Division of Business Affairs

The bookstore is involved with new student orientation on many levels.

Representatives from the bookstore speak to all orientation interns during their training sessions to let them know about the goods and services that are offered in store and to answer numerous questions. In a way, interns become ambassadors for the campus store. As a thank you to the interns, the bookstore supplies them with orientation leader backpacks. The backpacks are worn by interns throughout the sessions to carry their gear. Most interns use them in the regular school year as well. Interns are also given a discount card to use during the entire school year, which gives them a 20 percent off discount on any bookstore purchase, including their textbooks.

During each orientation session, the bookstore has a table set up from 7:30 to 8:30 a.m. with other campus groups at the orientation check-in on Day 1. They are also present at the George Street orientation fair from 12:00 – 2:00 p.m. that same day. Representatives distribute wall calendars, coupons for the store, and fliers about the textbook rental process and online textbook reservation.

Stephen Jones, the General Manager of the bookstore, speaks to parents during the parent orientation. He presents for about 15 minutes and communicates the costs associated with textbooks, used books, rentals, eBooks, and textbook buyback. Jones reiterates the benefits of shopping at the store for both their students and the College. Last year, the bookstore processed over 4,300 orders for textbooks using their online reservation system.

In addition, the bookstore is a popular spot for students and parents to hang out and get cool during the downtime between activities. The bookstore also serves as the pickup point for Cougar Cards, which are available the second day of each orientation session. The store is packed by the time distribution of IDs starts and it becomes its own event –  Clyde the Cougar is present for pictures and interns give out prizes to new students for correctly answering trivia questions about the College.

Dawn Willan, Controller’s Office

Briefly describe your role.

I am the Controller.

What is the function of your department?

The Controller’s Office is responsible for compiling, reporting, and processing financial transactions and preparing the College’s Comprehensive Annual Financial Report.  We process all payments to external vendors, transfers between departments, employee reimbursements, student refund checks, and payments to state agencies.  We also manage the post-award activities related to external grants and contracts.

How long have you been working at the College?

Approximately two and a half years.

What brought you to the College?

My family moved here from New Jersey when my husband transferred jobs.

What do you like most about your job?

Learning about the various activities taking place at the college.  I learn something new almost every day.

What are some of your favorite memories from the College?

The official Controller’s Office luncheons consisting of Publix fried chicken and red rice.

What are your hobbies and interests?

I enjoy collecting recipes and cooking, reading, watching football, and going to my children’s games.

What is something that your colleagues would be surprised to learn about you?

I used to play the alto saxophone, but unfortunately I haven’t touched it in over 10 years.

The 21st Annual Back to School Picnic will take place on Thursday, August 15  from 11:45 a.m. until 1:00 p.m. in TD Arena. Each year, the College hosts the picnic for faculty and staff members.

Before the event, the Physical Plant sets up 110 tables, 815 chairs, floor covering, recycling bins, trash cans, the stage, backdrops, the podium, and stanchions. Physical Plant also cleans it all up once the event is over.

During the program, which begins at approximately 12:15 p.m., a member of the Executive Team gives a few brief remarks and the Office of Human Resources recognizes those individuals with 10, 20, 30, and 40 years of service to the State. This year, there are two 40-year honorees.

RSVPs for this year’s event are required by August 8. ARAMARK serves roughly 750 employees within a 25-minute time period. RSVPs are used for planning purposes.

Physical Plant, Recycling, Custodial, Grounds, Athletics, ARAMARK, Human Resources, Audio Visual Event Support, Advertising and Brand Management, the President’s Office, Community Relations, and Institutional Events all help make the event a success.

On Wednesday, July 17 and Thursday, July 18, ARAMARK held a training session for 30 chefs from all over the country on the College’s campus. Chefs came to Charleston from as far as Texas, Florida, and Minnesota. This was the only Fresh Food Company training this summer within all of ARAMARK Higher Education. Out of hundreds of campuses nationwide, Liberty Fresh Food Company was selected to host the session.

The training session, sometimes held three times a year, features Fresh Food Company chefs and other individuals from the ARAMARK corporate office. The chefs are nominated to participate and a few of them are new to the company. Many of the chefs come from similar facilities, or will be working in facilities that are opening soon.

A special menu was created for the event, featuring fresh ingredients and a variety of dishes. As a whole, ARAMARK aims to appeal to students from a global perspective with varying food options, and strives to remain competitive  with the many options available for faculty,staff, and students surrounding the College’s campus. Liberty Fresh Food Company provides casual dining options for members of the campus community and the general public.

Some photos from the event are below:

Jeremy Clement, Information Technology

Briefly describe your role.

I handle or oversee financial planning and budgeting work for IT.  I also serve as the administrative lead for all of our various groups.  I provide planning, estimating, budgeting, and administrative support to IT and other faculty and staff who might have an interest or responsibility associated with any College IT contracts.  I do all of this with the help and support of a small team of incredibly talented temporary and student employees.

Basically, I’m the number cruncher for IT at the College.  I would also consider this role a “jack of all trades” when it comes to finance or administrative needs in IT.  I am not a techie, though I have been forced to learn more and more as I go!

What is the function of your department?

IT is all things technology at this institution.  We try to serve the entire student, faculty, and staff communities of the College by supplying information and resources to accommodate their technology needs.  My IT administration division supports the finance, planning, and administration needs of IT.

How long have you been working at the College?

I started in January 2008, so five years and change.  I’ve been in my current role since 2010.

What brought you to the College?

I got my undergrad at the College and stuck around Charleston with my wife, who is a native.  I’ve always had a special place in my heart for this place.  When I started pursuing my master’s, I wanted to get a secure job that would allow me to grow and learn as I earned my degree.  I was offered the Financial Coordinator job, and it was a great fit.  I also have a passion for teaching; being at the College allows me to do so when the opportunity arises.

What do you like most about your job?

I love the people, the community, and the ability to affect positive change.  I love this place, and I feel blessed to be surrounded by an awesome team; not only in IT, but the entire campus community.  I enjoy giving back to this institution, and I appreciate the trust and respect I’ve earned and been given by my peers and colleagues.

What are some of your favorite memories from the College?

I used to take my lunches on one of the benches facing Glebe Street across from the hot dog vendor every day when I went to school here.  I have fond memories of sitting there with a favorite book and a dog watching the world go by.  More recently, I’ve had some great picnics in the Cistern Yard with my wife and little girl.  And my wife and I got to see a Spoleto event in the Cistern a couple of years ago – an incredible South American vocalist – that was very cool.

What are your hobbies and interests?

I read a lot.  I love studying the Word and other spiritually-based books, but I also spend considerable time reading epic fantasy books (aka Wheel of Time, Game of Thrones, etc.).  I love swimming and leisure time with my family most of all. We have a family lake house in Virginia that we get up to a couple of times a year when we’re lucky.  I am also involved in the youth ministry, in a financial freedom ministry, and recently I’ve taken on a volunteer project manager role for Seacoast West Ashley.  When I have time outside of that stuff, I love traveling/road trips, cooking, fine wines, movies. I could go on, but I won’t bore you further.

What is something that your colleagues would be surprised to learn about you?

I love teaching and coaching others.  I’ve been working with/teaching fifth to eighth graders on Sundays for years.  It’s a bit like communicating with a foreign species!  I’ve also had the opportunity to teach a few courses for the Hospitality & Tourism Management department here at the College over the last few years.  When I joined the College, I’d hoped that I’d have such an opportunity. It’s been really rewarding and much more challenging than I’d have ever anticipated.

Each year, over 2,000 incoming freshman and transfer students visit the College’s campus for orientation. Facilitated by the Office of New Student Programs, orientation pulls resources from multiple offices around campus, including departments within the Division of Business Affairs.

Parking Services

Parking Services sends a representative to each orientation fair, held on George Street from 12:00 to 2:00 p.m. on the first day of each orientation session. Their table is stocked with parking maps, CARTA maps, and free drawstring backpacks with the Parking Services logo for the incoming students and their families. The representatives also answer questions about parking and also make recommendations for alternatives to parking.

Fewer than 10 percent of students have permits to park on campus. Alternatives include walking, biking, and riding the CARTA buses. Orientations provide great opportunities to spend time talking about CARTA to students and parents. Once students know that they can get practically anywhere on one of the many CARTA routes, and that they can ride the bus for free simply by showing their Cougar Cards, they are much more comfortable leaving their cars at home.

Cougar Card Services

Summer is a busy season at Cougar Card Services. As a team of three, they produce 3,500 cards during new student orientation sessions. This includes inspection of government-issued identification, obtaining a signature on a Cougar Card agreement, taking a photograph, and producing a card. Each card is tested and filed for distribution on the afternoon of Day 2 at either Academic Advising or at the College’s bookstore. A presentation is made at each parent orientation session, and the office answers a multitude of questions from students concerning the features and benefits of the card program, as well as meal plan options. They connect new students to the campus, one card at a time!

Dining Services

Dining Services participates in the morning check-in session. They have a booth set up and answer numerous questions regarding how the meal plans work, the various dining locations on campus, what meal plans work best for each student, how meal plans can be changed, and, for off-campus freshman, where can students sign up for a meal plan.

A presentation is delivered at Physicians Auditorium during the parent session. Following the presentation, parents and students join Dining Services for lunch in Fresh Food Company. All of the managers are present during this time and help guide people around, find specific foods, talk to them about Dining Services, and answer any questions they may have about meal plans or the types of food that are served.

During lunch, Dining Services also has a table set up at the orientation fair on George Street. A representative answers questions, assists in meal plan choices, and helps with changes or sign ups.

Sustainability

Brian Fisher, Director of the Office of Sustainability, spends time with new students through a formalized talk. He speaks to each group of incoming students about the office and how they help prepare graduates to apply their education through the lens of sustainability. Brian explains how the office is designed as a hub for students to explore their potential through personal, professional, and academic development.

Interns with the Office of Sustainability also meet and interact with new students and parents directly, answering questions at their table during the orientation fair on George Street. This gives any interested students additional time for one-one-one time with representatives from the office. Interns provide an overview of how specific projects have been implemented on campus and can explain the student-driven approach.

Speaking at orientation is increasing the number of students expressing interest in the office, compared to last year. The opportunity to talk to parents, students, and faculty during these informative sessions is helping the overall goal to continue encouraging self-starting behaviors campus-wide.

While a majority of students are away from campus, enjoying their summer break, the work for staff members, particularly in the Division of Business Affairs, doesn’t cease. As most of you are aware, fiscal year end occurs on June 30. A series of emails have been distributed over the last several weeks to remind the College of cutoff dates for purchases and reimbursements. All outstanding purchase orders, invoices, travel authorizations, and reimbursements must be finalized by June 30. For specific cutoff dates, please refer to the summaries below.

PURCHASES FOR GOODS AND SERVICES THAT HAVE BEEN RECEIVED PRIOR TO JULY 1^ST

If goods and services ordered on a purchase order have been received, please remember to acknowledge receipt. If the order was placed via eProcure, you may record the receipt of goods and/or services online. If you have questions about eProcure processes, please contact Procurement at 953-5510 or by email to stevensonpj1@cofc.edu. In the event a purchase order was entered directly in Banner and was not entered in eProcure, please be sure to sign the receiving report, if applicable, and fax to Central Receiving at 308-6502 or send an email to Central Receiving indicating receipt. If you have received an invoice directly from the vendor, please email it to AccountsPayable@cofc.edu or fax it to the Controller’s Office/Accounts Payable at 953-5996.

PCARD PURCHASES RECEIVED PRIOR TO JUNE 30^TH

Please be reminded that the cut-off date for using your PCard for purchases was June 21, 2013. The cut-off date was established to ensure that your purchases can be received and paid from current year funds.

Any charges posted to the June 27, 2013 Visa card statement will be paid from FY2013 funds, although you will not receive your statement until approximately July 8.

If purchases are made and received during June and do not get posted to the June statement (it is important that you check your statement immediately upon receipt), you will have to make a written request to the Controller’s Office to accrue (or accumulate) those charges plus any applicable tax to be recorded as expenditures in the current FY2013. The accrual requested should include your name, total amount to be accrued, the index number to which charges should be accrued, and receipts dated prior to July 1 as back up to your request. Requests should be sent to Phyllis Singleton in the Controller’s Office. Requests to accrue must be made by 5PM on July 9. Payments for purchases not received on or prior to June 30 will be made from next year’s budget. Please keep in mind that the fiscal year “received”, not the fiscal year “ordered”, determines the fund year for payment.

Any charges made in June that require change of accounting information should be sent to Procurement by July 5. Please note that this is only for change of FOAP.  As noted above, requests for accrual should be sent to Phyllis Singleton in the Controller’s Office.  For those departmental liaisons reallocating via WORKS, please have your reallocations completed by July 5.

REIMBURSEMENT FOR TRAVEL EXPENSES

If you traveled between July 1, 2012 and June 8, 2013, and have not filed your reimbursement, please submit your reimbursement requests immediately. Please submit all travel reimbursements for the current fiscal year no later than June 25. All open travel commitments for the period July 1, 2012 through June 30, 2013 for which no reimbursement request has been received will be unencumbered in the system by July 3. Encumbrances for travel authorizations related to next fiscal year will be entered beginning July 1.

INTRADEPARTMENTAL TRANSFERS

To ensure the processing of all Intradepartmental Transfers (IDT’s) in the proper fiscal year, the Controller’s Office must receive all transactions no later than Friday, July 5. IDT’s received after July 5 will not be processed. State law prohibits paying for goods and services performed in one fiscal year from another fiscal year’s budget. Please be sure to complete all necessary information accurately and have all corresponding support for the transaction.

PREPAID ITEMS (GOODS AND SERVICES PURCHASED BUT NOT CONSUMED BY JUNE 30TH)

Although the State requires that goods and services be paid from the period in which the benefits are received, there are instances where goods or services – normally items such as rent, insurance and subscriptions – are paid in full but not fully consumed within the fiscal year in which they were paid. Generally accepted accounting principles require recording any unused portion remaining at year end as an asset, namely prepaid expenses.

In response to the State and accounting requirements noted above, expenditure  authorizations for subscriptions, memberships and conference registrations received in the Controller’s Office will be expensed to/paid from the departmental budget account according to the period in which the benefit is received.  The same is true for goods and services placed by purchase order.

Thank you to the Controller’s Office and the Office of Procurement for developing the summaries listed above. Thank you to everyone in the Division for your cooperation and effort in making the fiscal year end as smooth as possible.

Amy Orr, Business and Auxiliary Services

Briefly describe your role.

I am responsible for the agency’s real property leases as well as property and liability insurance, and I oversee management of the Copy Center and Sottile Theatre.  Additionally, I have budgetary responsibility for Parking Services and assist the director with the management of auxiliary contracts and other departments within the division.

What is the function of your department?

In addition to managing real property leases and insurance, our department is essentially responsible for running all of the “businesses” of the College including bookstore, food service, parking, copy center, mail services, Sottile Theatre, and Cougar Card.

How long have you been working at the College?

In July, I will celebrate my 17^th year of employment anniversary.

What brought you to the College?

I came to the College as a student in 1991, and it has been home ever since.

What do you like most about your job?

I like that my job is challenging and that every day is different.  And I also enjoy the people who I work with.

What are some of your favorite memories from the College?

I have lots of memories from the College – one of my favorite personal memories is watching my son participate in ECDC’s Halloween parade as a scuba diver when he was two years old.  One of my favorite professional memories is receiving approval to build the St. Philip Garage after months of town and gown forums and BAR meetings.

What are your hobbies and interests?

I love to run and take sunrise walks on the beach, and this summer I have been having fun playing basketball and baseball with my son. I have also enjoyed serving as a member of the Staff Advisory Committee and look forward to representing our division for the next two years.

What is something that your colleagues would be surprised to learn about you?

I have a passion for numbers!

The Office of Human Resources is pleased to announce a major upgrade to the PeopleAdmin Talent Management System, which will be implemented in early July. The upgrade will significantly improve the hiring experience for the applicant, hiring manager, and approvers.  In the next few weeks, HR will be providing employees with additional information and dates for demonstrations; however, listed below are some of the enhancements:

• Unique and separate interface to accommodate and facilitate faculty recruitment (Academic Affairs will be communicating additional information.)
• Enhanced and more efficient  staff position description and recruitment process
• Friendlier applicant portal
• More professional-looking web entry presence
• Consistent Windows-based menus and processes (including a working back-button!)
• Individualized and centrally located dashboards with reminders, tasks, and reports
• User choices and controls to individualize and accommodate user preferences

In addition to the Position Management and Recruitment modules, the Evaluation Module will also be upgraded. This module will be implemented in September in time for the 2013 Evaluation Cycle. HR is currently working with a focus group with representatives from each division and two  Staff Advisory Committee members to update the evaluation process and form. HR’s objective is to streamline the process while making it more meaningful and goal oriented.

HR appreciates your patience as it transitions to the new system and hope that this will result in positive changes for employees and applicants for employment.

Sottile Theatre partners with the Arts Management Program to provide hands-on experience for students.

Kelly Biscopink (Sottile Theatre) and Jeanette Guinn (Arts Management Program) recently teamed up to create a Sottile Theatre Shadowing Program for Arts Management students to gain up-close experience in a working theatrical venue. With over 15 Sottile shows to choose from (including Charleston Symphony Orchestra concerts, ballets, modern dance and touring productions), students were able to shadow one of five different theatrical jobs during a real performance day. From the Front of House/patron management side of Sottile Theatre’s operation, students were able to shadow Box Office Managers and Front of House Managers, seeing first-hand how to problem solve, deal with conflict resolution, and most importantly, provide a pleasant, welcoming experience for patrons. From a technical and backstage perspective, students shadowed stagehands responsible for lighting, audio, and running backstage/fly rail cues during a real show. Students were also able to shadow/assist Biscopink with the day-to-day coordination and scheduling efforts of the theatre operation to fulfill their class requirement.

The program started in mid-January and ended in April/May. Prior to the start of the shadowing program, Jeremiah Lewis, Sottile Theatre Technical Director, and Biscopink met with the Arts Management class and gave an overview of the various job positions, dress and safety requirements, and other information about working in a theatrical setting.

Approximately 25 students took advantage of the program, shadowing in one or more roles during the course of the program. Kelly, Jeanette, and Jeremiah hope to continue the program in coming years.