Department of Statistics Administrative Associate I Guide

Common Office Tasks


1. Check Requests

Whenever the department needs to pay someone, a check request will be made. Usually this is to reimburse faculty or guests of the department for expenses incurred in the course department related business. Most Colloquium speakers are reiumbursed this way. Most check requests will be made through the University of Georgia Electronic Check Request System. You will log in with your UGA MyID and password. When you are ready to make the request, you will need the payee's information, usually supplied to you by Tim. Receipts, relevant citizenship paperwork, and sometimes correspondence will all need to be supplied (you will often need to scan these). You'll specify what account to pay from (see: Charts of Accounts) and the Object Code, which designates what kind of expense is being paid (see: Object Codes). Tim will usually tell you which to use.

In the case of reimbursement for travel expenses, you'll take these steps after clicking the "e-Travel" tab. A Travel Authorization will all ready exist that you will use as a guideline.

2. Colloquia/Grad Seminar Annoucements

Most weeks during the Fall and Spring semesters, there will be a Colloquia where a guest of the department delivers a talk, as well as a Graduate Seminar where either a guest, faculty member, or grad student will present on a topic. Historically, the colloquia tend to be on Thursdays and the Grad Seminars tend to fall on Tuesdays, but this frequently is changed depending on circumstances. One faculty member a semester will be responsible for organizing these talks, and will be your point of contact.

When you receive the details of the talk, you'll need to prepare an announcement. It is ideal to get this out about a week before the event. First, go to the Cerberus Server(Z:\) and find the relevant template in the Z:\support\richard\support folder. You'll probably want to change the name of this folder to your working directory. You will need to know what orgnization and department the speaker is affiliated with (usually a math or statistics department at a university... if this information is not included in what you have been given, google their name and find out the exact name of the department), their abstract or summary of the talk they plan to give, as well as the day and time of the event. Adjust the font and spacing as necessary. I usually try to get the time and date information at the bottom as close to the bottom as possible without creating a second page. Sometimes there will be a very large summary and you will have to change the fonts a lot. This is fine. Save the document in the folder with the date and last name of speaker (date/name format: YYYYMMDD_Lastname.doc). Then, save this file in word as a PDF. You'll want to upload the PDF to the web using drupal before sending the announcement.

Now that you've created the initial announcement, you need to prepare a version for the web. Login to the stat website, (have Jimmy create an admin account for you) and you'll notice a black menu bar on the top of your screen. Go to Content Managment -> Create Content -> Colloquia and you'll be presented with a new colloquium creation form. Fill this out with the information from your announcement. Make sure you select Colloquium as the Type from the dropdown menu or it will not be put in the right place. In the Institution Name field, include a hyper link to the visitor's homepage. The Presentation Teaser is what will display on the homepage for the department. Usually I just copy the first sentence or two from the body of the abstract. Colloquium Description is where you'll paste the full text of the abstract. Ignore the Image Picker section and go down to Attached Images. From there select StatsImage.jpg if you want to include the standard image that we include with the announcements. Choose the proper date and time in the Presentation Date field. Select the File Attachments field and browse to your .pdf of the announcement. After uploading, I usually like to rename it to something like Printable Version of Abstract. Click Save and you should have a brand new colloquium announcement ready for the world to see.

To place the next colloquium announcement on the front page go to the menu bar at the top of the website and select Site Building -> Views. From there, click edit on the line for Colloquia. Once you get to the edit Colloquia page, you'll want to select Block from the menu towards the left of the screen. After selecting Block, on the right side of the screen you'll see Node:Title under the Filters section. Clicking on that will open a dialog box where you should type in the name of the presenter. After typing in their name, click update and then save, and you have successfully updated the frontpage.

The final step will involve sending out an email announcement to the department (colloquium@stat.uga.edu). You should be able to copy/paste these over to your email program with no problem (I use Gmail, but Thunderbird should work similarly as long as you are composing in rich text).

After the email is sent, in the case of Colloquia, flyers should be placed on the bulletin board outside of the main office, and the board near the third floor classrooms. Although this could change depending on who is in charge of the colloquia for the semester.

3. Color Printing

One of the few color printers in the department is in the copy room, so faculty, staff, and students occasionally will want to print something off of it. They may email you a file, or bring in a flash drive.

If someone is needing to print frequently, you may want to have them install the printer on their machine so they can do so directly without you as a middle man. Instruct them to go to http://scheme.stat.uga.edu/ipp and click on 204c_colorprn, which will ask them if they'd like to install the printer. Say yes, and when this is done, it should be one of the available printers when they go to print (they will have to select it to change from their default).

The color printer in the copy room cannot print on both sides (duplex printing).

4. Copy Machine

The copy machine in the mail room is a powerful tool and capable of a broad range of tasks. It would be difficult to enumerate them all, so I recommend looking around at the different settings sometime. You will receive a code for logging in (99977 if they just give you mine). Faculty and others may make copying requests of you at times. The machine is capable of stapling, printing front and back, hole punching, and a variety of other tasks. You can copy multiple sheets at once by placing them in the tray. Depending on their color preference for a print job, you may need to open the tray and move around the colored paper, or add more. The default will be white. You can also scan a document with the copier and email a pdf to a recipient. In the Officebox/Stat - Misc/Julie's Files there are some more specific instructions for how to do this, as well as a few tips for troubleshooting general copier problems.

One of the most useful things is printing to the copier directly. To do this, when you go to print, select "mp7500" from the drop down menu. If faculty wish to print directly to the copier, they can install it as one of their printers as well. Instruct them to go to http://scheme.stat.uga.edu/ipp and click on 204c_colorprn, which will ask them if they'd like to install the printer. Say yes, and when this is done, it should be one of the available printers when they go to print (they will have to select it to change from their default). They will need to change the properties or settings to select things like double sided printing (duplex) and stapling.

Every few months you will receive an email from IKON (possibly through help.stat.uga.edu) that a meter reading is required. A video demonstrating the steps for finding the counter on this machine is located in the Officebox/Stat - Misc. Once this is done, click the link in the notification email and follow the steps. It is brief and fairly self explanatory.

5. LaTeX

LaTeX is a mark up language for producing elegantly rendered mathmatical symbols and equations in documents. It may seem intimidating at first, but is fairly logical and easy to learn, especially if you have any background in a language like HTML. The book that I used to teach myself is "Learning LaTeX" which will be available to you. Google is also an invaluable resource for solving tricky problems. It may take some practice at first to figure out the best way to search, but there are a lot of resources if you look.

To learn LaTeX, I recommend working through "Learning LaTeX" trying to reproduce the examples as you go. That's a good starting point. Additionally, if you look in the Officebox/Stat - Misc/Germaine's Files/Work for Professors you can find different examples of LaTeX I've done for faculty, which you can use as a starting point when producing new documents. Also in the Dropbox, there is a folder Latex Templates which have a good basic template for both papers and exams. I recommend using WinEDT for your LaTeX composing, though it is best to learn a lot of the shortcuts offered with the toolbar at the top at first (greek letters, various types of equation formatting, etc). If the bar with those shortcuts is NOT showing when you launch WinEDT, right click on the top toolbar and select "Show GUI page control."

6. Calendar

You will be responsible for preparing the department's calendar for the conference room. You'll need to get with Tim to gain access to it. It's a google calendar and is fairly self-explanatory. People will send you an email to request the room you check it against the calendar and if it's free, you give it to them. On Fridays, print out the coming week's calendar and put it in the slot on the door. At the beginning of the month, print out the upcoming month's calendar and put it in the slot on the door.

7. PCard purchasing and documentation

The PCard is a Visa credit card, issued in the holder's name, that is used to make certain purchases for the department, often for office supplies and other small costs (including toner). The guidelines for these purchases are pretty specific, so it may take a while to get used to all the ins and out. You'll go to PCard training as well as be instructed to read the PCard Manual and the departmental guidelines located in the Officebox/Stat - PCARD folder. When you make a purchase with the PCard, make absolutely sure you are not being charged tax - otherwise you will have to follow up with the retailer and it is a headache. Sometimes you'll want to order via the phone just to make sure, especially if we don't have an established relationship with the vendor. Be sure to go to Officebox/Stat - PCard and your folder to log your purchases when you make them. Print receipts and other relevant documentation (approval or request emails, for instance) and put two copies in the box in Tim's office - one for him to use, and the other for you to retrieve when your PCard statement comes once a month. Don't keep this printed documentation around your personal workspace - this has to do with the very particular guidelines for PCard use.

Also, when you make a purchase you will get an email to log into the Works system and document the purchase. Tim will train you on this more closely. Be sure to print copies of the signed off purchase for the box in Tim's office. If you need to purchase something more than 100 dollars, go to the the Dropbox/Forms and fill out a Purchase Order request form, making sure to indicate "PCard" as the method of purchase, for the head of the department to sign.

Ultimately, be very careful not to use the PCard for anything personal, get familiar with the purchasing guidelines, and document, document, document. You will, at times, be asked to make larger purchases through the PO system which does not involve the use of your Pcard, but Tim will show you how to do this.

8. Scanning letters/articles/etc.

Sometimes faculty, staff, or students will come to you to have something scanned. If it is a newspaper cartoon or clipping, the best way to go about this is through Adobe - Photoshop and use the flatbed of the scanner with "File -> Import." If it is a document that has several pages, then it is easiest to use the sheet feeder. Launch the HP Solution Center and select "Document." This will allow you to modify several settings. It is good to set up a specific place where all your scans will be stored, for your sanity and convenience. You can set a default file name as well, which can be altered according to what you are scanning. To reduce file size, try changing to grayscale or black and white, or reducing the DPI from 300 to 200 or 150. To get upright PDFs, put the pages, in order, face up top DOWN, so that the first page of the document is on top and upside down. This will correctly feed the sheets through the scanner. Of course, if you mess up, you can rotate documents in Adobe Acrobat under the Document Menu. This is also where you can convert scanned text to OCR text (which means you can copy it to paste into an editor). This is useful for a professor who may wish to edit an article or paper but no longer has a copy on the computer.

Sometimes you will also be asked to print a letter on the department's letterhead. These sheets are located in the main office. To print on letterhead, you'll want to use Tray 1 of the color printer (folds down) and to follow the instructions for placement that is written there.

9. Technical Reports

You will be responsible for responding to requests for Technical Reports. The ones available in digital form are located in the Officebox/Stat - Technical Reports folder. We also have some in the supply room, that are out of order and could stand to be scanned. In some cases, you will not find a report in either place and may need to put a call out to the faculty mailing list (faculty@stat.uga.edu) or the authors of the report if they are still in residence to see if they have copies. Sometimes they will be able to direct you to publications that you can then refer to the requester.

When new Technical Reports are written, you may be asked to make printed copies for the authors as well as the Head. These will usually come to you in PDF form, and you'll want to print front/back pages (to the copy machine, for example). To make the cover, use the examples in the Officebox/Stat - Misc folder as templates and print out onto the letterhead quality blank paper. Use another sheet for the back, and staple at the spine three times.

10. Toner Stock

You will be responsible for replacing and order toner for the department printers. In the Officebox/Stat - Misc/Toner folder there are a few files to help you with this. The Stat Printers spreadsheet has a breakdown of which faculty and staff members have what printers, and which cartridges they use. You can use this for reference when they request a replacement. The Toner Inventory spreadsheet is a catalogue of what we have on hand. Those with 0 in stock should probably be ordered, and those used by more printers should have a higher number in stock at any given time. We recently replaced many printers with new ones that could print on two sides, the P3005dn, which uses the 51A cartridge, so we will go through that one the most quickly. After replacing a toner cartridge, you should recycle it (after updating the spreadsheet!). This can be done either by using the envelope including in the new cartridge box (in the case of inkjet cartridges), or you can place the old toner in the new cartridges box, seal it up, and send it to: Central Office Supply, CAMPUS MAIL, also writing "RECYCLE" on it.

All of the new toner cartridges are in the supply closet at the other end of the building. You'll probably want to do an inventory when you first start so that you can see how many we have on hand for each kind of printer in the department.

Lately we've been ordering our toner through UGAmart. UGAmart is notorious for being difficult to find what it is you're looking for, slow to deliver, and generally hard to use. But that's the system we have so there's not much to be done about it. If there's a training session on how to use it, I'd highly recommend taking it.

11. Travel Authorizations

Whenever faculty are going to travel, they must fill out a Travel Authorization form. If any of their costs will be covered by the University, then it must be done through the University of Georgia Electronic Check Request System. After logging in, you'll click on the eTravel tab at the top and then choose to create a Travel Authorization. At this point you'll have to include information about the person traveling, what they'll be doing, what accounts will be paying for which expenses (these details will be provided for you). If a faculty member is traveling BUT there will be no cost to UGA, then you will want to fill out the form here: Travel Authorization. This will need to be printed, signed by the traveler as well as the Head, and then sent via campus mail to the Dean's Office (Franklin College of Arts and Sciences, Old College). You can check the status of a Travel Authorization either through the Check Request System or here (you'll need to log in with your TSO username and password, NOT your MyID).

Additionally, if you are doing a check request to pay for travel expenses, you may need to fill out/include a Travel Expense form (requires login) to include with the documentation. Often when calculating travel expenses, you'll be asked to list meals "per diem," which means using government assigned guidelines were what the usual cost of meals and expenses are per day at any given location. GSA Domestic Per Diem Rates is the source for these figures. The University will only reimburse for Breakfast, Lunch, and Dinner (so be sure to exclude the small sum for "incidental" expenses), and only 75% of those totals on the first and last days of travel.

For international currency conversions: Oanda.com.

12. Website Maintenance

We recently completely revamped our website and now use a web interface to update it and make changes. Jimmy can set you up with administrator access to it. If you've never used Drupal before, it's going to take some getting used to. You're probably going to want to google some Drupal tutorials to help get you acclimated. I didn't really know how to use it before we built this site, and I still don't really know all that it's capable of, but I can mostly navigate what we have. If you have any questions, please feel free to email me at rkw2@uga.edu. For the most part, once you login, if you select Content Management from the dropdown menu and then Create Content, it will give you the option to create the most commonly used templates that we have. Following is a list of the most commonly used templates for content creation.

Biblio is what we use for adding publications to the website. We use the BibTex format, which you can familiarize yourself with at the link. If you have to add a lot of publications all at once, I've found it's easiest to make a bunch of entries in one WinEDT document, and upload that here. Doing it this way will automatically populate all of the fields except for the associated faculty, which you will have to enter yourself. But it does make things much faster this way.

Colloquium is covered in it's own section earlier in this document.

News is what we use to create news articles. The way the site is setup now, any new news article you post here will automatically go to the front page. It will also appear at the top of the news page. If it's regular statistics news, check the news option from the drop down selector, if it's alumni, then select alumni. The text of the article goes in the body, and that's pretty much it.

Personnel is where you add and remove personnel. You'll want to do this for yourself relatively soon. Enter their name, select the appropriate personnel designation, i.e. faculty, staff, etc., and use Attached Images to upload a photo. Image picker DOES NOT WORK. Always use Attached Images to include an image. The rest of the fields are pretty self-explanatory. The only one that is required is further down it will ask for first and last name, these need to be filled in so that the database knows how to associate the person with the appropriate other pages.

For uploading files, such as lab schedules, .pdfs and other documents, you're going to need to use FTP. I prefer FileZilla for my FTPing, but you might have another preferred method. You'll need to go to leibniz.stat.uga.edu. Jimmy will set you up with the login information. Once you've entered the FTP site, you'll need to navigate to /srv/www/htdocs/stat_drupal/stat_files or /srv/www/htdocs/stat_drupal/sites/default/files to actually upload the files that you want to post to the site. Jimmy can help you set up FTP if you're unfamiliar with how that works.

Even if you have HTML experience, Drupal can be tough to get the hang of. It's not a directory based system and it's not necessarily intuitive. Things aren't going to work the way you would expect them to. Try not to get too frustrated if you can't figure something out. And again, if you have any questions about how to do something, just send me an email and I'll be happy to help. If I don't know the answer, I'll at least be able to tinker around with it and help figure out what needs to be done.

Special Tasks

Bulk Mailing

In the fall you will prepare a bulk mailing of a Letter from the Head, and in the Spring you will do the same with the department's newsletter. This can be a bit of a task. First, you'll want to request the latest donors and alumni list from Ruhanna Neal with the Franklin College (rneal@franklin.uga.edu). We all ready have a list of addresses, "STATBULKMAILADDRESSES REWORKED2.xls" in the Officebox/Stat - Misc/Mailing and Newsletter folder to start from, but you'll want to see if there are new names on the list she sends. Also, if you get any new alumni names and addresses, be sure to forward them on to her, so she can update their database. After contacting Ruhanna, you should also find out from her if the Franklin College can contribute anything to the mailing costs, which helps the department a great deal. There are other services available through campus mail, up to and including stuffing envelopes for you, but I did this by hand.

Last year I printed address labels for each of the letters from the Head, but that was a very great deal of work and I recommend getting Campus Mail to do the addressing for you if possible. The Bulk Mailing Guide will give you more information on how to prepare your mailing, though some information will be extraneous. Before it is time to send out the letters or newsletters, send your address excel spreadsheet to Lori Wynne (wynnelm@uga.edu). She is also going to be your contact for any bulk mailing questions along the way, and is very nice and helpful. When you are close to ready to send your letters, you'll fill out a Bulk Mail Request form. Be sure to give yourself plenty of time to do all of this, it always is a bigger task than it seems at first (especially the newsletter, because you will also be busy designing and preparing it).

Instructor and TA Evaluations

Beginning this semester, the department is switching to doing all of the evaluations online. I've never used that system and am not really sure how it works. Dan is leading the transition, and he should be able to help guide you towards whatever training may be necessary for preparing the evaluations under the new system. I've left the old instructions below in case the transition doesn't happen this semester.

This is a large task that takes place three times a year (roughly). Two weeks before the end of classes, you'll prepare evaluations for instructors to hand out to students to get feedback on their courses. Most courses will have an Instructor Evaluation and a Teaching Assistant (TA) evaluation (some professors will request no TA evaluation if they didn't use a TA). Ask Daphney to print out a list of all the courses with the number of students in each. Note: Classes that start with "4" or "6," but have the same three last digits, are the same class split between the undergraduate (4000) and graduate (6000) levels. They will be separate on the print out, but are in fact combined and can be noted as 4XXX/6XXX; 4-6XXX; or 4/6XXX. That course will need the total number between the 4000 and 6000 levels of evaluations to distribute. Also, they aren't ALWAYS combined. If they have two different professors or are at different times, they are not a combined course. Use the "evaluation form" or "TA evaluation form" marked with "STUDENT COPY" in the Officebox/Stat - Evaluations folder as a template for these, changing the name, course, and date as needed. Use the current Course Schedule to determine the TA for each course. I usually print out one copy of each evaluation and make copies on the copy machine to get the total needed. You will want to label manila envelopes with the Instructor or TA's name, course, semester, and Quantity of forms. There are some in the right cabinet above the desk, feel free to reuse old ones, just covering up or marking out last semester's designation. I usually use sticky labels and handwrite the information.

The envelopes will be returned to you. You must not return evaluations to instructors and TA's before grades are do, but you can start the tabulations. Each choice on the evaluation form has been assigned a number, which you will place in the corresponding cell of the Compilation Sheet. For the instructor compilation sheet: 1 = Excellent, 2 = Good, 3 = Average, 4 = Below Average, 5 = Inadequate, 0 = No Answer. For the TA compilation sheet: Year in School: 5 = Graduate Student, 4 = Senior, 3 = Junior, 2 = Sophomore, 1 = Freshman, 0 = No Answer; Expected Grade: A = 7, B = 6, C = 5, D = 4, F = 3, I = 2, W = 1, No Answer = 0 (the other question should be entered as marked, since it is a number scale). It is then important to type the comments as closely as possible to the way they are written. This means leaving misspellings and strange grammar. You will have to choose how to represent certain conventions, but remain consistent. On the TA compilation sheet, you will need to pull the cell down to show the full comment if it uses up more than a line.

After you are done filling out a sheet for a particular course, you can save it according to the format in the previous semesters (check those folders for examples). When it is time to distribute the evaluations (after grades are due), you can delete the unused cells (leaving the note about the grammar and spelling being left unchanged) and save the sheets as a PDF. Instructors and TAs should be sent copies of their evaluations; Tim and John should get printed copies of the instructor evaluations (I try to print them to the copier so I can do front and back), and Lynne Seymour should be given a copy of the TA evaluations to look over before giving them to Daphney to put in the students' files. The instructor evaluations for Fall are needed before Spring semester starts, because evaluations happen early in January. I have all ready distributed the evaluations for Summer 2009, but they have yet to be returned as the semester is not ended.

STAT 2000: Students in STAT 2000 do their evaluations online, but you will still need to do some tabulating and distributing. Dr. Chandler Pike will give you instructions on how to do this, but a few tips: When it comes to saving the student comments, you can save the frame (by right clicking where the comments are, not at the top of the web browser) and saving the frame as HTML only (not Webpage, Full) to a specified location. You can then open Adobe Acrobat and open that file (will have to change file type to "All files") which will convert the html to PDF. You will likely work out your own way of working with this system. Ultimately, the TAs will need copies of their comments, the Instructors will need their scores and comments, and Dr. Pike will want print outs of both (the former two sets can be emailed in PDF form). For Dr. Pike's print outs, send to the copier to print front and back for the longer evaluations to save paper.

Random Note: There are two students named Wei Zhang in the department. One is pursuing her MS, the other her PhD. The MS Wei Zhang's email address is weizhang@uga.edu, and the PhD Wei Zhang's email is zhangwei@uga.edu. Knowing this sometimes helped me!

Newsletter

In the spring, the Department sends out a newsletter. You need to start getting this together in January. It takes significantly longer to put together than you would anticipate. Ruhanna Neal in Franklin is wonderful at getting the newsletter itself put together, in both online and printed form. But it is a long process. She is incredibly friendly and helpful and you'll come to rely on her a lot when it comes time to get this thing together. They do a wonderful job. You will need to prepare the text for the articles and organize what pictures you're going to want to include. I can't emphasize enough that you need to start this as early as possible. Don't start any later than January. Pay close attention to the events that happen throughout the year in the department - organizers can be approached for newsletter material when it becomes time. Tim and Dr. Stufken will have a list of things they want included and you will need to talk to various people to get appropriate articles.

As you are composing the newsletter, you'll also want to be preparing the bulk mailing and shopping for quotes. Two groups on campus can do the job: Central Duplicating and UGA Printing. This year we went with UGA Printing, but both are equipped to take on the task. Things that affect the quote are: number of pages (we went with an 8 8.5x11 page saddle stitched newsletter, which was in fact a 4 11x17 page front and back printing job, folded and stapled in the middle), color or black and white, color on which pages, etc, as well as number of needed copies. The current budget and other restrictions will determine the choice, as well as what contributions the Franklin College can make (again, Ruhanna Neal/rneal@franklin.uga.edu is the contact for this inquiry). Printing is SLOW, so if the department has a target date in mind, get your completed file to the printer 2-3 weeks beforehand if possible. I was not aware it would take so long and we ended up getting the newsletters a little later than desired.

IT Links

Jimmy will be providing you with more in-depth training on IT tasks, but here are a collection of links you will use frequently:

Department of Statistics Helpdesk - For managing help requests, as well as the home of the knowledge base you'll use to learn about certain tasks.

iManager
- This is where you will go for a variety of tasks. The most common will be resetting a printer that has hung up.

iPrint - Use to install any of the department's networked printers.

HP Customer Care - Useful for when printers start throwing out error messages.

Dell Support - Plug in a computer's service tag and get a list of all the required drivers.