Mission Statement - arc.unm. Policies and Procedures...  Web viewStudent workers and graduate assistants…

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37Policies and Procedures ManualAccessibility Resource CenterJuly 2013Table of ContentsIntroduction 5Mission Statement5Eligibility for Services5Confidentiality5Professional Guidelines and Ethical Standards6Professional Guidelines6Ethical Standards6Department Policies6 Eligibility for Services6Documentation (appendix iv)6Student Request for Services6Accessibility Resource Center Records7 Paper Records7Electronic Records7Releasing Information7Accommodation Letters8Special Letters.8Letters of Recommendation..8Staff - Student Relationships.8Additional Services8Note Taker Services8Tutoring Services..9Electronic Text Accommodations9Signed Language Interpreters10Real Time Captioning.10No-Show/ Absence Policy.11Academic Testing Provisions11Use of Visual Cue Card12Student Attendance12Equipment Loans12Service Animals12Personal Care Assistants12Referrals13Departmental Policies13Office Hours13Absences13Payroll13Employee Records13Student Data13Purchasing14Human Resources14Office Staffing14Organization Chart (appendix xvi)14Staff Functions and Duties14Full-Time Employees14On Call/Part-Time Staff22Departmental Procedures24Daily Operating Procedures24Record Keeping24Scheduling Appointments Staff25Test Administration Process25Accommodation Notification26 Tutoring 27Note Taking 28Requesting a Signed Language Interpreter.27Requesting a Signed Language Interpreter or Captionist.27Classroom Interpreter Requests28No-Show Policy28Release of Information..28Interpreting Services Procedures.28Signed Language Interpreter Duty Assignments..29Real Time Captioing30Use of Recoder during Lectures30Accessible Furniture.30Adaptive Equipment30Electronic Textbooks31Academic Testing Provisions11Visual Cue Card..31Student Attendance31Equipment Loan31Service Animals 32Course Substitutions32Emergency Procedures32Business Procedures32Budget Operating Instructions32Employee Records33Student Data33Purchasing34Human Resources7IntroductionThe office of Accessibility Resource Center offers services to the University of New Mexico (UNM) self-identified students with disabilities. Students with documented disabling conditions that affect a major life activity are eligible for these services. This includes students with blind/low vision, Deaf/hard of hearing, learning, cognitive, psychiatric, orthopedic ADD/ADHD disabilities, and chronic conditions. The primary duty is to help all students with disabilities gain equal opportunities throughout the campus community, with emphasis on education. Faculty and academic support staff may refer students when they have disclosed pertinent information regarding a specific disability. Publicity throughout the academic year promotes high visibility of the services we provide for students with disabilities.Mission StatementAccessibility Resource Center recognizes individuals with disabilities as an integral part of a diverse community and is committed to the provision of comprehensive resources to the University community (faculty, staff, and student) in order to create equitable, inclusive, and practical learning environments.Eligibility for ServicesAccording to the criteria stated in Section 504 (appendix i) of the Rehabilitation Act and the Americans with Disabilities Act (ADA) Amendments Act (ADAAA) (appendix ii), and UNM Policy 2310 (appendix iii), we require that students give proof of a disabling condition by providing professional evaluations (appendix iv). Students requesting services must provide documentation of the disabling condition prior to initiation of services. The Accessibility Resource Center Documentation Committee will meet to determine eligibility and reasonable appropriate accommodations. An eligibility agreement (appendix v) is the final step in the initiation of services and completed by the student and appropriate staff member. ConfidentialityServices provided by Accessibility Resource Center are confidential. We do not release information to any persons or agencies without the written consent of the student (appendix vi). Information may be released pursuant to a subpoena or under circumstances that might pose danger to self or others, in situations of suspected child abuse, or under circumstances where University officials have a need to know.Professional Guidelines and Ethical StandardsProfessional Guidelines and Ethical StandardsSection 504 of the Rehabilitation Act of 1973 (appendix i)The Americans with Disabilities Act (ADA) Amendments Act (ADAAA) (appendix ii)University of New Mexico Policy 2310 on Services for Students with Disabilities (appendix iii)Association on Higher Education and Disability (AHEAD) (appendix iv)National Association for Social Workers Standards for Social Work Case Management (appendix v)National Certified Rehabilitation Counselors (appendix vi)National Association of the Deaf and the Registry of Interpreters for the Deaf, Inc. (NAD-RID) (appendix vii)Department PoliciesEligibility for ServicesDocumentation (appendix viii)Medical RecordsPsychological EvaluationsDepartment of Vocational Rehabilitation (DVR)Commission for the BlindCommission for the DeafStudent Request for ServicesStudents requesting services must complete the appropriate Eligibility Agreement (appendix v) with the Program Specialist before accommodations can be provided.Students requesting support services from Accessibility Resource Center are required to submit documentation of a disability to verify eligibility under the Americans with Disabilities Act (ADA) Amendments Act (ADAAA), Section 504 of the Rehabilitation Act of 1973, and the University of New Mexico Policy 2310. ADA defines a disability as a substantial limitation of a major life function. The diagnostic report must document a disability. It is important to recognize that academic adjustment needs can change over time and are not always identified through the initial diagnostic process. Conversely, a prior history of accommodation, without demonstration of current need, does not in and of itself warrant the provision of a like accommodation. Submission of documentation is not the same as the request for services. Request for services and/or reasonable accommodations must be initiated by the student once he/she is admitted to the University of New Mexico. The student must schedule an eligibility appointment with Accessibility Resource Center so that support services and reasonable accommodations may be discussed. Documentation will be reviewed by Accessibility Resource Center Documentation Committee prior to the appointment. Reasonable accommodations cannot be implemented until the student's documentation is complete. Accessibility Resource Center is responsible for the determination of reasonable accommodations. Students are required to register each semester to maintain an active status. Those not registering remain in the database and may reactive accommodations at any time when enrolled at UNM.See appendix viii for Documentation Guidelines.Accessibility Resource Center RecordsPaper RecordsAccessibility Resource Center student records are the sole property of the University of New Mexico, Accessibility Resource Center and are secure and separate from all other University files. Every effort shall be made to assure privacy and confidentiality of student records according to the 1974 Family Rights and Privacy Act (Buckley Amendment). As defined by the Buckley Amendment, the following are classified as confidential records: "Records on students who are 18 years of age or older or who are attending an institution of post-secondary education, which are created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional capacity, or assisting in the capacity, and which are created, maintained or used only in connection with provision of treatment to students and are not available to anyone other than persons providing such treatment. . ." Accessibility Resource Center student records are maintained for a period of ten years from the last date of attendance. Electronic Records Accessibility Resource Center keeps electronic record of students with disabilities for purpose of compiling statistical information, implementing accommodations, and maintaining demographic information. Students are required to register each semester to maintain an active status. Those not registering remain in the database and may reactive accommodations at any time when enrolled at UNM. Those on active status provide demographic and class information so that professor letters, note takers, and testing accommodations are implemented for the requested courses. Releasing InformationWe require written consent from the individual when obtaining and releasing information about the student (see confidentiality page 4). The student must complete and sign appropriate release forms (appendix x) prior to any disclosure of information. This information shall include statement of disability and reasonable accommodations required. The information we release is strictly limited to material that is necessary and/or will help obtain an equal opportunity for educational services. Personal information gained through direct contact with students is the sole property of and retained by Accessibility Resource Center.Accommodation LettersA request may be made for notification of the students disability to specific University faculty/ administrators/ staff with an accommodation letter (appendix xi). Students do not have to disclose any additional information regarding their disability, but may be asked to discuss and clarify accommodations in conjunction with the letter. The accommodations are determined by the type of disability, previous accommodations, evaluator recommendations, student feedback, and the recommendations of Accessibility Resource Center Documentation Committee. The director or program specialist will provide additional clarification upon request, to faculty/ administrators/ staff regarding accommodations when necessary.Special LettersIf a student receives notification of academic suspension or expulsion from the University of New Mexico, it may be appropriate to request a letter be written with details of the student's disability and potential problems that may impact the educational process. Students may also request that the director or program specialist speak to faculty and administrators regarding request for letters of support to other University committees or personnel if their disability has impacted on the grade received. Students receiving financial aid may request verification of the presence of a disability to the Financial Aid office to satisfy their financial aid eligibility.Letters of RecommendationLetters of recommendation for job application and undergraduate and graduate school admission are written only in an explanatory form. The letters are written by the director or program specialist to laude the students' ability to either compensate for their disability or explain how their disability was a hindrance to their success.Staff - Student RelationshipsThe staffs primary obligation is to provide accommodation services and promote the welfare of the student. In order to maintain the integrity of this relationship, staff will avoid entering into dual or conflicting roles whenever possible. When certified, licensed, or affiliated with other professional organizations, the staff member will comply with those professional guidelines as well. Dual relationships that negatively impact the student/department relationship will be brought to the staff members attention by the direct supervisor and resolution sought.Additional ServicesNote Taker ServicesStudents approved for note taking accommodations must register with the Accessibility Resource Center each semester for which they are requesting a note taker. A note taking agreement form is reviewed and signed during the initiation of services (appendix v). Students are responsible for notifying the Program Specialist regarding their note taking needs. This should be done in advance of the start of each semester or as soon as the need arises. Every effort will be made to find a qualified note taker within 15 working days of the request as outlined in the University of New Mexico Policy 2310 Academic Adjustments for Students with Disabilities. (appendix iii)Adaptive Equipment/Supplies ProvisionsType of Assistive Software or Adaptive EquipmentFunctionAssists What Type of DisabilityScanning/Comprehension softwareConverts printed material to electronic file formats (e.g. Word, RTF); allows reader to construct chapter outlinesBlind and cognitive disabilitiesVoice Activated softwareTranscribes spoken word into printed text; allows the user to control computer functions via voice Cognitive and orthopedic disabilitiesScreen Reading softwareReads aloud all visual information such as text, menu options, and system messages using synthesized speech BlindComputer Screen Magnification softwareEnlarges text up to 36X, allows font adjustments, and reads text aloud using synthesized speechLow visionText Conversion softwareConverts printed material to Braille, electronic document, or text-to-speech Print disabilities (i.e. cognitive, blind and low vision) Braille EmbosserProduces Braille materialBlindFM Assistive Listening SystemAmplifies lecturers voice or audio portion of video tapeHard of hearingCCTVMagnifies printed material up to 7XLow visionDigital RecordersRecords lecturesBlind, low vision, cognitive disabilitiesTactile Graphics MakerCreates tactile representations of visual images such as maps, graphs, diagrams, and drawings Blind, low visionComputer(s)Maintain approximately 20 computers for student useAllAccessibility Resource Center maintains assistive software and adaptive equipment in student labs within the Accessibility Services Room of Zimmerman Library, Mesa Vista Hall 2037, four testing rooms, and classrooms as needed.Tutoring ServicesStudents who may benefit from tutoring services will be referred to the Center for Academic Support (CAPS) located on the third floor of Zimmerman Library. CAPS provides tutoring for most undergraduate courses at the University of New Mexico. CAPS is among 400 tutor training programs certified by the College Reading and Learning Association. For more information on services and hours of operation, please call 277-7205.Electronic TextStudents approved for Electronic Text accommodations (hereinafter referred to as "ET") must be registered with the Accessibility Resource Center each semester for which they are requesting converted textbooks. Students are responsible for notifying the Program Specialist regarding their ET needs. This should be done in advance of the start of each semester or as soon as the need arises. In compliance with federal copyright laws, students are required to provide a class syllabus and book store receipt for each book being converted. Every effort will be made to provide ET within 15 working days of the request as outlined in the University of New Mexico Policy 2310 Academic Adjustments for Students with Disabilities. Copyrighted electronic texts will only be available to the student during the semester for which he or she is registered for the corresponding class (appendix xii).Signed Language InterpretersSigned language interpreters are employed by Accessibility Resource Center for the purpose of signing for deaf students, faculty, and staff when it is determined a reasonable accommodation. Interpreters are employed for academic and all University co-curricular activities when requested by the student. In keeping with the Registry of Interpreters for the Deaf Code of Professional Conduct, ARC/DHHS adheres to the tenet of maintaining confidentiality. Any information obtained by DHHS staff in regards to UNM students, faculty, staff or visitors will be held in strict confidence and will not be disclosed without their permission. Signed language interpreters abide by the Interpreter agreement (appendix xiii).It is our priority to find interpreters who use the mode of communication of the individuals choice. When hiring interpreters, UNM will seek to hire the most qualified and skilled interpreters available. Every attempt will be made to fill interpreter requests with Staff Interpreters first, taking into consideration the Deaf consumers preference and match of knowledge and skill.Real Time CaptioningA real time captionist is a stenographer similar to those used in court settings. All verbal communication which transpires during the class session is transmitted onto the screen of the students laptop computer via a remote real time captionist. When the class is over, the student is given a copy of their class notes. Accessibility Resource Center contracts with a captioning company and services are provided remotely using lecturer microphone, Skype, and a laptop computer.Comment by Joan: We need to check with Amanda and make sure this procedure is correct.No-Show/Absence PolicyStudents using Signed Language Interpreters or Real Time Captioning will receive a no-show when they are absent without notifying DHHS to cancel their interpreting or captioning services before the beginning of their class. If the student will be late for class, notification must be given to the Program Specialist or DHHS so instructions can be given the interpreter to wait. The interpreters have been instructed to wait 20 minutes per hour of class time. If the student does not arrive within that time frame, the interpreter will notify DHHS of the absence. Academic Testing Provisions Accessibility Resource Center will proctor tests when it is a reasonable accommodation.The policy is to provide a quiet and secure space for proctoring academic tests when such conditions are not provided by the educational department.It is the responsibility of Accessibility Resource Center to secure the tests before the scheduled hour and return them to their respective departments that same day, provided the tests are completed before 5:00 p.m.Accessibility Resource Center is responsible for providing alternative formats for quizzes and exams. The alternative formats can be in the form of enlarged print, Braille, or oral presentation.Student employees in the office are not permitted to assist in any manner with tests that coincide with the classes they are currently taking.Security of all tests is the sole responsibility of the Student Services Coordinator. Student workers and graduate assistants are allowed perusal of tests only when the alternative format method requires oral presentation.Students are required to sign a Student Testing Agreement prior to the start of the first exam with Accessibility Resource Center (appendix xiv).Use of Visual Cue CardA students documentation warrants use of visual cues (e.g. basic formulas, vocabulary list), which are specifically NOT answers. The professor retains the right to review the note card used by the student and to direct how the note card should be used. Cases of academic dishonesty will be treated as a disciplinary matter (please refer to the Pathfinder). This accommodation is given to students on a case-by-case situation. Each student is responsible for coordinating this accommodation each semester with his or her ARC specialist and professor.Student AttendanceIn accordance with UNM Policy D170 on attendance found in the Faculty Handbook, attendance is required by all students. While Accessibility Resource Center (ARC) cannot supersede this requirement, we can work with students and faculty when an absence or tardy due to a disability occurs. Should an absence occur, the student must contact their instructor immediately to inform them that they will not be attending class. In courses where attendance is determined by faculty to be an essential requirement of the course, minimal absence/tardy adjustments may be appropriate. The student should consult with the faculty in advance to discuss this accommodation early in the semester. The student is responsible for ensuring that this consultation takes place. The accommodation should be based on the students individual need, as well as taking into consideration the impact of the absence(s) on other course requirements (i.e., daily homework, quizzes, exams, projects, papers). ARC may offer additional assistance in clarifying this issue if needed.Equipment LoansStudents may check out equipment, e.g., digital recorders and FM Assistive Listening devices for use in the classrooms.Service AnimalsIn keeping with federal and state law, the University of New Mexico recognizes its responsibilities to extend equal access to individuals with disabilities who use a Service Animal on University property. The University will not discriminate against individuals with disabilities who use Service Animals nor deny those persons access to programs, services and facilities of the University. A student who seeks to bring a Service Animal into a UNM classroom, laboratory, or other learning environment is required to register with UNM Accessibility Resource Center and follow the procedures established by that office for obtaining academic adjustments. See appendix v for University of New Mexico Policy 2295.Personal Care AssistantsStudents are responsible for the hiring, payment, and maintenance of personal care assistants (PCA). At the students request ARC will assist in provision of local agencies that provide attendant care services on a regular basis. The PCA is required to follow all UNM policies and regulations. Specific details related to the use of PCA in classrooms and University Housing are discussed with your program specialist during the intake process or prior to enrollment.ReferralsWhen deemed appropriate, counseling services are recommended and students are referred to Student Health and Counseling or outside counseling agencies for assistance.Employee PoliciesOffice HoursAccessibility Resource Center office hours are as follows:Fall/Spring Hours:Monday-Thursday 7:30 am-7:00 pmFriday 7:30 am-6:00 pmSummer Hours:Monday-Friday 7:00 am-6:00 pmA minimum of two staff members will be present in the office at all times. Exams are proctored during the office hours listed above.AbsencesAll employee absences are reported to his/her direct supervisor. The director will report his or her absence to the Associate Vice President for Student Services with the Annual/Sick Leave form (appendix xv). Records are maintained by the Senior Program Manager and forwarded to the Payroll Office.PayrollThe Administrative Assistant III collects timesheets from supervisors. All time sheets are recorded into a spreadsheet and a Payroll Report is generated for the Senior Program Manager.Employee RecordsEmployee information is kept in a physical file, created and maintained for each employee. These files include applications, employment paperwork, class schedule, agreements, credentials, correspondence, etc. Student DataThe Administrative Assistant III is responsible for maintenance of student data.PurchasingThe Administrative Assistant III assists the Senior Program Manager with accounts payable items. Human ResourcesThe Administrative Assistant III is the contact point for Human Resources. This includes Temporary Services.Office StaffingOrganization Chart (appendix xvi)Staff Functions and DutiesFull-time EmployeesDirectorDirects and manages the activities and operations of the Accessibility Resource Center function of the University. Develops, implements, and maintains programs that enhance the successful retention and campus experience of disabled students.DUTIES AND RESPONSIBILITIES: 1. Plans, implements, and directs programs, policies, and services for undergraduate, graduate, and professional students with disabilities.2. Designs, establishes, and maintains an organizational structure and staffing to effectively accomplish the organization's goals and objectives; oversees recruitment, training, supervision, and evaluation of unit staff.3. Advises administrative, service, and academic units on matters concerning disabled students; coordinates campus-wide efforts to accommodate the special needs of disabled students.4. Establishes and implements short- and long-range organizational goals, objectives, strategic plans, policies, and operating procedures; monitors and evaluates programmatic and operational effectiveness, and effects changes required for improvement.5. Develops and disseminates information regarding services and programs to students, faculty, administrators, and service staff through publications, informational presentations, orientations, workshops, and other methods.6. Publishes and maintains a disabled student services manual, a faculty information guide, and other materials as required.7. Advises and coordinates student needs with county, city, and state agencies including the Department of Vocational Rehabilitation and the Commission for the Blind.8. Writes proposals to private and public sources to obtain funding for equipment and/or services in an effort to strengthen support services and improve accommodations for disabled students.9. Develops and manages annual budgets for the organization and performs periodic cost and productivity analyses.10. Recommends and participates in the development of University policies and procedures; may serve on University planning and policy-making committees.11. Represents the University to various institutional divisions as well as externally to governmental agencies, vendors, students and their parents, and/or the general public.12. Establishes and maintains a disabled student advisory committee to solicit input from disabled students.13. Performs miscellaneous job-related duties as assigned.Associate DirectorProvides strategic leadership and administrative management to Accessibility Resource Center. Monitors day-to-day activities for coordinating support services and reasonable academic accommodations for students with documented disabilities and provides operational oversight for the Office. Serves as acting director in absence of director as appropriate.DUTIES AND RESPONSIBILITIES: 1. Directs and coordinates a multidisciplined staff engaged in the planning, development, and implementation of support services to students with disabilities.2. Reviews student documentation to determine reasonable accommodations; coordinates provision of accommodations with students and faculty/staff.3. Interfaces with UNM faculty and staff, as well as community organizations to address accommodations, provide awareness training, and collaborate on the best ways to serve students with disabilities.4. Acts as liaison between UNM and community agencies for Accessibility Resource Center to include hearing, visual, psychological, and chronic health disabilities.5. Maintains records and provides reports regarding academic accommodations, fiscal activities, cost projections, actual expenses, billings statements, individual student files, and statistical data.6. Oversees the supervision of personnel, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.7. Represents the director on various university committees; participates in state, regional, and national professional organizations.8. Oversees all facets of the daily operations of the organizational unit, ensuring compliance with the University, state, and federal laws, policies, and regulations.9. Establishes and implements short- and long-range organizational goals, objectives, strategic plans, policies, and operating procedures; monitors and evaluates programmatic and operational effectiveness, and effects changes required for improvement.10. Participates as a member of management team in planning, problem resolution, and reviewing department performance.11. Assumes program responsibilities in the absence of the Director as assigned.12. Performs miscellaneous job-related duties as assigned.Program SpecialistUnder general supervision, evaluates students to determine disability designation and eligibility for services within UNM Accessibility Resource Center unit. Oversee individual or small group assistance to students with disabilities in coordination of academic accommodations. Teaches self advocacy skills, provides strategy instruction, and acts as liaison to campus and community. Provide consultation and advice to others as a highly specialized practitioner.Duties and Responsibilities:1. Plans and coordinates the development, implementation, and execution of sub-programs, special projects, and other initiatives designed to achieve the overall mission, goals, and objectives of the program.2. Provides and/or coordinates the provision of technical guidance, consultation, related support to clientele within area of program focus; provides day-to-day problem solving as necessary on day-to-day program-related needs and issues. 3. Oversees and administers all facets of the day-to-day operations of the various programs and activities related to the position, including instructing students with disabilities one-on-one and in small groups on compensatory study skill strategies, self-advocacy, and use of accommodations.4. Performs initial intake and assessment of students, evaluates needs, coordinates accommodations, documents progress of instruction sessions of students with disabilities, and maintains confidential student records.5. Evaluates diagnostic assessments of students and specifies appropriate communication strategies to convey active instructional material, accesses services of other campus support organizations.6. Serves as liaison with internal and external constituencies on all matters relating to program activities; represents the University with respect to program activities on a local, regional, and/or national basis.7. Plans, develops, and implements strategies for identifying and generating funding and/or resource opportunities for program activities, to include development of grant and other fundraising proposals.8. Creates, produces, and delivers a range of promotional, educational, and informational presentations, and/or resource materials related to program activities and initiatives. 9. Oversees and/or coordinates the collection, compilation, and analysis of program data; develops, writes, edits, and presents comprehensive statistical and narrative program reports and evaluations.10. As appropriate to the position, participates in the development of operating goals and objectives for the unit; recommends, implements, and administers methods and procedures to enhance operations.11. May supervise and/or lead staff and/or student employees, as assigned.12. Performs miscellaneous job related duties as assigned. Manager, Information SystemsUnder limited supervision, provides all aspects of information systems, technology, strategic planning and direction, system security and database integrity for a full-service, integrated information services function of a major operating unit of the University. Provides human resources administration and management and budget input, and serves as a strategic member of the organization's management team. The Associate Vice President for Student Services oversees this position with ARC providing a percentage of the position. The staff member resides in ARC.DUTIES AND RESPONSIBILITIES: 1. Plans, oversees, and coordinates the development, installation, and support of computing and network support services for the organization and its various operating components.2. Oversees and/or participates in the design, development, implementation, and evaluation of end user services and integrated information initiatives for the organization.3. Coordinates and provides leadership for new system development and implementation, and current system enhancements and improvements; reviews, evaluates, and develops proposals for new hardware/software and/or upgrades, as appropriate.4. Plans and coordinates the analysis, design, programming, timely implementation, and testing of applications projects.5. Participates as a member of management team in planning, problem resolution, and reviewing department performance.6. Oversees the supervision of personnel, which includes work allocation, training, promotion and enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.7. Participates in development, implementation, and maintenance of policies, objectives, short- and long-range planning; develops tracking and evaluation programs to assist in accomplishment of established goals.8. Performs problem resolution and provides on-call support for computer/network systems.9. Develops and coordinates programs and initiatives to ensure quality of performance and currency of skills among staff within the organization.10. Maintains currency of knowledge with respect to relevant state-of-the-art technology, equipment, and/or systems.11. Performs miscellaneous job-related duties as assigned.12. Provides management and technical expertise in the planning, design, implementation, and maintenance of multiple relational database management systems for the unit; monitors and coordinates databases to optimize performance and interactivity.Technical Support Analyst 1Under direct supervision, supports technical information solutions, and provides first-level technical information systems support to the university community. Resolves moderately complex technical problems. May provide functional direction to student employees. Coordinate the production and distribution of alternative format materials, and supervise student employees. Oversee the assistive technology and act as liaison with campus and community regarding accessible technology. Manages the operation and maintenance of the center's computer testing pod.DUTIES AND RESPONSIBILITIES: 1. Analyzes current and proposed departmental/user hardware and software systems; develops and maintains complex systems for the various constituencies within the unit.2. Gathers facts and data to be used in evaluating various user proposals.3. Analyzes and solves computer applications and systems problems for students, faculty, and staff; provides a wide range of technical assistance to departmental user support staff.4. Provides individual and/or group instruction and training to students, faculty, and staff on computer technologies, as appropriate.5. Provides technical support for research and development initiatives and new technologies.6. Writes command language script, using relevant scripting languages to support university systems.7. Reviews, evaluates, and recommends solutions for hardware and software acquisitions.8. Maintains a broad knowledge of state-of-the-art technology, equipment, and/or systems; participates in professional development activities as appropriate.9. May maintain applicable records including user lists, user accounts and security, and equipment inventory.10. Develop and maintain a current resource bank of access strategies for various disability types, instructional media used by faculty, and electronic information utilized, produce alternative media, enabling students with disabilities access to all instruction and services.11. As appropriate to the position, participates in the development of operating goals and objectives for the unit; recommends, implements, and administers methods and procedures to enhance operations. 12. Oversees and/or coordinates the collection, compilation, and analysis of program activity data; develops, writes, edits, and presents comprehensive statistical and narrative program reports and evaluations.13. Promote instructional climate for students with disabilities who use adaptive technology by providing assistance and troubleshooting for users.14. Work with Federal, State, and private and nonprofit agencies that serve individuals with disabilities.15. May oversee or provide direction to student employees.16. Performs miscellaneous job-related duties as assigned. Senior Program ManagerUnder indirect supervision, oversees a large, integrated program consisting of a set of interconnected component activities, and/or a group of associated, separately funded programs. Implements workscope, establishes funding, provides program/project planning, budgeting, and administration, and develops related operational policies and procedures. The programs/projects administered are usually focused on an associated set of complementary objectives within an overall mission, may be scientific, research, services, and/or education oriented, and are usually self-funded and/or grant-funded from a major funding source or series of funding sources.DUTIES AND RESPONSIBILITIES: 1. Plans, develops, implements, and coordinates a university project(s) or program(s).2. Designs and implements systems to collect, maintain, and analyze data; generates interim progress reports, final reports, and other information related to project(s) or program(s).3. Establishes and implements short- and long-range goals, objectives, policies, and operating procedures; monitors and evaluates operational effectiveness and effects changes required for improvement.4. Directs, manages, and oversees the daily administrative components of program(s)/project(s).5. Designs, establishes, and maintains staffing and an organizational structure to effectively accomplish the program/project function; recruits, employs, trains, supervises, and evaluates program/project staff.6. Develops and implements systems and processes to establish and maintain records for the operating unit.7. Performs community liaison and outreach activities for program(s)/project(s).8. May engage in contract negotiations and/or perform research; may produce and/or market project(s) and/or product(s).9. Develops and manages annual budgets for the organization and performs periodic cost and productivity analyses.10. Plans and develops strategies for generating resources and/or revenues for the project; may prepare contract and/or grant proposals.11. Recommends, participates in the development of, and establishes policies and procedures; may serve on department/division/university planning and policy-making committees.12. May represent the university to various institutional divisions as well as externally to governmental agencies, funding agencies, national organizations, and the general public.13. Provides expertise in a specialized field and often participates in local or statewide task forces.Administrative Assistant IIIPerforms and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department.Duties/Responsibilities:1. Performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.2. Assist students with academic endeavors; coordinate testing services such as reading services for the learning, visually, or physically disabled students.3. Develop recordkeeping procedures and manage appropriate department records in accordance with applicable regulations, policies, and standards. 4. Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.5. Assists in administrative problem solving, program/project planning, development and execution of stated goals and objectives.6. Monitors, reconciles and assists with fiscal administration for the unit, including but not limited to payroll, employment and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.7. May supervise and/or lead lower graded staff and/or student employees. 8. Develops specifications for data capture and input; monitors input to ensure consistency, quality, and integrity of data.9. Perform miscellaneous job-related duties as assigned. Student Services CoordinatorCoordinates and oversees all day-to-day aspects of the administration of a range of standardized testing activities conducted in a centralized testing center, to include development and coordination of testing program policies and procedures, recruitment, training, and supervision of testing staff, and administration of testing carried out by proctors in accordance with established procedures. DUTIES AND RESPONSIBILITIES: 1. Coordinates standardized group and/or individual test administration; administers and/or coordinates academic, credentials/certification, entrance, psychological, and vocational interest testing.2. Administers the center's computer testing pod, to include installation, maintenance, troubleshooting, and enhancement of computer/network hardware, software, and peripheral.3. Plans, develops, and coordinates testing program policies, procedures and schedules, and ensures adequate staffing for the administration of examinations.4. Contacts testing companies, and orders and maintains supplies of manual testing materials.5. Supervises and monitors administration of tests by proctors; ensures that test instructions are accurate and that appropriate testing environments are maintained.6. Ensures that test results are fairly and accurately scored utilizing automated or manual processes; configures and operates test scoring scanners, and sets up and maintains computerized test score tracking systems and data bases.7. Provides routine direction, information, and advisement to students and prospective students in regards to testing policies, procedures, and outcomes.8. Ensures that all test administration is carried out in compliance with relevant university and higher education policies, regulations, guidelines, and standards.9. Ensures confidentiality of test results and recommendations; maintains security of testing materials.10. Keeps informed of advancing technology in standardized test administration, computer-based testing, machine scoring, and associated software.STAFF INTERPRETERProvides signed language interpreting for deaf and/or hard-of hearing University students, faculty, staff, and/or visitors, delivered primarily in a classroom or other academic setting in accordance with established schedules. Provides a range of administrative assistance to department management and staff when not scheduled to interpret.DUTIES AND RESPONSIBILITIES: 1. Translates spoken material into sign language for students during scheduled classroom sessions, and in addition for faculty, staff, and others during meetings, colloquia, telephone calls, and other related occasions.2. Interprets and transliterates American Sign Language and signed English into oral or written language for hearing individuals or others not conversant with sign language.3. Assists in mentoring practicum students as and when assigned; models good interpretation practices during observation, and provides feedback to students during mentoring.4. Provides direction and integrative coordination in the planning, development, and implementation of a comprehensive University program.5. Provides a range of assigned administrative services during hours not scheduled for interpreting; assists in the coordination and administration of on-call interpreters as assigned, in accordance with established policies and procedures.6. Performs miscellaneous job-related duties as assigned.On Call/ Part Time StaffOn Call Signed Language InterpretersCertified Signed Language InterpreterUnder general supervision, provides basic Interpretation and transliteration services for university students, faculty, and/or staff requiring such services.DUTIES AND RESPONSIBILITIES: 1. Performs basic interpreting and/or transliteration for client students, faculty, and staff.2. Demonstrates an ability to communicate not less than 60% of the material presented to the client.3. Follows specific guidelines and procedures for the provision of services; ensures that services are rendered in a timely and efficient manner.4. Abides by the Code of Professional Conduct as set forth by the National Registry of Interpreters for the Deaf.5. Performs miscellaneous job-related duties as assigned.Pre-Certified Signed Language InterpreterUnder general supervision, provides basic Interpretation and transliteration services for university students, faculty, and/or staff requiring such services.DUTIES AND RESPONSIBILITIES: 1. Performs basic interpreting and/or transliteration for client students, faculty, and staff.2. Demonstrates an ability to communicate not less than 60% of the material presented to the client.3. Follows specific guidelines and procedures for the provision of services; ensures that services are rendered in a timely and efficient manner.4. Abides by the Code of Professional Conduct as set forth by the National Registry of Interpreters for the Deaf.5. Performs miscellaneous job-related duties as assigned.Clerk 2DUTIES AND RESPONSIBILITIES: 1. Under limited supervision, performs clerical duties of moderate complexity and variety.2. Maintains records, compiles reports and data of moderate complexity.3. Prepares and/or reviews forms requiring some interpretation to insure compliance with university and departmental rules and regulations.4. May pick up and deliver a variety of supplies, equipment, and materials ot offices and departments.5. May serve as receptionist in greeting and assisting visitors and receive and route telephone calls.6. Maintains confidentiality of records and information.Lab Assistant IIDUTIES AND RESPONSIBILITIES: 1. Will provide assistance to student with disability in a classroom science lab.2. Completes set-up and clean up of work area within lab classroom3. Assists student with lab experiments and classroom related activities.4. May provide assistance outside the classroom for homework/lab assignments.Computer Tech 2DUTIES AND RESPONSIBILITIES: 1. Under general supervision, performs computer based editing of textbooks in preparation for conversion to alternative format using complex software.2. Provides general information and operates simple office machines; such as duplicating equipment.3. May pick up and deliver a variety of supplies, equipment, and materials to offices and departments. 4. Proctors (reads, writes or both) and delivers classroom exams for program clients.5. Maintains confidentiality of records and information.Program Support Staff 2DUTIES AND RESPONSIBILITIES: 1. Under general supervision, performs computer based editing of textbooks in preparation for conversion to alternative format using complex software.2. Provides general information and operates simple office machines; such as duplicating equipment.3. May pick up and deliver a variety of supplies, equipment, and materials to offices and departments. 4. Proctors (reads, writes or both) and delivers classroom exams for program clients.5. Maintains confidentiality of records and information.ProceduresDaily Operating ProceduresRecord KeepingStudent FilesThe following records are included in each student's file:DocumentationIntake Class scheduleGradesAgreements CorrespondenceAdditional forms that may be included if obtained:Signed consent forms MethodEach new component to the file should be inserted upon receipt.Program Specialist notes should be neat, legible, typed or written in ink.Program Specialist notes should specify any instructions, suggestions, or directives made during contact.Scheduling Appointments StaffIt is recommended students schedule appointments with staff ahead of time. Drop in appointments are scheduled when the Program Specialists calendar provides for available time or in the case of an emergency. Students will be requested to provide his/her name and what the appointment is regarding.Test Administration ProcessTest Scheduling 1. A student schedules tests in-person, by phone (277-1510), or email (tstaccom@un.edu) with a one week notice, and one and half weeks advance notice for new intakes.2. A Student Testing Agreement form noting pertinent information is prepared by the Program Specialist during the intake.3. If a one week notice is not provided the Student Services Coordinator will make a determination on if the accommodation will be afforded. When adequate advice warning is not given, the student should report to class and take the exam under standard conditions.Securing Tests1. Log into the computer under student employee, the password is student.2. Check webmail E-mail. At the beginning of the day check the testing center e-mail to see if any new exams arrived. The net id is tstaccom and request a staff member to enter the password. Print daily test schedule. Go to as.unm.edu to check the daily test schedule. In the event it is not printed in advance request the Associate Director or other authorized staff to print. The word True will appear in the exam pick up column if ARC has possession of the exam.3. Open and prepare the testing rooms so that they are ready when students arrive to take their exams.Obtaining Exams All exams have either arrived on the intended day or an instructor may be emailing while it is being completed. If the exam is in ARCs possession it is filed in the safe under day and time. Any additional information is listed in the Proctor column on the schedule. If the exam is not in ARCs possession and no updates are available from the instructor, contact the department to enlist the assistance of the office administration or proceed to the classroom to pick up the exam. To prepare for future exams print the Student Notification of Exam Schedule (SNES) sheets. Prepare email to instructors by accessing templates. Under subject list the class and verify instructor email and student information. If the student is taking the exam during actual class time, delete section referring to earlier start time. If other reason identified for a different start time other than the class, list the reason in the email message. Exams are requested at least 7 days in advance, or as schedule when less notice is provided. The message pad is utilized for scheduling student exams. When an exam is received it is marked as true in the database along with instructions on duration of exam and allowable materials, such as notes, books, notecards, calculators, etc. This information is provided in the Instructors to proctor section of the SNES sheet. Method of receipt is noted in the pick up section. Exams not received for the next business day are identified and reminders sent to instructors. The record reflects any student that does not show for an exam for departmental use. All other areas are secured and locked by the end of each business day.Administering TestsWhen students arrive for exams, names are requested and information listed on the SNES are verified for accuracy. Assurances are made that students personal items are stored safely in the designated area and that proctors and testing materials are immediately identified and available. Notation of the start time is entered on the required form and intermittent viewing of the monitor for irregularities continues throughout the exam time. Late arrivals and subsequent administration of an exam follows particular protocols and includes notification provided to the instructor. Administration of the exam after the class concludes requires a student initiated request to the instructor and subsequent approval received by ARC prior to administering.Returning TestsOnce the student has completed the exam, all materials for submission are attached to the exam and the end time is noted on the SNES form The location to be delivered is noted and placed in the Deliver/Pick Up section of the safe. Coordination of delivery may include the Student Services Coordinator, Associate Director, other ARC staff, and student employees. Those delivering are required to note delivery time and upon return the completed SNES is filed for future reference. Accommodation Notification/ Request for Services1. Students indicate the need for accommodation letters through submission of course schedule each semester in person or through e-mail message (appendix xi).2. Accommodation letters are sent through campus mail to each faculty member appearing on the student semester schedule.3. Faculty are informed of the presence of a sign language interpreter or special accommodations in the classroom prior to the start of the semester.4. When faculty/staff have been notified, additional clarification and discussion may occur.5. The office of Student Residential Programs is notified and consulted on accommodations needs when they become known to Accessibility Resource Center.TutoringThe Center for Academic Support (CAPS) provides tutors in freshmen level courses in English, Math and Statistics and provides this support in an identified space in ARC.Note TakingAll students approved for note taking services should provide a class schedule each semester. This can be done in person, by phone or by e-mailing the Program Specialist.Once a note taker is secured, ARC will hire a peer in each specific class to take and submit lecture notes for the Students use. The Note Taker agrees to arrive to class on time, remain alert, and supply neat, accurate notes to ARC. It is not necessary for the student and Note Taker to interact. It is the students responsibility to contact the Note Taking Technician if the student feels there is a problem with note quality, legibility, or timeliness. The Note Taker will submit lecture notes to ARC within 24 hours of the class period. The notes will be typed or legibility written and, once received, posted on UNM e-Reserves for the student to view. It is the students responsibility to speak with ARC if there is a problem with the notes. If the note taker is not showing up to class, please notify the ARC immediately so a new note taker can be provided. It is mandatory that students using the services of a note taker attend all class sessions. Note takers are not a substitute for attendance. Requesting a Signed Language InterpreterRequesting an Interpreter or CaptionistAll interpreting/captioning requests for UNM are scheduled through DHHS/ARC. Individuals can email, call, or stop by the office to make their requests. It is important that requests for interpreters are made as soon as possible and at least five business days in advance. Last-minute requests cannot be guaranteed, however attempts will always be made to schedule an interpreter/captionist.Classroom Interpreter RequestsUpon completion of registration, students should submit a copy of their class schedule to DHHS/ARC. It is important that you make your request for interpreters as soon as possible.Special Interpreter Requests In addition to regularly scheduled classes, DHHS/ARC schedules interpreters for special requests. Special requests include appointments with professors, field trips, campus activities, or any other activity that is not the normally scheduled class meeting. Requests can also be made for University sponsored events and work related meetings. It is the responsibility of each individual to make all special requests for an interpreter with DHHS/ARC. No-Show Policy1. If a student is absent from class without notifying DHHS/ARC before a class begins they will be emailed a reminder notice about the no-show policy (appendix xix).1. If a student is absent a fourth time from class without notifying DHHS/ARC before the beginning of class, an email will be sent notifying the student that the interpreter will be suspended and a meeting with the program specialist will need to be scheduled. 1. If a student is absent fifth time from class without notifying DHHS/ARC before the beginning of class, an email will be sent notifying the student that the interpreter will be cancelled and a meeting with the program specialist will need to be scheduled1. If the interpreter is suspended or cancelled, it is the students responsibility to arrange a meeting with the Program Specialist to discuss the reinstatement of their interpreter accommodation.Release of Information1. A release of information (appendix vi) is signed when deemed appropriate.2. The release grants permission to personally contact individuals, seek documentation or clarification, and discuss the student status.3. Consent for release of information may be relinquished by the student at any time.Interpreting Services Procedures1. It is the students responsibility to be aware of the policies and procedures of DHHS and sign the Interpreting agreement (appendix xix).2. Requests for interpreters should be made in a timely manner. 3. Sign Language Interpreters will wait for 30 minutes per every hour of class. 4. If a student is absent from class without notifying DHHS/ARC before a class begins they will be emailed a reminder notice about the no-show policy (appendix xviii).5. If a student is absent a fourth time from class without notifying DHHS/ARC before the beginning of class, an email will be sent notifying the student that the interpreter will be suspended and a meeting with the program specialist will need to be scheduled. 6. If a student is absent a fifth time from class without notifying DHHS/ARC before the beginning of class, an email will be sent notifying the student that the interpreter will be cancelled and a meeting with the program specialist will need to be scheduled7. If the interpreter is suspended or cancelled, it is the students responsibility to arrange a meeting with the Program Specialist to discuss the reinstatement of their interpreter accommodation.Signed Language Interpreter Duty Assignments1. For academic courses, interpreters are scheduled prior to the start of the semester.2. Students requiring interpreters for other university related events should inform DHHS/ARC as early as possible to ensure that there is enough time to schedule the interpreter(s).3. In order to properly prepare for an assignment, interpreters should obtain copies of all textbooks, lab books and class handouts. If applicable, interpreters should also request that instructors add them to Learn.4. Professors are notified prior to the beginning of each semester that an interpreter had been assigned to their class. 5. Interpreters should sign and voice every question and comment made during class.6. Problems, issues, or concerns regarding the quality of interpreters should be brought to the attention of the Program Specialist.Complete details are found in the Interpreters Handbook is found in appendix xx.Real Time CaptioningA real time captionist is a stenographer similar to those used in court. UNM uses real time captioning to provide access to classroom lectures to students who are deaf or hard of hearing. All verbal communication which transpires during the course of the class is transcribed onto the screen of the students lap-top computer via the real time captionist. The student reads the lecture on the laptop computer. When the class is over, the student is given a copy of the lecture, which they use as their class notes. Students should sit in the front of the classroom, off to one side where there is a convenient electrical plug. The student needs to be able to see the professor and the computer screen. In order for the captionist to properly prepare for an assignment, they will need to have access to vocabulary and class materials before the lectureStudents who receive captioning must agree to not share the transcripts with other students in the class. Use of Recorder during LecturesStudents agree to follow the procedures outlines in the Recorder Consent Form (appendix xxi) when recording lectures.Accessible Furniture1. Prior to the beginning of the semester students requiring ADA accessible desks or chairs need to submit their class schedule.2. A work order is submitted to Physical Plant to the Special Activities Unit. ADA tables and chairs are moved to the designated classroom by UNM movers.3. Other accessibility issues, e.g. residence halls, campus services, organization meetings, are determined on an individual basis and it is the responsibility of the student to make Accessibility Resource Center aware of any accessibility problems.Adaptive Equipment1. Adaptive equipment is available for student use at ARC.2. Limited training on equipment use is available. 3. CCTV, computers, printers, and scanners are also available in the Accessibility Services room in Zimmerman Library. Assistive software is installed in requested classrooms and labs across campus on an as needed basis.Students should inform ARC staff of any equipment needs. Decisions for additional equipment will be determined on an individual basis. Requesting Electronic TextIt is the students responsibility to contact and provide with their class schedule and syllabi each semester. This can be done in person or by email.It is the students responsibility to inform the Technical Support Analyst 1 if any reading assignments are added or changed. Copyright laws mandate that students using electronic text demonstrate proof of ownership of the material to be converted. Students are required to purchase all course related textbooks and/or materials to be converted in order to comply with copyright laws. Students requesting electronic text need to provide an original receipt of textbook purchase or a physical copy of the book when picking up converted material. Once the converted materials are ready the student will be contacted by the Technical Support Analyst 1. Students should indicate if they prefer email or a phone call. If the student prefers email, they should maintain and check their email regularly. If the student prefers to be contacted by phone, the contact number should allow for voice messages in the event the student is not available at the time of the call. In the event the student changes their contact phone number or email, it is the students responsibility to notify the Technical Support Analyst 1 of the new information. In the event the student does not have email or phone or wants the information to remain confidential, it will be the students responsibility to frequently inquire as to the progress of the converted materials.It is the students responsibility to notify the Technical Support Analyst 1 if a problem arises with the converted materials. Visual Cue CardProcedures for use of a visual cue card during an exam are in appendix xxii.Student Attendance Adjustment in the ClassroomStudents with chronic health issues may require additional absences due to the nature of their disabilities. Students sign off on the Student Attendance Adjustment Policy during intake. Faculty are notified of this accommodation through the accommodation letter. See appendix for the additional information. Equipment LoanAccessibility Resource Center maintains a pool of axillary aids for student to borrow on a semester by semester basis. Typical equipment available is portable CCTV devices, FM Listening devices, microphones for use with realtime captioning, and digital recorders. The form for borrowing equipment is in appendix xxiii.Use of Service AnimalIn keeping with federal and state law, the University of New Mexico recognizes its responsibilities to extend equal access to individuals with disabilities who use a Service Animal on University property.The University will not discriminate against individuals with disabilities who use Service Animals nor, deny those persons access to programs, services and facilities of the University.Policy 2295 is found in appendix xxiv.Course Substitution ProceduresCourse substitutions may be appropriate for student based on a history of failure, inability to complete specific core curriculum requirement, and strong documentation supporting the request. The procedures for requesting a substitution are in appendix xxv. Emergency Procedures1. When Accessibility Resource Center is contacted by a student of an emergency situation, the director or program specialist will be informed immediately.2. The situation will be assessed and assistance will be sought from appropriate university offices.3. See appendix xxvi for emergency response and evacuation plan.Business ProceduresBudget Operating InstructionsGeneral: There are two extremely important aspects of running adepartment/business to succeed and operate at an efficient level. These two essential activities are forecasting and budgeting.Budget: A budget is the managerial document in which the costs associatedwith running and keeping our business operating at a healthy level are estimated, expected revenues are projected, and then decisions are made which define how much debt we are in or how much monies are available for a specific period of time (end of fiscal year). A budget-plan primarily serves as a starting point and guide post to the business on how the business must operate and what realistic goals to aim for and to prepare us for any emergencies and unanticipated expenses that would otherwise seriously endanger the overall health and general stability of our business. Also, the budget is an indicator that tells us whether we are on the right road to where we would like to be headed fiscally and professionally.Forecasting: Forecasting provides information on how revenues and expendituresmost likely will act over a given time period (fiscal year). Budgeting and forecasting, the vital team in which a department/business could not truly function at its most efficient, highest level without the influence of the other. In fact, both can be seen as equally important and necessary to department/business success. Forecasting is primarily concerned solely with how to collect and process information which can affect our business in the immediate future in positive and/or negative ways.How is a Forecasted Budget Formulated: Budget forecasts are primarilybased on three different sets of criterion as follows:Figures contained in the current budget outlook; Present account activity and; Probable budgetary figures can be used as a foundation for next years budget plan. Budget Checklist: Salaries and WagesFringe BenefitsEquipmentSuppliesTravelPer diem rateLodgingOther Cost ServicesCommunication CostsAll budget data will be entered into the on-line Banner System.Employee RecordsEmployee information is kept in a physical file, created and maintained for each employee. These files include applications, employment paperwork, class schedule, agreements, credentials, correspondence, etc. Student DataNew students are required to bring in documentation of their disability and review it with a Program Specialist. If they qualify for services they then do the eligibility agreement, the Program Specialist completes the intake on the WEB, and all paperwork is submitted. The Administrative Assistant III then prints out all documents off the WEB and gives them to the Director who then approves them for services on the WEB site. The paperwork is given back to the Administrative Assistant III and a physical file is created and maintained. These files are kept in a locked filing cabinet.When new or returning students are current for the semester some of them qualify for extended time on exams. They submit their class schedule via e-mail or paper copy, the Student Services Coordinator inputs and approves the information that is submitted, i.e. professors name, course number, section number, day and time of class. A professor letter is generated and given to the Director and Program Specialist for signatures. A copy of the letter is made to be placed in their file and the original is delivered to the professor via campus email or mail.PurchasingThe Administrative Assistant III assists the Senior Program Manager with accounts payable items. Senior Program Manager processes DPIs and DPRs to pay invoices and reimbursements. Program Manager is also holder of a PCard and makes purchases for the department for office supplies and equipment. Responsible for reconciling PCard statement monthly and make sure all receipts and invoices are in order to be sent to Accounts Payable.1. General: Employees must use good judgment when incurring expenses and every effort should be made to assure the best prices and values obtained. In accordance with UNM Purchasing Policy 4000 which states that compliance with these purchasing policies and procedures is expected to be accomplished within the context of general fiscal accountability. 2. Methods for Purchasing: This policy describes the currently acceptable methods for purchasing goods off campus which include the Purchasing Card (P-Card), the Purchase Requisition, and /or reimbursement through the DP-EZ process. Departments must provide a detailed description of the purpose of each item purchased.3. Funds: All funds made available to the University shall be expended through University accounting system and in accordance with University Business Policies and Procedures.4. Procurement Flexibility: Purchasing Policies and Procedures provide managers with procurement flexibility to enable them to perform their duties and to achieve the maximum benefit from the resources for which each manager is responsible. These policies and procedures are in place to ensure compliance with all state procurement laws and federal laws and federal laws where applicable and to ensure adequate accountability. Departments are responsible for providing documentation (such as receipts, invoices, and receiving reports) for all expenditures.5. Gross Receipts Tax: The University does not pay gross receipts tax on purchases of tangible property from nongovernmental entities. The University Purchasing Department will send verification of the University of the Universitys tax exempt status when the Purchase Order is issued.6. Purchasing Card (P-Card): The P-Card may be used to purchase goods, materials, supplies, non-capital equipment, and non-professional services on behalf of UNM with pre-approved vendors not exceeding $2500, unless a lower limit has been set for an individual cardholder. The P-Card may also be used to purchase airline tickets, upon completion of the required training. The P-Card can be used:0. On the LoboMart website from the UNM portal (my.unm.edu);0. Via the telephone; and /or0. Via the Internet.1. The P-Card cannot be used for any of the prohibited categories of goods and services listed below:0. Vendors that are categorized under the blocked MCC numbers showing the Merchant Category Codes Restricted by Groups published on the Purchasing Department website;0. Travel or travel related services with the exception of those listed on the Purchasing Department website;0. Splitting of purchases or any other form of incremental purchasing; or 0. Personal and/or unauthorized items or services.7. Purchase Requisition: A Purchasing Requisition may be used to purchase goods, supplies, equipment, and services by logging into the LoboMart site from the UNM portal. The purchasing of services must comply with Purchasing Services from Independent Contractors Policy 4325, UBP Departments must complete a separate Purchase Requisition of each suggested vendor. The electronic Purchase Requisition will be automatically forwarded to predetermined departmental administrators and Central Accounting for approval. Supporting documentation such as sole source justification, must be mailed, faxed, or e-mailed to the Purchasing Department referencing the Banner Requisition Number System. A Purchase Order is issued by the Purchasing Department based on an approval Purchase Requisition. A Purchase Order is the official authorization for a vendor to make a shipment or delivery and can be authorized only by the Director at Purchasing or designee. A Purchase Order is a legal contract binding the University and the vendor and contains the Universitys standard Terms and Conditions. The University will not honor commitments made on any other basis. Departments requiring changes to Purchase Orders must notify the Purchasing Department by e-mail at changepo@unm.edu8. Direct Pay Approval (DPA): To request checks for transactions that cannot be purchased with a P-Card or Purchase Requisition, departments must complete a Direct Pay Approval (DPA) Form using the Banner form FZADPEZ. The use of the DPA Form has been pre-approved for certain specific types of transactions listed on the Pre-approved Direct Pay Transactions table. Attach supporting documentation to the DPA Form, obtain required signatures, and forward it to the applicable accounting office for approval.9. Receiving and Paying for off Campus Purchases: The University will not pay for any purchase of goods or services unless the department certifies that the goods or services have been received and are satisfactory. The department receiving the purchase is responsible for following these procedures when receiving goods or services, processing related damage claims, returning goods, or requesting payment for goods or services.A. When shipments are delivered to the department. Prior to signing the delivery receipt, the goods delivered should be checked against and delivery receipt and any discrepancies should be noted (such as number of packages received compared to quantity shown on the carriers delivery receipt, any apparent damage to packaging or merchandise, etc.). Sign the delivery receipt, indicating the department name, date received, number of packages received, and any discrepancies. B. If a department discovers damage while checking the goods received, the packing and wrappings materials (including names, addressed, etc.) should be preserved for inspection by the carrier. Departments must make arrangements with the vendor for inspection of the damaged material, file a damage claim and return the goods.C. The department must notify the vendor of any damaged or duplicate shipments within fifteen (15) days from receipt and request an inspection. Make a notation of the request for inspection on the packing list. Include the date the department made the request and the name of the vendor representative. The following information will be necessary upon notifying the vendor:0. Carriers name;0. Carriers delivery receipt number;0. Shippers name;0. Items damaged/nature of damage;0. Invoice value of damaged item; and0. Location where damaged items are being held for inspection.1. Missing Item: Shipments that do not include all items indicated as shipped on the packing slip must be brought to the vendors attention immediately. Request that missing items be shipped using the original Purchase Order number. Department has to ensure that the vendor does not invoice twice for the same items.1. Unordered Item: To return unordered items, contact the vendor and request a Return Goods Authorization (RGA) number and instructions for returning the unwanted items. After items have been returned, the vendor should issue credit memo which cancels any previous charges for the returned items.1. Excess Items: To keep any excess items the department must notify the Purchasing Department. Complete the Receiving Report noting that a modification has been requested. The Purchasing Department should be contacted if a department continues to experience delay or other problems resolving a damaged, duplicate, or short shipment.1. Payments: The department is responsible for following the procedures in this policy to ensure timely payment to the vendor when goods or services have been received and accepted. The vendor should send the original invoices for all purchases directly to the Accounts Payable Department; if the invoice is sent to the department, send it immediately to the Accounts Payable Department. Invoices for partial shipments must be processed promptly to ensure timely payment to the vendor and to prevent vendor delays in shipping the balance of the department order. Failure to promptly authorize and process partial payments for partial shipment will result in credit problems with vendors.1. Prepayments: The University does not allow payment prior to the actual delivery of goods or services without written approval from the accounting office and the University Director of Purchasing. Occasionally a vendor will require payment with an order. The department should attempt to locate another suitable vendor for the goods or services. If no other appropriate vendor can be found, the department should prepare a Direct Pay Request form (for pre-approved transactions) or contact the Purchasing Department.1. Department Checklist for Purchasing Approval: 1. Employee-Use good judgment when incurring expenses;1. Employee-Get a quote from selected business Vendor to include, business name and address, federal ID number, office phone, fax, phone and an 800 phone number if possible, item numbers, description, dollar amount, shipping and handling cost if possible;1. Employee-if travel reimbursement request provide odometer reading log with appropriate signatures (employee receiving reimbursement and their supervisors signature).1. Directors approval for expenditure;1. Program Manager-Index and account code approval;1. Administrative Assistant III -Acceptable method for purchasing goods off campus or travel reimbursement.Human ResourcesThe Administrative Assistant III is the contact point for Human Resources. This includes Temporary Services. When a Temp position is required, the Supervisor prepares the proper paperwork and submits it to UNM Jobs.When employment questions arise the Administrative Assistant III contacts the Human Resources department to obtain the proper procedures to resolve problems or questions. The Administrative Assistant III also has access to UNMs Policies and Procedures and resolves questions or problems regarding staff or on-call employees.The Administrative Assistant III keeps detailed annual/sick leave records for each staff member and reconciles the records with the monthly HR report.

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