Staff Resources and Support

The Division of Student Affairs developed the standards below to to clarify expectations, limits, and responsibilities within the division.

1.1 Adjunct Teaching Opportunities
1.2 Staff Professional Development
1.3 Relocation Assistance
1.4 Travel and Entertainment
1.5 Dress Code
1.6 Extra Compensation
1.7 Staff Retirement or Separation

View all Division Standards

Importance of Performance Appraisals

The performance appraisal process allows for formalized feedback, both from the supervisor and the supervisee in a real-time opportunity for them to talk about the job responsibilities to do continual improvement, or address problems before they become larger issues. It also allows for engagement and development conversations to promote the personal and professional growth of staff at all levels – a formal way supervisors can have intentional conversations with their staff about the things they’re doing well and where they can grow other skills. Additionally, supervisors and VPLT use performance appraisals to support annual merit conversations for staff.

It’s also a time for employees to identify roadblocks that may be preventing them from being successful. Think about the following questions:

• Do you have the appropriate resources and support you need to be successful in your role?
• What is it that would help you be more successful in your role?
• Do any expectations need to be recalibrated?

Timeline

Time Period	Description	Deliverable
January Current Year	•Deadline for current year performance evaluation conversations •Goal setting for the calendar year (optional)	•VPLT collects final evaluations for their employees •Staff and supervisors complete goal setting (optional)
May	Supervisors conduct mid-year performance conversations with their staff centered around appraisal document.	Supervisors recap the conversation into a single paragraph or two and share via email with direct reports after the conversation.
December	After receiving self evaluation, supervisors hold annual evaluations with staff and complete the performance appraisal document.	Employees review the electronic copy of the appraisal and complete self-evaluation according to supervisor’s deadline.
January Following Year	Final documents are submitted to VPLT rep by the end of the month for merit conversations in February.	Supervisors submit final documents including employees signature to their VPLT rep by January 31st.

 

Goal Setting

Goal setting aims to identify professional accomplishments or skill building to work toward. Research shows that if staff are actively engaged in working towards goals within their role, they’re more engaged with the organization.  While this is not part of the formal evaluation, we created this document to encourage and guide SMART goals conversations.

Resources

To see the available resources including a copy of the performance appraisal form, please visit the Box folder.

Dr. K.C. Mmeje, Senior Vice President for Student Affairs

• Request Dr. Mmeje’s presence or participation at your event via an email to his Executive Assistant Nan Gunter, with a copy to the Chief of Staff. Copy your supervisor(s) according to their expectations.
• In your request, include the event name, a brief description, the date, time, and length of event, and location. Requests should be submitted as soon as information is available as Dr. Mmeje’s calendar books fast. At least one month’s notice is ideal.
• If he is simply a guest, please provide instructions regarding seating where applicable.
• If you’d like Dr. Mmeje to participate, please detail if you’re requesting remarks, presentation of awards, etc. If you’re requesting remarks, please provide talking points you’d like him to address and/or a script.
• Nan will confirm Dr. Mmeje’s participation and serve as your contact for updates.

 

Vice President’s Leadership Team (VPLT) & President’s Executive Committee (PEC) members

• When inviting members of VPLT or PEC to participate in your events, please provide the information detailed above and copy assistants where applicable. Copy Nan and Dr. Mmeje on all PEC requests. Copy your supervisor(s) according to their expectations.
• PEC: Provost Elizabeth Loboa, SVP Brad Cheves, SVP Chris Regis, AD Rick Hart, VP Harold Stanley, GC Paul Ward, and VP Rakesh Dahiya
• VPLT: Dr. Crystal Clayton, Rev. Lisa Garvin, Nan Gunter, Dr. Jennifer Jones, Dr. K.C. Mmeje, Dr. Julius Mwangi, Dr. Dawn Norris, Dr. Melinda Sutton, and Dr. Aramis Watson.

 

Dr. R. Gerald Turner, SMU President

• Requests should be submitted as soon as information is available as Dr. Turner’s calendar books months in advance. At least three months’ notice is ideal.
• Before requesting Dr. Turner’s participation in an event, seek approval from Dr. Mmeje. Dr. Turner often consults with the VPSA Office on these requests, and we can be most helpful when prepared.
• Once approved by Dr. Mmeje, request Dr. Turner’s presence or participation through his Executive Assistant Laura Clegg and copy Dr. Mmeje and Nan. Do not email Dr. Turner directly. Requests should include the information outlined above. 

 

SMU Board of Trustees

• Before requesting a Trustee’s participation in an event, seek approval from Dr. Mmeje. Dr. Turner’s Office handles all requests for Trustee involvement in campus events and often consults with the VPSA Office. We can be most helpful when prepared.
• Once approved by Dr. Mmeje, request a Trustee’s involvement through Laura Clegg in Dr. Turner’s office and copy Dr. Mmeje and Nan. Requests should include the information outlined above. 

 

Student Organizations

• Student organization requests for VIP participation should follow all these same protocols with the addition of the advisor copied on all communication.

SMU implemented a new Contract Administration process in 2015.  The goals of this initiative provide:

• more timely and cost effective manner for processing contracts
• a standard contract template for use across campus
• constructive input on legal contract documents relating to purchasing items, conditions, indemnification, intellectual property, etc.
• management of a complex process across functions, including legal and risk
• addressing vendor performance issues
• managing the contract tracking software

A central contract lead facilitates the process for specific areas on campus.  These identified employees are called Contract Leads and receive specialized training on the administration software and best practices.  Contract Leads will work with their area to process and track the contracts.

Contract Leads for Student Affairs:

• Reyna Munoz – Chaplain and Religious Life, Fraternity and Sorority Life, Hegi Family Career Development Center, Office of the Vice President, Social Change and Intercultural Engagement, Student Center and Activities,  Student Organizations
• Bonnie Hainline – Campus Recreation
• Michael Hogan – Dean of Students and Dr. Bob Smith Health Center
• Loren Newton – Residence Life and Student Housing
• Scott Nelson – Residence Life and Student Housing

What is a contract?

The University defines a contract as — an agreement, regardless of form, between the University (acting in its own name or through a school or any operating unit) and one or more parties, or an instrument delivered by the University to another entity, intended to have binding legal effect.

Contracts include but are not limited to:

1. Letters of Agreements
2. Memoranda of Understanding
3. Offers proposed for acceptance by the University or another party
4. Purchase Orders
5. Renewals or modifications of existing contracts
6. Invoices

Importance of having a contract:

1. Ensures the transaction conforms to all University policies and procedures
2. Guarantees there are no conflicts of interest among the parties to the transaction
3. Safeguards the liability to the University is minimized through an assessment of risk and insurance requirements
4. Certifies reasonable legal protection for the University

Contracts are required for:

1. Performers (speakers, musicians, dancers, comedians, DJs, etc.)
2. Catering (casual catering, catering where company provides servers, food trucks)
3. Services (rental equipment such as tables, chairs, stage, lighting, sound, tents)
4. Transportation (rental cars, buses)
5. Risky activities (inflatable games, bounce houses, dunk tanks)Regardless of the amount paid or funding source. Vendors providing services at no cost are also required to have a contract.

Who has signature authority?

1. President of the University
2. Senior Vice President for Business and Finance
3. Senior Vice President for Student Affairs
4. Director of Purchasing

If you do not hold one of the positions above, you DO NOT have authority to sign a contract.

ALL contracts within the Division of Student Affairs MUST be submitted via the Contract Information Form found under Forms on the home page of SMU360. Submission should be 14 days in advance of the event, although 30 days in advance is ideal. Additional processing time may be required for more detailed contracts or when significant funding is involved.

The Contract Information Form will create an Asana task which will be assigned to the appropriate Contract Lead.  The task will contain information about the event or service and will allow the Lead to access attachments you have uploaded.  Upon notification of the Asana task, the Contract Lead will process the agreement in the appropriate manner and upload into the University’s contract software for review, approval and signature routing. Upon full execution of the agreement, the Contract Lead will email you a copy and may provide additional instructions, if warranted. The Asana task will also serve as a repository for the fully executed agreement.

NOTE: It is your responsibility to prepare the payment request or invoice and email to Patty Wilson ([email protected]) to initiate the payment process. SMU Accounts Payable requires a fully executed contract to process a payment request or invoice from Student Affairs.

When does an ICD checklist need to be completed? Where is the ICD checklist located?

An ICD Checklist should be submitted whenever you want to engage an individual, sole proprietor, or single member LLC for services. Partnerships, corporations, trusts, or other LLCs are not required to submit ICD checklists. The ICD must be completed and approved prior to commencement of services each calendar year. The ICD Checklist is located within SharePoint (SMU network credentials are required).

Procedures and additional information regarding classification can be found on the Tax Compliance Office website.

1. Request an invoice and a w-9 from the vendor/artist/agency. The word “invoice” must be on the document. AP will not pay from an “order” or a copy of a contract.
2. Sign the invoice, print your name under your signature, and add the fund and org #.
3. Create a PDF document that contains:
   1. the signed invoice
   2. W-9
   3. signed contract
   4. If independent contractor, include ICD approval (review ICD Process)
4. Email the PDF document to [email protected].
5. Patty Wilson will prepare the invoice for AP processing. She will contact you if she needs additional information.

As part of the Common Curriculum at SMU, Proficiencies and Experiences give students the skills they need to succeed in the workplace with diverse colleagues and audiences. Many opportunities for students to fulfill Proficiency and Experience requirements exist within the Division of Student Affairs!

Learn more about how to get your activity pre-approved to fulfill a Proficiency and Experience requirement. You can also view archived resources and a training video to assist with this process.