Office & Computer Operations
The Department of Intercollegiate Athletics strives to utilize tools and technologies that enhance efficiency and productivity. These efforts are achieved within the scope and parameters of the departmental budget and University resources. This chapter includes general information related to technology and resources.
Telecommunications services are available through the University's Office of Information Technology (OIT). The Office of Information Technology is the coordinator and provider of telecommunications transport services on and off the University's campus. This includes, but is not limited to, all infrastructure of copper, coax and fiber wiring within and between campus buildings, calling features, CATV, consulting and operator services, local dial tone, directed moves, emergency telephones, frequency coordination, outside plant, telephone instrumentation, voice and video conferencing, wireless technologies, voice mail, long distance services, paging, DSL, and PacificNet Access Control.
The Director of Athletics is responsible for the assignment of wireless telephones to administrative staff. Head Coaches are responsible for the assignment of wireless telephones to coaching staff with the approval of Director of Athletics. The Athletic Business Office receives monthly invoices and call statements. Statements are reviewed for reasonableness, and the Athletic Business Office processes payment of the invoices from either that particular sport's account or the general operating fund.
Approval must be given by the Director of Athletics before any coach, staff member or administrator can use department funds to pay for a wireless device and plan. It is encouraged that each individual use a University vendor (Verizon or AT&T), but it is not required. The University has information regarding plans, hardware and accessories on its website.
The Office of Information Technology coordinates the issuance and maintenance of employee wireless phones with the University's contracted wireless phone provider. The Office of Information Technology does not coordinate issuance and maintenance of employee wireless phones in cases where individuals decide to use a non-university contracted wireless phone provider. In those cases, the ordering departments will be responsible for maintenance and billing. All wireless phone-related requests must be approved by the Athletics Business Manager prior to being submitted to the Office of Information Technology.
NCAA regulations restrict the use by student-athletes of University-owned wireless phones. In order to prevent an NCAA violation, athletics personnel must consult with the Associate Director of Athletics for Student-Athlete Services & Compliance before relinquishing a wireless phone to a student-athlete.
Personal Wireless Telephones
Staff members who are required to use their personal wireless phones for official business purposes may be reimbursed for such calls, provided that the Director of Athletics or the staff member's supervising administrator pre-approves reimbursement for that individual and approves each monthly expense reimbursement request.
Consistent with assignment and job responsibilities, a University telephone may be issued as a part of a workstation. The University maintains and services the equipment and line service. Operational and functional concerns should be addressed to the Office of Information Technology Customer Support Center or the unit's Technical Support Provider. Additionally, work orders and service requests for desk phones are to be coordinated through the Athletics Business Manager.
Telephone calls are expected to be business-related and not of a personal nature. A preferred manner of answering a Departmental telephone is: "Pacific Athletics-Good morning/ afternoon-this is [Your Name]-How may I help you?"
NCAA regulations restrict the use by student-athletes of University-owned telephones. To avoid an NCAA violation, athletics personnel are encouraged to consult with the Associate Director of Athletics for Student-Athlete Services & Compliance before relinquishing a telephone to a student-athlete.
If issued a telephone at a workstation or desk, the employee is expected to establish a professional voicemail greeting. A preferred personal greeting for Departmental voicemail is, "Hello-you have reached [Your Name] in the University of the Pacific Department of Intercollegiate Athletics. I am not available to take your call, but please leave your name and number, and I will return your call as soon as possible. Thank you." Employees are expected to routinely check and clear voicemail messages as appropriate. Voicemail messages may also be placed in e-mail folders for long-term storage.
The Department of Intercollegiate Athletics has several photocopy machines available to staff for legitimate, work-related use. Please regard the following guidelines for use:
- Individual staff members should secure and use the proper quality and kind of photocopy paper as required by the machine.
- Paper should be secured from the specific area of the staff member in order to assure budgetary accountability, as paper comes from the respective accounts of units within the Department of Intercollegiate Athletics.
- Loading paper, toner and clearing paper jams should only be performed by staff members having been properly trained or in-serviced in these areas. If paper or toner is needed or if a jam occurs, the untrained staff member should report the matter immediately to the Athletics Business Office.
- Photocopying runs not exceeding 1,000 sheets should be performed on the main Departmental copier.
- Photocopy runs in excess of 1,000 sheets should be reported to the Athletic Business Manager for determination of the most efficient way to achieve job completion.
- The Athletic Business Manager will print monthly reports and reconcile each individual area's usage at month's end, and the charges per copy will be billed directly back to the appropriate account. At this time, the price per page for black and white is $0.05 per copy and color is $0.25. These amounts are subject to change based on the negotiated monthly lease rate of the service provider.
When working with the on-campus Duplicating Center, please obtain a quotation for printing requests. Forward the quotation to the Athletics Business Office for an authorization form granting approval and ensuring funding. Those orders submitted to the Duplicating Center without a duplicating authorization form will not be processed and will be returned to the originator.
The Department of Intercollegiate Athletics maintains a mailing area to handle the incoming and outgoing distribution of all official departmental mail and parcels. Incoming mail is picked up in the morning from the Department's postal drawer and returned to the mailroom for distribution. The front office Administrative Assistant will be responsible for checking in all mail and packages delivered. Employees are encouraged to use this address when quick delivery is required:
University of the Pacific
Department of Intercollegiate Athletics
3601 Pacific Avenue
Stockton, CA 95211
Outgoing mail that is official Department of Intercollegiate Athletics business should be deposited in the central mailroom. In addition to regular postal service, all express mail and parcels should be placed in the mailroom for pickup by the University mailroom. The proper addressing, packaging, and classifying of mail and parcels is the responsibility of the person sending the mail. To ensure that individual sport budgets are accurately accounted, please complete a Mail Charge Form in a legible manner.
The University mailroom is responsible for the operation of the intra-campus mail service. Intra-campus mail is delivered to and picked up from the Department of Intercollegiate Athletics twice daily.
Overnight shipping is coordinated by the Athletic Business Manager, who will set up an account for approved members of the Department with the University's official overnight service provider. Unless prior approval is received, all overnight shipments must be made through the University's official provider of overnight mailing services. A completed form will have the following information: name, department, index, account code, authorized signature, date and description of services requested. A legible signature on the charge form is required. For large or bulk mailing, please contact the Mail Services department for assistance and for pricing. Before sending out large or bulk mailing, please obtain approval from the Athletics Business Office to ensure accurate and proper accounting.
Business reply envelopes require an index code to be written or printed on the exterior of the envelope to ensure proper accounting of the mail charges. If there is an occasion of a business reply envelope being returned without an index on the envelope, the issue will be researched and handled internally. Abuse of mail charges will result in revocation of use of campus mail services and will be addressed on an individual basis.
When working with the on-campus Catering Services, otherwise known as Bon Appetit, please obtain a quotation for your catering requests from Bon Appetit's Catering Manager. Forward the quotation to the Athletics Business Office for authorization approval and to ensure funding. Those orders submitted to Bon Appetit without an authorization will not be processed and will be returned to the originator.
When purchasing items at the Bookstore, otherwise known as Barnes & Noble, please obtain prior approval from the Athletics Business Office for authorization granting approval and to ensure funding.
The Department maintains a small supply of general office supplies. These are kept in a locked area of the Mailroom. Items that are available for general distribution are as follows, but are not limited to: tape, staples, paper clips, pens and file folders. All other items will need to be purchased by the requestor and charged to their individual account code. Orders are placed on a weekly basis by the Athletic Business Manager. An e-mail with the item number and quantity will be sufficient for a request.
Letterhead, Envelopes & Other Printed Materials
Small supplies of pre-printed materials are available for purchase, including but not limited to: letterhead, envelopes and thank you cards. These are available for purchase by the individual requestor at market price depending on stock and availability.
All staff members of the Department will be provided access to their specific office areas through the use of their ID card or the issuance of keys. For security and personal safety reasons, employees are required to lock their offices and exterior building doors upon leaving or when working after regular hours. Certain areas have limited access, and only those staff members with specific responsibilities will be provided with access.
Under no circumstances are staff ID cards or keys to be issued to student-athletes.
Access and Control
The Athletic Business Manager is responsible for the approval and control of Departmental access, to include requesting ID card access and ordering and inventory of requested keys. Before keys are issued, the staff member must sign a key card.
Lost or stolen keys are to be reported immediately to the Athletics Facilities Office. Lost or stolen ID cards are to be reported immediately to the PacificCard Office. The Department is responsible for the expense of lock changes resulting from key losses and may pass on those costs to the budget account of the individual responsible for the lost or stolen key(s). If the decision is made to change the locks, a work order request must be placed through the Athletic Business Manager.
Upon transfer from the Department or termination of employment, staff members must return all keys to the Athletics Facilities Office, and the Athletics Business Office will terminate ID card access.
Consistent with assignment and job responsibilities, a University computer may be issued as a part of a workstation. The University computer hardware, software and network is maintained and serviced by the University. For specific policies related to the usage of computers, software, Pacific networks, electronic communications, and the internet, refer to the Office of Information Technology.
The Office of Information Technology is available to assist all Athletics staff with setting up workstations, installing software programs, identifying hardware and software needs, and performing general support and maintenance. The Office of Information Technology can be contacted at 209-946-7400 or by e-mailing email@example.com.
The Department of Intercollegiate Athletics expects all coaches and staff to adhere to all Office of Information Technology policies and procedures, as well as all local state, and federal laws, particularly with respect to copyright laws.
Data Storage and Security
All data will be stored on University servers. All users of any computer equipment located in Athletics must take precautions to prevent the loss of information and data crucial to the operation of a particular unit, and passwords may not be shared.
Crucial information includes mailing lists, recruiting records, historical records, statistical information, etc. To limit the loss by a disaster, the Office of Information Technology ensures that all University servers are backed up every evening.
Mobile devices (smartphones, laptops, tablets/slates, etc.) that are used to access or store sensitive data should be password/code protected and have encryption on the storage device configured per the Office of Information Technology recommendations.
The Department of Intercollegiate Athletics expects all coaches and staff to protect sensitive information as if it was their own and to adhere to all Office of Information Technology policies and procedures, as well as all local, state, and federal laws. Any questions regarding best practices for protecting University data should be directed to the Information Technology Security Office by e-mailing firstname.lastname@example.org.
To enhance the staff's ability to work together, directories have been created for each sport and administrative unit. Access to these directories can be obtained from the Office of Information Technology, with supervisor approval. The directories can then be accessed from workstations or via the web.