Simon Fraser University

Administrative Guidelines Manual

Administrative Guidelines Manual in PDF format

Academic Relations

Serves as the planning, policy advising and administration office for faculty, librarians, and academic administrators.

 

For more information, please visit: http://academicrelations.sfu.ca or contact Gayle Myers at 778.782.4715.

Benefits

For general information refer to www.sfu.ca/human-resources/benefits-index.html. 

 

Or, if you wish to speak with someone directly, contact Lenita Wong , Human Resources Assistant at 778.782.4907.

Book Orders, Course Outlines and Custom Learning Materials

Please contact the relevant program area for more information.

For more information on custom courseware, contact SFU Document Solutions at 778.782.4160.

Change of Address or Name

  1. If you change your name, address or telephone number, temporarily or permanently, please complete the Form to Change Address or Direct Deposit at the SFU Finance web site.

    Return the form to the Dean's Office.

  2. Go to myINFO and change Personal Information Home

  3. If you are seconded from your school district, you should also notify them of these changes as well.

Childcare

Cleaning Offices

Garbage receptacles are emptied twice per week.

 


Classrooms are cleaned once per semester.

If you have problems with the cleanliness of your classroom or require repairs, etc., please contact Debbie Wilson, C.E.T. Front Counter at 778.782.4129.

Computer Support

  • To order new computer equipment, contact Howard Leung, C.E.T. Manager/Systems Consultant at 778.782.7030.
  • For network, operational or software problems, contact educ-help@sfu.ca, C.E.T. Technical Support at 778.782.3275.
  • For web support, contact Carson Au , Web Development Coordinator, at 778.782.4278.
  • For general computer support, e-mail educ-help@sfu.ca.

Copyright

For information on SFU's copyright policies, please visit:  www.sfu.ca/copyright/_Website_Settings/

 

or

 

www.sfu.ca/archives/CopyrightProgram.html

 

 

A reminder about Canadian Copyright Law.

 

www.sfu.ca/cde/index.html?http://www.sfu.ca/cde/ca/copyright_access.html

 

www.accesscopyright.ca/ (click on Educational licenses: University or community colleges)


www.accesscopyright.ca/Default.aspx?id=117 (general FAQ page)

 

www.cmec.ca/else/copyright/matters/indexe.stm (this is a booklet designed for teachers in K-12)


At SFU we have two Public Performance licenses that allow us the show certain videos/dvds.  If you are planning to bring in any personal or rental videos/dvds, please first check both these websites.  If your video or dvd is listed on either site, then you may legally show it at SFU (as long as you don't charge entry fees).

Curriculum Vitae (CVs)

Below is the web link to the Outside Activity Report (required):

 

www.sfu.ca/policies/academic/a30-04form.pdf

 

In September 2007 faculty approved the following form for the CV Updates (required).

 

CV Update Form

Emergencies

 

Medical emergencies, dial 778.782.3000.

 

Security emergencies and fire, dial 778.782.4500.

 

When using any of these numbers for an emergency:

  1. Identify yourself and your phone number.
  2. Identify the location of the emergency; and
  3. Identify the type of emergency.

If you have problems with heat or lights in your office, call Facilities Management at 778.782.3582.

 

Telephone Trouble line is 778.782.4113.

 

These and other important phone numbers are found in the front of the University Telephone Directory, or download the directory from www.sfu.ca/phonebook/.

Expense and Travel Claims

Remember to retain your airline boarding passes and ticket stub – no matter who pays for the ticket - as these are essential parts of the paperwork required when submitting your travel claim.  

Faculty members are requested to use the electronic expense form found at SFU Finance.  Make sure you use the employee forms ("Travel & Business Expense - Employees").

Candidates short-listed for faculty positions can find information on filing expenses by using the electronic expense form found at SFU Finance ("Travel & Business Expense - Non-Employees").

For further information please contact Sharon Chevalier, Budget Clerk at 778.782.3364.

 

Reimbursement for Travel

SFU's Travel and Expense Policy can be found at: www.sfu.ca/policies/admin/ad3-02.htm

 

All travel must be pre-approved. Please discuss this process with the Dean or Program Director.

 

Invited Speakers and Honoraria

 

Prior approval from the Program Director is required.

Faculty Forums

These are scheduled every 3rd Monday of the month.  If you have an idea for a forum, please discuss with your idea with someone on the Executive.

Faculty Meetings

Faculty meetings are held once per month September through June, usually the 4th Monday of the month, 9:30 to 12:00 noon. If there are changes to this schedule, you will be notified by email.

 

To view the meeting schedule for the current year, please visit: www.educ.sfu.ca/staff_resources/faculty_meeting_calendar.html. The information is also available via Google Calendar.  To activate your access to this feature, please contact Erica McGaffney at 778.782.5281.

Faculty Mentors

We assign each new faculty member a faculty mentor to assist new member with the' ins and outs' of the faculty and university.

Faxes

The central fax number is 778.782.4203.

 

The Faculty of Education's fax machine is located in the mail room (EDB 8622).  Fax documents received for you will be put in your mailbox.   Fax cover sheets are located by the fax machine.

 

If you send a long distance personal fax, complete a long distance information voucher available from the Information Desk at the CET.

Furniture (Office and Classroom)

Classroom

If you need a different arrangement of furniture in your classroom, the easiest way to accomplish this is to take a few minutes and a few of your students and arrange it yourself before class.   You might want to consult the instructors of the classes before and after you to coordinate your needs.  If you need extra tables or chairs or wish to remove tables or chairs from your classroom, please contact Rosie Peric, Facilities Clerk, at 778.782.5321.

 

Please do not move tables, chairs and other furniture from one classroom to another.  If you take furniture outdoors, please bring the furniture in after you are finished.

Harassment Policy

The University Harassment policy is designed to assist anyone who feels harassed.

 

For more information, please visit:  www.sfu.ca/policies/archived/general/gp18.htm

Helpline

For assistance contact SFU Campus Security.

Hours of Operation

The Faculty of Education General Office is open Monday to Friday from 8:30 a.m. to 4:30 p.m. Before and after these hours messages may be left at 778.782.3395.

 

The Centre for Educational Technology's hours of operation fluctuate from semester to semester.  Call 778.782.4129 for the current hours of operation.

Identification Cards (University and Library Cards)

Simon Fraser University identification cards are required to borrow books from the library, to borrow equipment in the Centre for Educational Technology (CET), to use recreational facilities and for other on campus identification purposes.  Cards are issued and renewed by the Registrar's Office.  You will need picture ID as well as proof of employment before your ID card will be issued.

 

Location of Registrar's Offices

  • SFU Burnaby: located in Maggie Benston Centre, 3000 level.
  • SFU Surrey: located in the Grand Hall - mezzanine level.
  • SFU Vancouver: located on the main level of the Harbour Centre building.

For further information, view the Library Card Guide at http://students.sfu.ca/forms/LibIDCardGuide.pdf

Keys, Keypads, Door Codes

Be sure to close and lock your office door when you leave your office, even for a few minutes.  There have been many thefts, even in the middle of the day, with corridors full of people.  When you leave for the day, make sure you close and lock all windows.

 

Don't leave audiovisual or computer equipment unattended in classrooms.  Return them to the Centre for Educational Technology.  After hours leave equipment in EDB 8622.  Contact Rosie Peric at 778.782.5321 for the security code.

 

During your appointment with the Faculty you can obtain a key to your office by getting a key requisition form from the program area in which you are working and take it to Traffic and Security.  There will be a key deposit that will be refunded at the end of your appointment. 

 

To order keys or keypads or door codes, please contact Rosie Peric, Facilities Clerk at 778.782.5321.

Library

For information on services available, contact Hope Power , Liaison Library for the Faculty of Education at 778.782.4359.

Lost and Found

For items lost or found, please contact:

  1. C.E.T. Front Counter (778.782.4129).
  2. Traffic and Security (778.782.3100), located in the Transportation Centre, TC1300 (item 15 on the map).

Lunchroom (EDB8542)

The faculty and staff lunchroom is equipped with microwaves, a toaster oven and a refrigerator in the lunchroom. To obtain a door code to access the lunchroom, please contact Rosie Peric, Facilities Clerk at 778.782.5321.

Mailroom and Mailboxes

You may need a code to access the mailroom. To obtain the door code, please contact Rosie Peric, Facilities Clerk, at 778.782.5321.

 

Mail from outside the Faculty is distributed to your mailbox by C.E.T. staff. You may drop off personal mail to go out, but make sure that you have attached proper postage.

Map

The following link provides detailed maps of all SFU campuses, including driving directions. 

 

www.sfu.ca/about/maps.html

Materials and Supplies

Most are available through the CET.  If you need materials and supplies for your courses (art materials, test tubes, physical education supplies, curriculum materials, etc.), see your Program Manager before the semester begins so they can consider your request and arrange for purchasing, delivery, etc.

Medical Care on Campus

We have Emergency Medical Services (regular services for students), a physiotherapy clinic, a BC Biomedical Lab, and the Personal, Career and Learning Skills Counselling Centre for students.  This is open Monday – Friday 9:00 a.m. – 4:30 p.m., ground floor Maggie Benson Centre.

 Visit the Health and Counselling Services webpage for more information.

Off Campus Sites

AHCOTE

Fort St.John and Dawson Creek

250.785.6981

Office Space

If you have any questions about repairs, etc. for a space please contact Rosie Peric, Facilities Clerk, at 778.782.5321.  For office assignments contact David Paterson.  Changes to spaces are made beginning in September of each year.

Parking

Parking deduction is available for permanent and full time support and instructional staff.  Parking is also available on campus on a semester-to-semester basis.

 

Reserved parking is enforced 24 hours a day.  No parking at any time in the marked handicapped areas or loading zones.  If you need to leave you car unattended while loading in a loading zone, call Parking Services at 778.782.5534 first and inform them.  If you have visitors, there is a visitor's paid parking lot near the Administrative Services Building and in the Parkade near the gym. Permits and copies of Parking Regulations are available at Parking Services.

 

Please note that you will be required to present proof of employment at the Parking Services office.

Pension

Questions regarding pension can be directed to Alan Black or Miranda Brown, Human Resources.  Alan can be reached at 778.782.3580. Miranda can be reached at 778.782.3451.

Photocopies

Photocopiers are located in the mailroom and in Graduate Programs. To obtain a code for the photocopiers, please contact Rosie Peric, Facilities Clerk at 778.782.5321.

 

Here are some guidelines to help meet your printing and duplicating needs:

  • Where possible, everyone is strongly urged to use Document Solutions when making 15 copies or more. They are often able to copy on short notice.  You may send Document Solutions work as an attachment to an email as long as you also fax a completed Document Solutions work order to 778.782.5368.
  • Where possible, faculty and sessional instructors are strongly urged to compile their course readings into a book (Cancopy) and make this book available to students through Custom Learning Material.
  • Where possible, the faculty should use email and other forms of non-print communication.

Police or Security

Security guards are available to walk you to your car after hours.

For emergencies, call 778.782.4500.   Otherwise, please contact SFU Campus Security.

Printers

Faculty public printers are located in the mailroom (EDB8622) and in Graduate Programs Hallway (EDB8658).

 

Print jobs may also be sent to photocopiers in both Graduate Programs (EDB8658) and the Dean's Office (EDB8622).  Contact the CET (as indicated below) to configure your system to utilize this feature.

 

For configuration setup or problems with printers, please contact 778.782.3275 or educ-help@sfu.ca, CET Technical Support.

Professional Development

Both SFU and the Faculty of Education provide Faculty members with professional development funds.

 

For information about SFU Funds, please contact Gayle Myers, V.P. Academics at 778.782.4715.

 

For information about Faculty of Education Funds, please contact Sharon Chevalier, Budget Clerk at 778.782.3364.

 

For further information, please visit the Academic Relations website.

Program Managers

Reception Services, Mail and Courier Deliveries

The Information Assistant for the Faculty of Education is located in EDB 8501.  Please submit the hours you will be available in your office for student consultation, etc., to the receptionist before the beginning of each semester. That way, he/she will be able to direct student inquiries more efficiently.

 

If you are sending mail on university business, place it in the appropriate box in EDB 8622.  If you have priority post, special delivery or registered mail, give it to the Information Assistant with instructions for mailing. Mail destined for other departments on campus, the University of British Columbia, the University of Victoria, of the Ministry building does not require postage and will be sent via interdepartmental mail.  Mail to UBC is delivered only on Tuesdays and Thursdays. Mail to Victoria is delivered once a week.  All personal mail must have correct postage.

 

Sort mail into 3 categories:

  1. Within Canada - large or small
  2. Outside Canada
  3. Pre Paid

If you need to courier packages, FULLY and ACCURATELY complete the courier forms available at the Information Centre.  Please include an account number to be charged.  Leave packages and the completed form with an Information Assistant, before noon of each day.

Recreation and Athletic Services

For information, please visit the SFU Recreation website.

Recycling

Blue Boxes in your office and throughout SFU are for recyclable paper.  The cleaning staff will empty these boxes on a regular basis. 

Research Accounts

For assistance with setting up contracts for your research assistants on your research account, please contact Sharon Chevalier, Budget Clerk at 778.782.3364.

Research Grants

For information on applying for Grants, contact:

 

Geniva Liu, Grants Facilitator

Tel: 778.782.8552

 

Tracey Leacock, Grants Facilitator

Tel: 778.782.3483

 

 

Links:

Office of Research Services www.sfu.ca/ors/
President's Research Grants www.sfu.ca/vpacademic/FinBdgt_Mgmnt/PRSG.html
Signature Sheets www.sfu.ca/ors/sig.html
Faculty Start-Up Budget Management Procedures Faculty Start-Up Budget Management Procedures

Road Reports

For Road Reports, please visit the SFU Security website.

Room Bookings

Availability can be viewed by visiting www.educ.sfu.ca/booking.

 

All classroom and meeting space in the Education Building (EDB) must be booked via email by emailing bookings@sfu.ca.  Include:

  • Your name
  • Contact number
  • Time and Date of meeting
  • Number of people attending
  • Purpose of the meeting

Rooms for courses have been assigned for the semester. To book or change rooms, please contact Debbie Wilson, C.E.T. Secretary/Assistant at 778.782.4129.

Safety and Security

For a guide to Personal safety and security on SFU campus please visit:

 www.sfu.ca/security/Personal/Guide_Page5.htm

Salaries and Benefits

Faculty

Faculty salaries and benefits are governed by Simon Fraser University Policy and Procedures A20:01 and by letter of contract.

 

For further information regarding your salary, please see Donalda Meyers, Director, Administration, 778.782.4217.

 

For further information regarding your benefits, please see Benefits.


Faculty Associates

Faculty Associates' and Coordinators' salaries and benefits are governed by Simon Fraser University Policy and Procedures A12:06 and by letter of contract.

 

For further information, please see Catherine Clarke, Program Manager, Professional Programs, 778.782.4358.

 

Faculty Associates and Coordinators - Field Programs

Faculty Associates' and Coordinators' salaries and benefits are governed by Simon Fraser University Policy and Procedures A12:12 and by letter of contract.

 

For further information, please see Maureen Templeton, 778.782.5722.

 

 

Sessional Instructors, Teaching Assistants and DISC Tutor Markers

Sessional Instructors', Teaching Assistants' and Distance Education Tutor Markers' salaries and benefits are governed by Collective Agreement between Simon Fraser University and the Teaching Support Staff Union and by letter of contract.

 

For further information, please see the Program Manager.

Student Papers

Return papers to your students during class, if possible.  If this is not possible (such as at the end of the semester), have the students give you a stamped, pre-addressed envelope so that you might return their assignments directly to them. 

 

Final grades are available to students through 'gosfu' and you are strongly discouraged from posting grades.

Supplies

You can get general supplies from the front counter in the C.E.T.

For special orders please contact Rosie Peric, Facilities Clerk at 778.782.5321.

 

Office supplies are available from the Centre for Educational Technology (CET - EDB8501).  Office supplies include pencils, pens, notepads, Post-it Notes, computer discs, envelopes and stationary.

Teacher Education in B.C.

For links and more information, please see the website of ABCDE (the Association of BC Dean’s of Education) at www.educ.sfu.ca/abcde

Telephones, Voicemail and Long Distance Calls

To have your office telephone connected, please contact Rosie Peric, Facilities Clerk, at 778.782.5321.

You can call any SFU Burnaby or Harbour Centre number from an SFU phone line by dialing the 2 + the last 4 digits of the number.  When you are calling from a non-campus phone you need to dial all 10 digits.

 

Instructions for making long distance telephone calls (as well as many of the other features of the University's Mitel telephone system) are in the SFU telephone directory.  The Faculty only pays for university related calls.  If you make personal long distance calls, please inform Rosie Peric (778.782.5321) of the telephone number and the time of the call.  She will let you know the cost when the phone bill comes.

 

If you need to make university business calls from your home telephone, you can be reimbursed by submitting a copy of your telephone bills (with the business calls marked and explained) for reimbursement.

Transportation (to and from campus)

Check the BC Transit website:
www.translink.bc.ca/Maps/transit_system_maps.asp

There is also car-pooling to and from the campus. Information about this can be obtained from SFU Parking Services.

Video (and Television) Services and Production

For information about Video Services and Production, please contact Linda Hof, Senior Video Technician at 778.782.4498.

  
Last Updated June 5th, 2008 FOE