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Finance and Administration
Quarterly Newsletter

December 1, 2011

 

In This Issue

 

Announcements by

·   Central Receiving and Supply

·   Contract Administration

·   Controller’s Department

·   Facilities Management

·   Mail Services

·   Materials Management

·   Office of Human Resources

·   Payroll Services

·   Print Shop

·   Property Management and Inventory

·   Purchasing

·   Special Events, Facilities & Services

·   Ticket Office

·   Travel Office

·   University Police Department

 

Important Dates

·   Effective Immediately
UREC Passes now sold in the CHP Building
Ticket Office

·   January
USPS Rates Increase
Mail Services

·   December 16, 2011
Go-live date for Non-Exempt Employee Web time entry
Human Resources

·   January 3, 2012
Scheduled pay day for work in December
Payroll Services

 

 

 

For an Online copy of this and previous newsletters, visit the Finance and Administration Web site

Announcements

 

Central Receiving and Supply

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The Central Receiving/Supply Department is responsible for the acquisition of all parts and materials required for the operation of the Physical Plant. In addition, this department is responsible for receiving all materials ordered by other departments on campus and delivering all materials and overnight packages to all departments on campus.

 

Shipping Tips

The university received over 9,900 packages last fiscal year with only a third of those being on a purchase order. When having items shipped to the university please do the following:

1.    Ask the shipper to reference a department and end user’s full name.

2.    When purchasing with a ProCard have them use “procard” as a reference number so Central Receiving and Purchasing know not to search for a purchase order.

 

These two steps will greatly expedite processing and delivering your package.

 

Change of Address

Also, our physical address is 1635 Vanderventer, San Angelo, TX, 76909. Please use this address instead of the 2601 W. Avenue N or any other address. If you have any questions about Central Receiving & Supply, please contact us at extension 2358 or visit our website.

More? See this department's Web site.

 

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Contract Administration Office

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This office is responsible for verifying that contracts to purchase goods and services are in compliance with Texas state laws and in accordance with State of Texas Contract Management guidelines while evaluating institutional risks. Also, the Contract Administration Office must ensure contracts are satisfactorily performed by both the contractor and ASU, so that contract responsibilities are clearly defined and can be properly discharged at the completion of contracts.

 

Automation

The Contract Administration Office is meeting with departments that generate a lot of contracts to discuss options to streamline and automate the routing and approval process. If you have not been contacted by our office yet and you have some ideas on how to improve the process, please contact Jennifer Lennon at jennifer.lennon@angelo.edu or call extension 2591.

 

Creation of Templates

Does your department contract with specific vendors or organizations multiple times throughout the academic year or have a need to tailor a contract to specific requirements? If so, contact us at c_admin@angelo.edu or call either extensions 2591 or 2748 so we can help you create an approved template.

More? See this department's Web site.

 

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Controller’s Department

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The Controller’s Department provides business and financial services to internal and external customers of the university including general ledger accounting, accounts payable, student accounts, receivables, investments, and grants accounting. It is comprised of the Accounts Payable office, the Student Accounts office, and the Controller’s office (Controller, Director of Accounting, Investments/Grants Accountant, and Billing Receivables Accountant).

 

Have A Question?

Having a problem with Banner Finance or Banner Self-Service; or have a Finance question you would like to ask? The Controller’s Channel of Ramport has an Email link for this purpose. Your questions and our responses will be posted to our Frequently Ask Questions page.

 

Just A Reminder

Departments can assist in the prompt payment of goods and services by ensuring all invoices are sent to the official billing address as printed on university purchase orders:

Angelo State University

Accounts Payable Office

ASU Station #11034

San Angelo, TX 76909-1034

 

Tuition Payment Reminder

Pre-registration for Spring 2012 begins November 7th and students are reminded to make sure their account balance for Fall 2011 term is either paid in full or that all current due charges are paid to prevent a delay in pre-registering. The Student Accounts Office may be contacted at (325) 942-2008 or at billing@angelo.edu.

More? See this department's Web site.

 

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Facilities Management

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Facilities Management provides daily maintenance to all E&G buildings, Junell Center, University Center and Sports Facilities. Normal office hours are 8 AM through 5 PM – Monday through Friday. Emergencies outside of the normal work hours should be reported to University Police at 942-2071. Facilities Management typically has technicians on campus from 4 AM each morning until 6 PM – Monday through Friday.

 

After Hours/Weekends/Holiday Emergencies

Business operations for Facilities Management are Monday – Friday from 8:00am – 5:00pm. For emergencies for after business hours/weekends/holidays, please contact the University Police Department at (325) 942-2071.

 

Water Conservation

The grounds keeping department here at Angelo State University complies with all city watering regulations. The continued drought conditions present a unique challenge to the individuals working in this department. Many irrigation systems on the campus grounds were cut off back in the spring. Replacement of plants in the near future will be minimal and those areas that are replaced will consist of drought tolerant plants and rocks. We are already seeing the effects of the drought on the trees and anticipate losing more as time goes on.  

 

Why Should I Use FAMIS?

Facilities Management has a software system called FAMIS that allows you, our customer, to enter information regarding the service you require quickly and accurately. It also allows you to track and check the status of your request. For any issues regarding the services mentioned above, we strongly suggest that you first submit your request online through self-service. This can be done by clicking on this link, FAMIS Self Service Login. Our administrative service continuously monitors and immediately schedules every request during our normal business hours. Using self-service is the most effective and reliable way to make your request so that we can meet your need.

More? See this department's Web site.

 

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Mail Services

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ASU Mail Services exists to provide a centralized and unified system of processing, receiving, storing and distributing mail for students, faculty, staff and the community by utilizing resources effectively and efficiently.

 

 

Helpful hints

Outgoing mail items must be brought to Mail Services before 3:00pm for same day processing. Anything arriving after 3:00 may not be processed until the next business day.

Please separate International mailings from the US mail to avoid postage mistakes.

Please keep stamped mail separated from departmental meter mail. If stamped mail is mixed in with meter mail and accidentally run through the meter, your department will be charged.

Do not use glue to seal any envelope, use tape if needed.

 

Pricing Changes

USPS has announced that it plans to increase pricing for most postal services in January. If pricing is increased, Mail Services will also need to increase pricing.

 

Web Site Update

Mail Services is updating its website. If you have any suggestions on information to include in the website, please contact Donna Rathbone at donna.rathbone@angelo.edu.

 

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Materials Management

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Materials Management is responsible for managing, organizing, directing and coordinating support for all materials management for the University including purchasing, contract administration, property management, central receiving and supply, mail services, print shop, travel and the HUB program.

 

 

Training

If your department needs assistance with understanding the operating policies or processes for the Offices of Purchasing, Contract Administration, Travel, or Property Management, please contact Jennifer Lennon at extension 2591 to set-up a training session. Please give us the opportunity to tailor a training session to meet your departmental needs. Also, contact jennifer.lennon@angelo.edu if you have any questions regarding the materials management departments. Jennifer can then post the question and any answers to the department’s online FAQ page.

More? See this department's Web site.

 

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The Office of Human Resources

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Human Resources’ mission is to nurture and maintain a positive workforce environment and to support the strategic mission and direction of Angelo State University. The Office of Human resources is responsible for the following major areas: recruitment and employment, benefits and retirement counseling, compensation administration, training and development for staff employees, legal and policy compliance, employee relations and communication, policy development.

 

Web-Time Entry

The Office of Human Resources and the Payroll Office are still making strides on the Non-Exempt Employee Web-Time Entry Project. This project will drastically reduce the reliance on paper forms for timekeeping with our hourly employees. Employees will be able to enter their time that they worked and their leave via the work-life tab on Ramport. More information regarding this transition, including upcoming meetings, time frames and frequently asked questions can be found at the following web site: http://www.angelo.edu/dept/human_resources/non_exempt_web_time_entry.html.

 

Customer Service Survey

Please don’t forget to let your voice be heard when it comes to the service that you receive from the Office of Human Resources. Our Customer Service Survey is always available and you are always welcomed and encouraged to provide your valuable feedback regarding your experience. We realize that one of the best ways to become a better resource for our campus is to understand the experiences of our employees when they interact with our office. You can access the Customer Service Survey through the link listed below, via the link on our email signature lines, through our website and also through our channel on RamPort. https://www.surveymonkey.com/s/ASUHRcustomerservicesurvey

 

Employee Assistance Program

Thank you to everyone who attended one of the Employee Assistance Program (EAP) orientations in October. Mr. Maschhoff had a great presentation filled with valuable information about our new EAP. We’ve had several requests from people who were not able to make the orientations and would like the information. The link for the presentation is provided below: http://www.uthouston.edu/uteap/training/employee-orientation/player-employee-orientation.htm

 

Also, feel free to browse their website for more information on the many services they offer including (but not limited to):

·         Counseling & support for: stress & anxiety, depression, anger management, bereavement, life transitions, communication skills, parenting & family concerns, couples & relationship issues

·         WorkLife Services: consultation and referrals for elder care, child care, care for persons with disabilities; access to legal and financial resources (including a free Simple Will); concierge services

·         And many more!

 

If you have any questions regarding the Employee Assistance Program, or need help accessing services, please let us know and we’d be happy to assist you in any way we can. The contact number for the EAP is 800-346-3549. www.uteap.org

 

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Payroll Services

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We are located in the Administration Building in Room 100 across from the cashier counter. Our hours of operation are from 8 a.m. to 5 p.m., Monday through Friday.

 

January Pay Date

The scheduled pay day from the State Comptroller’s Office for time worked in December 2011 is Monday, January 2, 2012. Monday, January 2, 2012 is a scheduled holiday for Angelo State University and offices will be closed on that day. Employees who currently receive their payroll via paper check will not be able to pick up their paychecks until January 3, 2012 when offices reopen. January 2, 2012 is also a banking holiday so direct deposit transactions will not post until the following business day.

 

Electronic W-2 Option

Current ASU employees have the option to receive their W-2 statements electronically. This option allows employees to login to Ramport at any time and print current and past W-2 statements. If you would like to sign up for this option, please follow the steps below.

 

Sign Up For Electronic W-2

·         Login to RamPort. Go to the Work Life tab and select W2 Electronic Forms under Employee Services. Select Electronic W-2 Consent. Read the statement and check the box “Consent to receive W-2 electronically”. Then click the “Submit” button in order for the consent to process. If you wish to revoke consent, uncheck the box and “Submit” again. There is not a confirmation screen at this time to show that your selection was submitted. The box will either stay checked or unchecked depending on your selection.

·         To view your W-2 statement(s), login to RamPort and go to the Work Life tab. Select W2 Electronic Forms under Employee Services. Select W-2 Wage and Tax Statement. Select the Year and then click “Display”. In order to obtain a printable version, click the “Print” button at the bottom of the page.

·         Your W-2 forms will be available for you to print online. You’ll be able to print as many copies as you need – Federal, State, Local and your own personal copy.

·         This option is only available for current ASU employees at this time.

 

Once an employee has opted to receive their W-2 form electronically, they will continue to do so unless they revoke consent or leave employment. Only at that time will a paper W-2 form be printed in Payroll Services.

More? See this department’s Web site.

 

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Print Shop

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The Print Shop is located in the General Service Building and offers a wide array of printing services including color printing as well as color copies. The Print Shop strives to provide excellence in customer service, as well as offer competitive pricing on all services. The Print Shop’s mission is to serve the needs of the university’s academic and administrative departments and students. We are dedicated to enhancing and promoting the university through quality print products.

 

One Stop Print Shop

Please, let the Print Shop be your main source for all your printing needs. The Print Shop is available for all departments, student organizations, and students. Advantages of using the Print Shop include:

 

1.    We offer the convenience of being on campus.

2.    Many times, we have a faster turnaround than our off-campus competitors.

3.    We offer flexibility – we can contact your department if something looks incorrect on a first run, and then make changes, if necessary.

4.    We can show you a press run so that you can be sure your work is being printed as you intended.

5.    We offer high-quality, customized print jobs comparable to our competitors at competitive prices.

6.    Your departmental money for printing projects stays on campus.

 

For samples of our printing services and other helpful information, please visit our Print Shop website. Give us a call at extension 2345 to discuss how we can help you with your printing needs.

More? See this department's Web site.

 

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Property Management and Inventory

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The mission of the Property Manager is to properly track, cost, and identify fixed assets campus wide for the state, as well as the University according to the Rules and Regulations prescribed by state law. The Property Manager is located in the Central Receiving & Supply Building, room 105A.

 

Missing Property Reporting

Every fiscal year, ASU must report its total property and missing property to the State Comptroller’s Office. For FY 2011, ASU’s missing property was:

 

·         88 items missing in total

·         18 are laptops and 36 are CPU’s so this is our largest problem.

 

Value of items missing for 2 years:   $ 42,763.47

Value of items missing for 1 year:    $102,518.84

Total missing items reported:      $144,055.50

 

Missing items remain on the inventory for 2 years while attempts are made to locate them. All departments with missing property are subject to additional audits.

Please keep track of all departmental property! If you think property is missing or stolen, please contact the UPD and Property Manager immediately.

 

Please don’t hold on to old computers. Several of the missing computers were very old and were probably put in storage somewhere and eventually lost/forgotten about. Technology changes so fast that these computers being saved for “what if” situations will probably not be good by the time they are needed. Also, if computers are really old, the Texas Department of Criminal Justice, school districts, or approved organizations may not take them, which means ASU will have to pay to dispose of them. Disposing of old computers and electronics can be costly, so please don’t hold onto old property if it has exceeded its useful life.

More? See this department's Web site.

 

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Purchasing Department

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Purchasing has the responsibility and sole authority to obligate funds for procurements. Our objective is to procure goods and services to support the educational and research requirements of the University. The Purchasing Office is also the designated pick-up site for overnight or 2nd Day packages being sent via United Parcel Services (UPS).

 

Cooperative Purchasing Group

A Cooperative Purchasing Group is a profit or non-profit business that serves members in a single industry (ex. Higher Education) and handles the bidding and/or negotiation process with vendors for members. Co-op members play no role on the management of suppliers or contracts. Members can utilize any resulting contracts. Please contact the Purchasing Office for log-in information if one is required.

 

Angelo State University is a member of the following Cooperative Purchasing:

The Cooperative Purchasing Network

TCPN is a national governmental purchasing cooperative. The bids are conducted and awarded in compliance with purchasing procedures mandated by state procurement laws and regulations. For more information, visit http://www.tcpn.org.

 

Houston-Galveston Area Council (H-GAC) Cooperative Purchasing Program

HGACBuy is a "Government-to-Government" procurement service available nationwide. Governmental entities have been procuring products and services through HGACBuy for over 30 years. For more information, visit http://www.hgacbuy.org/.

 

BuyBoard

The BuyBoard was developed by the Texas Association of School Boards (TASB).

The Local Government Purchasing Cooperative is an administrative agency created in accordance with Section 791.001 of the Texas Government Code. Its purpose is to obtain the benefits and efficiencies that can accrue to members of a cooperative, to comply with state bidding requirements, and to identify qualified vendors of commodities, goods, and services. The Cooperative also relieves the burdens of governmental purchasing by effectively using current technology and realizing economies of scale. For more information, visit http://www.buyboard.com/default.html.

 

US Communities

US Communities is a nationwide purchasing cooperative designed to be a procurement resource for all government entities. The contracts focus on high use, high volume items and are competitively solicited. For more information, visit http://www.uscommunities.org.

 

Educational & Institutional Cooperative (E&I)

E&I is a not-for-profit buying cooperative which provides goods and services to its members at the best possible value. The Cooperative is owned by its membership of more than 1500 tax-exempt colleges, universities, prep schools, hospitals, medical research institutions and hospital purchasing organizations located throughout the United States. For more information, visit http://www.eandi.org.

 

Department of Information Resources (DIR)

DIR is an agency of the State of Texas. Among their varied responsibilities, DIR must negotiate volume purchase agreements for quality products and services. All Texas state agencies are eligible to use these agreements. The products on the DIR contracts are Technology and related systems products and services. For more information, visit http://www.dir.state.tx.us.

 

Texas Procurement and Support Services

TPASS is a division of the Texas Comptroller of Public Accounts whose primary responsibility is to provide goods, services, and facilities to the State of Texas. One part of fulfilling this responsibility is establishing term contracts available to all Texas state agencies. For more information, visit their Web site at http://www.window.state.tx.us/procurement/contracts/.

 

Texas Multiple Award Schedules (TXMAS)

TPASS also maintains the Texas Multiple Award Schedules (TXMAS); these contracts have been developed from contracts awarded competitively by the federal government or any other governmental entity of any state. For more information, visit their Web site at http://www.window.state.tx.us/procurement/prog/txmas/

 

Departments do not have to follow the competitive bidding requirements listed in the OP 54.04 Purchases of Goods and Services if the above Cooperative Purchasing Groups are utilized.

 

Need help in finding a vendor?

Go to the following website and you will find a listing of HUB Vendors and Non-HUB Vendors that have submitted a Vendor Application to the Purchasing Office. These are vendors that have expressed an interest in doing business with ASU.

·         http://www.angelo.edu/services/purchasing/Vendor%20Lists.html

More? See this department's Web site.

 

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Special Events, Facilities and Services

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The Special Events Office is home to academic and auxiliary space reservations on campus. Included in this responsibility are the assignment of rooms and labs for classes; reservation of space for student, faculty, staff, University and community guest events; and the reporting of the facilities inventory information to the Texas Higher Education Coordinating Board. Registered students, faculty/staff, and student organizations may reserve facilities for authorized meetings, programs, and other events through the Special Events Office.

 

Special Events

Thank you to all space representatives and departments for your assistance during the annual Facilities Inventory Process. We have successfully submitted facilities inventory to the state, and your assistance is greatly appreciated.

 

Coming Soon – Facilities Inventory Website to include:

·         Home page describing facilities inventory and the process

·         Instructional power point presentation

·         Helpful facilities inventory terms and definitions

·         Link to the Space Change Request Form

·         List of active classrooms and class labs on campus.

More? See this department's Web site.

 

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Ticket Office

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The ASU Ticket Office is located in the Junell Center/Stephens Arena, room 201, and we provide ticketing services to all ASU Athletic events as well as concerts and many rental events. We also sell faculty/staff activity cards. Call 942-2583 FMI.

 

Basketball Season is in Full Swing

·         Game day tickets go on sale 1 hour before game

·         $10 Reserved Seat

·         $5 Adult General Admission

·         $2 Student General Admission

·         Enrolled ASU Students FREE with OneCard

 

2011-2012 ASU Athletic Season Packages are Still on Sale:

·         Family General Admission Season Pass $125

o   General Admission to all regular season ASU home sporting events for a family of 2 adults plus up to 3 children (max) under the age of 18.

·         Individual General Admission Season Pass $50

o   Individual General Admission to all regular season ASU home sporting events.

 

UREC Passes are Now Sold by University Recreation

·         Visit the Center for Human Performance (CHP), Room 112, or

·         Get more information online at http://www.angelo.edu/dept/university_recreation/memberships.html#urecpass

 

Call or visit our Web site for more ASU ticket information:

(325) 942-BLUE (2583)

asutickets.angelo.edu

More? See this department's Web site.

 

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Travel Office

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The Travel Office processes travel authorizations and reimbursements in accordance with state of Texas Travel guidelines and ASU operating policies. The Travel Office can also assist with making travel reservations.

 

Travel Policies Under Evaluation

The Travel Office focus group is evaluating all travel-related policies, procedures, and forms. As part of this evaluation, two procedures will change effective immediately:

1.    The Travel Management Compliance Certification Form will no longer be required for travel using local funds. This form will still be used for state funds, however the focus group will determine if this form needs revising.

2.    All travel expense logs using local funds that are equal to or within 10% over the estimate provided on the Travel Authorization Request (TAR) will no longer require supervisor signature.

 

If departments want supervisors to continue to sign travel expense logs within 10% of the TAR estimate, they will need to develop and monitor their own internal signature authorization procedure.

 

Please note: Local funds include all funds within:

·         01xx Designated Funds

·         12xx Auxiliary Funds

·         2xxx Restricted Funds

 

These changes will be added to the Travel Office website for reference.

 

The focus group will continue its evaluation process in order to streamline travel. If you are not part of the focus group, but have suggestions on how to improve travel please contact Jennifer Lennon at Jennifer.lennon@angelo.edu.

 

Hotels

In order to get state rates on hotels within Texas, it is recommended that you call the hotel itself rather than book online (let them know you are a state employee and ask about receiving the state rate for that city; also mention tax exempt). Be aware that booking online can result in being charged fully upon making your reservation or being charged a deposit.

 

Hotels are also starting to require state ID (i.e. ASU One Card) to ensure state rates and tax exemptions; please show your ASU ID upon check in and bring a tax exempt form with you on each trip. Please double-check your hotel bill before checking out to make sure you have been properly charged (especially when using BTA pre-payment).

 

Airlines

Please keep in mind, when booking airfare through ASU Travel Office, that the airlines have started limiting the number of seats that are available for pre-selection. It is recommended that you confirm your seating assignments 24 hours prior to your departure time by visiting http://www.aa.com/homePage.do?locale=en_US&pref=true. You will use the 6-letter record locator code found in your reservation confirmation and your name to pull up your reservation in the “My Reservations / Flight Check-In” tab on AA’s home page. Please note the following information regarding American’s Pre-Reserved Seating Policy:

·         You may select an available seat based on seat inventory when you book your flight or any time prior to departure at no charge

·         If there are no seats available or you choose not to select a seat, you will receive an automatically-assigned seat at no charge at check-in as early as 24 hours before departure

 

For more information regarding American Airlines seating options please visit: http://www.aa.com/i18n/urls/seats.jsp.

 

Cars

When utilizing Enterprise Direct Billing, if you drop your rental car off at UPD, be sure to email and/or call Enterprise to let them know when and where the car was left. (325-942-0912 / Daniel.T.Rodriguez@ehi.com or Brandon.P.Fulcher@ehi.com)

 

General

Confused about travel? New to ASU? Please contact the Travel Office if you would like personal one-on-one training and we will be happy to set up a time to meet with you. (325-942-2725 / traveloffice@angelo.edu)

More? See this department's Web site.

 

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University Police Department

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The University Police Department is service-oriented and tailored to meet the needs of a progressive institution. We provide crime prevention and control, criminal investigations, traffic and parking supervision, emergency first-aid, the maintenance of public order, patrol and other related services.

 

New Officers Hired

The University Police would like to welcome two new police officers to its ranks. Jerry Rychlik and Amy Thomas started on August 8th. Their hiring brought the police department back to full staffing levels. Both officers came from the Tom Green County Sheriff’s Department. Jerry has 19 years with the sheriff’s department and has worked a variety of assignments during his tenure there. Amy served as a mental health deputy. Both are in a 12 week field training program.

 

Dispatch and Records Management Upgrade

The police department has undergone an upgrade to its dispatch and records management system. The upgrade provides numerous new features including the ability for officers in the field to obtain driver’s license and vehicle registration information from their patrol cars. The system also allows officers to view standard operating procedures specific to certain types of calls and enables officers to complete and submit reports electronically from their laptops in the car. Other features will enhance overall productivity and increase officer safety.

More? See this department's Web site.

 

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