June 2012

Cellular Device Workflow Now Available


The electronic workflow authorization for employees authorized to have a university cellular device is now operational and should be used for fiscal year 2013 authorizations. The workflow is available in FlashLine, in the Workflow & Utilitieschannel on the My Action Items tab.

Since this is the first year of the workflow, there will be no renewals; all employees who have a university-owned cellular device or receive a stipend must complete the workflow as a new authorization. The workflow must be completed, including all required approvals, by June 22. The paper forms used in previous years should not be submitted.

Instructions on how to complete the online workflow will be reviewed during the June 14 BAS Forum. Open informational sessions will be held on Friday, June 15, at 1:30 p.m. and Wednesday, June 20, at 11:30 a.m. All meetings will take place in Room 103 in Stewart Hall.

Please refer to the article in the May issue of Management Update for more details on the requirements for having a university-owned device or receiving a stipend.

Questions regarding cellular device authorization in general should be directed to Procurement at 330-672-2276 orprocurement@kent.edu. Questions regarding authorization for employees paid from a sponsored project should be directed to Debra Leonard at 330-672-0988 or dleonard@kent.edu.


Kent State Prepares to Welcome Podiatric College


On July 1, the Ohio College of Podiatric Medicine will become a part of Kent State University and will be known as the Kent State University College of Podiatric Medicine (KSUCPM).  As a result of the merger, Kent State must make some changes to its policy register and to the current list of job classifications. Please see the information below and share it with your staff. 

Proposed Policy Changes
The addition of the podiatric college to Kent State will require some changes and additions to the university’s personnel policies regarding job classifications at KSUCPM, unclassified hourly employees and use of the tuition waiver at the podiatric college.

An email outlining the proposed policy changes was sent to all faculty and staff on June 1. View the notice.

Questions should be directed to Mike Pfahl, associate counsel, at 330-672-2982 or mpfahl@kent.edu.

New e-classes
Employees who run Cognos reports should be aware of new e-classes that have been established for KSUCPM employees. The e-classes will be effective on July 1, but may be showing up in reports before that date. The new classifications are only for KSUCPM employees; classes remain the same for faculty and staff at all other Kent State campuses. The new e-classes are:

  • F6 -    Full-time, professional faculty
  • F7 -    Part-time professional faculty
  • U4 -    Full-time unclassified, hourly
  • U5 -    Part-time unclassified, hourly
  • U6  -    Full-time, unclassified, salaried
  • U7 -     Part-time, unclassified, salaried

For more information on the new e-classes for faculty, contact the Office of Academic Personnel at 330-672-2220. Information on the staff classifications is available from the HR Records department at 330-672-2901.


Affirmative Action Office Has a New Face


Pamela Fitzgerald has joined the Division of Human Resources as the new Affirmative Action coordinator. Fitzgerald has been with Kent State since 2009 and most recently was a special assistant in the Office of the General Counsel. Previously, she was an investigator for the Ohio Civil Rights Commission. She will be responsible for investigating reports of unlawful discrimination and sexual harassment and coordinating the university’s annual Affirmative Action Plan.

The Affirmative Action Office is located in Terrace Hall. You can contact Fitzgerald at 330-672-2038 orpfitzge3@kent.edu.


Post Office Makes Changes to International Mail Rules


Mail Services wants to make sure that departments are aware of some recent changes in the regulations for international mail. The United States Postal Service (USPS) will no longer accept packages being sent to APO, FPO or international addresses that contain items with lithium batteries.

In addition, Mail Services is no longer allowed to accept packages going to an APO, FPO or international address if the customs form has been filled out manually, or if the package has stamps on it.  All packages that require customs forms must now be done online (use USPS Click-N-Ship method at www.usps.com/ship/customs-forms.htm) and the forms printed off and presented with the package at the time of mailing.

Mail Services will no longer have customs forms available. Departments should complete the customs form online and then attach it to the package without blocking or covering the outgoing mailing label. The department index number should also be included.

Packages being sent by departments that use stamps or a manual form will be returned by Mail Services and the client will need to take it to a retail service counter at a post office. 

If you have questions, please call Steve Finley, manager of Mail Services, at 330-672-8703.


Don’t Forget the Fiscal Year-End Deadlines


Managers and supervisors should have received information from the Controller’s Office regarding the cut-off date for financial transactions for the current fiscal year, which ends on June 30. The deadlines for receipt of information can be found online. The Controller’s Office appreciates timely submissions of documents to ensure that a timely year-end cut-off has occurred.

Expense Reimbursements
Information on fiscal year deadlines for submitting electronic expense reimbursements is also available at the above website. Travel and/or miscellaneous expenses incurred on or before June 30 are considered fiscal year 2012 activity. To ensure these expenses are recorded in the appropriate fiscal year, expense reimbursements must be approved by the final approver on or before June 29, 2012.  Any expense reimbursements in draft status or submitted but not approved by this date will not be processed as fiscal year 2012 activity.     

Travel and/or miscellaneous expenses that span both fiscal years and/or incurred after June 30 should be considered new fiscal year activity.  Therefore, these expense reimbursements should be processed and approved after June 29, 2012.     

If you have questions, contact the Accounts Payable department at payments@kent.edu.

KSU Foundation
The KSU Foundation reminds department heads that June 20 is the deadline to submit any funding requests for the current fiscal year. This will ensure that the transfer of Foundation funds to a university index will be recorded in FY 2012. All requests must be submitted using the Foundation Funding Request form and must have the appropriate signatures and documentation.  For more information, contact Yvonne Lee at 330-672-1077 or Mary Kay Hluch at 330-672-0420.


New Employee Discount Available


Just in time for summer fun, Kent State has joined the Best Benefits Club (BBC), which offers discounts to hundreds of recreational activities and locations in Ohio and throughout the United States. Kent State faculty and staff can take advantage of the BBC offerings and save money throughout the year on everyday needs and family fun.

Examples of discount prices for destinations and activities include: Cedar Point, Kings Island, Great Wolf Lodge, the Cleveland, Columbus and Akron zoos, Regal, Cinemark and AMC theatres, Playhouse Square, Cleveland Indians games and much more.

BBC is easy to use. Just visit www.bbcmember.com and use kent410 for the password. Once logged in you can search for a discount by activity or location, and follow the instructions to access the discount or purchase tickets. For questions about the program, contact BBC at 330-273-5756.


Unclassified Performance Evaluation Period Began April 9, 2012


Don’t forget that the unclassified performance evaluation period runs through June 6. Managers and supervisors received email notification in April, with detailed information regarding the process.  As you complete the process, please keep the following tips in mind:

  • You can log in to your evaluation homepage at https://videsktop.kent.edu/viEvalHomepage/login.aspx to complete unclassified evaluations for your direct report(s).
  • All performance evaluations must have an overall rating, including the narrative evaluations. You should use the following rating scale:

-- Outstanding: Objectives and standards are clearly and substantially surpassed.

-- Exceeds Expectations: Frequently exceeds job requirements; makes contributions well beyond  job demands.

-- Meets Expectations: Performance is what is expected of a fully qualified and experienced person in this position.

-- Approaches Expectations: Objectives and standards are generally met, but full results are not totally achieved.

-- Unsatisfactory: Objectives and standards are consistently not met; consistently fails to meet performance expectations.

If you have questions, please contact Karen Watson, employee relations manager, at kswatson@kent.edu or 330-672-4636; or Sandra Cole at scole3@kent.edu or 330-672-7501.

Dates to Remember:
National Caribbean American Heritage Month
Lesbian, Gay, Bisexual and Transgender Pride Month
June 6 D-Day
June 14 Flag Day
Summer I and Summer II classes begin
June 17 Father’s Day
June 20 First day of summer (summer solstice)
July 4 Independence Day (University closed)


Tell Us What You Think


This e-newsletter is designed to keep you, the managers and supervisors, informed.  Please take a few minutes to let us know what you think of it, along with any comments or suggestions. You may contact us atmanagersfeedback@kent.edu. We look forward to hearing from you.

For information about events and programs for university employees, please check out the Faculty and Staff calendarand share the information with your staff.

POSTED: Tuesday, June 19, 2012 - 4:37pm
UPDATED: Monday, February 22, 2016 - 4:34pm