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Calendars

Internal Transfers

Parking for Employees

Tobacco Free Policy

Jeans Day

State Fleet Vehicles

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Calendars

Follow-up Contact Information:

The following responses were gathered from Ms. Christie Chernich, Office of Facility Operations and Mr. Josh Nichols, Office of Communications & Public Affairs. All questions or concerns can be directed to Mr. Nichols at 701-483-2847or joshua.nichols@dickinsonstate.edu

Timeline

Senator Loretta Heidt gathered information on the concerned question submitted March 2016. (Responses posted April 2016)

Summary 

The Staff Senate Thoughts and Concerns committee approached Christie Chernich and Josh Nichols regarding the concern submitted. From talking to both of them it is made clear that Ad Astra is a room reservation software and has nothing to do with the DSU online calendar. Reserving a room for an event and adding an event on to the DSU calendar is a 2 step process. Ad Astra is used to reserve rooms for multiple purposes, DSU events, non-DSU events as well as reoccurring events like meetings etc. Some of these may not be necessary to add to the DSU calendar.

Please see Ms. Chernich's response below:

About 3 years ago, roughly, Ad Astra was scheduled for an upgrade.  Before the upgrade took place, a lot of testing had to happen and we found that the upgrade would be delayed.  During this process, Marie Moe, Josh Nichols and I met, on several occasions, to discuss the possibilities of Ad Astra being capable of doing everything we needed it to do.  Ie. Putting information onto a TV system to be broadcast across campus, among other things. To my knowledge, Josh had conversations with some of the Ad Astra team discussing what we wanted.  At some point it was decided by someone, who, I am not sure, that he could pursue looking for and purchasing another calendaring system that would do what they wanted it to do and to be implemented as well as Ad Astra.  It is also my understanding that ALL event requests are supposed to come through my office to be scheduled.  This helps to keep rooms running smoothly and events to run without having multiple people making reservations and having overlaps.  The schedule I produce on a weekly basis is emailed to several people on campus, ie…Business Affairs office, Academic Records office, the Bookstore, TRiO/CAB advisor, Sodexo, and Office of Communications and Public Affairs.  This schedule is also available to anyone who has access to a computer and the Ad Astra link, which is everyone on campus.  My understanding is that because my schedule has everything from large events to very small recurring meetings, it was felt that my schedule was too large to publish on the TV screen and only certain events would be posted to the TV’s.  I do not make the decision of what is put on the TV’s nor do I maintain that system.  That system is maintained by Josh.  In regards to the system Josh maintains.  Since the 2 systems do not “talk” to each other, he had suggested that I also receive all the CalendarWiz requests.  Those are the requests that go on the tv.  When I receive those, I check to make sure I have the event already scheduled in Ad Astra and he then puts it on the TV screen.  To my knowledge this has been working well for the most part.  The difference is that not all of the requests that come through me go directly to him.  It is the requestor’s responsibility to make both requests for the event and for the TV.  I agree, that yes, we should have just one calendaring system for all of the DSU system and that it should be only a very small handful of people that have access to that system to make changes and reservations.  I am also very willing to work to help find a solution to this.  At this time, in Ad Astra, I currently have 4 people other than myself that have access and authorization to make reservations without having to come through me first.  Please let me know if you should need any further information in regards to this.  I hope this has been helpful.

Please see Mr. Nichols' response below:

I just want to remind every about the difference between the DSU public facing calendar (Calendarwiz) and the Facility Operations room scheduling calendar (AdAstra). As with any event coordination, there are multiple components requiring many interactions with various entities.  There are several pieces at play when coordinating an event at DSU as well.  Venue, food/beverages, promotion, advertising, and so on.  In an effort to reduce confusion and ensure key elements are not missed, the Office of Communications and Public Affairs offers an Event Checklist Tool.  You will find this tool here: www.dickinsonstate.edu/eventchecklist

In regards to the facilities and public facing calendars,  each require their own submission process.  Reserving a room with AdAstra DOES NOT automatically add the event to the public facing calendar. To request the event be added to the DSU events calendar, visit the main calendar page (www.dickinsonstate.edu/calendar) and click the "Suggest Event" button in the top left corner. Fill out the form and submit for approval.

Submitting a request for an event listing on the public facing calendar DOES NOT automatically reserve a room for the event. If you have not contacted DSU Facility operations regarding your room reservation, please do so as soon as possible to ensure that you have secured the proper venue prior to beginning the promotional process.  Last minute venue changes can cause confusion for attendees and could be costly and/or time consuming if promotion has already begun.  To check venue availability and to request a room, you can use the AdAstra request from.  Please note that all forms are located on the homepage next to the calendar system. If you have additional questions or require assistance regarding a DSU facilities request contact Facility Operations directly.


DSU Event Calendar Features:

  • Interactivity: Now you have the option to interact with the calendar more than ever.  
    • Filter by defined categories or popular venues. 
    • View items in month, week, day, or list format.
    • Export a custom event report by date and/or category.
    • Share an event via social media with a quick click
    • Print or email an event listing with ease.
    • Download an .ics file to integrate with your own calendar.
    • Set a reminder to email you prior to the event.
    • Search for events.

Documentation

Additional Instructions for Calendarwiz

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Internal Transfers

Follow-up Contact Information:

The following responses were gathered after speaking with Ms. Gail Ebeltoft in HR. All questions or concerns can be directed to Ms. Ebeltoft at 701-483-2530 or gail.ebeltoft@dickinsonstate.edu

Timeline

Senators Jessica Dowhaniuk and Perzen Polishwalla met with Ms. Ebeltoft to gather information on the following questions. Senators Dowhaniuk and Polishwalla wrote up the responses and got them verified by the Office of Human Resources October 2015. (Responses posted November 2015)

Summary 

The Staff Senate Thoughts and Concerns Committee was contacted with questions regarding internal transfers. Further clarification was needed on how the process works, who should be notified and or if references from current supervisor is needed. We have broken down each question asked and have the corresponding responses below:

  1. Are staff allowed to apply for another open position on campus during their 6 month probationary period?

Yes, as per the Human Resources department on campus, the staff member will not be in any violation if they decide to apply for another open position on campus during their 6 month probation period.

 

  1. Are they to obtain approval from their current supervisor to apply for a new position? If so how is this communicated?

The staff member is highly encouraged and it is deemed best practice to let the current supervisor know that they are applying for another position but are not required to. Transferring during the 6-month probationary period the staff member has to give a week’s notice.  When there is an internal transfer, HR encourages the two unit supervisors to work together to establish the best transfer date.  Usually, the supervisors agree on two weeks, but it can be shortened or lengthened depending upon the needs of each unit.  Supervisors are usually very understanding of each other’s needs.  When a probationary employee transfers to a new position, the new supervisor completes the 6 months probationary evaluation.  

 

  1. Will the hiring committee consult their current supervisor for a reference prior to offering them a position?

In all cases it is important that the candidate is hired through an open and competitive search.The search committee may call or request a written recommendation from the current supervisor if the candidate has given permission to the search committee to contact the current supervisor. It is important to note that all candidates are asked in the application if the search committee can contact the current supervisor. If the candidate marks a “NO” the search committee cannot ask for any reference from the current supervisor.

As with external hires, internal transfers are authorized by the President.  The transfer recommendation is written by the supervisor who is requesting the transfer of an employee.  The supervisor sends the recommendation to his/her vice president or executive director.  That person signs and then sends it to the President for his review and approval. Only candidates that have been hired through an open search can be internally transferred.

 

  1. How will it be communicated to the current supervisor that the employee will be offered a new position on campus?

It is the employee’s responsibility to communicate to the current supervisor that they have been successful at finding another position on campus.  It is important that the supervisor knows promptly so that they can post the new vacancy.  In my opinion, it is common courtesy.

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Parking for Employees

Follow-up Contact Information:

The following responses were gathered after speaking with Mr. Jack Schulz, Director of Security and Emergency Management at DSU. All questions or concerns can be directed to Mr. Schulz at 701-483-1068 or jack.schulz@dickinsonstate.edu

Timeline

Senator Loretta Heidt followed up with Mr. Schulz about an additional concern regarding parking submitted April 2016. (Response posted April 2016)
Senator Loretta Heidt met with Mr. Schulz to gather information on the concerned question submitted December 2015. (Responses posted January 2016)

Summary 

The Staff Senate Thoughts and Concerns Committee was contacted with a concern involving enlarging parking spaces behind May Hall (by the bandroom). At one point there was a parking space removed on the south end of that parking area. Would it be possible to reclaim at least half of that space back and widen the remaining parking spots? It is extremely tight to park full size vehicles in that area without worrying about either giving or receiving a door ding when people get in or out of their vehicles. Please see Mr. Schulz responses below:

  • We are looking at a number of different options in parking for the upcoming year.
  • One of those options includes a re-stripping of the driving and parking areas on campus.
  • We will look at making some areas larger for oversized vehicles at that time.
  • In the interim there are areas in Wienbergen Lot that can accommodate oversized vehicles.

The Staff Senate Thoughts and Concerns Committee was contacted with a concern involving designated parking spaces for Resident Directors of Selke Hall, DeLong and Woods and not for other DSU employees. Please see Mr. Schulz responses below:

  • Resident Directors have been assigned 2 parking spaces at Selke and DeLong Halls and 1 at Woods Hall.
  • These staff are not only employees of the university, but also have their primary residence on campus located in the respective halls.
  • The spots were allocated based on current need of the Resident Directors & their families at each Hall and placed in locations similar to your own driveways or parking spots assigned in your apartment lot.
  • This practice is similar to other Universities I have spoken with, with the following exception.
  • All Staff (Faculty & Employees) Permits are given to our Staff at no charge.
  • Parking at other Universities in the Midwest for Staff Permits is somewhat different, ranging from $250.00 a year to over a $1000 per semester dependent on which parking area you are assigned and which University you are employed by.
  • This seems to make our parking program for staff a bargain.
  • The Security Vehicle has assigned parking for faster response time in case of emergencies.
  • There are no other specifically assigned spots on campus.
  • Currently there has been no need for additional parking designated for faculty and staff. The Scott/Weinbergen parking lot has consisted of many open parking spaces at any time during the working day.

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Tobacco Free Policy

Dickinson State University is a tobacco free campus. The responsibility for the enforcement and communication of the tobacco free policy rests with all members of the university community. Visitors, contractors, and other individuals on campus who are in violation of the policy should be reminded of the policy and asked to comply by discarding the tobacco product.  All staff, faculty, and students violating the policy should be reminded of the policy and asked to comply as well. If you have concerns with the Tobacco Free Policy, please contact your immediate supervisor.

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Jeans Day

The purpose of weekly Friday "Jeans Day" is to support the Staff Senate general fund, the Staff Senate Scholarship fund, and the quarterly Staff Senate donation to a Dickinson charity. Employees are encouraged to donate $1.00 each Friday to wear jeans, so that these funds can be supported.

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State Fleet Vehicles

Follow-up Contact Information:

The following responses were gathered after speaking with Mr. Mick Riesinger, Director of Facility Operations at DSU. All questions or concerns can be directed to Mr. Riesinger at 701-483-2389 or Mick.Riesinger@dickinsonstate.edu

Timeline

Senator Loretta Heidt met with Mr. Riesinger to gather information on the concerned question submitted November 2015. (Response posted January 2016)

Summary 

The Staff Senate Thoughts and Concerns Committee was contacted with a concern involving the cleanliness of State Fleets.  Please see Mr. Riesinger’s responses below:

  • State fleet vehicles that are returned in the scheduled time that they are reserved for should have the fuel filled and personal items/trash removed from the vehicle. Facilities checks over these vehicles for damages, cleans them as needed and services accordingly. What does happen occasionally is that vehicles do not always get returned promptly that are reserved for another party and by the time that Facilities gets them, the vehicle is going back out on the road.
  • This is the first actual concern that I am aware of in several years about cleanliness and should this occur, Facilities needs to be aware of it so that we can address the problem with the previous driver. It is also important that vehicle keys are returned promptly and if a driver comes in late in the day, just drop keys in the lock box on the front of the shop.

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