New Faculty Orientation

The Department/Program

Your program is within the administrative unit called Languages and Literatures, housed in Sproul Hall.  It is part of the College of Letters & Sciences. All of the Departments in Languages & Literatures share administrative staff. L&L has roughly 100 Faculty, 90 graduate students, 400 undergraduate majors, and 11 staff members.

General Information

Absence from campus:  Faculty are required to be present on campus from the start of fall quarter through the close of spring quarter, including quarter breaks. Requests for a leave of absence from campus should be submitted by completing the appropriate form https://langlit.ucdavis.edu/employmentpersonnel-forms. Leaves of 1-7 calendar days are approved by the Department Chair.  Leaves of greater than 7 calendar days must be routed to the Dean and Vice Provost-Academic Affairs for approval.

Box: The university provides free access to Box for file storage. Ask the IT team ([email protected]) to set up an instance on your desktop.

Business Cards: You can order UC Davis business cards from Reprographics via AggiePrint. You can use your start-up funds to purchase these.

Facilities: The L&L business office manages our facilities. Please contact [email protected] for work orders, equipment issues, keys and building maintenance. If there is an emergency with the building, you may contact Facilities directly via 530-752-1655. Please put this number in your cell phone, and you may use it 24 hours a day.

Faculty meetings: Please consult your department chair for the schedule of faculty meetings.

Furniture: The L&L business office manages furniture in Sproul. To see what furniture is available for your office, email [email protected]. If there is nothing available in the department check on AggieSurplus for used items from across campus. If you still don’t find what you are looking for, we can purchase low-cost furniture for you from amazon, odp (Office Depot), or the campus furniture program. For high-quality, long-lasting furniture (Herman Miller, Steelcase), please contact the furniture program to request a consultation/design services [email protected].

Events: To invite a guest speaker, please clear it with your department chair and then speak to our Travel & Events Coordinator, Caitlin Richardson, for assistance ([email protected]).

Hours of operation:  Business are Monday through Friday, 9:00 AM – 4:00 PM during the academic year.  Some staff arrive earlier or stay later. Remote days vary, so please view the staff page for individual schedules. The building remains open 7am-7pm, Monday through Thursday, and 7am-6pm on Friday. The building is closed on weekends, holidays, and breaks. To access the building when it’s closed, request Aggie Access Credentials (in advance) for Sproul Hall. Your Key Control Manager is Maria Ruby [email protected].

IT support: Direct all computer-related questions, requests for support, or tech purchases, to: https://lsit.ucdavis.edu/ or [email protected].  This will ensure your request is tracked and seen by all members of the IT team.  For general web updates, you may email the business office at [email protected].

Keys: Maria Ruby [email protected] manages keys and will issue you an office key. Your office key will allow you access to the mailroom (222), copy rooms (224, 414, 614, 814), Sproul conference rooms, and the break room (104). To enter the building outside of operating hours, request Aggie Access Credentials for Sproul Hall. You may request card access or mobile phone access (not both).

Listservs: You have been added to your faculty’s list serve as well as the broader L&L listserves. You may send emails to your own faculty listserve, but if you have a broad announcement to share, please request distribution by emailing [email protected]. Event reminders are sent once per week in our events digest.

Mail: Each faculty member and grad student has a mailbox in the copy room on the second floor of Sproul (room 222). For additional mailing information, see https://langlit.ucdavis.edu/our-location.

MIV: My Info Vault (MIV) is a web-based system that is used to keep track of academic personnel records and progress pertaining to merits and promotions. Your Academic Personnel Specialist, Renee Ortez or Nancy Masson, will provide an overview of MIV.

New faculty workshops and brown bag sessions: https://academicaffairs.ucdavis.edu/new-faculty

Office supplies:  General office supplies are available in Sproul 209.  Additional supplies may be ordered directly in Aggie Enteprise or by submitting a request to [email protected].

Parking: Visit TAPS to find out about parking options on campus and download the app for daily parking permits. Make sure to sign up with your ucdavis email for the employee discount.

Phones:  Faculty requiring a campus phone number may request a “Zoom phone” number. Calls can be answered via computer or mobile phone app. Email [email protected] to request a Zoom phone number.

Printing: Our six Canon copy machines serve as shared printers and scanners for you to use. They are located in 222/224, 414, 614, and 814, and you can download the drivers at https://lsit.ucdavis.edu/ray-morgan-printer-drivers. You can also contact our IT team if you need help with printer installation: [email protected]. 

You can print posters via ReproGraphics. If you have a small quantity of color printing (20 fliers or less, size letter or legal), you may ask the staff to print them by emailing [email protected]. Otherwise you must contact campus printing services, ReproGraphics. You may not be reimbursed for printing by outside vendors.

Room reservations: To reserve a meeting room in Sproul, email [email protected]. To view a list of rooms, see Room Reservation Information and Guidelines (Login Required) (https://langlit.ucdavis.edu/sproul-rooms).

Safety:  Kevin Adamski [email protected] is the Department’s Safety Manager.  All injuries in the workplace must be reported, even if they seem minor.  If you are involved in an incident, or see one, please report it to the Department Safety Manager. 

Security:  If you leave the office unattended, lock the door behind you.  Sproul is unlocked on weekdays during normal business hours. 

Shipping/Mailing: We use AggieShip for discounted rates on FedEx, UPS, etc. After a brief online training you can log in to set up a shipping label using one of your accounts.

Software: The university provides free access to Microsoft Office on multiple devices. Please check with the IT team. If you want to purchase other software it has to be pre-approved by main campus IT. Depending on the sensitivity of the data accessed by the software, this process can take months, so please plan ahead. Email [email protected] to begin the process.

Staff contact information is on our Staff Directory page on the Languages & Literatures website.

Student hiring: To hire a student, please complete this form. For questions about the process or classification, contact your Maria Ruby [email protected] or Rob Hether [email protected]. 

Textbook orders: Kevin Adamski facilitates textbook ordering for your courses. Please respond when prompted to submit your order each quarter to ensure that your student have timely access to their required reading.

Timesheets: Student and Staff employees must record absences in an online timesheet system, TRS. Faculty are 9-month appointees who do not accrue vacation or sick leave, so no timesheet is required.  However, faculty often serve as the approvers on timesheets for their student employees.  TRS generates automated email notices as a reminder when timesheets are due to be approved.  Employees will not be paid on time if they do not submit timesheets by the posted deadline. If a supervisor does not approve the timesheet by the posted deadline employees will still get paid, but the supervisor may have to adjust hours later if the timesheet was incorrect. Please approve your timesheets on time.

Training: The UC Learning Center is the university’s online training center. Each year there is mandatory training to complete. You will be notified by email when your trainings deadlines are forthcoming.  Please complete them by the deadlines.

UC Path is our online payroll and HR system.  You can view your pay statements, change tax withholdings, choose your benefits, and more at https://ucpath.universityofcalifornia.edu/ . 

Volunteers and Visiting Scholars:  Please contact your AP analyst (Nancy Masson or Renee Ortez) prior to inviting volunteers or visiting scholars.

Finances

Accounts: New professors have a faculty project and a startup task that they can use to spend funds. Any additional moneys will require new set up. Please contact [email protected] for account set up.  Monthly reports of your remaining balances will be generated from the campus accounting system and sent to your email. 

Funding Opportunities: The Academic Senate, Dean’s Office, and other campus entities have funding opportunities with deadlines throughout the year.  Please visit the LL website for common ones https://langlit.ucdavis.edu/business-office-forms#grants and watch your email for announcements!

Proposal preparation and submission:  Please work with our Business Operations Manager, Mary Carrillo [email protected] to assemble proposals according to campus and sponsor requirements  All research proposals and contracts are reviewed and submitted to funding agencies by the Office of Research via cayuse.

Purchasing: Kevin Adamski is the department’s purchaser. Supplies and equipment may be ordered via Aggie Enteprise or by submitting an order request via [email protected]. Please purchase within the system whenever possible and do not request reimbursements.

Taxes: The cost of your relocation will be taxed as income. (House hunting trips, if applicable, are also taxed).

Travel:  Aggie Expense is used to process travel reimbursement requests, and to access the ConnexUC portal when booking travel.  Preapproval for travel is not normally required, with the exception that faculty leaves from campus should be approved. 

• New to Travel Guide
• Sign up for the Travel card so you don’t have to front travel expenses, and expenses import into Aggie Travel.
• Travel Insurance:  When travel is booked through ConnexUC, the trip is automatically registered for insurance.  If a trip that takes you outside of California and/or the US is not booked via ConnexUC, it’s recommended that you register your trip. 
• For assistance preparing expense reports, please email [email protected]. Be sure to submit your travel report with all required documentation within 45 days of your trip. Late reports are taxed as income.

Teaching

Center for Educational Effectiveness (CEE): The CEE offers workshops for teaching practices/assessments, consultations about course design, mid-quarter student surveys, etc.

Cheating:  Please consider putting the following message on your syllabus (or something like it): 

Academic dishonesty of any kind will not be tolerated.  I expect strict adherence to the Code of Academic Conduct at all times. Be sure you read it and understand it (http://sja.ucdavis.edu/cac.html).  My policy is to refer all violations of the Academic Code to Student Judicial Affairs for discipline.

Note:  If a student is cheating during an exam, it is your job to collect unauthorized material and/or ask them to stop (quietly and calmly so that others are not disturbed) and then allow them to continue their exam.  The student must be allowed to finish the exam with the rest of the class.  Then, report the misconduct to Student Judicial Affairs.

Classrooms: Report audio visual equipment failure to the Classroom Hotline at 530-752-3333. The classroom hotline is answered during normal business hours, 8:00 a.m.-5:00 p.m., closed during lunch 12:00 p.m.-1:00 p.m. Please report any problematic classroom conditions to [email protected]. To find out what amenities your classroom has visit the classroom guide site.

Course Management Software: The course management software that we use is Canvas. A few weeks before the start of each quarter, a blank canvas site is created for all courses you are assigned to teach, and the rosters are kept up-to-date during the quarter. To use Canvas for a class, configure it to your liking (workshops are offered regularly), and publish the site.

Course Preparation Tip: When preparing your schedule for a class, be sure to consider the Academic Holidays and Academic Dates and Deadlines. To advertise your course, please submit an expanded course description to [email protected] and it will be posted on your program’s website.  If you would like a flyer made and circulated, you may request that too.

Course Info: SISWEB can be used to find out details about your course such as room assignments, lab/discussion sections, final exam dates, etc. You can also use photorosters to check enrollment and the fulfillment of prerequisites.

Evaluations: Course evaluations are released to students during the last week of instruction (and are closed before finals week begins). After final grades have been submitted, Instructors can view evaluations on ACE.

Grades: At the end of each quarter you must submit grades not only for your podium course(s), but also for students who are taking research units or independent studies with you. The complete list of courses you need to assign grades for will be listed on the grade submission portal. Most instructors submit their grades via Canvas but you can also submit via the grade submission portal. Final grades are due no later than the Wednesday after the last day of finals. Submitting grades as soon as possible aides in end of term processing.

Lecture Capture: Some lecture halls have an option to record your lectures, and you can find out which rooms have this and how to sign up for it on the Lecture Capture website.

Permission to Add (PTA) and Drop (PTD): You can request a Permission to Add (PTA) number from your Undergraduate Program Coordinator (Amy Lowrey, Anna Pendleton, or TBD). The PTA codes are valid for 72 hours. 

Permission to Drop (PTD) codes are not issued by the department. Students must contact their College's Dean's Office to request a drop from a course. 

If a student is switching sections of the same course after the drop deadline, they must submit the Undergraduate Course Change form to the Registrar's Office.

Student Disabilities Center (SDC):  We have some students who receive special testing or lecture arrangements because of a learning disability.  You can only accommodate those students for whom you receive a letter of accommodation from the SDC. These emails begin coming in a few weeks before the quarter and can show up mid-quarter in some cases.  They typically require you to arrange for an alternate room with an alternate proctor.  There is a testing center on campus where the SDC can provide proctors and rooms. 

Students in Distress: The Red Folder provides links and phone numbers for students in distress, and the flow chart helps you decide what steps to take depending on the situation. UC Davis has a lot of resources for students in distress, and it’s important that you become familiar with them.

• Red Folder
• Flow Chart

Reader: If your large enrollment course is assigned reader hours, please email your Graduate Program Coordinator (Maria Ruby or Rob Hether) to advertise the position and/or hire someone.

Other Resources

• UC Davis website with quick access to tools and services:  https://my.ucdavis.edu/
• Academic Affairs:  https://academicaffairs.ucdavis.edu/
• Office of Research:  https://research.ucdavis.edu/
• Academic Senate:  https://academicsenate.ucdavis.edu/
• Office of the Registrar, Faculty resources https://registrar.ucdavis.edu/faculty-staff
• SISS, Services for International Students and Scholars.  https://siss.ucdavis.edu/
• Faculty Guide –https://registrar.ucdavis.edu/faculty-staff/faculty
• Canvas – learning management tool for courses and grading.  http://login.canvas.ucdavis.edu/

Information provided by AUSSC (HR Onbaording):

UC DAVIS COMPUTING ACCOUNT AND DUO ENROLLMENT

To establish your UCD email account https://computingaccounts.ucdavis.edu/cgi-bin/services/index.cgi, click on “Get your UC Davis Computing Account.”

You must also sign up for Duo, a multi-factor authentication system, as this is required to access various University systems. Enroll by clicking “Duo Multifactor Device Manager.”

UCPATH ONLINE

Access UCPath at https://ucpath.universityofcalifornia.edu/.  Once you’re logged in, sign the University patent agreement, sign up for direct deposit and complete your W-4. You may also view various other information about your appointment and update your personal information as needed. Please see https://ucpath.ucdavis.edu/employee-resources/training  for useful information on how to navigate UC PATH online. You must sign up for Duo in order to access this site. 

** Checks will be mailed on payday to your home address until you enroll in DIRECT DEPOSIT. To enter Direct Deposit information, from your UCPath Dashboard, click on the drop down or Income and Taxes. The first option in that drop down is Direct Deposit.

EMPLOYEE BENEFITS

Go to https://hr.ucdavis.edu/employees/benefits/new-employees to attend a Virtual Benefits Overview. You have 31 days from your date of hire to sign up for benefits. No matter when you sign up for benefits during those 31 days, your coverage is retroactive back to your date of hire.

You can look at your medical plan options and rates herehttps://hr.ucdavis.edu/employees/benefits/health-welfare. You may choose your plan without

going to an orientation, just make sure that it’s by the deadline. You may also decline coverage.

PARKING

To learn about parking visit Transportation and Parking Services (TAPS):

https://transportation.ucdavis.edu/types_and_rates.

EMPLOYEE ID CARD

Employee ID cards are being processed remotely. At this time there is no in-person processing or walk-in service. To request an ID please send an email to [email protected]. Please include ALL of the following information with your request:

• A professional photo in a (.jpeg file) format. The photo should be taken in front of a
• background that is white or off-white.
• Your UC Path employee ID number. (This is an 8 digit number and is not the Kerberos login.)
• Your full legal name. Only legal names can be placed on cards.
• Your department name.
• Your department’s campus mailing address.
• Your supervisor’s name, (the department chair).

WARN ME SYSTEM

The University has a warning system to notify employees of urgent matters. You can sign up

for this system here https://warnme.ucdavis.edu/.

NEW EMPLOYEE WELCOME

UC Davis is a great place to work! New faculty, staff and post-docs at the Davis campus are invited to attend an inspiring New Employee Welcome (NEW) event. This event, held bi-monthly on Thursdays, is designed to acquaint employees with UC Davis' mission, Principles of Community, culture, and noteworthy accomplishments: https://hr.ucdavis.edu/employees/new-employees/new-employee-welcome .

WORKER’S COMPENSATION

Information on worker’s compensation including what to do if you have an on the job injury, how to file and injury, etc., can be found here

https://safetyservices.ucdavis.edu/units/risk-management-services/workers-compensation/resources .

UC LEARNING CENTER

The UC Learning Center is where you will be taking any required online courses assigned by the University for your position such as, UC Cyber Security, UC Ethical Values, and Sexual Harassment courses. You can access this system https://uc.sumtotal.host/ with your UCD login and Kerberos passphrase. You will find your required training under the “Required Training” tile.