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Administration

Welcome to the AS Administration and Business page. This page has been created for the Staff and Student Staff of Associated Students.

Staff

Human Resources Forms and Other Documents

Financial Forms

Conference Room Reservations

Please reserve AS conference rooms using Team Up.

Business Card Order Form

If the form is not displayed below, fill it out on the Wufoo page.

WebOne Calendar Submission

If the form is not displayed below, fill it out on the Wufoo page.

Marketing Requests

The A.S. Marketing Department is responsible for promoting the mission, vision, reputation and brand of Associated Students through media relations, publications, video production and Web communications. Please visit our site for all request types.

Email Etiquette

E-mail messaging now exceeds telephone traffic and is the dominant form of business communication. Handling e-mail can consume half of their day. A recent Wall Street Journal report indicates that soon employees will spend three to four hours a day on e-mail.

There are certain professional standards expected for e-mail use. Here are some things to keep in mind regarding professional e-mail conduct:

  1. Be informal, not sloppy. Your colleagues may use commonly accepted abbreviations in e-mail, but when communicating with external colleagues on and off campus, everyone should follow standard writing protocol. Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.
  2. Keep messages brief and to the point. Just because your writing is grammatically correct does not mean that it has to be long. Nothing is more frustrating than wading through an e-mail message that is twice as long as necessary. Concentrate on one subject per message whenever possible.
  3. Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Using all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.
  4. Use the blind copy and courtesy copy appropriately. Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.
  5. Don't use e-mail as an excuse to avoid personal contact. Don't forget the value of face-to-face or even voice-to-voice communication. E-mail communication isn't appropriate when sending confusing or emotional messages. Think of the times you've heard someone in the office indignantly say, "Well, I sent you e-mail." If you have a problem with someone, speak with that person directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake.
  6. Remember that e-mail isn't private. I've seen people fired for using e-mail inappropriately. E-mail is considered company property and can be retrieved, examined, and used in a court of law. Unless you are using an encryption device (hardware or software), you should assume that e-mail over the Internet is not secure. Never put in an e-mail message anything that you wouldn't put on a postcard. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional to avoid embarrassment.
  7. Be sparing with group e-mail. Send group e-mail only when it's useful to every recipient. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add. Recipients get quite annoyed to open an e-mail that says only "Me too!"
  8. Use the subject field to indicate content and purpose. Don't just say, "Hi!" or "From Laura." Agree on acronyms to use that quickly identify actions. It's also a good practice to include the word "Long" in the subject field, if necessary, so that the recipient knows that the message will take time to read.
  9. Don't send chain letters, virus warnings, or junk mail. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal e-mail to your home e-mail account.
  10. Remember that your tone can't be heard in e-mail. Have you ever attempted sarcasm in an e-mail, and the recipient took it the wrong way? E-mail communication can't convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.
  11. Use the standard AS signature that includes contact information. To ensure that people know who you are, include a signature that has your contact information, including your mailing address, Web site, and phone numbers. See the IT department if you need help setting up your signature.
  12. Summarize long discussions. Scrolling through pages of replies to understand a discussion is annoying. Instead of continuing to forward a message string, take a minute to summarize it for your reader. You could even highlight or quote the relevant passage, then include your response. Some words of caution:

    • If you are forwarding or reposting a message you've received, do not change the wording.
    • If you want to repost to a group a message that you received individually, ask the author for permission first.
    • Give proper attribution.

Use these suggestions as a starting point. Please always discuss email etiquette with your immediate supervisor in case there are special rules you need to follow.

Social Media

Student Staff

Student Handbook

Sick Leave information - Healthy Workplace, Healthy Families Act of 2014

AB 1522 Healthy Workplaces, Healthy Families Act of 2014

Beginning July 1st, 2015, Associated Students will be adding a sick leave policy for all non-benefited employees.   Non- benefited employees, including all part time, temporary, and student employees will accrue sick leave at a rate of one hour for every 30 hours worked beginning at the employee’s date of hire.  Sick leave may be taken after the completion of 90 days of employment. Sick leave may be taken in minimum increments of two hours or for the duration of a scheduled shift (if less than the two hour minimum).

Any unused sick leave accrual, up to 48 hours will carry over year to year.  Remaining time can be used the first of the next year, but total use of sick time will be capped at 24 hours during the year. Once the employee’s sick leave reaches the maximum, further accrual of sick leave is suspended until the employee has reduced the sick leave balance below this limit.  In such a case, no sick leave will be earned for the period in which the employee’s sick leave was at the maximum.

Employees requesting sick leave must provide reasonable notice of their absence, orally or in writing, if foreseeable. . Employees requesting to use sick leave must input the time in Timeforce. Sick leave can be used for illness or injury of the employee, or to care for the employee's spouse, domestic partner, parent, sibling, children, grandchild or grandparent.  Paid sick leave also may be used for doctor appointments, preventative care, and by victims of domestic violence, sexual assault, or stalking to obtain relief, including medical attention and psychological counseling. 

Email Etiquette

E-mail messaging now exceeds telephone traffic and is the dominant form of business communication. Handling e-mail can consume half of their day. A recent Wall Street Journal report indicates that soon employees will spend three to four hours a day on e-mail.

There are certain professional standards expected for e-mail use. Here are some things to keep in mind regarding professional e-mail conduct:

  1. Be informal, not sloppy. Your colleagues may use commonly accepted abbreviations in e-mail, but when communicating with external colleagues on and off campus, everyone should follow standard writing protocol. Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.
  2. Keep messages brief and to the point. Just because your writing is grammatically correct does not mean that it has to be long. Nothing is more frustrating than wading through an e-mail message that is twice as long as necessary. Concentrate on one subject per message whenever possible.
  3. Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Using all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.
  4. Use the blind copy and courtesy copy appropriately. Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.
  5. Don't use e-mail as an excuse to avoid personal contact. Don't forget the value of face-to-face or even voice-to-voice communication. E-mail communication isn't appropriate when sending confusing or emotional messages. Think of the times you've heard someone in the office indignantly say, "Well, I sent you e-mail." If you have a problem with someone, speak with that person directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake.
  6. Remember that e-mail isn't private. I've seen people fired for using e-mail inappropriately. E-mail is considered company property and can be retrieved, examined, and used in a court of law. Unless you are using an encryption device (hardware or software), you should assume that e-mail over the Internet is not secure. Never put in an e-mail message anything that you wouldn't put on a postcard. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional to avoid embarrassment.
  7. Be sparing with group e-mail. Send group e-mail only when it's useful to every recipient. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add. Recipients get quite annoyed to open an e-mail that says only "Me too!"
  8. Use the subject field to indicate content and purpose. Don't just say, "Hi!" or "From Laura." Agree on acronyms to use that quickly identify actions. It's also a good practice to include the word "Long" in the subject field, if necessary, so that the recipient knows that the message will take time to read.
  9. Don't send chain letters, virus warnings, or junk mail. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal e-mail to your home e-mail account.
  10. Remember that your tone can't be heard in e-mail. Have you ever attempted sarcasm in an e-mail, and the recipient took it the wrong way? E-mail communication can't convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.
  11. Use the standard AS signature that includes contact information. To ensure that people know who you are, include a signature that has your contact information, including your mailing address, Web site, and phone numbers. See the IT department if you need help setting up your signature.
  12. Summarize long discussions. Scrolling through pages of replies to understand a discussion is annoying. Instead of continuing to forward a message string, take a minute to summarize it for your reader. You could even highlight or quote the relevant passage, then include your response. Some words of caution:

    • If you are forwarding or reposting a message you've received, do not change the wording.
    • If you want to repost to a group a message that you received individually, ask the author for permission first.
    • Give proper attribution.

Use these suggestions as a starting point. Please always discuss email etiquette with your immediate supervisor in case there are special rules you need to follow.

Social Media

Business Card Order Form

If the form is not displayed below, fill it out on the Wufoo page.