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WCU Campus Efficiencies Study
Spring 2006
Topic Key Word(s) Suggestion / Issue Resp. Status Resolution
Person
Banner Issues
Registration system does not restrict course enrollment to students who meet specific
Class rosters criteria. Faculty must manually look this up. UR
Course scheduling Schedules not accurate for fall & summer UR
Course scheduling Faculty workload needs to be addressed within Banner UR
Help Not enough people who can answer Banner questions UR
Registration Registration glitches UR
Suggestions for Improvement
Data entry Use part-time employees for data entry UR
Forms Issues
Change of grade forms Change of grade forms - too many required sigs. UR
AA7 AA7s - enable electronic signatures UR
PDF forms PDF forms not "fill-in". Must download form & write by hand. UR
Donor agreement No standardized donor agreement form. Every agreement must be managed & tracked. UR
Suggestions for Improvement
Online forms More online forms UR
Online forms Desperately need forms like AA7 and AA14 to be on-line. UR
AA7, AA14, AA21 Centralize AA7, AA14, AA21 forms in HR UR
Written processes Provide a written description of process for each form UR
Online forms Make forms easy to find and download from website UR
Online forms Make forms available online in Word or Excel format UR
Orientation / training Provide orientation for deans & dept. heads on forms UR
Administrative Issues
Processes Requisition process Requisition process is too cumbersome (Staples) UR
Books Process for ordering books from bookstore UR
Inventory Unreliable system for tracking tech. inventory UR
Hiring process Hiring process is too lengthy, cross authorization, redundant UR
Financial aid Financial aid is an issue for grad. students UR
Faculty ID numbers Takes too long for GTAs to receive faculty ID numbers UR I. Welch & L. Haney to respond per K. Wong
Cat Card Cat Card "use it or lose it" policy UR
Print shop / mail room Print Shop and mail room are understaffed to accomm. Growth UR
Hiring process Change of pos. # forced dept. to conduct search to put current fix. term in pos. UR See response from M. Stewart
Organizational chart Lack of A&F org. chart to detail who's responsible for what duties UR
Customer service Lack of friendly, customer service attitude in A&F - no accountability when prob. arises UR
Accounting principles Ext. Aff. needs to move away from "bucket" acct. principles. "Receipt" policy not used. UR
Accounting principles Lag time for internal charges from book rental, fac. Mgt., Aramark to be processed. UR
Accounting principles Travel reimbursement., check req., account setup require 6 sigs. - why? UR
Adjuncts Inconsistent hiring and tracking procedures across departments (fall, spring, summer) UR
Adjuncts Data that HR receives is not entered into system in a consistent or timely manner UR
MyCat College and departmental admin. staff do not have access to MyCat. UR
Direct deposit PT personnel paid on the 15th of the month cannot have direct deposit. UR
Grant Pis must write down what is needed, supply catalog info. to the person in the dept. who
Purchasing & check places the purchasing order. This person then enters in SIS. Process too cumbersome and
requests prone to mistakes. UR
Some materials cannot be purchased without a credit card. We sometimes work with City
Purchasing & check Lights. They use their credit card and we reimburse them. Provide library acquisitions with a
requests credit card. UR
Purchasing & check The person placing a Staples order must enter the info. 2X - once on the Staples webpage
requests and once on WCU's page. UR
Purchasing & check
requests The online purchasing form requires info. to be entered on multiple screens. UR
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WCU Campus Efficiencies Study
Spring 2006
Purchasing & check If there is a problem with a check request with incorrect sigs./documentation it is put in
requests campus mail, delaying the process by 2-3 days. UR
Purchasing & check Purchasing supplies at the dept. level is very time consuming. Allow depts. to have credit
requests cards with $200-300 maximums to be used at the bookstore, Walmart, or office supply stores. UR
Purchasing & check There needs to be a system that allows employees to check the progress of material
requests requests. Admin. Assts. Have stacks of material requests that they do not know the status of. UR
Purchasing & check The end of the month budget print out is very confusing to follow. Why 2 entries per
requests transaction? UR
Travel reimbursement A total of 9 signatures were required for a recent travel reimbursement. UR
Suggestions for Improvement
Dollar amount for IT buys Raise threshold for IT purchases (dollar amt.) UR
Time sheets Submit time sheets electronically UR
State credit cards Issue state credit cards for purchases UR
Facilities work orders Improve response time to facilities work orders UR
UC kitchen Utilize UC kitchen as a true working facility UR
Shuttle buses Allow BC Cullowhee to use shuttle buses during off times UR
Orientation / training Provide a special orientation for new hires w/o univ. exp. UR
Orientation / training Hire staff before incumbent leaves (cross training) UR
Video conferencing Use our video conferencing capabilities as alt. to travel UR
Procedures manual Write "best practices" manual for univ. procedures UR
Orientation / training Provide training on accounting procedures UR
Procedures manual Create written, available info. re: FRS budget screens & data coding UR
Grad. application fee Eliminate $30 grad. app. Fee. Levy the fee on freshmen. UR
Interdepartmental invoice Put interdepartmental invoice online. Payee is often left out of loop. UR
Due to the process in creating a budget code, faculty member is 2 mos. into grant before
Grant administration money can be used. Set up a budget code for ongoing programs. UR
Copying, vending, etc. Consolidate pay for print, vending, copy card system etc. into a "Services One Stop". UR
Create a standard form that justifies higher pay rate or waiver of form if pay rate is < standard
Request for payment pay rate. Too many requests for contracted work must be submitted. UR
Instead of tagging each item under $1000 with a WCU inventory tag, create small,
Purchasing & check nonremoveable tags. New computer/technology items under $1000 are no longer carried on
requests the fixed assed inventory. UR
Purchasing & check Purchase through Staples website. Submit the invoice to A/P when it is received. Deduct
requests from budget at that time. UR
Make the application process totally online. Have an online mechanism where applicants
Hiring process can log in and check status of position. UR
Centralize the hiring process - all forms required into one location. Give some people a full
Hiring process time job handling the paperwork process. UR
Currently required to verify credentials, get copies of transcripts, & complete AA21. The
Hiring process official copy of a transcript should be enough to cover all of these. UR
Technology training is currently learned at the desk in a "trial by fire" method. Modify the
Technology training Technology Catalog of Support for Faculty to include help for Staff. UR
Travel reimbursement Make the travel reimbursement form one page instead of three. UR
If a problem is identified with paperwork, call the submitting office instead of mailing the
Travel reimbursement paperwork and delaying the process by 2-3 days. UR
Allow airline tickets for employees to be paid for via check request as they are allowed for
Travel reimbursement speakers and non-employees. UR
Academic Issues
Processes International travel Int'l. travel req. sent back to dept. before Chancellors Office UR
Grant funds Process for acquiring grant funds for employees too long UR
Textbook approval Approval of textbooks - must dept. head approve? UR
Textbook approval Eliz. Addison set as default officer for t-book approval UR
Passwords Registration password is changed with no notice UR
Advising Adv. Ctr. - process for students to major adv. too slow UR
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WCU Campus Efficiencies Study
Spring 2006
Certification of graduation Certification of graduation takes too much time UR
Passwords Too many user names & passwords to keep track of UR
Public information Public Info. slow to get grad. info. to media b/c of bad data UR
Graduation data Data regarding graduates is not consistent UR
Curriculum review Curriculum review process cumbersome, lengthy, paper waste UR
Curriculum approval Process too lengthy and cumbersome. No online forms. UR
SACS Faculty credentials for SACS very tedious UR
Dept. Head reports Dept. Head reports - are they necessary? UR
Study abroad program Too many signatures needed for est. of study abroad program UR
AA4 and AA5 Colleges must submit 7 copies of each AA4 or AA5 to N. Carden. Why? UR
Faculty Center Fac. Center info. only available to faculty via log-in. Why not staff? A. McFadden Res. Server currently being reconfigured to include staff.
AA5 AA5 approval process is too lengthy (Feb. 7-Apr. 21 and no answer). UR
Course scheduling Unclear expectations related to scheduling courses (especially caps/limits) UR
Course scheduling Need to create a FWH system related to course activity type UR
Course scheduling Dept. Heads need course data to assist with scheduling UR
Faculty reassigned time There is little transparency in how depts. assign/monitor reassigned time UR
Faculty reassigned time Need to create a FWH system with oversight procedures & tracking assistance UR
Adjuncts Overuse of adjuncts across curriculum UR
Degree requirements When depts. Change degree requirements, they do not update changes online & in catalog. UR
Current job descriptions for academic advisors in the Advising Center and One Stop are
inaccurate and incomplete. Current practice is to verbally describe the additional job duties
Hiring process to the interview candidates and then follow up with a written letter describing the duties. UR
Academic progress The student-athlete Academic Success Center currently sends out emailed progress forms
reports for all student-athletes. Provide adequate staffing for the ASC. UR
Graduation applications Eliminate paper shuffle and get a degree audit that works. UR
Suggestions for Improvement
New faculty startup $ Extend deadline for spending new faculty start up funds UR
Online course evaluation Develop an online, campus-wide, course evil. for students UR
Graduation applications Standardize graduation applications UR
Graduation applications On grad. applications, have students write phonetic spellings of names UR
Curriculum committee Eliminate Univ. Curr. Comm. Once prog. passes grad. council, send directly to Senate. UR
Curricumum approval Put curriculum approval process online including forms, consultations, etc. UR
Distance ed. programs Utilize technology to offer courses at remote locations primarily through on-line mediums. UR
Grad. student advising Require grad. students to see prog. coord. for advising/paperwork. UR
WebCT Purchase software so faculty (not just IT) can add students to WebCT. UR
IT Services Name a backup person who can dispense technology resources (CD ROMs, etc.) UR
Arrange to have grades visible after submission time. Allow electronic change of grades and
Grade changes block change of grades for seniors. Faculty need to see official grades. UR
Dept. Head load Do not make dept. heads teach -- strictly administrative positions. UR
Website Issues
Search engine WCU site search engine is useless UR
Web development No resources available to help depts. with web development UR
Suggestions for Improvement
Google Google - Have our programs appear on 1st page. UR
Univ. comm. minutes Post univ. committee mins. (e.g. curriculum comm.) in more accessible space UR
Academic calendars Publish current academic calendar on Acad. Affairs, Registrar, and Grad. Office sites. UR
2/2/2011 3
WCU Campus Efficiencies Study
Spring 2006
Fac. / Equip. Issues
Metering system Electricity metering system is dated UR
Trash cans Not enough outdoor trash cans UR
Parking Poor parking at One Stop UR See response from M. Stewart
Construction Mgr. at risk Questionable value of "construction mgr. at risk" model UR
Clocks Install atomic clocks in Forsyth. Current clocks are always wrong, broken. UR
Mowing Plant ground cover, perennials to remove the need to mow steep hills (dangerous). UR
Crowded office 13 people working in 1 big room. Need sound insulated cubicles and carpeting. UR
Housekeeping Classroom computers & equip. is not being cleaned. Door hinges not oiled. UR
Suggestions for Improvement
Recycling Improve recycling efforts UR See response from M. Stewart
Electronic billing system Develop an electronic billing system for electricity UR
Copiers Centralize copy machines UR
Shredders Put a centralized shredder in each bldg. - FERPA req. UR
Turn off electricity Investigate turning off electricity electronically (computers, etc.) UR
Assign personnel judiciously - four people are often sent to do a job that can be done by one
Facilities personnel person. UR
Pools Keep at least one pool open at least 5 days/week open to faculty and staff. UR
Telephone Dir. Issues
Phone calls Receive too many calls asking to be redirected UR
Incomplete info. Consistently incomplete & inaccurate. UR
Suggestions for Improvement
Department headings List members of departments under dept. heading UR
Outlook Keep Outlook up to date and eliminate printed phone directory. UR
Miscellaneous Issues
Email Email is excessive UR
Email Volume is excessive and does not facilitate faculty/staff to be selective in deletions. UR
Communication with Need ways to communicate with students in academic programs. Currently have to post
students flyers. UR
Suggestions for Improvement
WCU decal on cars Put WCU decal on vehicles in motor pool UR
Email Don't CC unnecessarily on e-mail UR
Establish protocol that requires use of 3 or 4 symbols in heading to indicate origin &
Email destination.
Lean Office Read "Lean Office" (addresses value management) UR
Housing info. Develop clearinghouse for gathering about housing for new fac. UR
Phones Require all 7000 phone numbers to have voice mail. UR
Campus mail Return to the practice of picking up and delivering mail 2X/day to each dept. UR
Centralize package shipping in the mailroom. Currently have to go to bookstore for UPS and
Campus mail the Dean's asst. for FedEx. Mailroom should pick these pkgs. up from depts. UR
One-Stop Issues
Phone service Poor phone service at One-Stop UR Seeking bids for automated answering service.
Phone service No one answers the phone at the One-Stop. This happens frequently. UR
Phone service Cat Card/One Stop forwards phones to Auxiliaries Office in HFR when office is not staffed. UR
Univ. Policies Issues
Student health insurance Requiring health ins. for non-res. students is too costly UR
Student health insurance Do not require student health insurance. UR
No temporary parking permits are given to guests. If guests receive a ticket, they must take
Parking permits the ticket to the PD. Issuing temp. permits would save our guests embarrassment and time. UR
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WCU Campus Efficiencies Study
Spring 2006
Suggestions for Improvement
Distance education Create a policy that limits face-to-face distance ed., thus promoting on-line courses. UR
Energy Use Issues
Building temperatures Every time Nils checks temps., conditions get worse (hot & cold). UR
HVAC Inefficient use of HVAC UR
Water and electricity Waste of water, electricity - lights & computers left on constantly. UR
Recycling No recycling program. Housekeeping dumps paper from rec. bins into trash. UR
Electricity Lights in hallways and restrooms stay on all day, even when not in use. UR
Suggestions for Improvement
Water and electricity Assign a TT professor to this position (Sustainability Coordinator) on a part-time basis. UR
Recycling Create a small, campus-wide committee to tackle the problem (organize & promote). UR
Electricity Put motion sensored lights in restrooms, hallways, closets, etc. UR
2/2/2011 5
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