Administrative Services Team Meeting Report

Report for Meeting Scheduled:
Monday, March 27, 2000 at 09:30 AM

1. Called to Order: 9:40 AM
   • Presiding: Diane Jenkins

   • Members Present:
     Kathy Burnett, Diane Jenkins, Don Latham, Kimberly Forster, Jane Robbins

   • Members Who Arrived Late:
     Eileen Smith, Janet Capps, Pamela Hurston

   • Absent Members:
     Christine Gilmore, Debby Cheshire, Myke Gluck

   • Others in Attendance: Tami Griffin, April Watson

2. Special Orders:
   None

3. Reports of Sub-Teams:
   None

4. Reports of Special Teams and other Team Business:
   None

5. Unfinished Business:
   None

6. New Business:
   1. OFF-CAMPUS GRADUATE ASSISTANTS: Burnett, K. discussed Off-campus GA assistantships will be resolved after the Spectrum Scholars are appointed. Spectrum Scholar Assistantships are normally appointed at the Masters level for off-campus TAs or mentors. Burnett K., and Griffin will work on these procedures for the assistantship. Hurston discussed that distance students still are not turning in timesheets and a follow-up needs to be sent out. Dean Robbins stated that GAs and faculty need to know that documentation for timesheets is a requirement and not an option. Also an observation was made that some GAs are not getting assigned work. Burnett, K stated that in the event of a GA not being able to complete hours, an adjustment to their assignment could be made. Dean Robbins suggested coming up with a list of jobs; a central job pool of things that could be done by GAs not meeting hours. All suggested jobs need to be emailed to Forster so a list can be created. In addition it was noted that the problems of not enough information regarding dates for pay periods along with information coming from various places pertaining to procedures still persists. Dean Robbins suggested that information sent out needs to come from one area. 2A. PROCEDURE FOR OFFERING ASSISTANTSHIPS: Dean Robbins discussed having GAs required to bring their assistantship offer letters with them when they come to the fiscal office to sign their appointment papers. B. PROCEDURE FOR ACCEPTING AN ASSISTANTSHIP: The fiscal officer then would go over the percentage of hours to be worked per week, hourly rate and the signing of timesheets. Burnett, K. suggested the possibility of having a check sheet that the fiscal officer can use as a guide to make sure all aspects are covered. It was also noted that a condition of the assistantship is that GAs must attend the orientation session for GAs. There is information online about GA orientation. 3. TONE OF COMMUNICATIONS: Dean Robbins noted that some communications are written when people are busy and/or angry. Dean Robbins suggested a 24 hr. waiting period before sending the letter etc and a usability assessment by letting a GA review the correspondence. In the communication it is important that an explanation of why in addition to nice words be used. 4. TWELVE-HOUR LAW CPMLIANCE FILES REQUIRED: Jenkins discussed that this is a file that can be audited and that the 12 hr. law and PARS are not up-to-date. Jenkins, Latham, and Griffin will meet and discuss this issue. 5. TEAM COORDINATORS REPORTS: Each month team coordinators are to give Jenkins a summation of key items their teams discussed. These reports will be given to faculty at their monthly meeting. 6. BOB MEETING: Hurston discussed that these meetings involve intra office communication. For example a list of things people are doing and what needs to be done. The TSS participates in Bob Meetings each Wed. For about a half-hour.

7. Announcements:
   None

8. Adjourned: 10:30AM

Agenda Posted by Kimberly Forster (kjf4685@garnet.acns.fsu.edu) on 04/01/2000 at 05:05:16