Introduction
Welcome to the University Libraries of the University of Toledo.
This Library Faculty Orientation Manual has been prepared by the Faculty Affairs Committee to introduce you to the people in the University Libraries and various forms and procedures used by the Library Faculty.
This Manual is divided into several sections. The Getting Started section contains information you will find useful almost immediately. Other sections contain information relating to various procedures within University Libraries and the University.
This “Checklist” is a useful reminder of items and contacts of which you should have immediate need.
Some linked items are documents on the Library's 'L:' drive. Please see the Library Systems department (x2834) to map this shared drive on your computer.
The Rocket Card is the official University of Toledo Identification Card. The Rocket Card also serves as your Library card and can be formatted for use as a debit or photocopy card. To obtain your Rocket Card, ask the Business Services Manager for the appropriate letter that details the necessary information for billing and backdoor access to the Library. Take this letter and a picture ID to the Campus Card Office in Rocket Hall. Your Rocket Card will take approximately 5 minutes to process and print. More information about the Rocket Card, including procedures if lost or stolen, can be found at http://www.rocketcard.utoledo.edu/
Campus Card OfficeParking permits are obtained through Parking Services. The faculty/staff permit is displayed as a rear-view mirror hand tag. All faculty members need to obtain their permits through the online web page. The web form accepts payroll deduction only. Additional information, including designated faculty/staff parking areas, payment methods, etc., can be found at http://parkingservices.utoledo.edu/
Parking ServicesKeys are available for Library doors, e.g. office area doors, staff lounge, and some classrooms. The Business Services Manager will issue a Key Control Form which the Dean needs to sign. Take the form to the Key Control Center in the Plant Operations Building . Keys for desk drawers and filing cabinets may be obtained from the Business Services Manager.
Key Control Center
1090 Plant Operations Building
Phone: (419) 530-1400
FAX: (419) 530-1401
Faculty may update their directory listing using the form at https://utssl.utoledo.edu/employees/Login.asp.
You may suppress your home address and telephone information from the directory using this form. Changing faculty rank and department requires the Department Chair to submit a personnel action form.
On campus calls can be made by dialing the last four digits of the phone number. To make a local call, dial 9, then the 10-digit phone number including the area code. To make a long distance call, dial 9, 1, then the 10 digit phone number. Keep a log of long distance usage. The Business Services Manager reviews the long distance bills and will question any personal or unusual activity from your extension.Voice Mail service is available for each phone extension. Please see http://telecom.utoledo.edu/Faculty%20&%20Staff%20Voice%20Mail.asp for details on setting up and using the service.
Rocket TelecomYour office is equipped with a computer. Our Library Systems Technician will assist you in establishing a network account and orienting you to the network. The Library Systems phone number is x2834.
Color Printing is available from your office computer. Please ask the Library Systems Specialist to connect your computer to the color network printer.
For more information see: http://www.eit.utoledo.edu/faculty-staff.asp
Business Cards
Official University of Toledo business cards are coordinated through Marketing & Communications. For more information, see: http://myut.utoledo.edu/content/depts/mktandcom/.
Smoke-Free Policy
The University’s smoke-free policy was developed for the following reasons:
Failure to comply with the policy will result in disciplinary action.
See the policy website for more information: http://www.utoledo.edu/policies/administration/safety_health/pdfs/v_8_3.pdf
Room Reservations
| Rooms | Contact Person |
|
1025, 1027, 1035, 1009, 2053 |
Kathy Hall, Information & Instruction Services |
|
Canaday Center |
Barbara Floyd, Director of the Canaday Center |
|
Dean’s Conference Room |
Tyna Derhay, Secretary, Office of the Dean |
Photocopiers & Fax Machines
Two photocopy machines are available for work-related faculty use. One is located in the Information & Instruction Services area and the other is in the Interlibrary Loan area. Large quantity copying jobs should be printed at the University Print Shop. Please contact the Business Service Manager for details.
Fax machines are available for faculty use. FAX machines are located in the Interlibrary Loan area and in the Dean's Office.
The University of Toledo is committed to providing its employees a competitive, cost effective and innovative program of employee benefits. The benefits are reviewed periodically and, accordingly, are subject to change. Current benefits include, but are not limited to:
New faculty will be given an orientation to the benefits package by the Human Resources Office and receive more information at that time. If you have not had such an orientation, please schedule one.
Office of Human Resources
Transportation Center, Suite 1100
419-530-1480
Payroll checks are issued every other Friday (26 per year) and can be obtained at Carlson Library from the Dean’s Secretary on the morning of payday. At the LRC, faculty receive their paycheck from an LRC staff member. Because transactions such as automatic insurance and other deductions occur 24 times a year, two of the paychecks may contain larger net amounts. If payday falls on a holiday, check are issued in advance of the holiday.
Checks may be automatically deposited in a bank each pay period (‘Direct Deposit’) by supplying the Payroll Office with the appropriate financial institution name and account number.
If you want a check sent to a particular address when out of town, on vacation, or on sabbatical leave, it is necessary to leave a pre-address stamped envelope with the Payroll Office by noon on the Monday preceding the pay date!
Paid Holidays include: 4th of July; Labor Day; Veterans Day; Thanksgiving; Day after Thanksgiving; Day before Christmas Eve; Christmas Eve; New Year’s Eve; Martin Luther King Day; and Memorial Day
More information can be found at: http://payroll.utoledo.edu/
Payroll Office
Rocket Hall, Room 1700
Phone: (419) 530-8786
Fax: (419) 530-8787
Faculty, spouses, dependents, and retirees are eligible to take 6 to 8 credits at a reduced cost. A general overview of the fee waiver benefit is available from HR. For UT's policy on payment of fees, including limitations see the University policy manual.
To request a fee waiver:
Determine that you, your spouse, or dependent are eligible.
Complete the “Request for Fee Payment” form available from the Dean’s Secretary.
Obtain approval and signature from the Dean.
Send (or take) form to the office of the Vice President for Academic Affairs.
Absences & Leaves
Absence from one’s job may be for several different reasons. All absences, for whatever reason, should be reported to one’s department head in advance, except of course in the event of a sudden emergency or illness. In almost every instance, a form explaining the absence will have to be filled in, or a letter to explain the absence. For a more detailed explanation of the university’s policy on leaves of all types, see http://humanresources.utoledo.edu/employment/leavesofabsence.asp and http://www.utoledo.edu/policy/index.asp?id=58.
Sick Leave & Medical Appointments
Medical appointments should be reported to one’s department head in advance. An Absence Report form must also be filled in and returned to your department head. More information on sick leaves is available on the HR website.
Brief A brief illness such as a cold, virus, etc. requiring just a few day’s absence should be reported to one’s department head within the first half hour of the morning of the absence and each succeeding day thereafter. (This includes absence to take care of an immediate family member who is sick, or upon the death of an immediate member of the family.) Upon returning to work, an Absence Report form, obtainable from the Dean’s Secretary, should be filled in and returned to your department head.
Lengthy The University of Toledo has a generous sick leave policy which is determined on an individual basis. If a person knows in advance that he/she must have surgery and be away from work for a lengthy period of time, it is suggested that a letter be written and sent to one’s department head with a copy to the Dean of Libraries stating the nature of the illness, the reasons for the surgery, etc. and the length of time one anticipates being away from work. A letter from one’s doctor is also suggested. This applied to members of one’s family also where one must take time off from work to care for the family member.
Vacation Leave
University of Toledo faculty with 52 week contracts are entitled to vacation with pay. Vacation is accrued at the rate of two (2) days per month or 24 working days per year (including during the first year).
When planning a vacation of more than one day:
Coordinate vacation times with the appropriate coordinator or director.
Obtain an Absence Request Form (yellow half-sheet) from the Dean's secretary.
Fill in all the information requested on the form.
Forward to Department Chair (or supervisor for visiting instructors).
If the dates are acceptable, the department chair will forward it to the Dean. The Dean will sign the form and forward it on to the Dean’s Secretary for a verification of the number of days you are entitled to. If the number corresponds to the record of vacation days earned, your name and dates of vacation will be placed on a calendar designated for that purpose and a copy of the form will be returned to you.
To take a one day vacation, paper approval is not necessary. Email notification to the Dean with the Dean's secretary copied is preferred. The employee's Department Chair (or supervisor for visiting instructors), coordinator or director, and his or her administrative assistant should also be notified.
To take a partial day or comp day, no pre-approval is needed.
In all cases, an Absence Form should be completed to record your hours used.
For information on payment for unused vacation for employees who leave university employment, see http://humanresources.utoledo.edu/employment/exitemployee.asp.
More information on Vacation can be found at http://humanresources.utoledo.edu/employment/vacation.asp.
Jury Duty
Faculty who are called for jury duty or subpoenaed by any legislative, judicial, or administrative tribunal, will be allowed time away from work with pay for such purposes. Instructional staff shall present a copy of the appropriate notice to appear to their department chairperson or other immediate supervisor and, when possible, do so at least three (3) work days prior to the date the instructional staff member is to be absent from work. Upon returning to work, the instructional staff shall verity his or her appearance.
Sabbatical Leave
University Faculty shall be eligible to take a sabbatical leave in the faculty member's seventh or later year of full-time service and again every seventh year after receiving a sabbatical leave. Please see: http://www.utoledo.edu/policy/print.asp?id=58 for details.
Leave of Absence – Unpaid
An unpaid leave of absence may be granted upon request to the department head. A note to that effect should provide the dates requested and a brief explanation. If approved by your department head, the request will be forwarded to the Dean of Libraries for review and recommendation. The deans approval will be forwarded to the Provost for consideration. Final approval must by obtained by the President and the Board of Trustees. You will be notified of the President’s and Board’s decision.
Travel for the purposes of official university business, and for continuing education workshops, conferences, and research trips also requires approval.
When planning travel of more than one day:
Coordinate travel times with the appropriate coordinator or director.
Obtain an Absence Request Form (yellow half-sheet) from the Dean's secretary.
Fill in all the information requested on the form.
Forward to Department Chair (or supervisor for visiting instructors).
If the dates are acceptable, the department head will forward it to the Dean. The Dean will sign the form and forward it on to the Dean’s Secretary. Your name and dates of travel will be placed on a calendar designated for that purpose and a copy of the form will be returned to you.
For business travel of one day, paper approval is not necessary. Simple email notification to the Dean with the Dean's secretary copied is preferred. The employee's Department Chair (or supervisor for visiting instructors), coordinator or director, and his or her administrative assistant should also be notified.
To take a partial day, no pre-approval is needed.
Travel for the purposes of official university business, and for continuing education workshops, conferences, and research trips, is eligible for partial or full funding support. The following procedures should be followed when planning to travel off-campus.
At the beginning of the school year, the Library's Faculty Continuing Education Committee will request that all faculty estimate their travel for the year and submit a Faculty Travel Request form for tenure track or visiting faculty to the committee. The Committee must approve reimbursement for the requested travel and will inform you of the amount that has been awarded to you. The Dean, at his or her discretion, may provide supplemental travel support for the purpose of conference presentations at the national or international level. Toward the end of the school year, the Continuing Education Committee may call for additional travel requests if there are unspent funds to distribute.
When requesting prepayment of registration fees (such as for a conference), submit two completed copies of your registration form with the Individual Reimbursement Request form to the Dean's office. Keep in mind that you must allow sufficient lead time for the University to issue a check.
While away, you should save all of your receipts (transportation, lodging, etc.) to be submitted with your reimbursement request. Receipts for taxi fares and meals are not necessary. In general, meals are covered by the University at a set per diem rate. See http://accountspayable.utoledo.edu/Documents/Domestic_Per_Diem_2005_July.pdf for the per diem schedule. Lunches for one-day trips in-state are not reimbursable.
If you are using your own vehicle for travel, mileage reimbursement is 51 cents per mile. The library has set the mileage reimbursement amount for Columbus at $65.
Upon your return to campus, complete the Individual Reimbursement Request form with the amounts you are requesting to be reimbursed. Photocopy receipts for your file. Then submit the form and all of your original receipts to the Dean's business services officer. If funds have not been approved, there is no need to submit the Individual Reimbursement Request form.
For the university's policy on travel see http://www.utoledo.edu/policy/index.asp?id=119 and for Accounts Payable guidelines see http://accountspayable.utoledo.edu/Travel.asp.
Human Resources has established the Exit Process to provide a uniform exit clearance procedure for all University of Toledo employees upon termination of employment. The information at http://hrtest.utoledo.edu/employment/exitprocess.asp applies to all employees who have decided to resign or retire from University employment. Please check with the Library's Business Manager for additional information.