A
VIP in Your Department: The Secretary
If you don't know
this already, you will soon discover that the department secretary
is one of the most important people in your department. S/he typically
knows more about how the department runs than anyone else. It is
a good idea to get to know the secretary and treat her/him very well.
A generous attitude toward the secretary will go a long way toward making your experience in the department a whole lot easier. Like anyone else you know, s/he will appreciate your kindness, patience, and
good humor. Without the secretary's help, you may find that the multiple obstacles that naturally come your way can quickly become overwhelming. On the other hand, the department secretary is able to make things happen for you in ways almost no
one else can. If the department secretary is on your side, not
only will many problems be easier to resolve, many others will never even
appear at your door.
Questions
Your Department Secretary
May Be Able to Answer
The following questions
are ones the department secretary can usually answer best. You might
want to scan through this list and pick out a few that are important to you.
Assistance
-
Besides
faculty members, who else works for this department? What are their
roles?
-
What
kind of assistance can I expect from the department secretarial staff?
-
How
do I request help?
-
How
do I obtain a research or teaching assistant?
-
How
do I get technology assistance (see Computer Support Representative below)
Computer
Support Representative (CSR, or tech person to assist me)
- Who is my CSR, and how do I make
contact?
- What can I expect from the CSR?
- What should I NOT expect from
the CSR?
Custodial
Services
- What services are available?
- How do I request services?
- What will be done for me and when?
- What am I responsible for?
Contact
Information
-
Is
there a list of phone numbers, office addresses, and e-mail addresses for
the department and college?
-
Are there emergency
numbers I should have?
Fax
Machine
- What is the fax number? Where
I can send and receive faxes?
- What is the department procedure
for sending faxes?
Keys
- How do I get keys for department
doors, labs and for the building?
- What are the combinations for
any keyless entry locks?
- Do I have a keys for my desk
drawer, file cabinet, and/or anything else in my office with a lock?
Mail
- Where do I receive mail?
- Do I need a key?
- How do I send: snail mail,
campus mail, packages?
- What is the format for addressing
outgoing mail?
- How do I send overnight mail?
Meals
- Where is food available on campus,
and what are the hours?
- May I use a credit card, debit
card, or a check to purchase food on campus?
- How do I use my ID card to make
purchases?
- Is there a faculty lounge in the
department or college?
- Is there a refrigerator and/or
microwave oven available?
Parking
- Where do I get a parking permit?
- Where is the best place to park? What time do I need to get here to park there?
- What are the consequences for
illegal parking?
Photocopier
-
Is
there an access code?
- What are the policies governing
use of the copier?
- Is there a limit to the number
of copies I can make?
- Are students allowed to use the
photocopier?
Plants
and Pictures
Printers
Supplies
and Purchases
Teaching
-
How
do I order textbooks for my classes?
-
How
can I obtain any needed funding for my classes?
- How do I place materials on reserve
for students to access?
-
How do I get my course packets duplicated and available
for students to purchase?
-
How
do I create listserv for class members?
-
How
do I get access to the picture class rolls?
Technology
Questions for Your Secretary/CSR
-
What
computer logins and passwords do I need?
-
What
is my BYU university email address?
-
How
do I get to Route Y?
-
What
is my Route Y login and password?
-
How
do I access e-mail?
-
What
if I need more computer power than I now have?
-
What
if I prefer a Mac/PC and the alternate is now in my office?
-
How
can I purchase needed peripheral devices or software?
- Can I get a laptop for either
permanent or temporary use?
- What computer training is available
to maintain cutting edge skills"
- How can I get server space for
own web page?
- What help is available for developing
my own web page?
- How can I put my syllabus online?
- How can I put other course materials
online?
-
How
do I get access to institutional secure online sites?
- What is Route Y and how would
I use it?
Telephone
-
What
is my phone number?
- How do I use the voice mail system? (Check the Office of Information Technology web
site])
- What is the policy on long distance
calls?
- How do I get a long distance access
code (so I can make long distance calls)?
- Can the department purchase/rent
a cell phone me to use for university business?
Travel
- What is the department policy
for travel?
-
How
do I submit travel requests?
- How do I arrange university/conference
travel?
-
How
do I arrange for air and hotel reservations?
-
How
do I obtain reimbursement for travel and conference attendance?
"Tour"
(Ask
someone in the department to give you a tour of the following)
Created by the BYU
Faculty Center