Vol. XXXVIII, No. 30, August 10, 2009

This Week at Valencia

Monday, August 10

Professional Leadership Team, 2 p.m., CJI

Tuesday, August 11

Career Program Advisors, 9:30 a.m., Osceola Campus, 3-319H

Wednesday, August 12

College Operations Council, 9 a.m., West Campus, 6-202

Hiring reminder for supervisors and managers: newly hired part-time hourly and institutional work study student employees should never be allowed to begin working until Human Resources has cleared them to do so. The hiring supervisor must receive written authorization from Human Resources before placing a new employee on a work schedule or allowing them to start working. Supervisors or Managers should contact Human Resources at ext. 8033 if they are in doubt about a person's eligibility to work.

Been looking for a previous HR note? Find them all posted on the HR website, http://www.valenciacc.edu/HR/hrnotelist.cfm. The June (#94) issue is titled "What You Need to Know About Advertising for Any Position" and the July (#95) issue is titled "Workplace Behavior Issues and Discipline Practices." Please contact Human Resources at ext. 8033 if you have any questions.

News from Procurement

Valencia Community College Contracts and Agreements - All agreements, contracts, and other such documents shall receive a legal review and approval as to form by the college attorney prior to their execution and delivery to external agencies and entities unless there is no substantive change from a previously reviewed and approved form.

No agreement, contract, or other such document shall be executed by any person on behalf of the College which contains any provision for indemnification by the College to any person or entity without the legal review and approval by the college attorney.

The contract or agreement will be on file in the Procurement department, and a fully executed copy will be available for the Department and the external entity.

Please refer to the College Policy 5-07 for additional information.

Using State of Florida Contracts - When requesting purchases from State of Florida contracts, please have the vendor reference the contract number on their quotation and enter the contract number on your requisition. Procurement will verify the contract number, items ordered, and expiration date to insure proper documentation for audit reviews.

Copier Codes - With the refresh of new multi-functional devices, we are installing collegewide departmental copier codes on every unit. Example: OIT is a collegewide account and therefore has one copier code for their department. That code can be used at the Downtown location, on East Campus as well as West Campus-their home base. New installs are also going to a 5-digit code.

If you need a code loaded on a MFD unit, please contact Mary Ellen Davies at ext. 5527. You will need the System ID number on the unit and your reporting department Index.

Moving of Copiers - College copiers (or multi-functional devices) are collegewide property. If your department is moving to a new location and you have a copier in your area, please contact Mary Ellen Davies at ext. 5527 with the specifics. In many cases the copier can be moved with the department. However, since many of the units are leased, we would prefer that the vendor, Seminole Office Solutions move the unit and re-install. This way the college is protected should anything happen in the move.

Freight / Discount on Banner Requisitions - Entering freight and vendor discounts on a Banner Requisition is easy! Use the Discount field to enter any discount the vendor is giving you.  The amount should be in dollars and will be subtracted from the total. Use the Additional field to enter any freight. If you are not sure of how much the freight will be, you can leave the field blank. Accounts Payable can add the freight listed on the invoice, provided there is money in the Index/account used.

Never create a line in Banner with a unit price of ‘0’.  This will only cause errors in the system.

OIT Outlook Tip-of-the-Week: Using RSS Feeds

If you have seen the mail folder in your Outlook call RSS Feeds and are not sure what it is for, you are not alone. RSS Feeds are “Really Simple Syndication.” Doesn’t tell you much does it? In a nutshell RSS feeds actually pull timely up-to-date data from sources that you might normally go out to the Internet for.  But, you have to subscribe to the feed.

In these tips we are always referring you to the FAQ at http://valenciacc.edu/oit and asking you to click on Top FAQ. 

This lists the top rated six FAQ's we have published. We have now added a link to allow you to subscribe to the RSS Feed from the FAQ’s. Anytime one is updated it will show up in your RSS Feeds folder in Outlook. If the content will be helpful to you, you will have it as a quick reference. If it does not pertain to you simply delete the FAQ article.

For more Tips and How To’s click on the TOP FAQ at valenciacc.edu/oit.

August is National Immunization and Prostate Awareness Month.

Are you up-to-date on your immunizations? It is important to get the right vaccines in the right doses at the right time.Immunization is one of the most effective ways to protect children and adults against many common infectious diseases.The two primary reasons for getting the vaccines are:

• To protect yourself. Even if we think the likelihood of exposure to the disease is small, the diseases still exist and anyone who is not vaccinated is at risk of infection.
• To protect those around us. There is a small percentage of people who cannot be vaccinated for medical reasons, such as those with severe allergies to ingredients in the vaccine or those that do not respond to the vaccine.These people are susceptible to disease and rely on the people around them to be vaccinated.

The Center for Disease Control and Prevention (CDC) have immunization schedules listing the vaccines, the ages when each vaccine or series of shots should be given and recommended vaccines when traveling to foreign countries. For more information on immunization schedules, please visit www.cdc.gov/vaccines.

Information on Prostate Awareness Month will be coming next week.

A Warm Welcome to These New Full-time Employees

Yesenia Marichal, instructional assistant, sr., English, Osceola Campus, mc 6-6, ext. 4903

Jamy Chulak, professor, Respiratory Care, West Campus, mc 4-14, ext. 5477

Karen Cowden, professor, College Reading Prep, West Campus, mc 4-11, ext. 1024

Kimberlee Harvey, professor, Respiratory Care, West Campus, mc 4-14, ext. 5477

A Fond Farewell to Retiring Full-time Employee

Gayle Moody, East Campus, retiring 11/12/09