University Development:The Student Employee

HandbookRevised November 2013

Welcome to University Development and congratulations on joining our team! This guide will show you all of the ins and outs of working with us, and we hope you will refer to it with any questions that you may have. This guide is here to help make the training process easier on you and to serve as a guide for the policies and procedures within our office. If you have any questions that are not answered in this booklet, feel free to direct your questions to any of the individuals in our office.

Table of ContentsDress Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 1Morning/Afternoon Routines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 2Deposits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . pages 2-4Letters, CCs, and Back-ups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 5Card Merging and Filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 6Making New Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 7Employees of University Advancement/Development . . . . . . . . . . . . . . . . . . . . . . page 8A Map of Campus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 9

Hi! My name is Development Diane! You will see me throughout the course of this guide giving little tips and hints that might help you learn certain procedures faster.

Lets get started!

Dress CodeBottoms:-No holes. -No fraying. -No sagging. -Fingertip length minimum on all dresses, skirts, and shorts.

Tops:-Shirts may not bear any logo other than Youngstown State. -No low-cut shirts. -Shirts must have sleeves. -Tank tops are prohibited. -Shirts must not have holes in them without a tank top or shirt underneath. -Midriff must be covered at all times.

Tattoos and Piercings:-Tattoos must be covered. -Facial piercings must have small, inconspicuous jewelry or clear retainers. -Body piercings must be covered.

Just a quick tip:

We work directly below the Presidents Office, so it is best to come to work in clean, presentable clothing. We are also the very first office that people come into when they walk into Tod Hall, so appearance definitely matters.

Holes in jeans and sweatpants are not your best options.

And I know you really like your tattoo(s) - thats why you got it (them) - but, please, keep them covered at work.

01

Morning/Afternoon Routines

Deposits

In the morning, it is the responsibility of the students to unlock the filing cabinets. This is a two step process. The beige cabinets behind Ritas desk are opened with the gold 400 key located in the middle drawer on the left hand side of Ritas desk. This key will open all 4 beige cabinets. To unlock the cabinets in the back room, locate the set of keys in the beige cabinet closest to the filing room. There are three sets of keys on one black lanyard. Locate the set of keys that is furthest away from the other two sets and hold it, letting the other two sets hang down toward the floor. The set that is the lowest is the set that will open the cabinets to the left of the filing room. The second lowest set is the set that will unlock the middle cabinets. The set of keys that is furthest away will unlock the row of cabinets that is visible from the filing room door. The keys are color and number coded according to which cabinets they unlock. When you are done unlocking, place the keys back where you found them so that whoever locks up for the night will know where they are.

In the afternoon, the process is reversed. Lock the cabinets in the back using the keys on the black lanyard, place the keys back in the beige cabinet, and then lock the beige cabinets using the gold 400 key located in the middle drawer on the left side of Ritas desk. Remember to always put the gold 400 key in that drawer.

It is imperative that deposits are done correctly. An error in the deposit process is nearly impossible to correct.

You will need the following items to do a deposit:1) The copier. 2) The feed. This is a sheet of paper (typically multiple pages) with a breakdown of the donors name, gift amount, and gift designation. 3) The stack of cards (usually with checks attached) under the feed. 4) The tape. (This is a slip of paper on which the total amount of money received is tallied.)5) A stapler.6) A highlighter.7) A pen or pencil. 8) The adding machine. 02

Deposits Continued

Name _________________________

Spouse ________________________

Address ______________________________________________________

Phone Number ________________

Amount ___________

Designation:[ ] Athletics[ ] Area of Greatest Need[ ] CLASS[ ] STEM[ ] WCBA[ ] College of Ed.[ ] Other

YSU Fund 20**-20**

THIS IS THE BACK OF THE CARD.

Depending on the card, the information displayed will vary. Some cards will have information about a person for whom donations may be received. Other cards will show the designation such as a secific college, a sports team, or the area of greatest need. Others may have a blank back and that will not need to be copied. If there is anything on the back, then copy the back of the card.

Received by Offi

ce of U

niversity Developm

ent

1) Feeds get copied 5 times, 12 sided, and stapled in collated order.

For 2 sheets feeds, do not have them stapled because they will all only be on 1 sheet when copied. For 1 sheet feeds, do not copy 12 sided, and do not staple.

Copy the feeds using the top tray.Select tray 1. Select 12 sided.Select collated, 1 staple. Press the 5 button. Press Start.

2) Place the original feed, the copies, and the adding machine tape to the side. (On the cabinet filled with paper is fine.)

3) Copy the card with the check.Place the card face down on the copy screen with the top left corner of the card in line with the 1st dash. Place the check face down under the card.Close the lid. Put paper in tray 5 if there is none, then select tray 5 on the screen. Press 1 to change from making 5 copies to making 1 copy. Press Start. . 03

Deposits Continued 2

When it has finished copying, paperclip the copy and the card together. Repeat process until all cards and checks have been copied.

4)Copy the checks.5 standard sized checks fit on the screen.

Place 4 checks face down on the screen between the first dash and the 11 inch mark with the checks touching the left side of the screen. Place the 5th check vertically beside the other 4 checks. Close the screen. Reduce down to 90%.Press Start.Repeat process until all checks have been copied.

Non-standard sized checks vary, so the way they are copied will vary. Always try to fit as many checks per page as possible.

5) When everything has been copied, bring it all out to the desk beside Ritas desk. Use the adding machine to add up the checks. Match your total to the totals on the other tapes. Redo if your amount does not match the other tapes. Initial and date your tape. Staple the original feed, fold it around the checks, and put it in the bag. Staple one feed, the copy of the checks, and the tapes together. Highlight the date and feed number at the top of the feed with the copy of the checks. Put the highlighted feed into the bottom drawer of the far right black cabinet behind Ritas desk in the appropriately labelled folder. Example: December 15 feeds would be placed in the front of the December folder. Put one feed copy in Scotts feed folder. Give one feed copy to Shanna.Give one feed copy to Jacci. Send the last feed copy to Deanna Parsons in General Accounting using campus mail.

Repeat this process for all deposits.

Charge deposits are handled similarly; however, there are no checks to copy so only the front and back of the cards are copied. If Rita includes a sheet of paper totaling the charges, make one copy of this sheet. One copy will go in the bag with the original feed, and the other will be stapled with the back-up that is filed in the black cabinets.

There may be special case deposits. Rita will provide instruction in these cases. 04

Letters, CCs, and Back-Ups

Like deposits, letters have multiple steps.

Separate the letters based on gift recipients and non-gift recipients. (People receiving gifts will have a sticky note telling which gift they will receive.)Separate the letters according to the number of ccs listed on the bottom of the letter. Separate the letter from the back-up papers attached with the paperclip. Keep the letters and back-ups in the order you separate them. Copy the letters. Letters with no ccs get copied once.

Letters with ccs get copied the number of ccs plus one. (2 ccs = 3 copies)Mail the original letters in the appropriate envelopes in a z-fold so the name and address shows.

If the letter does not fit in a window envelope, an envelope must be typed. If Rita provides typed envelopes, match the name on the letter to the name on the envelope.

Send the ccs using campus mail. Use the old envelopes that are not used for off-campus mailings.

If one person has multiple cc letters to receive, send them all in one envelope. If the stack is too large to be folded and mailed in one of the old envelopes, use a large campus mail envelope. Always send campus mail envelopes with the name and department of the individual receiving the envelope, put From: University Development underneath the name and department of the To: recipient, and put the words Campus Mail in the top right corner.

Staple one copy of the letter to the matching back-up. Place the stapled back-ups in the black wire basket next to the black bin on the filing cabinet behind the student desk.

05

Card Merging is easy! You will be handed a stack of donor cards and asked to alphabetize them. It is critical that the cards reman in the correct year, though, so pay attention to the fiscal year that is printed on the card. [Our fiscal years start July 1 and end June 30.] You will then merge that alphabetized stack into the correct fiscal year which is located in the filing cabinets on the right side wall of Jaccis office.

Card Merging and Filing

This is a rough image of what the cards will look like. And remember, ask if you are unsure. It is better to file it correctly than to guess and get it wrong.

Filing is easy, too! Remember all of those letters you had to copy and mail and the back-ups you had to staple? Those stapled back-ups must be filed in the back room so that we have them for future use. It is crucial that these files are placed in the proper folders because, when the auditors come, we need these files for the auditors. These back-ups are incredibly important and must be filed appropriately and correctly.

If you are unsure as to where a file will be located (such as in the case of initials at the start or numbers in the name), do not hesitate to ask. Filing correctly is one of our most important tasks.

YSU FundUniversity Development

Dear Mr. John Smith,

Thank you for your donation.

Sincerely,

University Development team.

This letter would be filed under Smith, John in the back room. Make sure to verify that the address on the letter is the same on the letters inside the file.

Mr. John Smith1 Imaginary LaneYoungstown, OH 44555

Alphabetizing the files before going back to file will make the entire process a whole lot easier.

Also, make sure you look really hard for the correct folder. If you cannot find it, the file may be new. If you check the back-up of the card and it says Frst, it is new.

Name _________________________

Spouse ________________________

Address ______________________________________________________

Phone Number ________________

Amount ___________

Designation:[ ] Athletics[ ] Area of Greatest Need[ ] CLASS[ ] STEM[ ] WCBA[ ] College of Ed.[ ] Other

YSU Fund 20**-20**

06

Making New Files

To complete this task, you are going to need the following items:

1) Your YSU ID and password.2) The student employee computer. 3) Sheets of 8 1/2 by 11 white paper. 4) Avery 5266 labels. 5) The student employee printer. 6) Microsoft Word. 7) Plastic tabs.8) Manila folders9) Green hanging folders.10) Scissors.

*Our printer does not always want to work for us. If that is the case, you have the additonal option of typing the labels on the typewriter and making a copy of those labels onto a blank sheet with the copier in the copy room.

To create the actual files, the following steps will be taken:1) In a Word document, select the Mailings tab and then the Envelopes and Labels option. 2) Select Labels in the screen that appears, and then choose Avery 5266 from the drop down menu. 3) Once you have clicked New Document on that screen, the labels will appear. Begin typing the names of the donors in each slot. Do not use punctuation - it uses space that may be necessary. Do not include Ms., Mr., or Mrs., unless it is Mr. and Mrs. - in that case, provide M/M. 4) Once 30 names have filled the sheet, print the labels on the Avery 5266 label sheet and an additional 8 1/2 by 11 sheet of paper. 5) Place the labels on the tabs of the manila folders.6) Place the appropriate files inside the corresponding manila folders. 7) Cut out the names from the sheet of paper and place the slips of paper with the names on them in the plastic tabs. 8) Slide the plastic tabs into the slots of the green hanging folders. 9) Place the correct manila folders inside the green hanging folders. 10) File the folders in correct alphabetical order in the back room.

07

Employees of Advancement and Development

Sott Evans is the Vice President of University Advancement. His office is located through Cindy Heltons office. Extension: 3118If Cindy and Scott are not in the office, answer Scotts line and take a message.

Cindy Helton is Scotts Administrative Assistance. Her office is the far left office closest to the filing room. Extension: 1585

Catherine Cala is the Chief Development Officer. Her office is the far right corner office beside the copy room.Extension: 2752Catherines line must be answered at all times. Take the name and reason for calling from every individual who calls then bing into her office to see if she will take the call. If she will, hang up the phone and allow her to take the call. If she will not take the call or if she is not in her office, inform the caller that she is unavailable, take down their name, number, and a brief message, and then give the message to Catherine or place the message on Catherines chair.

Jacquelyn M. Johnson (Jacci) is the Annual Giving coordinator. Her office is located to the left of Catherines office. Extension: 2329

Shanna Blinn is a Development Officer. Her office is located to the left of Jaccis office and the right of Cindys office.Extension: 2714

Christine M. Bosela is the Account Clerk. Her desk is located in front of Jaccis office on the right side of the office space. Extension: 2757

Pamela Balent (Pam) is an Administrative Assistant. Her office is located around the corner across from the black cabinets.Extension: 3688

Rita Kennehan is an Administrative Assistant. Her desk is located across from Shannas office on the left side of the office space.Extension: 3221Answer Ritas line if she is not in the office. 08

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