From the Vice President for Finance and Management
For all emergencies on campus, call University Police directly at 6333. Calls to 911 will be redirected by the City of Buffalo 911 operator to University Police and could waste valuable response time. The blue-light phones located throughout the campus and in most campus parking lots are a direct link to University Police and will ensure an immediate response. Call University Police at 878-6333 with questions or concerns regarding campus safety.

The deadline to electronically submit titles and abstracts for the ninth annual Faculty and Staff Research and Creativity Fall Forum is Tuesday, September 30. The fall forum will take place on Thursday, October 30, in the Houston Gym. Setup time is 9:00 a.m.; presentations will begin at 11:00 a.m. and will continue until 1:30 p.m. A buffet lunch will be provided for all participants and attendees.

All faculty and staff are invited to organize an exhibit to present current research, creative activity, or other scholarship. Individual, departmental, or group exhibits are welcome. To participate please complete and submit the online form.

As in past years, the goal of this forum is to develop, encourage, and support Buffalo State College faculty and staff research and creativity, and to make collaborative research endeavors and grantsmanship more accessible. This is an excellent opportunity to network with Buffalo State colleagues and identify common scholarly and creative interests that you may have. Every year, individuals comment that they enjoyed learning what others were doing and as a result, new collaborations were developed.

More information is available on the Research Foundation’s Web site.

Please join the SEFA Campaign Committee for the 2008 SEFA/United Way Campaign Kickoff at 12:15 p.m. Monday, September 29, in the Campbell Student Union Assembly Hall, when President Howard will launch the official State Employees Federated Appeal/United Way Campaign with help from special guests from the United Way of Buffalo and Erie County. Mark your calendars and enjoy refreshments while learning about the needs in our community and ways your SEFA contribution can help. Solicitors will gather before the kickoff at 9:30 a.m. in the Campbell Student Union Social Hall to receive their packets, discuss changes to the pledge card, and hear words of advice on how to conduct a successful campaign.

From the Vice President for Finance and Management
The Internal Control Act of the State of New York requires Buffalo State College to communicate the following information on agency responsibilities and standards:

The internal control standards define the minimum level of quality acceptable for internal control systems in operation and constitute the criteria against which systems are to be evaluated. These internal control standards apply to all operations and administrative functions (both manual and automated), but are not intended to limit or interfere with duly granted authority related to development of legislation, rule making, or other discretionary policy making in an agency.

General Standards

1. Reasonable Assurance. Internal control systems are to provide reasonable assurance that the objectives of the systems will be accomplished.
2. Supportive Attitude. Managers and employees are to maintain and demonstrate a positive and supportive attitude toward internal controls at all times.
3. Competent Personnel. Managers and employees are to have personal and professional integrity and are to maintain a level of competence that allows them to accomplish their assigned duties, as well as to understand the importance of developing and implementing good internal controls.
4. Control Objectives. Internal control objectives are to be identified or developed for each agency activity and are to be logical, applicable, and reasonably complete.
5. Control Techniques. Internal control techniques are to be effective and efficient in accomplishing their internal control objectives.
6. Continuous Monitoring. Agency heads are to establish and maintain a program of internal review designed to identify internal control weaknesses and implement changes needed to correct the weaknesses.

Specific Standards

1. Documentation. Internal control systems and all transactions and other significant events are to be clearly documented, and the documentation is to be readily available for examination.
2. Recording of Transactions and Events.Transactions and other significant events are to be promptly recorded and properly classified.
3. Execution of Transactions and Events.Transactions and other significant events are to be authorized and executed only by persons acting within the scope of their authority.
4. Separation of Duties. Key duties and responsibilities in authorizing, processing, recording, and reviewing transactions should be separated among individuals.
5. Supervision. Qualified and continuous supervision is to be provided to ensure that internal control objectives are achieved.
6. Access to and Accountability for Resources. Access to resources and records is to be limited to authorized individuals, and accountability for the custody and use of resources is to be assigned and maintained. Periodic comparison shall be made of the resources to the recorded accountability to determine whether the two agree. The frequency of the comparison shall be a function of the vulnerability of the asset.

Audit Resolution Standard

Prompt Resolution of Audit Findings. Managers are to (1) promptly evaluate findings and recommendations reported by auditors, (2) determine proper actions in response to audit findings and recommendations, and (3) complete, within reasonable time frames, all actions that correct or otherwise resolve matters brought to management’s attention.

Contact Rebecca J. Schenk, director of budget and internal controls, 878-4312, with questions about the Internal Control Act.

From the Vice President for Finance and Management
The SUNY Office of University Counsel advises that all college offices should be notified of the procedures to follow regarding the receipt of legal papers of any kind by a campus employee. Accordingly, Buffalo State’s procedures are as follows:

The associate vice president for finance and management/comptroller is the college’s official liaison to the Office of University Counsel for the purpose of receipt of service of legal papers on the college, notification of the area of the college affected (required to respond), and decision about who should notify SUNY counsel, the attorney general, or other parties. When legal papers of any kind are served upon a campus employee or the college, the campus liaison should be contacted immediately and the legal papers should be forwarded to the liaison.

If the associate vice president for finance and management/comptroller is unavailable, the referral should be made to the assistant vice president for finance and management.

This procedure is especially important when legal papers request personnel files or information on students or are requests made under the USA Patriot Act. Various other rights, such as those afforded by FERPA, the Personal Privacy Protection law, and collective bargaining agreements are involved in those situations.

From the Vice President for Finance and Management
College resources, including equipment, supplies, services, and facilities, shall be used for official college business only. Use of college resources for commercial purposes or for personal gain is prohibited. Any loan of college property (other than library materials) to any party for personal use is prohibited.

Direct any questions regarding this policy to James Thor, associate vice president and comptroller, 878-4312.

From the College and Community Partnerships Office
The College and Community Partnerships Office is collecting information to apply for a Higher Education Community Service Honor Roll Award.

Community service is loosely defined as “volunteer work that is beneficial to the community.” On the Buffalo State campus, the words “community service” can have several meanings. Students may be involved in a class that conducts a community-service project; other students may be part of a service-learning class. We have Buffalo State Community Service Day, Day of Caring, and other events where students have a chance to help out. There are numerous community-service and fundraising efforts by our student and Greek organizations and student-athletes. Fundraising may benefit a local group, such as Habitat for Humanity.

The Newman Center’s alternative spring breaks are another example of community service. Many of our students are tutors or mentors, or have other peer leadership roles. Some community-service initiatives draw attention to homelessness or dating issues, or involve the gathering of warm clothes and food for those less fortunate. Numerous students volunteer their time both on and off campus, and it may never be “officially” recorded anywhere. Students are often involved in their own neighborhoods via community or faith-based organizations, in scouting, or other worthy causes.

All these endeavors are mutually beneficial and send a clear message that Buffalo State students are involved in the community. Community service should be recorded in terms of hours committed per student per semester. This is done on a limited basis on campus, or is part of a program itself, such as those hours recorded in Volunteer and Service Learning; still hundreds of hours are undocumented.

The College and Community Partnerships Office is attempting to capture these volunteer hours from student organizations on campus to prepare an application for aHigher Education Community Service Honor Roll Award. The competitive national award highlights campus engagement with the community during the period of July 1, 2007, to June 30, 2008.

The deadline to submit a description and the number of volunteer hours to the College and Community Partnerships Office is September 20: call 878-5444 or send e-mail to partner@buffalostate.edu. We want Buffalo State students to gain proper recognition for all they do in the community!

Flu shots will be given in the Campbell Student Union lobby on the following dates:

Thursday, October 2, from 11:00 a.m. to 3:00 p.m.
Tuesday, October 21, from 10:00 a.m. to 1:00 p.m.

No appointment is necessary. There will be no cost to employees covered by Community Blue, Independent Health, Univera, Blue Choice, Preferred Care, and Medicare Part B who show valid insurance ID cards.

Employees without the designated insurance coverage will be charged $30 for the shot.

Please call Employee Benefits at 878-4821 with questions regarding your health insurance coverage.

Open enrollment for the 2009 NYS Flex Spending Account is Monday, September 22, through Friday, November 14, 2008. The program offers two benefits, the Health Care Spending Account (HCSAccount) and the Dependent Care Advantage Account (DCAAccount).

The HCSAccount allows employees to set aside from $100 to $4,000 annually in pretax salary to pay for health-care expenses not reimbursed by insurance. Over-the-counter (OTC) drug expenses including allergy remedies, antacids, cold medicines, and pain relievers are also reimbursable.

The DCAAccount allows employees to set aside up to $5,000 annually for child-care, elder-care, or other dependent-care expenses on a pre-tax basis. The employer contribution will be reinstated for the 2009 plan year, providing up to $800 for employees in eligible negotiating units who enroll in the DCAAccount. The employer contribution is based on salary and is available to state employees who are M/C or represented by CSEA, PEF, or UUP. Pending conclusion of negotiations and ratified contracts, the employer contribution may also be available to state employees in other negotiating units.

Participants currently enrolled in the HCSAccount or DCAAccount must re-enroll to continue benefits in 2009. Re-enrollment instructions will be sent directly from the Fringe Benefits Management Company.

Paperless enrollment is quick, easy, and secure. Apply online or call the Flex Spending Account hotline at (800) 358-7202.

The deadline for 2009 enrollment is November 14, 2008, and is strictly enforced. Please be sure to enroll by November 14.

Call the Human Resource Management Office at 878-4821 with questions.

From the Provost
Start dates for Summer Session 2009 are revised as follows:

Session A: June 1
Session B: June 29
Session C: July 27
Session 1: June 1
Session 2: June 1