BEST PRACTICES
CALENDAR AND TASKS
CSULB – COLLEGE OF LIBERAL ARTS
By Sheri Hale
July 21, 2015
Overview - Calendar and Tasks
• Learning your department task cycle
• Familiarizing yourself with important dates
and recurrent events
• Establishing a pattern of consistency
Department
Tasks
Department Tasks - Daily
Prioritize your day
• Check email and phone
messages and correspond
immediately.
• Establish a plan for your
Work Study Student.
• Check with your Chair if
he/she needs information
to assist with their day.
Department Tasks - Weekly
Upkeep/Knowledge
• Stock office supplies
• Check office equipment
• Note all meetings and
absences on calendar.
• Run reports: financial,
enrollment
• Prepare a list of tasks or
follow-up correspondence
for the beginning of the
next week.
Department Tasks - Monthly
Pcard Reports
• Keep final receipts showing
paid amount together for
the month.
• Log into USBank often to
update chartfields.
Timesheets
• Keep documentation of callouts, vacation and jury duty.
• Double check time reported
with documentation.
• Always print out an
Unapproved report of time
reported to easily view and
check for errors.
Main Menu- LB HR Custom Functionality- Payroll- Payroll Reports- Time Entry
Audit - Salaried
Important
Dates
Important Dates
To better assist students
• Note on your calendar all
important dates from
Enrollment Services
(add/drop/withdrawal/Univ
ersity & Graduate
Application deadlines).
To complete expenditures
• Follow college
expenditure deadline.
To better assist faculty
Update your calendar and
send reminders to your
faculty:
• Syllabi deadline
• First/Last day of instruction
• Plagiarism Clause
• Disable Student Services
• Final Schedule
• Textbook Submission
Recurring
Events
Recurring Events
Beginning of the semester
• Work with Chair and College
for academic scheduling to
meet department FTES.
• Schedule office space for
lecturers.
• Gather all office hours of all
faculty and post.
• Submission of Faculty
Request for Assigned Time
and Work Accomplish
forms.
End of semester
• Reiterate final schedule to
faculty and post for students.
• Prepare faculty for the
distribution and deadlines for
evaluations.
• Send out reminder of grade
submission deadline to faculty.
• Send reminder out for
Assigned Time Work
Accomplish report and
signatures.
RECURRING EVENTS:
Commencement
• Note your college and
department date and
start to prepare 2
months in advance.
• Make a list of all faculty
who will participate in
commencement
• Reserve rooms
• Order ribbons, catering
• Gather names for award
winners and prepare all
certificates and/or
plaques.
• Office coverage!
ALWAYS HAVE AT
YOUR FINGERTIPS
Items to always have at your fingertips to better assist students
and faculty:
Add/Drop/Withdrawal dates/Graduate Application
Office Hours
Final Schedule
Commencement Date/Time/Location/Other Information
Following semester schedules
Step by step instructions of how to do online requests (Print Shop, FM, Parking Passes)
Frequent phone numbers
All other tasks
•
•
•
•
•
RTP/ETF
Hiring
Curriculum
Scholarships
Advisory
Working Toward Mastery
Cyclical Cycles
Achieve
Mastery
Get
Experienced
Get Familiar
Time Spent
Doing Your Best Work
• Asking Questions
• Double-Checking Work
• Always keep a sample or
list of commonly used
information (dates,
phone numbers, stepby-step instructions,
etc.)
CLA Mentors
Contact information
Julie Ortiz
Julie.Ortiz@csulb.edu
Ext. 5-7802
Cherie Dougan
Cherie.Dougan@csulb.edu
Ext. 5-8127
Lisa Behrendt
Lisa.Behrendt@csulb.edu
Ext. 5-4223
Sheri Hale
Sheri.Hale@csulb.edu
Ext. 5-5003
Summary
• Learn your department task cycle
– Daily, Weekly and Monthly
• Familiarize recurring patterns and document
dates.
– Mastery is not achieved overnight
• Keep on top of your deadlines
– Mentorship is here, please ask for assistance.
QUESTIONS?
Resources – Important Dates/Information
• Enrollment Services – Important Dates
http://www.csulb.edu/depts/enrollment/dates/
• CSULB Housing – Important Dates
http://www.csulb.edu/divisions/students/housing/calendar.htm
• Cheating and Plagiarism Policy
http://www.csulb.edu/divisions/aa/research/compliance/conduct/ch
eating/
• Instructional Resources - CLA
http://web.csulb.edu/colleges/cla/policies_and_procedures/academi
cs.html
• CLA Resources
http://www.cla.csulb.edu/resources/