Office of Administrative Affairs FAQ

When can I access the office?

School offices are open Monday through Friday, 8:00 a.m. – 4:30 p.m.

Graduate students have access to the Office of Administrative Affairs (JMZ 3215) during regular business hours. Faculty members have access to the suite 24 hours a day, 7 days a week. The main door to the suite functions on a 'card swipe' system. Instructions are posted. After 4:30 p.m., faculty University ID cards serve as a 'key.' Faculty: To have your ID activated, see Margaret Guy or send her an email (mguy (at) umd.edu).

Where can I pick up and drop off my mail?

The mail room is located in 3215. Mail is collected and delivered twice daily, usually around 10 a.m. and 2 p.m. See Margaret Guy to make arrangements for bulk and other special mailings. Please have all correspondence addressed as follows:

Person's name
School of Languages, Literatures, and Cultures
3215 Jiménez Hall
University of Maryland
College Park, MD 20742

Who should I see about my pay and benefits?

If you are new to campus, see Beth McCallister in room 3215 about your eligibility for health insurance, retirement and tuition remission. Many of the forms are available online at the School's Business Services web site (www.languages.umd.edu/intranet/)

It might be helpful for you to review the site before you make an appointment with Beth. Forms are also available in the information rack located to the left of Beth's office door. Read and complete all forms with care, especially those related to health insurance and taxes. If you would like specific information regarding benefits, go to University Human Resources (www.personnel.umd.edu). And if you move, please don't forget to submit a change of address to Beth so pay checks and other important items don't get lost in the mail.

Where can I find morning coffee/tea?

In JMZ 3215. A staff member will prepare a large pot of coffee in the morning. Anyone is welcome to make another pot in the afternoon or you may brew a fresh cup from the machine in the faculty/staff lounge.

A small hot pot is also available for those who prefer to heat water for cocoa or tea. The microwave and refrigerator are available for everyone to use. Please clean up any spills as the cleaning crew will not take care of this area for us.

Staff will continue to clean out the refrigerator on Fridays and unmarked food will be thrown away. Many thanks to anyone who brings in various goodies to share.

How can I obtain a key to my office?

If you are new to campus and haven't yet received your keys, contact Margaret Guy. Margaret will coordinate with Beth to confirm eligibility. If you lose your key, please report it to Margaret so she can amend official University records and order a new one for you. If you forget your keys or lock yourself out of your office, you may sign out a spare key. Please see Margaret. After 4:30 p.m. contact Campus Police on the non-emergency line, 301.405.3555.

Email Reflectors for School communication

Pamala Deane (JMZ 1105) manages the faculty related email reflectors. (x54025 psdeane@umd.edu) If you are a new faculty member, please see Pamala to have your email address added to the roster. The email reflector is used for general SLLC announcements for faculty, staff. Graduate students should see David Watson in the Graduate Office to be added to the Graduate Student reflector.

Identification cards?

See Beth for the form needed to obtain an ID card. Once this form is filled out, you will have to go in person to the Office of the Registrar Customer Service Counter on the 1st floor of the Mitchell Building to have your photo taken.

Campus Email Account

All new faculty, staff and students of the University of Maryland, College Park, should follow the new procedure for applying for accounts on the OIT mail system, WAM and getting a UM Directory ID. This process is fully automated. All you have to do is go to OIT Welcome Page and follow the directions. Problems? Contact the OIT Helpdesk at 301.405.1500.

You must be already in the campus system to activate your account. As a member of the campus community you have access to free anti-virus software for your home computer. The software can be downloaded by going to: www.helpdesk.umd.edu/virus/ You must login with your directory ID and password.

For other computing/technology related information, please visit: www.languages.umd.edu/intranet/tech.php

Wireless Access on Campus

To set up your laptop, pda or other wireless device to connect to the campus wireless network, please visit the Mobile At Maryland website: www.oit.umd.edu/nts/noc/MAM.html


Telephone? Fax?

The main fax machine, made available for business purposes, is located in 3215 and the number is 301.314.9752. Instructions are posted.

Most offices have at least one telephone. Long distance access is limited. To dial off campus, dial 9 first. By campus policy, each unit is required to review all long distance charges each month and request reimbursement from users for non-business calls. Mildred Yen will coordinate distribution of detailed billing information. Should you find calls on the statement that you have not made, please circle the item and return the statement to Mildred. She will investigate and have the charge billed correctly.

Telephone Directory

Look for a copy of the SLLC Fall directory after all instructional staffing arrangements have been finalized. Some departments also maintain additional directories for internal use. Contact your Department Chair or Graduate Administrative Assistant for further information. The campus telephone directory can be accessed online. We also have faculty, and staff contact information on our website.

Who will take my telephone messages?

Every effort will be made to appropriately direct any calls that come to the School. If there is a message for someone who does not have voice mail (generally T.A.s located in offices where several people share a phone), a message will be left in your mailbox in 3215. After the semester begins, Graduate Administrative Assistants who provide reception in departmental offices, will also take messages. Check with the GAs to confirm routing procedures.

How do I make my instructional copies?

If you are unfamiliar with copying procedures, please see Margaret Guy for training on the use of the self-serve copiers available in 3215A. All users must have an access code.

You may leave work requests for "Fair Use" instructional materials to be photocopied in JMZ 3215A. Just complete a work order (white form), attach it to your material, and place the job in the tray provided. Completed work orders will be placed in your mailbox. If Federal Work-Study students are readily available, work orders could be completed within hours. You should realistically plan on a 48-hour waiting period for completion of the work (and 72 hours if it is a large job such as multiple section exams).

Where do I pick up my office supplies?

Complete an order form (it's yellow and available in 3215A, the copy room) and return it to Nabeela. If the items are in stock, your order will be filled promptly and placed in your mailbox. If the items are not in stock, Nabeela will procure them. During the first two weeks of class, they will place orders as needed. Thereafter, they will place orders on Wednesday mornings.

What about letterhead?

Faculty will be provided with a supply of letterhead and envelopes. Although there is no written campus policy concerning letterhead use, Ann Bowden of the Office of Legal Affairs advises that use of letterhead is limited to official correspondence by faculty and administrators. Teaching Assistants may request limited quantities to prepare letters of recommendation for students. For "internal" communications requiring letterhead, a copy template is acceptable (paper-saving policy) and is available online.

Business cards?

The School budget will absorb the costs of providing business cards to full-time faculty and staff who wish to have them. See Nabeela to place your orders.

Reserving rooms for meetings

To reserve a conference room for a meeting, contact Pamala Deane x54025.

How do I publicize an event?

Submit the information to Pamala Deane well in advance to make arrangements for the event to be announce to SLLC-ALL (the School's primary email reflector) and on ARHU-ALL (College-wide) or FYI (campus-wide). With sufficient lead time, the announcement can also be broadcast on the TV monitor located in the main entrance lobby. See Claire Goebeler at least one week in advance of the event to discuss staffing support needs.

What if I'm planning a conference?

See the Director regarding funding. See Claire to discuss plans and staffing needs. See Janel Brennan to discuss technology needs. Start early.

Computing and technology needs?

An overview of technology available to faculty can be found on the following page: www.languages.umd.edu/intranet/technology.php
For a complete set of campus guidelines, see the "Acceptable Use of Computing Resources".
For policies regarding LMS equipment, see Language Media Services Policies

Emergency procedures?

The School's Emergency Evacuation Plan is available on the School's web site. Please make time to read it and inform your students of your expectations of them during an emergency.

Life threatening situations such as accidents, fires, smoke, gas leaks, etc., should be reported immediately to The University of Maryland Police Department's Emergency Communications at 301.405.3333. All unsafe environmental conditions should be reported to the Department of Environmental Safety at 301.405.3960.

How do I report a problem in my office?

To report a problem in your office (heating/cooling, leaks, etc.) call the central campus Work Control on 301.405.2222 to make an official report. If you do not receive a timely response (within two days), see Margaret Guy. If you have concerns specifically about Housekeeping, contact Margaret directly.

Parking?

If you're new, see Margaret to make arrangements. If your assigned lot is full, you may park in an 'overflow' lot: K,Z,P,1,4,6,9. Check the Department of Transportation's website for detailed maps and information.

Parking for guests?

The School has parking coupons for guests of the School. The coupons (available in 1, 4, and 8 hour increments) may be issued to guest speakers and visitors from embassies, foundations and schools. By campus policy, parking coupons may not to be used by students, faculty or staff. Your visitors may use the coupons at cashier lots around campus, e.g. Student Union Garage, Colonade, and Stadium Drive Garage. They are not valid at meters. Your guest presents the coupon and the parking ticket received when she entered the garage upon exit. To obtain the parking voucher, simply send Margaret Guy an email. Advanced notice is appreciated. The coupons will be presented to you directly or placed in your mailbox.

Who do I see for special business requests?

Mildred Yen in 3215. And if you've received a CTE grant, DRIF award, CAPA, or other form of financial support, see Mildred to discuss arrangements.

Travel?

Grants are made by the School's Travel Committee after a call for submissions has been issued by the Director. See Nabeela to file a travel request in advance of your departure. This is very important for insurance purposes. Travel request forms are available online at the School's Business Services web site. The forms (blue paper) can also be found on the forms rack (located to the left of Beth's office door). Reimbursement will be limited to actual costs of travel, accommodations, registration, taxi, phone, or food in accordance with current campus and State policies and the amount of travel support awarded.

Interested in pursuing a grant, contract, or other external funding opportunity and not sure where to start?

Speak with Jennie Dang at x54093, Room 3215 or jdang@umd.edu

Support staff of the Office of Administrative Affairs and their areas of responsibility