San Jose State University, Administration and Finance Division

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San Jose State UniversitySJSU ScholarWorksAdministration and Finance Division Newsletter Administration and Finance6-2013Administration and Finance Division Newsletter,Jun. 2013San Jose State University, Administration and Finance DivisionFollow this and additional works at: http://scholarworks.sjsu.edu/adminfinancediv_newsletterPart of the Higher Education Administration CommonsThis Newsletter is brought to you for free and open access by the Administration and Finance at SJSU ScholarWorks. It has been accepted for inclusionin Administration and Finance Division Newsletter by an authorized administrator of SJSU ScholarWorks. For more information, please contactscholarworks@sjsu.edu.Recommended CitationSan Jose State University, Administration and Finance Division, "Administration and Finance Division Newsletter, Jun. 2013" (2013).Administration and Finance Division Newsletter. Paper 7.http://scholarworks.sjsu.edu/adminfinancediv_newsletter/7SJSU Home > Administration and Finance Division > About Our Division > Division Newsletters > June 2013 Newsletter > Facilities Development &OperationsFacilities Development & OperationsBACK to June 2013NewsletterFacilities Development &OperationsFinanceHuman ResourcesInformation TechnologyServicesSpartan ShopsUniversity Police DepartmentVice President forAdministration & FinanceNavigateInformation forAlumniCurrent StudentsDonorsFaculty & StaffFuture StudentsResearchersCollegesApplied Sciences & ArtsBusinessEducationEngineeringHumanities & the ArtsInternational &Extended StudiesQuick LinksA-Z IndexAcademicsBookstoreBudget CentralCalendarsCareers & JobsKing LibraryContact usContact FormDirectoryReport A Web Problem One Washington Square,San Jose, CA 95192408-924-1000Last Modified: Aug 5, 2013©2013ADMINISTRATION  AND  FINANCE  DIVISIONS A N  J O S É  S T A T E  U N I V E R S I T YAbout Our Division Division Service GroupsScience Building Roof ReplacementFD&O is currently staging a construction area in preparation for the Science Building roofreplacement project. The work on this project will continue over the summer and isexpected to be complete by mid-August.This much needed project will cause some inconveniences, such as noise, odors and afenced staging area that is noted in the diagram above. We assure you that while theseodors may be unpleasant at times, they do not pose a health hazard.FD&O is pleased to work towards improving our campus and has many projects currentlyunderway. The diagram shows the project locations, construction staging areas, and truckroutes.MySJSUAthleticsGive to SJSUSJSU Home > Administration and Finance Division > About Our Division > Division Newsletters > June 2013 Newsletter > Human ResourcesHuman ResourcesBACK to June 2013NewsletterFacilities Development &OperationsFinanceHuman ResourcesInformation TechnologyServicesSpartan ShopsUniversity Police DepartmentVice President forAdministration & FinanceNavigateADMINISTRATION  AND  FINANCE  DIVISIONS A N  J O S É  S T A T E  U N I V E R S I T YAbout Our Division Division Service GroupsUpdated HR OrganizationWe have spent several months reviewing the Human Resources organization and havemade several changes so that we can more effectively serve the campus community. Checkout our updated organizational chart for details.The Importance of Position DescriptionsHuman Resources recently redesigned the Position Description Template to make theprocess of writing a position description (PD) easier for the campus community. The newtemplate is available on our forms page. PDs are a critical component of an employee'swork life and we are here to help you make them an accurate reflection of the work toensure the position is properly classified. In addition to ensuring the proper classification,the Workforce Planning team uses the PD to review requests for compensation changes. Weencourage everyone to review their PD with their manager once a year and make changesas appropriate. An update to the PD does not always warrant a classification orcompensation change, but having an updated PD in your personnel file is highlyrecommended.Spotlight on Workforce PlanningThe Workforce Planning team is responsible for classification, compensation andrecruitment. Our goal is to make sure your positions are classified properly, that employeesare compensated equitably, and that you get the best candidates for your vacancies. Inorder to best support you in all of these efforts, we'd like to get to know you better andunderstand all of your needs. We encourage you to invite our Senior Workforce PlanningAnalysts to your department to learn more about your organization. The more we know,the more effectively we can meet your needs. Spartan 101Last month we told you about changes to the New Employee Orientation, including Spartan101, the revamped New Employee Welcome. We are excited to partner with UniversityAdvancement as we rebuild this program with a focus on the Vision 2017 goals of SpartanPride and Helping and Caring. We're looking forward to getting our new employees engagedin the University's strategic mission as they lean more about the campus community. Weplan to roll out Spartan 101 in June of this year.Well U and Kaiser PermanenteStress Management: Using the Mind Body ApproachMedical science has made some amazing discoveries about how emotions, thoughts, andbehaviors can impact physical symptoms and affect our health. Understanding this "mind-body connection" can be the first step to managing your daily stress and feeling bettermentally and physically. In this 8 week series, you'll learn to recognize the sources of stressin your life and how to manage stress-related symptoms and illnesses. You'll learn aboutways to relax and develop healthy lifestyle habits to enhance pleasure and improve self-care.The series will run every Tuesday, starting on July 2 through August 20 from 12:00pm to1:00pm in Clark Hall 547. If you are interested in registering, or for more information,please contact Julie Wong.MySJSUAthleticsGive to SJSUSJSU Home > Administration and Finance Division > About Our Division > Division Newsletters > June 2013 Newsletter > Spartan ShopsSpartan ShopsBACK to June 2013NewsletterFacilities Development &OperationsFinanceHuman ResourcesInformation TechnologyServicesSpartan ShopsUniversity Police DepartmentVice President forAdministration & FinanceNavigateADMINISTRATION  AND  FINANCE  DIVISIONS A N  J O S É  S T A T E  U N I V E R S I T YAbout Our Division Division Service Groups     Spartan BookstoreEvery Tuesday between 7:30am and 6:00pm, from June 11-July 30, Spartan Bookstore will be giving 25% off one clothingitem to incoming students at the Freshman Orientations. Wewill be extending this discount to SJSU employees as well,excluding clearance items.Summer Dining HoursPlease visit Dining Hours for dining options on campus duringthe Summer.Street EatsStreet Eats will be out this Summer with a variety of deliciouslunch items hot off the grill!Visit Street Eats to view our online menu and to find outlocations:Wednesdays, June 5 to August 1411:00am-2:00pm Summer FavoritesJust BelowCelebrate the warmer season with our Summer Drink Specialsat Just Below! Sweeten your day with our "Catwoman" drink, atantalizing mix of black iced tea and peach syrup. Or relax withthe "Green Lantern" drink, our green mint lemonade.Compliment any of these refreshing drinks with our CaliforniaTurkey sandwich, filled with cool, fresh veggies.On Fourth CafeTake a break from work and try our "Call of the Wild" sandwich.With grilled chicken, BBQ sauce, cheddar cheese, bananapeppers and onions. Who says you can't have a summer BBQ inyour office?Student Union Food CourtLooking for something to cool you down? Jamba Juice in theStudent Union will be open during the Summer. Make asummer classic "Strawberry Wild" smoothie healthier with a freeimmunity boost and ask to make it light for 1/3 less carbs, 1/3less calories, and 1/3 less sugar.SubwayAny of our signature sandwiches can be made into a cool salad.It's a great way to eat light this summer. Lose the bread, butnot the flavor!Market CafeMySJSUAthleticsGive to SJSUInformation forAlumniCurrent StudentsDonorsFaculty & StaffFuture StudentsResearchersCollegesApplied Sciences & ArtsBusinessEducationEngineeringHumanities & the ArtsInternational &Extended StudiesScienceSocial SciencesQuick LinksA-Z IndexAcademicsBookstoreBudget CentralCalendarsCareers & JobsKing LibraryParking & MapsContact usContact FormDirectoryReport A Web Problem One Washington Square,San Jose, CA 95192408-924-1000Last Modified: Aug 5, 2013©2013A frozen White Mocha is guaranteed to cool you off. Ask for adrizzle of chocolate syrup to add a bit of sweetness to the restof your work day!Panda ExpressFor a healthier option this Summer, try the Broccoli Beef withbrown rice! Brown rice is rich with vitamins, fiber and protein.Spartan Shops SustainabilitySpartan Shops has made major strides in becoming moresustainable. We have recently added two major achievements:a weekly food donation to local organizations and the omissionof Styrofoam cups at Jamba Juice locations on campus. SpartanShops donates food to EHC Lifebuilders and Grace CommunityCenter 2-3 times a week. This Fall all campus Jamba Juicelocations will be transitioning to double-walled paper cups.Double-walled cups maintain the quality of the smoothie whileeliminating Styrofoam, a non eco-friendly material that pollutesour water sources and permanently stays in our landfills.Visit Sustainability for more information.SJSU Home > Administration and Finance Division > About Our Division > Division Newsletters > June 2013 Newsletter > FinanceFinanceBACK to June 2013NewsletterFacilities Development &OperationsFinanceHuman ResourcesInformation TechnologyServicesSpartan ShopsUniversity Police DepartmentVice President forAdministration & FinanceNavigateADMINISTRATION  AND  FINANCE  DIVISIONS A N  J O S É  S T A T E  U N I V E R S I T YAbout Our Division Division Service GroupsBursar's OfficeThe Bursar's Office is gearing up for Frosh Orientation starting the second week in June. Weparticipate in the two day orientations to inform our incoming freshman of resourcesavailable to them.Resource Fair - conducted with other student service departments from around campusParent PanelInformational Sessions - discuss student account managementWe've been working since the beginning of May by participating in the transfer studentorientations. We look forward to a busy summer!Risk Management Joins the Budget OfficeBecause of the financial aspects of Risk Management, our campus Risk Manager, MarkLoftus has joined the University Budget Office. The relocation to Clark Hall will allow Markto provide greater support for procurement processes that rely on Mark's insurancecoordination role. Over the next few months, risk management processes will be reviewed,and we look forward to potential streamlining and customer service enhancements.FTSAs we mentioned in our What's Up? events, upgrades to FTS are in the works. We arepleased to announce that improvements are scheduled to go live in early June.The overall appearance and function of FTS will remain, but there are some excitingfeatures to look out for.User PreferencesSearching and navigating for specific codes is now much easier. Instead of scrolling througha list of codes (e.g., account, project, location) to add one to your preference, a criteriafield now exists to locate a particular code.MySJSUAthleticsGive to SJSUInformation forAlumniCurrent StudentsDonorsFaculty & StaffFuture StudentsResearchersCollegesApplied Sciences & ArtsBusinessEducationEngineeringHumanities & the ArtsInternational &Extended StudiesScienceSocial SciencesQuick LinksA-Z IndexAcademicsBookstoreBudget CentralCalendarsCareers & JobsKing LibraryParking & MapsContact usContact FormDirectoryReport A Web Problem One Washington Square,San Jose, CA 95192408-924-1000Last Modified: Aug 5, 2013©2013Other useful tools added to this panel include the ability to navigate results from one pageto another by using the drop down page tool, and the ability to limit the number of resultsappearing on a page.We will let you know when upgrades are officially completed in FTS.SJSU Home > Administration and Finance Division > About Our Division > Division Newsletters > June 2013 Newsletter > Information TechnologyServicesInformation Technology ServicesBACK to June 2013NewsletterFacilities Development &OperationsFinanceHuman ResourcesInformation TechnologyServicesSpartan ShopsUniversity Police DepartmentVice President forAdministration & FinanceNavigateADMINISTRATION  AND  FINANCE  DIVISIONS A N  J O S É  S T A T E  U N I V E R S I T YAbout Our Division Division Service GroupsSJSU Computing Cloud UpdateThe Computing Services department within IT Services is building the SJSU ComputingCloud, a private cloud - a computing infrastructure designed so that customers can easilyrequest and operate virtual servers. Built in our Delta College Data Center and SJSUComputer Center, virtual servers are highly available, easy to use, and are safe forsensitive critical data.Most common applications can be run as virtual servers and Computing Services can helpyou replace aging physical servers with virtual ones.If you have servers that must remain physical, then put them in one of our data centers(co-location). Our data centers are professional class, with good physical security forsensitive critical data, fire detection and suppression., battery backup and generator. Theyare also professionally staffed and with great access to power and networking.For instructions about requesting virtual servers or co-location, visit Cloud Computing. Youmay also contact Computing Services at 408 924-7828.Summer of Communications ConnectivityAfter months of design and behind the scenes preparation, IT Services will be deployingend-user technology this Summer to enhance communications and collaboration acrosscampus. The deployment, as part of the Next Gen Technology Project, will include UnifiedMySJSUAthleticsGive to SJSUInformation forAlumniCurrent StudentsDonorsFaculty & StaffFuture StudentsResearchersCollegesApplied Sciences & ArtsBusinessEducationEngineeringHumanities & the ArtsInternational &Extended StudiesScienceSocial SciencesQuick LinksA-Z IndexAcademicsBookstoreBudget CentralCalendarsCareers & JobsKing LibraryParking & MapsContact usContact FormDirectoryReport A Web Problem One Washington Square,San Jose, CA 95192408-924-1000Last Modified: Aug 5, 2013©2013Communications VoIP voice and video phones and enhanced wireless network access.Enhancements to network equipment to support the new technology is necessary. Thedeployment strategy is to focus on each campus building and deliver the technology to theoccupants. We will work  with building coordinators to assist with notifications and access toinstall the new equipment in the building network rooms and wireless access point locations.Coordination with department contacts is important to the success of this effort. We willreview telephone extensions and confirm planned usage and features to be deployed.Following that will be training and installation planning. The actual phone deployment willoccur outside of normal business hours to minimize disruption to department operations.The sequencing of the buildings to receive the enhanced communication technology wasbased on a number of factors regarding complexity of the network upgrades, departmentworkload peaks, construction schedules and call center requirements. The initial buildings tobe completed this Summer included:Music BuildingMoss Landing Marine LabsHR/UPD BuildingFaculty Office BuildingCentral Classroom BuildingHugh Gillis HallWashington SquareStudent Union ExpansionMod F210 N 4th StreetA full schedule of building sequencing through the end of calendar year 2013, along withmore details on the deployment coordination, is available at Unified CommunicationSystem.IT Services is excited to reach this key milestone of delivering enhanced communicationtechnology to campus users this Summer.SJSU Home > Administration and Finance Division > About Our Division > Division Newsletters > June 2013 Newsletter > University Police DepartmentUniversity Police DepartmentBACK to June 2013NewsletterFacilities Development &OperationsFinanceHuman ResourcesInformation TechnologyServicesSpartan ShopsUniversity PoliceDepartmentVice President forAdministration & FinanceNavigateInformation forAlumniCurrent StudentsDonorsFaculty & StaffFuture StudentsResearchersCollegesApplied Sciences & ArtsBusinessEducationEngineeringHumanities & the ArtsInternational &Extended StudiesScienceSocial SciencesQuick LinksA-Z IndexAcademicsBookstoreBudget CentralCalendarsCareers & JobsKing LibraryParking & MapsContact usContact FormDirectoryReport A Web Problem One Washington Square,San Jose, CA 95192408-924-1000Last Modified: Aug 5, 2013©2013ADMINISTRATION  AND  FINANCE  DIVISIONS A N  J O S É  S T A T E  U N I V E R S I T YAbout Our Division Division Service GroupsEmergency PreparednessAs Emergency Preparedness evolves, the Federal Emergency Management Agency (FEMA)has been encouraging a "Whole Community" approach in preparing, educating andresponding to an emergency. FEMA's outreach effort has been extended to EmergencyManagers at local levels to include college and universities.The Department of Homeland Security (DHS) and FEMA have created a 171 hourEmergency Managers Academy at their National Emergency Management Center inEmmitsburg, Maryland that identifies the necessary foundation for strong emergencymanagement programs in local jurisdictions.SJSU has welcomed the opportunity to work closely with the federal government via DHAand FEMA, and we sent our Emergency Coordinator, Yvette Phillips, to obtain this uniquetraining. In addition to first-hand information and set skills, it was a unique opportunity forSJSU to communicate the importance of including Higher Education Institutes in theresponse and mitigation efforts of the campus and surrounding community.Yvette is one of a small number of people to have successfully completed the training. Thiswill assist in enhancing our campus readiness and leadership role on campus and in ourcounty. To learn more about how you can become involved in the "Whole Community,"contact Yvette Phillips at 408 924-2242.MySJSUAthleticsGive to SJSU

Administration and Finance Division Newsletter, Jun. 2013

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Administration and Finance Division Newsletter, Jun. 2013

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