Support Team Page

 

Facility Work Order Requests

Most work orders (including standard maintenance requests, key requests, and A/C issues) should be reported through the online work request system, Maintenance Connection. You can access it at https://www.maintenanceconnection.com/mcv18/online/mc_login_mac.asp.

For information on how to set up a new user account, please view the tutorial at: http://www.rollins.edu/facilities/servicerequest.html. Once you are set up as a user, you'll be able to submit requests and check the status of pending requests. 

For issues that need immediate attention or until you have access to Maintenance Connection, please call x1000 (Karen or Jackie) to submit your work requests.

​Syllabi to Dean's Office

Syllabi are due on the last day of add/drop, which is usually the Friday of the first week of classes per semester.  Professors must submit an electronic syllabus version (PDF or Word only, please DO NOT SUBMIT a link from Canvas) for each course they teach.  Syllabi should be submitted to the Dean of the Faculty's email, DeanofFaculty@rollins.edu.  

Email all professors within your department that are teaching classes on the semester schedule and ask them to send you their syllabi by the first day of classes. They should only submit their syllabi as a Word or PDF document and title their syllabi ABC123 Last Name, First Name, FA or SP (depending on Fall or Spring) and the last two digits of the year, for example:  ECO220 Voicu, Anca FA22. 

Save your syllabi in your documents however you feel is best…..either a folder that is named for the semester and year [for example -  Fall22], this is for departmental records and to assist students who may need syllabi in the future.  Once you receive all syllabi correctly titled, please send them to deanoffaculty@rollins.edu. 
For questions, email me, at jxsmith@rollins.edu, or call x 2175.

​FACULTY SEARCHES 

The hiring of new faculty involves coordinating several working parts both on and off campus.  There is a basic outline of how a search is conducted; each department may have its own specific preferences.

Once a position has been approved, the department chair will put together a search committee typically consisting of two faculty within the department and one faculty member from different departments.

The Chair meets with the Dean of the Faculty to have the position approved. 

Once approved, the Ad is written, approved, and placed by HR, contact David Zajchowski, at dzajchowski@rollins.edu or x 2105

Human Resources places all applicant information and documents in the program  PageUp. PageUp provides an excellent resource for best practices concerning the hiring process. As an administrative assistant, you would need access to the applicant's information.  Human Resources will be able to provide access.

Screening of applicants via Hiring Manager Portal, PageUp – use your Rollins log-in and password to access PageUp after Human Resources has opened the portal to both you and the search committee.

Leading applicants selected for telephone/video interviews (Adm. Asst. arranges telephone and video interview days/times)

Select up to 3 candidates to visit campus (Adm. Asst. contacts candidates to schedule an on-campus visit).

The purpose of the campus visits is for the applicants to meet the other members of the department, interview with the Dean and Provost, provide a research presentation, and conduct a teaching demonstration.

Hotel Reservations: 

As soon as you know which candidates have been selected, make their hotel reservations. We book rooms at the Alfond Inn via Foxlink:

• Sign in to Foxlink
  

• Click on the Employee tab - Finance/contracts

• Alfond Inn College Business Reservation

• Complete form – you will get one email stating the request was received and then a second email informing you of the reservation confirmation number or to let you know the room is not available. 

• If a room is not available at the Alfond Inn, contact Park Plaza Hotel: (407) 647-1072

You may be asked to arrange the candidates' ​flight reservations.  Use your PCard and reconcile before the end of the month, with applicable receipts. The same applies to the use of Uber,Lyft, or taxis to transport them to and from the airport.

Appointments: 

You will need to make appointments for the candidate to meet with the Provost and Dean by contacting their executive assistants:

• Provost:  Tina Hall, x2355, thall@rollins.edu

• CLA Dean:  Zachary Mendez, x2280, zmendez@rollins.edu

Teaching Demonstration:

Work with the search committee chair to determine which class the candidate will be teaching.  Ask the current professor what the candidate should be prepared to teach.  You may need to scan and send materials to the candidate and/or connect the professor with the candidate.  You can use Canva to create an eye-catching flyer for the candidates' presentations.  You can circulate these through email to attract attendees.  Please also email it to majors in your department. 

Research Presentation:

Based on the other appointments, work with the search committee chair to select a suitable time for the research presentation. You will need to secure a classroom for the presentation and this is done through VirtualEMS, https://events.rollins.edu/emswebapp/

Meals: 

There are usually 1-2 breakfast meetings, 1-2 lunches, and 1 dinner.  Check with your search committee chair as to their preferences.  Dining reservations may be required depending on the restaurant.  Some departments have students meet and take the candidate to lunch in The Marketplace/Skillman Dining Hall.  For this, you will obtain meal coupons from Dining Services.  Meal coupons can only be purchased through the Dining Services website dining.rollins.edu. Once you place the order, Dining Services will print out the coupons and deliver them to your office. Coupons expire at the end of each semester. These will be the only coupons accepted at our dining
locations.  Candidate Meal Policy was updated in January 2020.

Campus Tour: 

Time permitting, you may schedule a campus tour through admissions, https://apply.rollins.edu/portal/rollins-visit.  However, their schedule is limited.  Some departments have a student or the administrative assistant conduct a campus tour as this provides more flexibility within the candidate's schedule. On hot or rainy days, call campus safety to reserve a golf cart so that you or your Workstudy can navigate the campus in a timely manner.

Application Documents:

The Provost, Dean, your department faculty, and the outside faculty on the search committee will need to review the candidate's application documents prior to the campus visit.  If you have access to PageUp. People you can pull the documents from there.  If not, the search committee chair should be able to provide those.  It is helpful to put all the documents in one PDF file.  The documents to include are the following:

• Cover letter
  

• CV
  

• Teaching philosophy or statement

• Teaching Evaluations

Additional Meetings: 

Your department may wish to schedule meetings with other faculty or administration that are not already mentioned here.  For example, the Department of Business schedules faculty sessions for candidates.  These sessions work like an open hour, allowing faculty who are unable to attend meals or presentations an opportunity to meet and speak with the candidate. 

Final Itinerary: 

The final itinerary should be emailed to the candidate, your entire department, and the outside faculty member on the search committee.  A sample itinerary is shown at the bottom of this section, though your department may have a different preference. 

Receipts and Reimbursements:

In your correspondence with the candidate, inform them to keep all their receipts for travel and meals.  Ask the candidate to scan and email you their receipts for reimbursement.  For timely reimbursement, set the candidate up in Chrome River as a vendor.  Contact Sherine Squires for assistance, at ssquires@rollins.edu.  When processing the reimbursement for the candidate, you treat it like a vendor invoice.  The current budget code for processing candidate receipts is 110000-34360-70810.

Faculty should be reminded to keep their receipts from any meals they take the candidate to.  Some faculty will process their own reimbursement, while others may ask for your assistance.

Sample Itinerary below​

​
Schedule presentation time/room (only for tenure track position)

• Schedule faculty and outside faculty to meet with candidates
  

• ​I had two candidates on campus at the same time for two different positions.  While the dept. faculty were attending the class being taught by candidate one, the diversity council met with candidate two for breakfast.

• Schedule breakfast meeting(s) with 1 faculty (though it can be 2). 
  

• Schedule lunch with students (faculty to provide names) Contact Catering directly for lunch vouchers.  You can also scan the QR code below to reserve meal tickets through Catering.  

• To load Dining Dollars and TarBuc$ to your R-card, please continue to use eAccounts.
  

• Schedule lunch with staff (time permitting) (contact HR for lunch tickets).  Return and unused tickets to HR

• Make restaurant reservations for up to four faculty members and the candidate for dinners.  Submit receipts and travel expense reports to HR.
  

• If necessary, schedule a campus tour – if there are gaps in the itinerary – can fill with a mini campus tour or offer candidate time to check emails, etc.

• Collect all receipts from candidates and submit them through Chrome River using the budget code 110000-34360-70810.

• Provide benefit packet (emailed by HR) to candidates.

• If teaching through Hamilton Holt, add Dean Rob Sanders, rsanders@rollins.edu to the schedule.

The Department Chair recommends the candidate to the Dean.

The Dean of the Faculty reviews, approves, and employment offers to candidates in order of department picks.

The department chair notifies the other leading candidates that the position has been filled.

HR notifies all other candidates that the position is filled.

The contract is drafted and sent by the Dean of the Faculty and Provost.

The department retains all materials for 3 years.​

​IT Support If you have any technical problems or need assistance with your computer, you can call IT for computer support at x6363. Their website, http://r-net.rollins.edu/it/help-desk/index.html, contains additional resources.

Copiers

No password is needed to log in on campus copiers, they are accessed with your Rcard which is tied to your department budget. Work Study students should be able to use your Rcard to access the copier to do department work – scanning, printing, and copying.

Students can use your copier by using their own Rcard to access their accounts.

All copiers can print and scan. Some can copy in color. They also have a scanning capability that you will use often when professors need books or materials scanned.  Scans can be done as PDFs or JPGs, it all depends on the settings you pick.

Copier Service/Repair: The phone number for repair is labeled on the front of the copier……and there should be an ID number there also that they will ask for. Seminole Office Solutions is responsible for servicing the machine and they are usually able to come to the office the same day or the next day, depending on the severity of the problem.

Ordering Copy Paper: Boxes of letter-sized paper are ordered through Facilities and Services. Call Brandon Cornish or Richard Perez – you can also email them x2334 and ask for a box of paper. All other sizes and colors should be ordered through Staples.

​Post Office Requisition

(Please bundle mail by class of service and complete and attach the separate form to each bundle) 

You will need to know your department budget account, the type of mailing, and the number of items you are mailing.  

Be sure to always separate international from domestic mail before sending outgoing mail to the post office. 

UPS Shipping: The UPS Requisition Form is used for items that cannot be sent through the postal service.