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Administration & Finance Office

Headlines for the Week of August 22, 2016

Downtown Campus Scheduled Events

MONDAY, August 22

9:00 AM – 11:00 AM

R Bootcamp

580

1:00 PM – 3:00 PM

Python Bootcamp

580

4:00 PM – 5:00 PM

Law Offices New Student Orientation

590

4:00 PM - 9:00 PM

Judge Erickson's Trial Ad Teams

Marovitz

5:00 PM – 9:00 PM

Judge Erickson's Trial Ad Teams

Kohen, 590 & 370

6:00 PM – 6:30 PM

WIL Executive Board Meeting

305

 

TUESDAY, August 23

11:45 AM – 1:00 PM

Toastmasters

580

12:00 PM – 1:30 PM

2016-2017 Faculty Meeting

520

12:00 PM – 1:00 PM

PAD Callout meeting

370

12:00 PM – 1:00 PM

Opportunities with the Department of Justice (DOJ)

345

4:00 PM - 9:00 PM

Judge Erickson's Trial Ad Teams

Marovitz

5:00 PM – 9:00 PM

Judge Erickson's Trial Ad Teams

545, 355 & C50

 

WEDNESDAY, August 24

2:30 PM -  3:30 PM

Kirkland & Ellis

C25

3:30 PM - 6:30 PM

Christine Miller – POLE Meeting

411

4:00 PM - 9:00 PM

Judge Erickson's Trial Ad Teams

Marovitz

5:00 PM – 9:00 PM

Judge Erickson's Trial Ad Teams

Kohen, 580 & C40

 

THURSDAY, August 25

4:00 PM - 9:00 PM

Judge Erickson's Trial Ad Teams

Marovitz

5:00 PM – 9:00 PM

Judge Erickson's Trial Ad Teams

Kohen, 590, & C50

6:00 PM - 8:00 PM

ACE Instructor's Kick-Off Event

545

 

FRIDAY, August 26

 

No Events Scheduled

 

 

SATURDAY, August 27

8:15 AM – 5:45 PM

Judge Erickson's Trial Ad Teams

Marovitz, Kohen, 170 & 165

 

SUNDAY, August 28

10:15 PM – 10:45 PM

Judge Erickson's Trial Ad Teams

 Marovitz & Kohen

 


Building and Library Hours

FALL SEMESTER BUILDING AND LIBRARY HOURS: Effective Monday, August 15, 2016

Building Hours:

Sunday 10:00 am – 11:00 pm
Monday - Thursday 7:00 am – 12:00 am
Friday 7:00 am – 9:15 pm
Saturday 8:00 am – 6:00 pm

The Building will open early and close close late on the following day:

Saturday, August 20 7:30 am - 7:00 pm

 

Library Hours:

Sunday 12:00 pm - 8:00 pm
Monday - Thursday 8:00 am – 9:00 pm
Friday 8:00 am – 6:00 pm
Saturday 9:00 am – 5:00 pm

 


Bookstore Hours

Monday - Thursday: 9am - 6pm
Friday: 9am - 2pm
Saturday: 10am - 2pm
Sunday: CLOSED


Spakateria Hours

Monday - Friday 8:00 am - 6:00 pm

Bike Rental Program

Share CyCKles Bicycle Rentals

IIT Chicago-Kent offers a bicycle rental program to members of the law school community (students, faculty and staff). For more information please visit

http://www.kentlaw.iit.edu/the-c-k-experience/living-and-studying-in-chicago/bike-rental


Chicago-Kent Student Hiring Procedures


Faculty - Must see the Faculty Assistant (Alison Steiner, asteiner2@kentlaw.iit.edu or x6-5119) prior to starting the hiring process

Staff - Individual departments are responsible for completing the hiring process
Online Electronic Student Payroll System
Electronic Payroll Authorization Form (EPAF)

All Payroll Authorizations (PAs) must be completed in the Online Electronic Student Payroll System. The University will no longer accept a paper PA for hiring Student Assistants.

U.S. Citizens

Required paperwork for new students who have never worked for the University:

Required paperwork for rehiring students who have worked for the University:

  • EPAF completed by hiring department

All forms can also be obtained from the Office of Administration and Finance, Suite 265.

**Budgetary Approval is the responsibility of the hiring department.

Note: All paperwork MUST be completed and submitted to the Office of Administration and Finance, Suite 265, prior to the student's first day of employment. For a student to perform a service without proper employment authorization is a violation. Both the individual and the employer are subject to possible sanctions by the Department of Labor and/or the INS.


International Students

Hiring General Eligibility Requirements:

  • F-1 or J-1 must have full-time enrollment
  • Dependents of F-2 cannot be employed
  • Dependents of J-2 may be employed with proper USCIS authorization
  • OPT (Optional Practical Training)

International Students With SSN

Documents needed to complete the employment packet:

All original hard copies of the above paperwork must be submitted to the Office of Administration and Finance, DTC 265, to be copied and forwarded to the Student Employment Office, SEO, MC, Galvin Library Upper Level.

International Students Without SSN

  • An EPAF must be completed online by the hiring department.
  • Once the EPAF is completed, the system will automatically send an email containing an Employment Letter to the individual who entered the EPAF.
  • The letter must be completed and signed then given to the student who will take the Employment Letter to the International Student's Office, MB 405, for their signature and approval.
  • The student will take the applicable paperwork to the Social Security Administration Office, who will issue a receipt for applying for a Social Security Card.
  • The receipt is taken to the Student Employment Office, SEO, MC, Galvin Library Upper Level

NOTE: International Students MUST NOT work until this process is completed and approval is given by the International Center.

Graduated International Students
  • Not eligible for on-campus employment (includes TA/RA)
  • Students hired for work related to field of study (OPT status) must be processed through Human Resources.

**If your student assistant is an International Student, a PA must be completed for each term.

Please contact the Office of Administration & Finance, DTC 265, if you have questions.

 


FALL 2016 PROCEDURES FOR HIRING STUDENTS, PART-TIME AND TEMPORARY HIRING "NON-BENEFITS-ELIGIBLE" STAFF

 

Student Employment Procedures

PAYROLL AUTHORIZATIONS

A new payroll authorization must be completed for all student employees who are newly hired or will continue to work for you after the summer term ends on August 21, 2016.

The current student pay rate is $12.00 per hour.

STUDENT Payroll Authorizations:  Should be done on-line through the EPAF system in the MyIIT portal Work Tab listing Dawn Rupcich as Approver 2/Budget Manager. Use Salary “sub”-Account 6307 FOR NON-FWS OR 6309 FOR FWS EMPLOYMENT.

The payroll authorization should be filled out completely listing August 22, 2016 or thereafter if the official hire date is later in the term as the “Effective Date” of employment and MUST BE SUBMITTED before work begins.

 

STUDENT EMPLOYMENT END DATES

Use 12/17/2016 for ALL International Students, if a student is a December 2016 graduate and/or if you are unsure whether to hire him/her through the end of the school year. (A new Payroll Authorization must be done each term for international students.)

Use 5/31/2017 if you want to hire students for the entire school year.

 

FEDERAL WORK STUDY (FWS)

FWS funding for community service positions will be available during the Fall 2016 and Spring 2017 semesters. IIT Approved Community Service positions are funded 100% by the federal government and are NOT available for hiring of faculty research assistants or general departmental employment.

Faculty research assistants and general departmental employment for FWS eligible students can be hired at 50% FWS funding and 50% faculty/departmental funding during the Fall and Spring semesters only.

When using the EPAF system for FWS students under “Position Control #” pick FWS Community Service (W99483) or for 50% FWS pick “Position Control #” FWS Department Assistant (W99977).

The 2016-17 FWS FOAP is 102500-2504-6309-2451

 

 

 PT Temporary Non-Benefits Eligible Staff Procedures

PT temporary non-benefits eligible staff can be hired on IIT’s payroll.
 
TEMPORARY STAFF HIRED ON IIT’S PAYROLL
In addition to the Temporary Justification and the Job Description forms, you must also follow the next four steps:

  • A background check is required prior to hiring PT temporary staff, except when hiring matriculating students. IIT OHR handles this process and before you submit the PA you will need to email Lisa Horne at lhorne1@iit.edu and send her the full name and email address of the person you wish to hire. Depending on the new hires background this background check process can take anywhere from 3 days to 2 weeks to complete. Please be sure to take into consideration the time it will take for the background check to be complete when setting a start date. Potential employees whose background checks have not cleared are not allowed to begin working.

PLEASE NOTE THAT PT TEMPORARY EMPLOYMENT THROUGH IIT CANNOT LAST LONGER THAN ONE (1) YEAR

All paperwork should be submitted to the Office of Administration and Finance, Suite 265.

 

TEMPORARY STAFF THAT ARE HIRED THROUGH AN EMPLOYMENT AGENCY

 

PAYROLL AUTHORIZATIONS AND ALL FORMS MUST BE SUBMITTED BEFORE ANYONE BEGINS WORK

It should be noted that for new hires, pursuant to Federal Law and IIT Policy, the payroll authorization and other tax, I-9 and direct deposit authorization forms must be submitted to the office of administration and finance for processing before anyone begins working for you. There have been a few recent cases in which the required paperwork was submitted after the student/pt and temp began working. This puts the institution at risk with the Federal Government and could result in the possible termination of Federal Finacial Aid. Therfore, please be sure to adher to this critical policy.


STUDENT ONLINE TIME ENTRY

Time entry is done using IIT's online time entry for all students and staff. For all pay periods, time worked must be entered into the electronic time sheet and submitted for approval by 10:00 am on the first Monday after the pay period ends.

Instructions for Web Time Entry can be found at: http://www.kentlaw.edu/students/student-timesheet-instructions.pdf

If you have any problems accessing the myIIT portal, please contact IIT OTS Support Desk at 7-3375.

NOTE: If your student fails to input and submit his/her timesheet by 10:00 am or the Supervisor fails to approve the time sheet before 4:00 pm on the Monday when timesheets are due, a Paper Time Sheet Adjustment form is required and the student will run the risk of not getting paid on the scheduled pay date.

If you have questions concerning completion of the on-line time entry after you have read the instructions and logged in, please contact Ariana Monroe, Suite 265, x 65100, or by email amonroe3@kentlaw.iit.edu.

 


2016 biweekly pay calendar

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Submission Deadline
Pay Date
1
12/20/2015
1/2/2016
1/4/2016
1/8/2016
2
1/3/2016
1/16/2016
1/18/2016
1/22/2016
3
1/17/2016
1/30/2016
2/1/2016
2/5/2016
4
1/31/2016
2/13/2016
2/15/2016
2/19/2016
5
2/14/2016
2/27/2016
2/29/2016
3/4/2016
6
2/28/2016
3/12/2016
3/14/2016
3/18/2016
7
3/13/2016
3/26/2016
3/28/2016
4/1/2016
8
3/27/2016
4/9/2016
4/11/2016
4/15/2016
9
4/10/2016
4/23/2016
4/25/2016
4/29/2016
10
4/24/2016
5/7/2016
5/9/2016
5/13/2016
11
5/8/2016
5/21/2016
5/23/2016
5/27/2016
12
5/22/2016
6/4/2016
6/6/2016
6/10/2016
13
6/5/2016
6/18/2016
6/20/2016
6/24/2016
14
6/19/2016
7/2/2016
7/1/2016*
7/8/2016
15
7/3/2016
7/16/2016
7/18/2016
7/22/2016
16
7/17/2016
7/30/2016
8/1/2016
8/5/2016
17
7/31/2016
8/13/2016
8/15/2016
8/19/2016
18
8/14/2016
8/27/2016
8/29/2016
9/2/2016
19
8/28/2016
9/10/2016
9/12/2016
9/16/2016
20
9/11/2016
9/24/2016
9/26/2016
9/30/2016
21
9/25/2016
10/8/2016
10/10/2016
10/14/2016
22
10/9/2016
10/22/2016
10/24/2016
10/28/2016
23
10/23/2016
11/5/2016
11/7/2016
11/11/2016
24
11/6/2016
11/19/2016
11/18/2016*
11/25/2016
25
11/20/2016
12/3/2016
12/5/2016
12/9/2016
26
12/4/2016
12/17/2016
12/19/2016
12/23/2016

NOTE: Employees should begin inputting time online the first day of the pay period.

*Denotes early time sheet submission date. (Dates are subject to change.)


2016 monthly pay calendar

Pay Period #
First Day of Pay Period (Start Date)
Last Day of Pay Period (End Date)
Pay Date
1
1/1/2016
1/30/2016
1/29/2016
2
2/1/2016
2/27/2016
2/29/2016
3
3/1/2016
3/31/2016
3/31/2016
4
4/1/2016
4/30/2016
4/29/2016
5
5/1/2016
5/29/2016
5/31/2016
6
6/1/2016
6/30/2016
6/30/2016
7
7/1/2016
7/31/2016
7/29/2016
8
8/1/2016
8/31/2016
8/31/2016
9
9/1/2016
9/30/2016
9/30/2016
10
10/1/2016
10/30/2016
10/31/2016
11
11/1/2016
11/30/2016
11/30/2016
12
12/1/2016
12/31/2016
12/30/2016

NOTE: Employees should begin inputting time online the first day of the pay period.


Summer 2016 Discount Parking for DTC Faculty, Staff & Students

(Revised 02/10/2016)

ONE PARKING located at 525 West Monroe (entrance on CLINTON between Adams and Monroe) is offering discounted parking rates $22 per 12-hour day for members of the DTC community (between 6am - 4pm, out by 2:00am).

STANDARD PARKING located at PRESIDENTIAL TOWERS continues to provide discounted parking rates $14 per 12-hour day for members of the DTC community.

IMPERIAL PARKING located at 550 West Jackson continues to provide discounted parking rates $13 per 12-hour day for members of the DTC community.

Faculty, staff and students who wish to take advantage of the parking discounts may pick up the parking permit from:

Faculty and Staff

  • Office of Administration and Finance, Suite 265

Students

  • Barnes & Noble Bookstore, C-60

If you do not currently have an IIT Photo ID, please stop by the DTC Registrar's office, Suite 220 for Chicago-Kent IDs.

STANDARD PARKING RATES located at PRESIDENTIAL TOWERS
(Rooftop Parking ONLY) Monroe, Jefferson and Madison Streets (Enter on Jefferson)

IIT DTC Discount Daily Rate:
*$14 per 12-hour day.
*MUST
be purchased in packets of 5 @ $70
Current Normal Rate:
$39 per 12-hour day
Monthly Pass:
$230 (One time $50 application fee for new monthly passes)
The daily rate will be honored provided you follow these instructions:

  1. IIT DTC faculty, staff & students must present IIT DTC I.D. card
  2. Place the IIT DTC parking permit in the lower left front windshield of car NOTE: Permit MUST be displayed at all times when your vehicle is parked in the parking garage
  3. Payment must be made by credit card, cashier's check or money order. (NO cash or personal checks accepted.)

    Also offered at the garage Monday through Friday: Early Morning Special - In by 9am out by 7pm $18/day

    Contact Davina Mitchell at (312) 775-7372 or dmitchell@spplus.com

 
ONE PARKING RATES 525 W. Monroe Street
(entrance on CLINTON between Monroe & Adams) The garage is an enclosed, heated 2-level facility.

IIT DTC Discounted Daily Rate:
*$22 per 12 hour day (between 6am - 4pm, out by 2:00am)
*Pre-Paid validations
$20 each or purchase a book of 10 for $200 and receive 1 free validation.  Validations are good for up to 12-hours of parking with entry any time between 4:00pm-12:00am (but, you must exit by 8:00am).
Current Normal Rate: $41 per 12 hour day
MONTHLY PASS (discounted only for evening parking per below)

Monthly Evening Parking: All IIT DTC faculty, staff and students have the option to park between 3pm-8am M-F with in/out privileges for $40 per month. Automatic credit card or direct debit payment option is required for this option.

The daily rate will be honored provided these instructions are
followed:

  1. IIT DTC faculty, staff & students must present IIT I.D. card.
  2. Place the IIT DTC parking permit in the lower left front windshield of car. NOTE: Permit MUST be displayed at all times when vehicle is parked in the parking garage.
  3. Major credit and debit cards are accepted for payment.
  4. See Garage Attendant at the entry/exit lane, or call (312) 670-9780.

IMPERIAL PARKING RATES 550 W. JACKSON Street
(entrance on QUINCY between Clinton & Jefferson) Attended, heated 2-level parking garage.

IIT Discounted Daily Rate:
*$13 per 12-hour day
*Prepaid validations sold in sets of 10 @ 130


Purchase of validations require a copy of IIT I.D. card left with attendant and personal check made out to Impark for $130.

*New Hours
Afternoon/Evening: in after 1:00pm out by 10:00pm $7.00 per day

Closed weekends and holidays

Imperial Parking does NOT require an IIT Parking Pass

Contact Bonita Davis (312) 663-1490 or BDavis@impark.com - 24-hour turnaround.


DEFIBRILLATOR AT THE DOWNTOWN CAMPUS!!!

The Downtown Campus has an Automated External Defibrillator (AED) to make early defibrillation immediately available in cardiac emergencies.

WHAT IS SUDDEN CARDIAC ARREST (SCA)?
Sudden cardiac arrest (SCA) can happen anywhere, to anyone, at anytime, without warning, without symptoms, and regardless of age or health. SCA is most often caused by an electrical malfunction that makes the heart quiver ineffectively. Defibrillation, an electric shock across the heart, is the only effective treatment for this malfunction. It stops the ineffective quivering and allows a coordinated heart rhythm to resume. Surviving SCA is largely dependent on how quickly the patient is defibrillated.

TYPICAL INDICATIONS THAT SOMEONE IS EXPERIENCING SCA:

  • An abnormal or racing heart beat
  • Feeling faint or dizzy due to loss of blood flow
  • Abnormal breathing
  • Loss of blood pressure and pulse
  • Loss of consciousness
  • Unresponsive

WHEN SCA STRIKES, EVERY MINUTE COUNTS.
Every minute counts when sudden cardiac arrest strikes. The new HeartStart AED unit is located at the front lobby desk where it will be readily accessible to emergency responders. Everyone at the IIT Downtown Campus can make a lifesaving difference in a medical emergency by immediately calling 911 and the DTC Security Officer on duty (ext 6-5030 using a campus phone or 312-906-5030 using a cell phone). Be sure to specifically identify the location of the victim so a trained responder can be dispatched to the scene.

DTC STAFF TRAINING:
A group of staff at the DTC have received CPR/AED training from the American Red Cross program; those trained include all of the engineering and Public Safety Officers, three library staff members and several other staff at both Chicago-Kent and Stuart. If you believe a person is experiencing SCA, please attempt to locate a trained responder by calling security as noted above. However, it is important to note that the HeartStart AED that we purchased is specifically designed to be used by virtually anyone. It actually walks the user/responder through the process with verbal instructions and other commands during the entire process. The unit has a safety feature that analyzes the victim before allowing an electric shock to be administered. In an emergency situation and in the absence of a trained user, an AED user who acts in good faith and without compensation is protected from civil liability under Illinois' Automated External Defibrillator Act, except for willful and wanton misconduct.

Please contact Dawn E. Rupcich, Assistant Dean or Rob Ulcigrai, Chief Engineer if you have any questions.


Downtown Campus Safety Tips

Do not travel alone in public areas, or stand alone at the bus stop, or corner. Keep alert for person(s) following you. Be wary of strangers offering assistance. Don't openly wear or display jewelry or handbags. The Downtown Campus of IIT provides year-round security officer escorts after 5:00 PM weekdays and on weekends. 


Shuttle Bus Schedule

Updated bus route schedules can be obtained at: http://www.iit.edu/directory/shuttlebus.html

For questions regarding the shuttlebus schedule and service please e-mail shuttlebus@iit.edu.


Office of Administration and Finance Business Hours

Monday-Friday: 8:30am - 5:00pm

 


Reserving a Room at the Downtown Campus

Faculty, staff, students and student organizations can reserve rooms at the Downtown Campus for meetings, study, speaker events, etc. An electronic form is available online. When completing the room reservation form online, the email field must be completed with an "@iit.edu" email address only; otherwise the request will NOT go through. An email will be sent to you confirming your reservation within 24 business hours

 

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