MEMORANDUM

To: Professor Olsen

From: Lauren Balconi
Date: December 2, 2020
Re: Final Project Submission

Document

The document that I edited is the faculty support training guide for the ASU College of

Law. The client is Christina Molidor, the Faculty Support Supervisor and Executive Assistant to

the Dean. She can be reached at 480-965-6619 or at Christina.Molidor@asu.edu. The editing

project was significant to the client because the manual was outdated and needed to be

streamlined and updated.

Purpose, Readers, and Uses

The document serves as a training guide for new faculty support assistants as a way to

introduce them to information that they need to know, such as College of Law reimbursement

procedures, how to access the room reservation system, how to submit an IT request, and a

myriad of other tasks.

The readers of this document are new faculty assistants at the College of Law, along

with anyone else who might interact with and assist faculty.

The updated document functions as a beginner’s guide to the resources available to law

staff members.

Objectives

The objectives for this project were:

1. Create a digital version of the document that allows the user to easily navigate and find

the information they need quickly.

 2. Remove unnecessary information

3. Update and reorganize the remaining content.

Outcome

Overall, the project was completed successfully. It contains the most important

information for a new faculty support person to know and is written in a friendly and accessible

tone. Instructions are clear and easy to follow.

The most significant change I made to the document was to remove much of the

content that relates to ASU as a whole, such as Canvas and travel procedures, and update those

sections with links that go to the appropriate training guides and resources. This way, the

content will remain updated with any minor changes. My rationale behind this was that ASU

offers a wealth of resources for its employees on all of the different products that the university

uses, so why not use those to train new law staff?

Another significant change that I made was to rewrite much of the content because of

how out-of-date it was. As a member of the faculty support staff, I feel confident in my

knowledge of law college procedures to have done so.

Letter of Transmission
Christina Molidor
Sandra Day O’Connor College of Law
111 E. Taylor Street, Suite 501
Phoenix, AZ 85013

December 2, 2020

Re: Update to Faculty Support Handbook

Dear Christina,

Attached to this email is a copy of the updated Faculty Support Handbook that I have been
working on for the past several weeks. As discussed, the handbook needed several major
changes:
1. Update procedures and details
2. Remove unnecessary information
3. Switch from a hard copy to an electronic copy

With regards to the first change, I have gone through and updated contact and location
information for law school personnel and services. I have also included updated procedures for
the business office, parking, Canvas, and printing information, along with other small updates.
For some of these updates, I simply corrected the information, but others needed more
expansion to make sure the instructions and purpose of the task were clear. As a member of the
faculty support team, I relied heavily on my knowledge of law school processes as they currently
stand.

For the second major change, I eliminated many of the redundant and useless parts of the
handbook, such as copy editing symbols, software tutorials, Peoplesoft training, and overly long
email chains on law school processes. Several things are entirely not needed (like the software
tutorials) but other things, like the Peoplesoft and Canvas walkthroughs, are unnecessary to
include because ASU and the Law IT department already have extensive resources available
on those topics that can be easily linked.

Finally, for the third change, I created an electronic version of the document. By doing so, it
allows the document to be easily updated as processes and people change and grants the
ability to hyperlink to appropriate sites, instead of printing out hard copies of instructions or
trainings. I also created an interactive Table of Contents, so that the user does not have to scroll
through the entire document looking for a specific topic.

If you have any additional comments or concerns about the updated document, please let me
know.

Sincerely,
Lauren Balconi
Updated Document
 Faculty Support Handbook

Updated December 2020

Table of Contents
FACULTY SUPPORT GUIDANCE .................................................................................... 3
COPY CENTER ............................................................................................................................. 3
DIRECTORY ................................................................................................................................. 3
FACULTY ASSIGNMENTS ............................................................................................................... 3
FAXES ......................................................................................................................................... 3
MAILBOXES ................................................................................................................................. 3
OFFICE SUPPLIES ......................................................................................................................... 3
PRINTERS .................................................................................................................................... 3
ASU LAW INTRANET AND INTERNAL RESOURCES ...................................................... 4
FINDING COURSE INFORMATION................................................................................................... 4
IT RESOURCES ............................................................................................................................. 4
ROOM RESERVATION SYSTEM ....................................................................................................... 5
STUDENT PHOTO ROSTERS ........................................................................................................... 5
CANVAS .......................................................................................................................... 6
BUSINESS OFFICE .......................................................................................................... 7
BUSINESS MEALS ......................................................................................................................... 7
P-CARD USE AND REIMBURSEMENTS ............................................................................................. 7
TRAVEL ....................................................................................................................................... 7
OTHER RESOURCES ..................................................................................................... 11
CONTACTS................................................................................................................................ 11
DAILY DISCLOSURE .................................................................................................................... 12
FINAL EXAMS ............................................................................................................................ 12
ISEARCH ................................................................................................................................... 13
PARKING ................................................................................................................................... 13

Updated December 2020

Faculty Support Guidance

Copy Center
The ASU Law copy center is located on the 2nd floor of the BCLS building. The copy
center prints faculty-created textbooks for law classes, student printing requests, law
college promotional materials, and general staff printing requests. The copy center
also handles large scanning requests. Printing requests can be made to Marco
Escobedo at lawcopycenter@asu.edu.

Directory
The ASU Law directory can be found in the Employee Shared Drive in the Misc. folder
and lists the offices and phone numbers of all faculty and staff. Support staff are
expected to keep their faculty’s information current.

Faculty Assignments
Faculty will be assigned a support person by Katherine “KC” Johnson, Faculty Support
Lead, upon arrival. The faculty support staff office is located in area 573 of BCLS.

Faxes
Faxes can be sent and received from the copier located in 573. The fax number is 480-
965-2427.

Mailboxes
Faculty mailboxes are located on the 6th floor of BCLS in the faculty lounge. Mailboxes
for law college departments, administration, emeritus faculty, adjunct faculty, and BCLS
tenants are located in the copy center.

Office Supplies
Office supplies, including ASU Law letterhead, are located in the cabinets outside of
area 573. If supplies are low or missing, please notify KC Johnson.

Printers
Faculty printers are located on the 4th, 5th, and 6th floors of BCLS.

Updated December 2020

ASU Law Intranet and Internal Resources

The ASU Law intranet is a general repository for ASU Law documents and resources
used by the faculty and staff of the college.

To navigate to the intranet:

1. Go to https://law.asu.edu.
2. Scroll to the bottom of the ASU Law homepage to the black navigation bar.
3. Under Quick Links, click “Faculty and Staff.”
a. Sign in to ASU if needed.

Finding Course Information

The ASU Law internal course schedule is located in the intranet.

1. Navigate to the intranet.

2. Click the “Academic Services” tab in the gray menu.
3. Under Course Information, click “Course Information.”
4. Locate the semester needed, then click “Schedule of Courses.”

This schedule can be sorted by prefix, course title, professor, and other categories.

IT Resources
ASU Law IT resources are also located in the intranet. To locate the list of available
resources, as well as submit an IT request:

1. Go to https://law.asu.edu.
2. Scroll to the bottom of the ASU Law homepage to the black navigation bar.
3. Under Quick Links, click “Law IT Help Desk.”

Here you will find guides for a wide variety of ASU resources and how the law college
uses services such as Dropbox, Zoom, Slack, and the VPN, among others.

An IT help ticket can be submitted through the “Submit New Request” link located on
the Law IT Help Desk page. You can also email law-q@asu.edu and a ticket will
automatically be created for you.

The Law IT department is located in room 261. You can reach the help desk via phone
during business hours at 480-965-8181.

Updated December 2020

Room Reservation System
Support staff often receive requests to reserve classrooms and study rooms for make-
up classes, study sessions, TA office hours, or events. To view available rooms and
reserve a room:

1. Go to the ASU Law intranet.

2. On the right-hand side of the screen, under Popular Links, click “Reserve a
meeting room.”
3. The EMS system will launch in a new tab.
4. Select the reservation template you want to use.
5. Input the date, start time, and end time of the reservation you want to make and
click “Search.”
6. Select the room and click “Next Step,” located in the upper right-hand corner.
7. Fill out the appropriate details.
8. Click “Create Reservation.” A confirmation screen will be shown and a receipt
will be emailed to you.

If you are not able to reserve a room due to account restrictions, contact Austin Prutch,
Events Supervisor.

Student Photo Rosters

Many professors utilize photo rosters in their classes. To find the student photo rosters:

1. Go to the ASU Law intranet.

2. Click the “Academic Services” tab in the gray menu.
3. Under Student Management, click “Student Photos and Class Roster.” This page
will load in a new tab.
4. Select the semester and course.
a. Some courses have multiple sections. You can cross-reference the photo
roster course list with the ASU Law course schedule by using the 5-digit
SLine number for the course.

Updated December 2020

Canvas

ASU uses the Canvas Learning Management System to manage content for all courses.
The Law IT department automatically adds faculty, support staff, and students to the
appropriate Canvas course. If a course needs to be created early, or if you need to be
added to a class, contact IT by submitting a help ticket.

Law Canvas resources are located in the Law IT Help Desk links.

ASU also has many resources available, including scheduled trainings and Quick Start
guides. You can access those resources here.

To access Canvas:

1. Go to https://my.asu.edu.
a. Sign in if prompted.
2. Click “Canvas” from the menu options below the black navigation bar at the top
of the page.

OR

1. Go to https://canvas.asu.edu.
a. Sign in if prompted.

Updated December 2020

Business Office

Business Meals
A business meal is any purchase made by a law staff or faculty member that contains
food, whether it is a business meeting or an event. The law college business office has
created helpful trainings and guidelines for filling out a business meal form. These
resources can be accessed through the intranet.

To access those resources:

1. Go to the intranet.
2. Click the “Resources” tab in the gray navigation bar.
3. In the menu on the left-hand side, select “P-Card Training.”
4. The training videos and blank forms will be displayed.

P-Card Use and Reimbursements

Almost every department in the law school has a purchasing card (P-card) for official
law college purchases. The card is typically held by the lead contact for the
department.

P-card forms can be found on the intranet in the resources tab (instructions outlined in
the Business Meals section).

General information on ASU P-card use can be found here.

Approval to use an ASU Law P-card must be acquired from the appropriate approver
before using the P-card. The approver will depend on what department is making the
purchase.

Travel
Step 1: All faculty travel must first have approval from Victoria Sahani. This can be
done by entering a request in the internal College of Law travel request site, located
here. Once approved by Victoria, then a trip request is entered into Concur.
If staff or students will be traveling, then this step is not needed. Start with step 2.

Step 2: Enter a trip request into Concur.

1. Go to https://my.asu.edu.
2. In the My Employment box, click the “Travel” tab.
3. Click “My ASU Trip Travel System.”

Updated December 2020

 4. In the menu on the right-hand side of the page, click “My ASU Trip Access.”
5. Concur will launch.

Follow each tab, filling out all necessary information. Remember the request is just an
estimated cost of the trip; the actual trip cost is not required at this step. If a student
will be traveling and this is their first time traveling for ASU, they must have a profile set
up in Concur. Reach out to the business office so we can provide you with the form
that needs to be filled out and returned back to the business office.
Important information: A trip request must be entered before the traveler leaves for
their trip, it should NEVER be entered after the trip is over. Once a trip request is
approved it cannot be modified. You will be able to make changes on the expense
report, so don’t delete the request and start over.

Step 3: After the trip is over you will need to go back into Concur and create the
expense report. This is where the traveler’s actual expenses will be entered along with
uploading all necessary receipts and marking the expense type (travel card, out-of-
pocket or P-Card). The system will let you know what receipts are required. If the travel
card was used, you will need to make sure all those transactions are added to the
expense report. To see those transactions, click on “view transactions.” From there you
will be able to assign the travel card transactions to the correct expense report.

All trips that are conference related must have the conference brochure/agenda
attached to the expense report. There is an expense type called conference brochure
and this is where the documentation should be uploaded. You will also have to make
sure that if any meals were provided at the conference that you subtract them from the
daily meal allowance.
Important information: All expense reports MUST be completed within 30 days after
the trip is over.

A more step-by-step, detailed instruction process on how to create a trip request and
expense report can be found at www.asu.edu/fs/travel/myasu-trip-travel-guide. Daily
allowances used by ASU are loaded into Concur and based on the following per diem
rates.
www.asu.edu/fs/travel/per-diem-rates (U.S. Rates)
www.aoprals.state.gov/web920/per_diem.asp (International Rates)
www.defensetravel.dod.mil/site/perdiemcalc.cfm (Alaska, Hawaii)

More helpful links:

www.cfo.asu.edu/authorized-driver-program

Updated December 2020

www.cfo.asu.edu/asu-travel-card

Helpful Travel Information

1. A trip request must be entered before the trip begins.

2. All expense reports must be completed within 30 days after the trip is over.
3. The travel card is only used when there is an overnight stay.
4. The travel card is for the traveler’s expenses only.
5. Hotel receipt must be itemized and show proof of payment. Confirmations are
not acceptable.
6. Lodging rate cannot exceed the allowable rate allowed based on the city in
which the traveler will be staying. Authorization and justification to exceed the
allowable amount must have prior approval. The only exception is conference
designated lodging.
7. Airfare receipt must show the traveler’s name, date and time of
arrival/departure. It must also show proof of payment. Confirmations are not
acceptable.
8. First class or business class airfare is not allowed, unless pre-approved and
justified.
9. Receipts for meals are not required, as the traveler gets a daily allowance,
unless it’s a business meal. Then the meal for that day should be removed
from the daily allowance.
10. A receipt is required for all taxis that are $50 or more. Tips should not exceed
20%. You should adjust the expense accordingly.
11. All conference-related trips must have the brochure/agenda attached to the
expense report and all meals provided at the conference must be subtracted
from the daily allowance.
12. Anyone renting a vehicle while in travel status must take the defensive driving
class in order to be reimbursed for the expense. You will also need to justify
why the car rental was needed.
13. Meals cannot be claimed on same day trips.
14. Any trip that contains a personal component should not be added to the
expense report.
15. Personal expenses are unallowable for reimbursement. Examples: magazines,
newspapers, personal reading materials, snacks, expenses for spouse or family
members, entertainment, “no show” charges for hotels, over the counter
medications, etc.

Updated December 2020

Some expenses prohibited on the ASU Travel Card:
• Alcohol
• Meals that are for a one-day trip
• Gasoline for personal vehicle
• Expenses not related to the trip
• Another traveler’s expenses
• Fines, penalties or late fees – even if incurred while in ASU travel status
• Membership in travel-related clubs, including airfare, hotel or rental car
association or clubs

Updated December 2020

Other Resources
Contacts
Important contacts in the law college are listed below.

• Academic Services
o Loni Burnette, Director
o Estela Obregon, Receptionist
o Tammy Vavra, Registrar

• Administration
o Adam Chodorow, Vice Dean
o Tamara Herrera, Associate Dean of Academic Affairs
o Zachary Kramer, Executive Associate Dean
o Christina Molidor, Executive Assistant to the Dean
o Victoria Sahani, Associate Dean of Faculty Development
o Douglas Sylvester, Dean
o Tom Williams, Assistant Dean and Chief of Staff

• Admissions
o Anne Staudinger, Coordinator

• Building Services
o Allan Crouch, Supervisor

• Business Office
o Melanie Knerr, Accountant (Travel)
o Debbie Patterson, Accountant (P-Card)

• Centers & Programs

o Lauren Burkhart, Executive Director

• Copy Center
o Marco Escobedo, Printing Service Specialist

• Development
o Maria Hunter, Office Supervisor

Updated December 2020

 • Events
o Austin Prutch, Events Supervisor

• Faculty Support
o KC Johnson, Lead

• Human Resources
o Lisa Highley, Assistant Director

• IT
o Eddie Garcia, Director

• Marketing and Communications

o Nicole Anderson, Director of Communications
o Lauren Dickerson, Coordinator

Daily Disclosure
The Daily Disclosure is the “location for all student news, all the time. Instead of being
inundated by emails, all announcements, meeting information, events and other bits of
information will be posted here. [Law affiliates] will receive one email per day with a link
to the site.”

Staff members around the law college post announcements to Daily Disclosure. You
can sign up for an account through the Law IT Help Desk.

The Daily Disclosure feed can be viewed here.

Final Exams
The registrar administers final exams to the students. After exams are complete, they
are then returned to the faculty for anonymous grading. When grading is finished and
grades are released, faculty will usually give their exams to their support person, who
will facilitate student access to the releasable parts of the exam.

Exams are confidential, unless otherwise specified by the faculty member who created
the exam. All exams are filed and kept for one year in area 573. After a year, exams are
taken to the copy center for shredding.

Updated December 2020

Faculty will convey the appropriate procedures for reviewing their exams. If you are
unclear about any part of the exam review process, contact the faculty member and ask
for clarification.

iSearch
iSearch is the university-wide directory system. All support staff are given access to
their professors’ profile pages in order to make changes and upload CVs. If you do not
have access to a professor’s profile, or if you have questions, contact Xavier Sifuentes,
Web Content Editor for the law college.

Parking
BCLS has guest parking available in the garage beneath the building. To reserve a
parking space:
1. Go to https://forms.law.asu.edu/parkingrequest.
2. Fill out all required fields on the form and submit.
If your parking request is approved, you will receive an email with the access code and
instructions. If your parking request is not approved, you will be notified.

If the BCLS garage is full, you can request parking through the ASU Parking and Transit
system. To request a reservation:
1. Go to https://cfo.asu.edu/departmental-guest-parking-reservations.
a. Sign in if prompted.
2. Fill out the required fields and select the appropriate campus. Indicate the
number of spaces needed.
3. Click “Review.”
4. Select the parking lot/garage you want.
5. Fill in the event information. If possible, include a visitor list.
6. Select the appropriate payment type
a. If the law college is paying for the visitor parking, select “Department
Validation.”
7. Submit the form. A confirmation will be emailed to you. (Note: this form takes
about a week to process, as it must be reviewed by a member of Parking and
Transit)

Updated December 2020

Original Document Edits
 ---- - -- -

-------- ----- -

-- - -- -- - -
--- -- - - --- -
- -~--- ------ - --- -----
- - - - - - - ----- - - --
I -- ---- - - -- -
I
i