date, or subject and are completely searchable. Lastly,
there are specific statistics that report on each user's participation level.
A basic discussion board consists of a forum with discussion threads in it. The forum is the
umbrella that covers all discussions for one or multiple topics.
Creating a new Forum (creating a discussion board)
1. Open the course in Blackboard
2. Select Course Tools under Control Panel
3. Select Discussion Board
4. Select the respective Discussion Board name
5. Select Create Forum
6. Enter a Title and Description for the forum
7. Select your Forum Settings and click Submit
Adding Discussion Threads to a Forum - add discussion threads for student to respond to
1. Open the course in Blackboard
2. Select Course Tools under Control Panel
3. Select Discussion Board
4. Select the Discussion Board name
5. Select the Forum where a new thread is to be added
6. Select Create Thread
7. Enter a Subject and Message for the thread
8. Select Submit
At this point, the forum has been created and a new discussion thread has been added to it.
Students can participate by accessing the forum and replying to the discussion thread.
Instructors and TAs have the ability to control all aspects of the forum including
locking/unlocking threads, removing postings, adding new threads, etc.
Groups
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To support peer collaboration, instructors can use the Groups tool to form multiple groups of
students. Each group can be given it own file exchange area, Discussion Board, Virtual
Classroom, and a Group Email tool to send message to all group members. Students can belong
to multiple groups simultaneously, so an instructor might assign different groups for different
assignments or projects.
Create a Group
1. Open the course in Blackboard
2. Select Users and Groups under Control Panel
3. Select Groups
4. Select Create Single Group or Create Group Set for multiple groups
5. Select Self-Enroll to have students enroll themselves in the groups. Select Manual Enroll to
allow the instructor to enroll students
6. Provide a Name, Description, Tool Availability, and Membership for the group
7. Select Submit
8. Select OK to return to the Groups page
Add/Remove Users to a Group
1. Open the course in Blackboard
2. Select Users and Groups under Control Panel
3. Select Groups
4. Select the down arrow next to the group name. Select Edit
5. Select the option that best fits the action to be completed: add users to a group, remove users
from a group, list users in a group
Managing Group Activities (group discussion board, group email, file exchange, and/or virtual
classroom)
1. Open the course in Blackboard
2. Select Users and Groups under Control Panel
3. Select Groups
4. Select the Group name to be edited
5. Select an area to manage for this group. For instance, to start a discussion board for the
group, select Group Discussion Board to set it up. An email or a file can be sent to the group
from this screen
Content Areas
Content areas can be added to the course menu in the upper left corner of the course. Content
areas include sections like Course Documents, Content, and Information.
To Add a Content Area
1. Open the course in Blackboard
2. Select the Plus symbol in the Content Area section
3. Select Create Content Area
4. Enter a Name. Check the Available to Users box if students are to be allowed to view the
Content Area
5. Select Submit
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6. Select the area and add Items to it
Course Tools
Course Tools can be turned on/off to customize the toolbars and look and feel of the course
To Add/Remove Course Tools sections
1. Open the course in Blackboard
2. Select Customization under Control Panel
3. Select Tool Availability
4. Check or uncheck the boxes of the tools to be available
The most up-to-date information on Blackboard can be found in the "Getting Started with
Blackboard" course in the Blackboard system. In addition, under Control Panel, select Help to
see the Instructor's manual.
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Capital Expenditure Requisition (CER)
A Capital Expenditure Requisition (CER) is used to purchase assets which have a cost of $1500
or greater and a useful life of more than one year. EXCEPTION: All information technology
requests greater than $500 must be submitted via a CER.
CERs are numbered, multi-page documents with a control number in the upper right-hand
corner. Forms can be requested from the Purchasing Department.
Click here to see a sample CER.
Page 1 of the form
1. Indicate which campus you are on.
2. Enter your four-digit department code, the name of the individual to receive the
merchandise (NOTE: the individual receiving the merchandise cannot be the same as any
Approver other than the Requestor), and a four-digit extension number.
3. Enter the Budget Control Number. This is a number from the Capital Budget which is
different from General Expense Budget. If this number is not entered, the CER cannot be
processed.
4. Enter your Department/Program Name.
5. Enter the selected vendor (from the Quotation Record list on Page 2), the Quote Number, if
there is one, and the date. (NOTE: if the selected vendor is a new vendor for Midwestern,
you must include a W-9 with the CER. You can determine this by searching vendors in the
Online Purchase Requisition system (refer to the section on Purchasing)).
6. Enter the Quantity, Item Number, Description, Unit Cost, and Total Cost for each item to
be purchased. If there is no Item Number, use a generic name. Do not include costs for
taxes and shipping. These will be added, if necessary, when Purchasing creates a Purchase
Order. Enter the Total Cost and repeat it in the Administrative Approvals section as
Estimated Cost $.
Page 2 of the form
1. Enter information for three suppliers (fewer if there are only limited suppliers for the items
being ordered). While you can use the internet to research suppliers, Purchasing
recommends that you make an effort to contact a representative of the company directly.
Experience has shown that the quality and/or price of some merchandise may not be as
good with internet-only vendors. If you contact customer support for the vendor, they may
be able to provide you with contact information for one of their representatives. If you
have dealt with the supplier directly, enter the individual's name, phone number and e-mail
address.
2. Enter the individual item number (or generic name), description, the quantities and quoted
costs from each of the vendors. The information for the vendor you select should match
the information entered on Page 1.
3. Enter any pertinent remarks. This is particularly necessary if you do not choose to use the
low-cost vendor.
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Page 3 of the form
You MUST enter a justification for the purchase. You MUST also attach a copy of your
Capital Budget. Highlight the item to be purchased listed on the Capital Budget. If
the item does not appear on the Capital Budget, you must highlight the item which is
being replaced by the item to be purchased.
Administrative Approvals (Page 1 of the form)
1. Have the Requestor sign and date the form (it may be you).
2. If the CER is for something that will need to be installed, Facilities will need to sign and
date.
3. If the CER is for computer or computer-related equipment, ITS will need to sign and date.
4. Have your Program Director sign and date as Department Manager.
5. Have the Dean sign and date the CER.
6. At this point, please refer to the CER Flow Chart for Academic Programs on the next page.
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CER FLOW CHART
For Academic Programs
Program completes paperwork including
Requestor, (Facilities and/or ITS Manager if
applicable), and Department Manager signatures
Dean signs the original CER
Original CER is sent to the Executive Assistant in the
Administration Office on the campus where the CER was
created
The Executive Assistant will enter the CER into the
Control Log and obtain the appropriate Vice President’s
signature
After the VP has signed, the CER will be scanned and sent to
Business Services for “verification”. A copy of the verification
will be attached to the front of the original CER.
The CER will be signed by the VP of Finance, the Senior
VP/CFO and the Executive VP/COO. After all have signed, a
copy of the top sheet will be sent to Business Services and the
original CER will be sent to Purchasing. Purchasing will make
arrangements to purchase the item. It may take 2-4 weeks for
the entire process to be completed plus shipping time.
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Sample CER
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Capital Budget MUST be Attached to CERs
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Check Request
A Check Request is a single-page, blue form (click here for a sample Check Request) used to pay
invoices or guest lecturers. Pads of blank check requests may be requested from Business
Services. Fill out the Check Request as follows:
1. Enter your name in “Requested by” followed by the date.
2. Fill in the Fund (30 for Arizona / 10 for Illinois) and your Department/Function number.
3. Ask the Program Director for the Object Code (or Expense Account code) or check the
Chart of Accounts available on the intranet in the Business Services webpage.
http://mwunet.midwestern.edu/administrative/BSrvc/bsrvHome.htm This must be
entered in the Object box.
4. Enter the amount of the invoice or expense.
5. You may enter multiple lines of this information (fund, department, object, and amount)
as long as they all pertain to a single recipient of the check.
6. Enter a final TOTAL amount for the check.
7. Enter the Name and Address for the organization or individual receiving the check. (If
you need to attach a Form W-9 for an individual, you can find blank copies of W-9 by
selecting this link).
8. Indicate if an attachment should be included with the check. NOTE: If an attachment is
to be included, you must submit a total of TWO (2) copies of the attachment with the
check request (1 copy to be sent with the check and the original copy to be filed in
Business Services.)
9. You must have an explanation which justifies the expense that has been incurred, i.e.
graduation pictures, consulting services, etc.
10. Obtain required signatures.
a. Less than or equal to $1000 - Program Director
b. Over $1000 - Program Director and Dean
c. Over $2500 - Program Director, Dean, CAO
11. All food reimbursements will be paid for by the CHS Dean’s Office (use Dept. 4090) and
must be signed by the Dean. Attach all supporting documentation, including an attendees
list.
a. If paying an invoice, the invoice should be attached.
b. If paying a guest lecturer, a copy of the contract and W-9 form must be attached.
Be sure to include the following formula in the explanation- the dates, # of hours
taught x hourly rage = total $ amount.
c. If paying and submitting paperwork (like an application), two (2) copies of the
application must be included.
12. If the check request is a rush, indicate “RUSH” at the top right-hand corner of the check
request. Note that Business Services mails all check requests. If you need special
arrangements, contact Business Services before filling out and submitting the check
request.
13. **Important** Always make a copy for your files. You may want to make a copy after
your Program Director has signed the request. Once the request leaves your office (for
additional signatures - see item 15), you may lose track of it and not have a chance to
make a copy later.
14. Send signed check requests to Business Services.
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15. PLEASE NOTE: If the check request needs to be signed by the CHS Dean (over $1000),
bring it to the CHS Dean's office. If the check request is over $2500, after being signed
by the CHS Dean, the Dean’s Office will send it to the University Administrative Offices
for all further signatures. Once fully signed, the check request will be sent to Business
Services.
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Sample Check Request
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Confidentiality
Very Important!
FERPA
The Family Educational Rights and Privacy Act was passed to cover student rights to privacy.
Refer to the Registrar's website
http://www.midwestern.edu/Programs_and_Admission/Registrars_Office.html for a tutorial and
specific information about FERPA. In particular, pay attention to the DON'Ts
http://www.midwestern.edu/ferpa/donts.html :
 Don't at any time use any part of the Social Security Number or student ID of a student in
a public posting of grades
 Don't ever link the name of a student with that student's social security number or ID in
any public manner
 Don't leave graded tests in a stack for students to pick up by allowing students to sort
through the papers of all students
 Don't circulate a printed class list with student name and social security number or ID as
an attendance roster
 Don't discuss the progress of any student with anyone other than the student (including
parents) without the written consent of the student
 Don't provide anyone with lists of students enrolled in your classes for any commercial
purpose
FERPA is especially important when it comes to the handling of grades. Lists of grades (even
with unique identifiers) should not be posted for all to see. Students are able to view their
individual grades through a secure online site provided by the University. If necessary, an
individual grade may be emailed to the student who received the grade. Be careful when sending
emails which may contain, or have an attachment which may contain, student confidential
information of any kind (grades, IDs, personal information). Discretion should also be used when
discussing anything of a sensitive nature. Please note that noise carries very well throughout the
halls. Anything above a whisper can be over-heard. It is inappropriate to discuss confidential
student related issues in a public place.
Any documents with student names or information must be kept confidential. If you have a draft
document concerning a student, it needs to be shredded and not just discarded. The student files
in every office should be locked when the office is left unattended.
Be aware of students who are behind you or may see confidential information on your desk or
computer. Additionally, please lock your computer when you leave the office (ctrl+alt+delete
and click lock computer).
HIPPA
The Health Insurance Portability and Accountability Act was passed to protect a person’s health
insurance coverage, establish national standards for electronic health records, and protect the
security and privacy of health information. Please make student and patient privacy a daily
priority.
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Consulting Time
Program Directors and faculty will occasionally be asked to provide consulting or other services
to individuals and organizations outside of Midwestern University. Before they can take part in
such activities, they must receive approval from the Dean. The Consulting Time Request Form
is used to request that approval. You can find the Consulting Time Request Form at
http://www.midwestern.edu/Documents/CHS%20Dean/chs_ConsultTimeReq.doc and the
Consulting Policy at http://www.midwestern.edu/UniversityPolicies.html.
1. Have the Program Director or faculty member fill out the Consulting Time Request Form
(see next page for sample).
2. Have the Program Director sign the form from the faculty member approving the request.
3. Email the Consulting Time Request Form to the Dean's office for signature. The Dean
will need to approve all requests.
4. The Dean's office will email a copy of the approved form bearing the Dean's signature to
the Administrative Assistant and copy the individual requesting the consulting time.
5. Keep a copy for your files.
6. The CHS Dean’s Office will send out a quarterly report to all Program Directors and
copy Administrative Staff to review the consulting time for their Program.
International Consulting:
If a faculty member wishes to provide consulting at an international location (anywhere other
than the 48 states located on the North American continent), a different form should be
completed. Go to
http://www.midwestern.edu/Documents/CHS%20Dean/chs_ConsultTimeReq_intl.doc to view
this form. Please note that additional signatures are needed for international consulting so the
approval process will take longer.
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Copy Center
http://mwunet.midwestern.edu/CopyCtr/ccHome.htm
All CHS Programs should use the Copy Center for the majority of their copying. The turnaround time is generally the same or following day. In addition, it costs substantially less to
make copies at the Copy Center than it does at the copier in your office - $0.025 vs. $0.10. The
Copy Center is located in Barrel II (AZ Campus)/Redwood Hall (DG Campus).
Job Submission
1. There are three ways to request documents to be copied:
a. Use an NCR 3-part Form. The forms can be requested from the Copy Center.
Complete the form, attach the documents to be copied, and send to the
Copy Center
b. Submit an Online Request.
c. Walk your documents to the Copy Center
2. To submit an Online Request, go to the website above.
3. Select BEGIN under Basic Print/Copy
4. Enter an identifying job name and desired quantity.
5. You can browse for the document(s) you want copied and upload them. Multiple documents
can be uploaded as long as you want the same quantity, type of paper, and other options.
After each document is uploaded, you will see it listed in the box on the right. After you have
uploaded all the documents, select NEXT.
6. Select the type of paper you want to use, any binding or covers, additional services, special
pages, or special instructions. Select NEXT.
7. You will see a proof of your document and the options you have requested. If everything is
correct, select ADD TO CART.
8. Select a Requested Ship Date/Time and method of delivery. Select CHECKOUT.
9. Enter your department code and finish.
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E-Mail
Frequently Used E-mail Addresses
"AZ Copy Center" "IL Copy Center" - For requesting copier maintenance
"AZ Help Desk" "IL Helpdesk"
- For computer or technical help
"AZ Mailroom" "ILMAILROOM" - For mail requests and to order reams of paper
"AZ_Media_Resources" "IL_MediaResources" - For arranging computer set-up in classrooms
"AZ Maintenance" - For requesting or reporting needed maintenance (IL uses the
online.midwestern.edu, Support Services Help Request)
Outlook E-mail Addresses
Outlook contains e-mail addresses for all University faculty, staff, students and departments. To
access an e-mail address: open a new e-mail, click the “To” button and type in the last name of
the person to be e-mailed. You may also type the person’s name in the “To” bar. Please note
that all students have a green globe image next to their name. IMPORTANT: Many people have
similar names, so it is very important to verify that you use the correct e-mail address, especially
when sending sensitive or confidential information. Remember, always check the "to" line
before hitting "send"!
Student E-mails
Students are not allowed to send mass e-mails to other students in their class. For example, if the
president of the class of 2012 wants to invite everyone in the class to a meeting, they will send
the AA or Sr. AA an e-mail with what they want to say and which class (or classes) to send it to.
Copy the message into a new e-mail and send it out to the appropriate students. ALSO – send a
copy to the “AZ (Program Name)” address so the faculty are aware of the student activities and
events. The students may reply to you – simply forward their reply to the student who originated
the mass mailing. This is to be used for school-related events only.
To do a mass mailing to an entire class:
1. Open a new e-mail
2. Select To
3. Under the Address Book heading, select Student Group
4. Select the appropriate student group based on program and graduation year
5. Complete the body of the e-mail and send
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Expense Reports
Concur
Midwestern University started using Concur to handle expense reports in 2011 (Downers Grove
starting in July 2011 and Glendale starting in October 2011). Concur provides a series of
tutorials for both training and reference. These tutorials can be found at: Concur Training
For new employees, it is suggested that you start with either Creating a New Expense Report or
Creating a New Expense Report with Out of Pocket Expenses.
General Tips for Expense Reports
1. Whenever possible, the total for an expense item should equal the total on the receipt. For
example, if you have a hotel receipt for $435 which represents four nights of lodging ($100
each) and miscellaneous food ($35), the Concur transaction would have a total of $435. There
would be 4 itemized nights ($100 each) and the itemized food ($35) (Example A). If one of
the nights was personal, the itemized portion can be marked as personal-do not pay. What if
the traveler was claiming per-diem? Still itemize the food and mark it personal-do not pay
(Example B). When won't this work? This currently does not work if you need to both
itemize and allocate different items to different accounts. For example, if three of the nights
lodging are for a conference and the fourth night is for a site visit. In this case, you would
need to enter two difference transactions - one for the conference lodging with 3 itemized
nights and one for the site visit with one night of lodging. Indicate on the receipt, the reason
for splitting the receipt and the total for each transaction. As another option to Example A
and B above, you can also line out personal expenses on the hotel receipt and total the
business expenses making sure all of the lodging expenses equal the total amount of business
expenses.
2. The maximum amount you should tip is 15%. You don’t have to recalculate the tip on a
receipt provided, unless the tip shown is excessive.
3. For any one trip, you can use either receipts or per-diem for daily meals - NOT both.
4. If you have the ability to SUBMIT an expense report for another individual, you must include
a copy of the first page of the expense report signed and dated by the individual named in the
expense report (upload as a receipt).
5. Only one expense report per month should be submitted.
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Example A
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Example B
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Expense Report for International Travel
An Expense Report for international travel is the same as for domestic travel with the exception
of the below differences.
1.
All international travel requires pre-approval. Refer to the Travel section for more
information. All materials (Travel Request form, airfare quotes, budget, registration form,
all approvals) from the pre-approval process must be attached to the expense report.
2.
In addition to the materials listed above, expenses in the local currency will need to be
converted into U.S. dollars. You will need to use the Concur currency conversion for
each expense item.
3.
Be aware that conference travel has budget restrictions (refer to Conference Budget
information) which can impact the total amount allowable for an expense report covering
an international conference.
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Mailroom
Internal Mail
Use interoffice envelopes for mail to be delivered to other departments on either the Glendale or
Downers Grove campus. If the mail is going to the other campus, be sure to note the campus
code (AZ or IL) on the "Deliver To" entry. If you are using regular envelopes to send mail
internally, separate it from other mail and clearly identify it as Internal Mail. If you fail to do
this, the Mailroom may mistake it for mail that requires postage and processing by the US Postal
Service. This is both costly and time-consuming.
To send mail to a student's campus mailbox, fill out the Mailroom Request Form and attach it to
the documents to be sent.
Mail Pick-up/Delivery
Mail is picked-up/delivered once a day. The Mailroom applies postage and seals regular, lettersize envelopes. While you may leave personal mail to be picked up, you must affix your own
postage to the envelope. If you have heavy or over-sized packages, contact the Mailroom and/or
Shipping to let them know about your special pick-up requirements.
FedEx
In AZ, FedEx packages can be placed in outgoing mail, or you can place them in the FedEx box
located on the north side of Barrel III, west end.
In IL, the FedEx box is located at the north entrance of Haspel/Hambrick Hall (the DG Mailroom
will NOT put outgoing FedEx mail in the drop-box; you are responsible for putting the FedEx
package in the box). If you have a package that will not fit in the FedEx box, call Shipping to
have it picked up. Then call FedEx to schedule a package pickup (1-800-463-3339). Make sure
that FedEx will pick up before the Mailroom closes at 4:00 pm. FedEx will provide a
confirmation number, which can be used to track the package to make sure it was picked up.
Supplies
Call or email the Mailroom (AZ Mailroom, ILMAILROOM) to request USPS slips, Certified
Mail slips, or reams of paper (by the box). Include your department number and the date needed.
In AZ, FedEx supplies can also be requested from the Mailroom. In IL, FedEx supplies are
available at the FedEx drop-box or on-line at www.fedex.com.
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Mailroom Request
Today’s Date:
Requesting Department Name:
Title of Requested Document:
Earliest Distribution Date/Time:
Latest Distribution Date/Time:
Number of copies to Distribute:
Distribute to:
1.
2.
3.
4.
5.
Class:
First
Second
Third
Other .
Contact Person:
Phone:
Any emergencies or special requests, please contact us at
X3205.
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Outlook
Access to another calendar
Administrative Assistants will need to access all faculty calendars. There are two ways to gain
access.
Option A
Send an e-mail to all faculty members requesting access to their calendar. Include directions if
necessary (as noted in Option B).
Option B:
Open Outlook on a faculty computer (while the faculty member is in the office).
Select the Tools drop-down menu.
Select Options.
Select the Delegates tab and click add.
Select your name from the list.
Click Permissions and verify that Editor has been selected for calendars.
Click OK until all boxes are closed.
After access has been granted, using your own computer:
Select File, Open, and Other User’s Folder.
In the box that appears, click Name and select the faculty name from the pull-down list.
Select Calendar from the folder pull-down menu.
Select OK.
Signatures
To add an Outlook signature to your emails:
Open Outlook
Select Tools and then select Options.
Under the Mail Format tab, click the Signatures button.
In the box which opens, select New.
Type a title for your signature and then click Next.
Type in the signature information and select the preferred font, color, etc. The signature
information should include the following:
First Name Last Name, Degree credentials (if applicable)
Job Title
Name of Program
Midwestern University
Street Address
City, State Zip
Phone: 999-999-9999
Fax: 999-999-9999
Email: xxxxxx@midwestern.edu
NOTE: Information Technology Services has requested that we do not use custom backgrounds
for our emails as it slows down the email system.
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Payroll
Payroll Office Fax: 630-515-7171
Lisa Podbevsek, Payroll Manager (lpodbe@midwestern.edu, phone 7110)
Debbie Dabaco, Payroll Coordinator (ddabac@midwestern.edu, phone 6246)
*Dial 1 before the phone extensions if you are calling from Arizona.
Ceridian Time Pro
Midwestern University started using Ceridian Time Pro to handle payroll time recording in April
2012. Timecards are due every other week. You can find a copy of the current payroll schedule
at http://www.midwestern.edu/current_employees.html.
Approved timecards should be signed, approved and submitted no later than 10:00 am on the
Monday after pay period ending date, unless otherwise instructed by Payroll. Employees will
need to sign their timecards prior to this time, taking into consideration their supervisor’s
schedule to meet the payroll deadline. You can find links for instructions on how to complete
timecards for Non-Exempt (hourly) and Exempt (salaried) employees in the Business Services
website at http://www.midwestern.edu/business-services.html.
Click here to see Ceridian Time Pro Top 10 Questions.
The CHS Dean's office sends out a reminder email to direct reports and copies Administrative
Staff stating when the timecards are due (earlier than the Payroll due date to give the CHS Dean
time to approve the timecards).
Program Directors should allow their employees to enter all of their information and sign their
timecards before they approve. They should also look at their employees’ Time Code Requests
and approve/deny their requests. If necessary, indicate consulting time used during the pay
period.
It is recommended that the Program administrative assistant document faculty attendance in a
centralized and easily accessible location, such as their Outlook calendar. Salaried employees
have different time rules than hourly employees. If they spend up to four hours in the office, it is
documented as a half day. If they spend four hours and at least one minute at the office, it counts
as a full day of work.
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Non-Exempt Timekeeping Guidelines
1. Always record the actual start and end times on the timecard. When recording Total
Hours worked for the day on your timecard, round minutes to the nearest quarter of an
hour using the following grid:
Minutes
53 - 7
8 - 22
23 - 37
38 - 52
Quarter of Hour
0/1.00
.25
.50
.75
2. Hourly employees are eligible for two fifteen-minute rest periods (paid) and one thirtyminute lunch break (unpaid) during a regular eight-hour shift. With the approval of your
supervisor, you may opt to combine the three time periods into a one-hour lunch, one-half
of which is a paid break. If, on occasion, an employee is unable to take the paid breaks,
the lost break time is not accrued or reimbursed.
3. All exceptions to schedules (including working more or fewer hours) must be approved
in advance by your supervisor.
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Ceridian Time Pro Top 10 Questions
1. What is the link for Ceridian Time Pro?
https://online.midwestern.edu
2. How do I request vacation time, personal days and consulting time?
Hourly Employees:
Click on My Time System, Time Code Request, click on the ADD button –click on the
date for the First Requested Date to the Last Requested Date you are requesting off –
click the drop down for the time code request you would like off –key in your start time
and end time. If you are requesting 8 hours, you only need to put 8 hours in the start and
stop time. Example: Your regular hours are 8:00 – 4:30, in the start time you would enter
800a and your stop time would be 400p. If you are requesting more than one consecutive
day off, that includes a weekend or holiday, you will need to make 2 separate requests.
You do not need to key in colons and remember after 1200 key in a “p” for pm. Do not
key in time for lunch.
Full Time Salary Employee:
Click on My Time System, Time Code Request, click on the ADD button –click on the
date for the First Requested Date to the Last Requested Date you are requesting off –
click the drop down for the time code request you would like off, if the request is for 8
hours – Click Submit. If you are requesting 4 hours, you will need to enter the start and
stop time that equals 4 hours. If you are not a Full Time Salary Employee, you will need
to put in your start time and end time that will equal 4 or 8 hours. If you are requesting
more than one consecutive day off, that includes a weekend or holiday, you will need to
make 2 separate requests. You do not need to key in colons and remember after 1200 key
in a “p” for pm. Do not key in time for lunch.
3. How do I retract vacation time, personal days and consulting time?
You need to go to My Time System – Time Code Request – This is your time code
request list and it has everything requested from the present to the future. If you want to
see all of your requests including the past, change the date range on the calendar to an
earlier time and click Refresh List (located above the calendar). The list will show the
date requested, how many hours requested, if it was Vacation, Personal or Consulting,
and the status of your request.
The date you want to retract will appear, click on the date you want retracted and it will
take you to another page where under status you get a drop down box, click on the drop
down “retract”, and click Submit. Once your supervisor approves the retraction it will be
removed from your timecard.
If you plan to add a new request for that same day, it will give you a message that you
have previously submitted a request for that day, just ignore the message and click
Submit again.
4. What are the Time Codes that I can add to my timecard?
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Flex, Bereavement and Jury Duty do not need to be requested. Go directly to your
timecard and “add” a row and enter the information.
5. Approving Time Code Requests:
If you are a supervisor, you will need to approve your employees Time Code Requests
before each pay period ends. Please be sure to check the accruals for that employee to
make sure they have the time available. To find the accruals, you can go into your
employee’s timecard and click on the Accrual Tab, or you can click Reports (in the top
left hand drop down), Supervisor, Accrual Balances, enter an End Date (ex. 10/31/2012)
in the Date Range, change Output Type to HTML and click Schedule. On the next page,
do not change the date and time and click Submit. To view the report, click on the yellow
box indicating Requested Reports and click View to view the report. Also before
approving be sure to check that the time they are requesting is correct, that they are not
requesting a weekend and they have indicated the hours correctly.
7. Errors on Timecards:
It is very important to check for errors on your timecard. If you have an error, there will
be a red circle and a description of the error under the Operations bar on your timecard.
You will not receive hours for the day/days that have the error, so your blue summary
box will be incorrect. Be sure to correct the error before signing your timecard and check
your blue summary box to make sure your hours are correct. Your supervisor is not able
to approve your timecard if there is an error.
7. My Time Code Request shows moved to timecard but it is not on my timecard:
If your time code request has been approved but does not appear on your timecard, go to
My Timecard, Pay Period Summary, click on the pay period ending date that should
include your time code request and click the Submit button. By doing this, the system is
processing your timecard to allow the request to be populated on your timecard.
8. How do I put holidays on my timecard?
For hourly employees, the holidays will automatically be on your timecard for that pay
period. If you are an hourly shift employee, you will need to make sure the holiday is
coded with the appropriate shift. Salaried employees do not need to put holidays on their
timecards. When the University President allows faculty and staff to leave two hours
early before a holiday, that day is consider a full day for time reporting purposes.
9. How do I sign my timecard?
Your timecard needs to be signed by the end of each pay period before your supervisor
approves it. To do so, you need to go into your timecard, check the total hours in the blue
summary box, and if correct enter your password in the password box and click Sign. If
you enter your password and click Submit your timecard will not be signed.
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10. How do I Logout of Ceridian Time Pro?
It is very important that you click the Logout button on the top right hand side. Do not
click the red X at the very top of the screen. By clicking the red X, you are not logged out
of Ceridian Time Pro and your supervisor cannot access your timecard for approval.
Other Types of Employees
An individual can be retained to perform a specific task such as teaching a class or reviewing a
document. These individuals fall into one of the following categories: Adjunct Faculty,
Independent Contractor, or Preceptor. The category dictates what paperwork is necessary and
how the individual is to be paid. These individuals are paid in one of two ways: payroll check
or a check request (see section on Check Request). The distinction between these types of
employees and "regular" faculty is decided by the individual Program.
 A faculty member is governed by an employment contract and an adjunct faculty member
is governed by a letter of agreement.
 The distinction between an adjunct faculty member and a contractor is determined by
filling out the Employee/Independent Contractor Determination Checklist
http://www.midwestern.edu/Documents/protected/employee/HR/EmployeeIndepContract
oChecklist.doc . NOTE - Exceptions are:
o Before completing the Checklist, contact HR to see if the individual is already in
our payroll system. If so, they will continue to be paid via a payroll check and
cannot be paid with a check request.
o Individuals paid less than $500 a year will be paid via a check request. No
Checklist is necessary.
o Regardless of category, individuals paid an hourly rate will be paid via a payroll
check by using a timecard (See Option C on the Letter of Agreement http://www.midwestern.edu/Documents/protected/employee/HR/LtrAgreement
12-09%280%29%280%29.doc )
 Preceptors can be a combination of Independent Contractor and Adjunct Faculty. Based
on the Employee/Independent Contactor Determination Checklist, they are employees;
however, they have a signed an agreement with Midwestern which covers their services
over an extended period of time.
Paperwork needed:
 Adjunct Faculty: An individual classified as an Employee based on the Checklist will
need to sign a Letter of Agreement
http://www.midwestern.edu/Documents/protected/employee/HR/LtrAgreement 1209%280%29%280%29.doc and be added to payroll. The Administrative Assistant will
provide the individual with the documents needed to be added to payroll: Form I-9,
Human Resources Record Update, Form W-4, Form A-4, and Consent to Request
Consumer Report.
http://www.midwestern.edu/Documents/protected/employee/HR/2011_AZ_payrollforms.
pdf They will be paid through payroll. A timecard or a copy of their Letter of
Agreement will be used to pay them. NOTE: Refer to the HR Checklist (click here) for
information on setting up a new adjunct faculty member. Occasionally, Adjunct Faculty
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

may be located in an out-of-state area (i.e. when teaching an online course). In those
cases, they will need to contact a Notary in order to have their I-9 notarized. Click here
to see a sample I-9 and blank form for their use. A sample explanatory letter should also
be attached to an email to the faculty member (click here)
Independent Contractors: An individual classified as an Independent Contractor based
on the Checklist will need to sign an Independent Contractor Agreement
http://www.midwestern.edu/Documents/protected/employee/HR/IndContractAgree.doc
and provide a W-9 form (click here). They will be paid using a Check Request with a
copy of the signed Agreement as supporting documentation. The Administrative
Assistant should create a check request (refer to section on Check Requests) and have the
Program Director sign it. Make copies for the file and submit the check request to
Business Services.
Preceptors: Preceptors are paid using a Check Request with an invoice from them and a
W-9 (click here) attached. The first time they are paid, also attach a copy of their
agreement, their Checklist and a Waiver Statement (click here). Not all programs pay
their preceptors.
HR Checklist
1. Contact HR to see if individual is currently on payroll. If yes, go to step 2-b-i
2. If no, fill out Employee/Independent Contractor Evaluation Checklist (click here to see
checklist)
a. If a Contractor, get a signed Independent Contractor Agreement and a W-9 (click
here). Send a check request and copies of the agreement and W-9 to Business
Services.
b. If Adjunct Faculty:
i. Create a Letter of Agreement for the Adjunct's signature (click here). Send a
copy of the signed agreement to Payroll as soon as you receive it so they can
add the Adjunct to the payroll system.
ii. Send the Adjunct an email with the payroll forms
http://www.midwestern.edu/Documents/protected/employee/HR/2011_AZ_pa
yrollforms.pdf and schedule a meeting between the Adjunct and HR. NOTE:
Make sure to explain the importance of the I-9 documentation. The Adjunct
MUST bring the supporting documentation to the meeting with HR.
Occasionally, Adjunct Faculty may reside out-of-state. In those cases, they
will need to contact a Notary in order to have their I-9 notarized. Click here
to see a sample I-9 and a blank form for use in this situation. A sample
explanatory letter should also be attached to an email sent to the faculty
member (click here).
iii. It is recommended that you escort the Adjunct to the meeting with HR. It can
be held any day before or on their first day of work. If it is not done at this
time, there could be a delay in paying the Adjunct.
iv. After the adjunct has met with HR, determine if he/she needs an ID badge.
Not every adjunct gets a badge. If they are on campus infrequently or will
only be teaching for one quarter a year, they would not need a badge. Send an
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email to HR letting them know that a badge is needed and the next time the
individual will be on campus. HR needs at least 24 hours notice to make sure
the individual is in the system so a badge can be made. You are responsible
for taking the individual to Media Resources to get their badge.
v. If the Adjunct will need access to a PC or other equipment, fill out a tech
request and notify HR as soon as possible so they can have the individual set
up for IT. Also notify HR if the Adjunct will need email and/or Blackboard
access.
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For use with Preceptor when paying by Check Request:
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W-9
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Consumer Report
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Hello <Name of Remote Adjunct Faculty>,
This letter is to inform you of the HR paperwork that needs to be done because you are going to
be working remotely for Midwestern University. In the first attachment to this email, you will
see the document titled “List of Acceptable Documents.” In typical circumstances, we here in
HR would need to see some forms of original documentation, for the I-9 form, proving that you
are eligible to work in the United States. Because we will not be able to see these in original
form, we will need you to find a Notary Public, and bring with you the appropriate documents
(either one document from list A, OR one document from List B AND One document from List
C.
The actual I-9 form is in a separate attachment, titled “I-9 Remote". The first page is an example
for you; please bring this with to the Notary, as they may not be very familiar with I-9 forms.
You must fill out the form in front of them (the second page), and bring your documents for
them to verify. It is very important that you fill out the form exactly as it looks in the sample. No
extra marks, not cross-outs, etc. The government is very picky about this form. Of course, the
Notary stamp is acceptable.
The other paperwork includes tax forms, an HR record form, and a background check. Although
you will be working with students remotely, regardless, you will have contact with them, and
therefore we also will need to run a background check. We only run a 7-year civil check.
Although it says consumer report on the form, we do not check your credit, or any other
background information. You can request a copy of your report if you’d like.
Please email of fax these documents back to the department you will be working with, and then
mail them the originals.
Thank you,
Kacey Geiger
HR Specialist
623.572.3775
kgeiger@midwestern.edu
623.572.3775
kgeiger@midwestern.edu
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Remote I-9
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People/Departments to Know
Name
Jacquelyn M. Smith, Ph.D.
Arizona
Karianne Schukei-Munstedt,
M.B.A.
Joy Brantley
Ext.
3601 AZ
Description
Dean of CHS – Glendale Campus
3602
Assistant Dean of CHS, Glendale campus
3600
Sr. Administrative Asst of Dean’s Office,
Glendale office
They will help with expense reports and other
Business Services questions.
Business Services Karen Fong
Maureen Williams
Business Services A/P –
Christine Garcia
3877
3882
3954
Purchasing - Carol Van Dijk
ITS/Help Desk - Ali Carmack
3323
3388
Maintenance/Room Scheduling
3988/3307
Human Resources
Copy Center
Security - Ron Enos
Mail Room - Jen Lansman
Illinois
Fred Romano, Ph.D.
Angelique Hall, M.S.Ed.
Deborah Matassa
3263
3880
3270/3204
3205
Business Services – Cindy
DeMarie
Purchasing – Kathy Brodin
IT/Help Desk – LeeShelle Short
6354
Maintenance – Cecille Wilson
630-9716084
6119
6317
7217
6473
6246
7110
6450
6146
Human Resources
Copy Center
Security – Jeri Baldwin
Mail Room – Tedd Paleczny
Payroll - Debbie Dabaco
Payroll – Lisa Podbevsek
Shipping – Frank Fillippo
Phone – Mike Condon
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7435
7436
6388
6031
7361
She will help with check requests (*note that
all check requests are processed in Business
Services-Glendale)
The go-to person on all purchasing questions.
Information Technology Services help desk
assistant
Contact for Room Scheduling or anything
maintenance-related
HR Assistant is Ann Miura
Bulk copies and special Copy Requests
Head of Security
FedEx or Certified Mail package supplies
Dean of CHS – Downers Grove campus
Assistant Dean of CHS, DG campus
Sr. Administrative Assistant of Dean's Office,
DG campus
She will help with check requests*, expense
reports, Concur training and information
The go-to person on all purchasing questions.
Information Technology Services help desk
assistant
Contact for anything maintenance-related
HR Assistant is Micoa Jackson
Bulk copies and special Copy Requests
Head of Security
FedEx or Certified Mail package supplies
Go to person for AZ Ceridian timecards
Go to person for IL Ceridian timecards
UPS, FedEx packages
Go to person for phone issues
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Purchasing
Off-Campus Purchasing:
http://mwunet.midwestern.edu/administrative/BSrvc/docs/OffCampusPrchsgApprvl.xls
In order to ensure that no unapproved items are purchased off-campus, an Off-Campus
Purchasing Approval Form must be used. Reimbursements for off-campus purchases cannot be
received without it.
1. Locate the form at http://mwunet.midwestern.edu. Under the Support Services dropdown list, select Business Services. In the Purchasing section of the Business Services
page, find the Off-Campus Purchasing Approval link and click on it, or use the link
above.
2. Fill out the form and email it to the Purchasing Manager. The form will be approved
(signed) and return to you.
3. Include the signed copy with your expense reimbursement request. Be sure to keep a
copy for your files.
**Note: The expense reimbursement request for anything charged to the Food or FoodDepartmental Events accounts must be sent to the CHS Dean's Office for the Dean's signature.
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OfficeMax
Office Max web site: http://www.officemaxsolutions.com/
Midwestern has a contract with OfficeMax and receives a reduced price for items ordered using
the online office-supply ordering system. A minimum purchase of $50 is required and can be
composed of online items and OfficeMax catalog items. To access the online system, contact the
Purchasing Manager. She will send you login information and instructions. Once you have your
login information, use the link above to access the website and log-in.
Select the Manage Orders tab. Here you can:
 Create New Product Orders - allows you to select items from a shopping list
designed for Midwestern (click here to see example). To create an order:
o Select Create Order
o Select Continue
o Select Shopping List you want to use
o Enter quantity for the desired item and select Add to Cart
o Select Continue Shopping or Checkout
o Review the billing and shipping information for correctness
o Select Continue Checkout
o If the order is correct, select Submit Order
 Repeat Orders - can be used for items you regularly order
 Manage Shopping Lists - provides several pre-defined shopping lists, i.e. New
Employee
 Order History - review your order history
 Invoice Copy - Purchasing takes care of invoices
 Track an Order
 Request a Return
 Customer Service
If you are unable to find what you are looking for in the pre-defined shopping lists, you can still
look through the OfficeMax catalog. To gain access to the catalog, you will need to log-in using
the User-id of midwestern (all lower-case) and Password of 4pricing. Make note of item
numbers and prices for things you want to purchase. You can purchase these items through the
On-line Purchasing Requisition System (click here to see example).
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Create New Order
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On-line Purchase Requisition System
https://online.midwestern.edu/employee/requisition.cgi
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Records Retention
The Records Retention Policy and Schedule can be found at
http://www.midwestern.edu/university_policies.html or
a. Go to www.midwestern.edu
b. Select Faculty & Staff,
c. Under Resources select University Policies,
d. Select Academic Records Retention Policy and Academic Records Retention Schedule.
These should be followed at all times.
Click here to see the Policy. Click here to see the schedule.
Questions about the Records Retention Policy and Schedule should be directed to Jennifer
Palmer, Executive Assistant, 623-572-3403, jpamle@midwestern.edu
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Telephone
To change the personal verification, internal and/or external phone messages on the desk phone:
1. Press the "Message" button on the phone.
2. Enter the Mail Box number (the last four digits of the phone number on the phone or the
extension number) plus # and the password plus #. The password for the main number
into the office is usually the same as the extension number. If you also have a personal
extension number, you can choose your own password. To access Mailbox Commands
press 82.
3. To change the personal verification:
a. Press 9
b. Press 5 and say your name
c. Press # to end the recording
4. To change internal and external messages:
a. Press 1 for external message or 2 for internal message
b. Press 2 if you wish to hear the current message
c. Press 5 to record a message and # to end
d. To replay, press 2
e. To delete, press 76
5. Temporary messages should be recorded whenever a faculty member is out of the office
for an extended period of time (e.g. vacation) or when the department is closed during
regular business hours (e.g. all-day faculty retreat). To add a temporary message:
a. Pick up any extension from your phone
b. Accessing Mailbox Commands (see above)
c. Press 3 for temporary message and follow the recorded instructions
To place a call to:
a. Someone on your home campus: dial the last four digits of the person's phone
number
b. Someone on the other campus: dial 1 + the last four digits of the person's phone
number
c. A local, off-campus number: dial 8 (+ 1 in Illinois) + the person's ten-digit phone
number
d. A long-distance, off-campus number: dial 8 + 1 + the person's ten-digit phone
number
To check messages:
Press the "Message" key. Enter your extension + # followed by your password + #.
To delete messages:
Enter 76.
To transfer calls:
With the caller on the line (Do Not put the caller on hold), press the "Transfer"
key and enter the new phone number. After the phone is answered, introduce the
caller and then press the "Transfer" key again to complete the transfer.
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To access voicemail from an external number:
In Arizona: Call 623-572-3240 and follow the instructions.
In Illinois: Call 630-515-7288 and follow the instructions.
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Travel
Domestic
Information regarding travel can be found on the Business Services website. Review the
Midwestern University Travel Policy at:
http://mwunet.midwestern.edu/administrative/BSrvc/docs/TravlPolicy.pdf . You can also check
the latest standard mileage rates Mileage Rates and meal rates Per Diem.
International Travel
When traveling internationally* for conferences (refer to Consulting Time for information on
international consulting), a Travel Request Form for International Conferences must be
submitted for approval. Click here to see the Process for Requesting Approval for International
Conferences followed by examples of how to complete the Travel Request form. All of these
items can be found at:
http://www.midwestern.edu/CHS_Deans_Office/Resources_Faculty_and_Staff/Policies_Procedu
res_and_Forms.html
1. Have the Program Director or faculty member fill out the appropriate form.
2. All international activities must be approved by the Program Director (for faculty
members), the CHS Dean, the VP/CAO, and the MWU President. The Dean's Office
will take care of obtaining signatures for both the VP/CAO and President.
3. The approval process can take up to TWO WEEKS.
*International includes all locations outside the contiguous United States (the contiguous states
are the 48 states located on the North American continent).
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Process for Requesting Approval for International Conferences
(Please be advised that the approval process could take up to two weeks)
This includes all locations outside of the contiguous United States
(the contiguous states are the 48 states located on the North American continent)
Available on the CHS Website at:
http://www.midwestern.edu/chs_deans_office/resources_faculty_and_staff.html
Process for Requesting Approval for International Conferences
Travel Request Form for International Conferences
Examples of How to Complete the Travel Request Form for International Conferences
Prior to registering, booking flights, etc:
1. Complete Travel Request Form for International Conferences form (see link above)
2. Obtain three airfare quotes online; quotes can be gathered from sources such as Orbitz
<www.orbitz.com>, Travelocity <www.travelocity.com>, and CheapTickets
<www.cheaptickets.com>
3. Attach approximate budget (see link above for Examples of How to Complete the Travel
Request Form)
4. Attach conference registration form
5. Obtain Program Director approval
a. Send Travel Request Form, three quotes, registration form, and budget to the
appropriate CHS Dean’s Office.
b. Once the Dean's Office checks to make sure all information needed has been
provided, the following individuals must approve the international conference
request:
i. Dean
ii. Vice President/Chief Academic Officer
iii. CFO or President
iv. Vice President of Business Services (only needed if you plan to order
tickets from the travel agent using the MWU credit card)
If approval is granted:
1. If final approval is granted by the President, all materials will be returned to the Dean’s
Office. The Dean’s Office will notify the faculty member that the travel has been
approved so they can register, book flights, etc.
2. The Dean’s Office will interoffice all materials to the faculty member
When submitting the expense report after the conference:
Refer to the Expense Report section for instructions on international expense reports.
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University Websites
Currently, there are three websites that contain all of the policies, processes, forms, information,
etc. for Midwestern University. In the future, these three sites will be combined into one, but for
now, it is suggested that you spend a little time getting acquainted with the information listed on
each site.
University website (www.midwestern.edu):
University Catalog, academic and rotation calendars, links to some College and University
support department websites, and University policies*.
*This link only takes you to general University policies. Many other departments have policies
on their own websites. For example, HR policies are found on the HR site and Business Services
policies are found on the Business Services site.
Online.Midwestern (https://online.midwestern.edu): On this site, you can register for events,
look up student records and grades, view class photos, review budgets, and link to the Ceridian
Self-Service site.
University Intranet (http://mwunet.midwestern.edu/):
Student Handbook, Faculty Handbook, faculty committees, and links to other College and
University support department websites
The Intranet is extremely helpful. While there are many resources available on this site, below
are some of the most frequently used.
 On the home page, there are multiple boxes. These boxes are links to commonly used
programs.
o The “Online Midwestern.edu” or “A+” box is the link to the online grading
system and Student Advising.
o The Resource Scheduler is used for reserving rooms.
o The box with the large “B” is for Blackboard - an online course management tool.
o On the main toolbar, under Support Services:
 The Business Services link has a number of helpful items including
policies and forms for Travel, Purchasing, Payroll, Accounts Payable, and
Expenses.
 The Information Technology Services link has helpful computer
information and many of the forms (under the “Forms” link found on the
left) needed for Blackboard, Online Grading, and Technology Requests.
 The Information Technology Services link has helpful computer
information and many of the forms (under the “Forms” link found on the
left) needed for Blackboard, Online Grading, and Technology Requests.
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