News and Notes

A Newsletter for Faculty and Staff of Idaho State University

June 10, 2013 — Vol. 29 No. 21

News Bites

Senior Mike Arnold finished his Idaho State career as an All-American with his seventh-place finish in the men's pole vault at the NCAA Track and Field Championships in Eugene, Ore.

Senior Mike Arnold finished his Idaho State career as an All-American with his seventh-place finish in the men's pole vault at the NCAA Track and Field Championships in Eugene, Ore. Arnold cleared a height of 17-08.50 in one attempt.

"I'm happy about achieving All-American status, it's been a long time coming," said Arnold. "I couldn't be happier with how things turned out for my last Bengal outing."

Arnold won six Big Sky Championships for the men's pole vault over the course of his career. At the 2013 outdoor championships, Arnold won with a career best 5.41m, a stadium record and second all-time for Idaho State.

While competing unattached last summer, Arnold cleared a height of 18-01.75 at the Idaho State Summer Pole Vault Series. His height qualified for Arnold for the 2012 United States Olympic Track and Field Qualifiers.

"As for my performance, I wish I could have performed to the best of my ability and left it all on the track, seeing as it was far shy of my ability," said Arnold. "Now off to graduate school and post-collegiate vaulting. I'm proud to be a Bengal!"

Arnold graduated in May with a degree in exercise science and is pursuing a masters degree at Idaho State in the fall.

The ISU Leadership Development Program is beginning its third year on Aug. 27

The ISU Leadership Development Program is beginning its third year on Aug. 27.

Last year 95 ISU employees graduated from this program. Participant feedback has been extremely positive. ISU Leadership Development was created for employees who have been identified by their supervisor as current or future leaders at Idaho State University. It is designed for higher level individuals with current leadership responsibilities or those who have been identified with future leadership responsibilities in their departments.

Through the service component, ISU employees served the Idaho Foodbank, Toys for Tots, and the Pocatello Animal Shelter. The program contains 15 modules that are introduced during a weekly two-hour workshop. Participants need to complete all 15 modules to graduate and earn their certificate in ISU Leadership Development. The program can be completed in one or two semesters depending on the participant's schedule. All participants are nominated through their respective Vice President, who has the responsibility of selecting the candidates for the program. If you are interested in this program, please contact your Vice President's office to apply.

The fall session will be offered via distance learning to the Meridian campus. All other sites participants (Pocatello, Idaho Falls and Twin Falls) will need to attend in Pocatello or Meridian, whichever is most convenient. Because this program is intended to assist participants in building collaborative networks to share ideas, problem-solve, build relationships and offer support to one another, this cannot be accomplished with distance learning to other sites other than Pocatello and Meridian. Two workshops can be made up online through previously recorded sessions, but in order to graduate all other sessions must be attended in person.

If you have any questions about ISU Leadership Development, please contact Stacey Marshall or Laura Judkins.

Just a reminder that fiscal year end is quickly approaching, which means departments need to expedite and facilitate fiscal year 2013 business for payment and receipt transactions

Just a reminder that fiscal year end is quickly approaching, which means departments need to expedite and facilitate fiscal year 2013 business for payment and receipt transactions.

The following issues need to be addressed by all departments.

Payments:

If departments have invoices that pertain to items or services received in fiscal year 2013 these invoices need to be received in the Accounting Office by June 26. Remember, all invoices for payment should be sent directly to accounts payable.

Accounting Standards mandate that materials and services actually received in fiscal year 2013 be expensed in this fiscal year. To expedite the payment process, forward invoices you have received from external vendors to accounts payable as soon as possible. If you have received items or services in the department that you purchased through a purchase order do not forget to complete a receiving report and fax it to Purchasing (ext. 4722). Banner requires the three-way match between purchase order, invoice, and receiving report to pay the vendor.

Important Note: Invoices for purchases initiated through the Requisition/PO process must always be paid by check. Do Not complete a direct pay form or make the payment on a Pcard for these types of purchases.

For capital items that meet the inventory threshold ($2,000 or greater) and are delivered directly to the department (i.e. do not go through ISU Receiving), it is the department's responsibility to keep track of the delivery date and complete a receiving report. The receiving report should contain the actual date the items were delivered to the department and what items were received.

Prepayment for goods and services to liquidate this fiscal year's budget is not allowed. These invoices will be held until the start of the new fiscal year.

Departments that receive goods or services on or before June 30 need to submit invoices to Accounts Payable no later than June 30. Please be prepared to furnish a valid written explanation to The Vice President of Finance and Administration for requests for payment submitted to Accounts Payable on or after July 1 for invoices, travel reimbursements, independent contractor payments, payments to subcontractors, etc, for which goods/services were delivered or complete prior to June 21.

Interdepartmental Sales:

For goods and services between ISU departments please complete an Interdepartmental Invoice Form and send it with a copy of the invoice to Accounting. To facilitate the preparation of the University Financial Statements we need to have all Interdepartmental Invoice Forms, and supporting invoices and document attachments, into Accounting by July 31. We ask that you submit them as soon as possible throughout June and July so that we have time to process them before July 31.

Once the University Financial Statements are in the final draft stage, which occurs in the first part of August, billing departments need to be aware that Interdepartmental Invoices for goods and services received in FY13 cannot be processed. This will cause a loss of income to the ISU Billing Department. If your department has past due outstanding interdepartmental invoices, please contact Accounting for assistance.

Purchase Card Purchases:

The changes made to ISU's portion of the Banner Finance system last November, when we implemented Bank of America, will allow a little more flexibility for end of fiscal year processing. We will be able to separate the P-card purchases by fiscal year the first few downloads of July.

Therefore, based on the official Bank Posting Date the transactions will be posted to the appropriate fiscal year when processing the first few weekly downloads in July.

In order for this to be accomplished it is important that all transactions are reconciled and approved as soon as possible each week, especially for the reminder of June and first part of July.

Remember, ISU cannot control or influence the timing of when a merchant transaction posts to the banking system and therefore cannot guarantee that purchases in the last few days of the fiscal year will be processed in June by the banking system. Most merchants do not enter the transactions into the banking system when they are ordered. Most merchants record the items as sold when they fill and ship the items. This method more closely matches the general accounting standard described above that the item is changed to a budget based on when it is received. If you need items purchased on the P-card to be charged to FY13 it is recommended that you order them by 5 p.m. on Friday June 21.

Receipts:

All receipts collected prior to June 30 need to be in the cashiers office by 10 a.m. on June 30. All receipts collected on June 30 must be in the Cashiers Office by 2 p.m. that same day. Please note that receipts include cash, checks, and credit card batches.

When making deposits after June 30 that pertain to amounts billed in fiscal year 2013, please do these on a separate deposit slip and indicate that the funds pertain to fiscal year 2013, unless you will provide Accounting with a complete list of your outstanding Receivables for FY13. This will allow accounting to make appropriate fiscal year determinations without having to contact each department individually.

All departments providing a complete list of outstanding Receivables to Accounting must do so by July 8.

JV CORRECTIONS:

All transactions, including payroll transactions and transactions on grant indexes, should be reviewed to ensure the charges are appropriate so necessary corrections can be initiated and processed timely.

Corrections are posted into the Banner Finance system by submitting a Journal Voucher form with supporting documentation attached. In the past, we have continued to receive correction requests for the current fiscal year into September (and sometimes later), which does not allow us to produce accurate financial statements in a timely manner. All JV corrections for FY13 should be to Accounting by July 31. We ask that you submit them as soon as possible throughout June and July so that we have time to process them before July 31. If you have questions please contact the accounting department.

Travel:

All blanket travel reimbursements for Fiscal Year 2013, must be submitted to Accounts Payable for processing by July 12. Blanket travel authorizations for Fiscal Year 2013 will be closed as of Aug. 2. You will need to open new blanket travel authorizations for travel taking place in Fiscal Year 2014. These blanket travel authorizations will only cover the first six months of FY14, because all travelers will be using the Banner Travel and Expense System by December 2013.

Requisitions:

Fiscal year 2014 is now open for transactions. Departments may begin creating requisitions for the new fiscal year. Remember, when creating a requisition for the new fiscal year, you must use a date greater than June 30 or the requisition will be created in 2013 and will need to be recreated. If you are ordering items that will not be received until after June 30, you should use a date greater than June 30 to create your requisition.

Petty Cash:

Departments that have Petty Cash Funds need to submit their Petty Cash Reimbursement Forms and receipts to the Cashiers Office by 3:30 pm on Thursday June 27, 2013 if possible. This will help to ensure that the funds are replenished and expenses charged to the correct fiscal year.

During the month of July, if you have receipts for the purchases on or before June 30, you will need to prepare a separate Petty Cash Reimbursement form for FY13 and FY14. Please write the fiscal year on the top of each form and attach the receipts. Per accounting standards the date on the sales slip is the date that determines which fiscal year index budgets the expense will be charged to. To ensure a correct audit trail please do not include receipts for FY14 on the FY13 reimbursement form. ISU does not have the flexibility to charge FY14 expenses to the FY13 budgets or vice versa.

Cash Voucher:

Please submit all Cash Vouchers, with attached receipts, for purchases in FY13 to the Cashiers Office by 3:30 p.m. on Thursday June 27 if possible.

During the month of July; if you have receipts for purchases on or before June 30 please write FY13 on the top of the form before bringing it to the Cashiers Office. Per accounting standards the date on the sales slip is the date that determines which fiscal year index budget the expense will be charged against.

ISU does not have the flexibility to charge FY14 expenses to the FY13 budgets or vice versa.

Facilities services, custodial department, has an immediate opening for an Administrative Assistant 1

Facilities services, custodial department, has an immediate opening for an Administrative Assistant 1. For a complete job description, requirements, and application instructions visit us at http://www.isu.edu/humanr/classified.shtml applications must be submitted by June 14. Please use the link that is specifically listed Facilities Services -- Custodial Department as Department and Pocatello as location. You will need to apply to this specific position even if you are on the regular AA1 register in order to be considered for this position. If you hold permanent status as an AA1, you will not need to apply online; send resume to huntjen2@isu.edu. Please call Denise Hopster at x4828 if you have any questions.

Richard Brey was recently named interim dean of the Idaho State University College of Science and Engineering

Richard Brey was recently named interim dean of the Idaho State University College of Science and Engineering.

Brey, a professor of physics, has worked at ISU since 1994 and has served as the chair of the ISU Department of Nuclear Engineering and Health Physics this year and was that department's associate chair 2010-13. He was also the director of the ISU Health Physics Program.

"Dr. Richard Brey brings a wealth of experience in engineering and sciences research and administration to the role of interim dean," said Laura Woodworth-Ney, ISU associate vice president of academic affairs who begins duties as provost and vice president for academic affairs July 1. "I am thrilled that he has accepted this new responsibility."

Brey was also interim chair of the ISU Department of Physics September 2009-September 2010. This spring he was elected to serve as a council member of the National Council of Radiation Protection and Measurements.

"I understand the complexity and magnitude of the challenges that the College of Science and Engineering faces but, more importantly, I see an even greater number of opportunities," Brey said. "I look forward to applying my energy to help find solutions and build a better, stronger and more resilient institution."

Brey received his Ph.D. from Purdue University in Health Physics in 1994. He was the recipient of the Elda E. Anderson Award from the Health Physics Society in 2002. The Anderson Award is an honor bestowed by the Health Physics Society each year to one its members for excellence in research or development; discovery or invention; or for significant contributions to the health physics profession.

Brey has engaged in a wide variety of research varying from radiation physics and detection to agricultural applications of radiation and radiation producing machines. He has engaged in various collaborative research efforts including the evaluation of historical exposures, evaluation of animal experimental data, and redefining/ evaluating radioactive material translocation models.

Since 1995 he has been the director of the ISU Environmental Radioanalytical Laboratory, which performs approximately 1,200 sample analyses per quarter. Over the years he has served as the Director of The ISU Technical Safety Office and University Radiation Safety Officer.

Brey begins his duties July 1.

ISU-Meridian's Robin Dodson and Cathy Oliphant received Teacher of the Year awards at the annual College of Pharmacy Banquet, May 10, in Pocatello

ISU-Meridian's Robin Dodson and Cathy Oliphant received Teacher of the Year awards at the annual College of Pharmacy Banquet, May 10, in Pocatello.

"While all of the faculty and staff at the College are outstanding, there are several faculty members each year that move our students and leave them with a lasting impact," said College of Pharmacy Dean Paul Cady.

Dodson and Oliphant were among four faculty members to receive the honor. The other two are Chris Owens and Chris Downing, based in Pocatello. Oliphant and Owens represent the Department of Pharmacy Practice and Administrative Sciences, and Downing and Dodson are from the Department of Biomedical and Pharmaceutical Sciences.

According to Cady, honorees were applauded for their abilities to teach relevant and new material, motivate students to learn and maintain a high level of knowledge in their field.

Also recognized was student Danielle Ahlstrom, ISU's 2013 Outstanding Achievement Award Winner representing the College of Pharmacy. She selected ISU-Meridian's Barb Mason, who teaches in the Department of Pharmacy Practice and Administrative Sciences, as her most influential professor.

Dr. J. Vincent Nix, START Coordinator recently presented at the 50th annual ATEA National Conference in Chattanooga, Tenn.

Dr. J. Vincent Nix, START Coordinator recently presented at the 50th annual ATEA (American Technical Education Association) National Conference in Chattanooga, Tenn. His presentation was based on the START (Successful Transitions and Retention Track) program model and entitled: Planned Effectiveness: How Happenstance & Positive Adaptability aid in the Retention Process.

Dr. Nix also (along with Dr. Megan Michalek, recent graduate of the Counselling Psychology program at ISU) had an article published in the Journal of Adult Education, v41 (2) titled: START! The successful Transitions and Retention Track Program: A Comprehensive Approach to Supporting GED Holders Entering College.

Julie Melton, Assistant Professor in CSED/Sign Language Interpreting, co-wrote an article with a graduate of the Sign Language Interpreting program, Renee Higbee

Julie Melton, Assistant Professor in CSED/Sign Language Interpreting, co-wrote an article with a graduate of the Sign Language Interpreting program, Renee Higbee. This article was published in the Odyssey: New Directions in Deaf Education journal, vol. 14, 2013. This journal is published by Gallaudet University; Laurent Clerc National Deaf Education Center and serves as a valuable resource for those who advocate for Deaf and Hard of Hearing students and their families. The article is titled: "Educational Interpreters: Meeting the communication needs of children with Cochlear Implants", and can be accessed at the following web-site: http://www.gallaudet.edu/Documents/Clerc/Odyssey2013.pdf.

Dr. Susan Swetnam has just had her narrative personal essay, "The Lost Coast," selected as one of 22 creative pieces chosen in the Log Cabin Literary Center's annual anthology contest

Dr. Susan Swetnam, Professor Emerita, English, has just had her narrative personal essay, "The Lost Coast," selected as one of 22 (out of nearly 200 submissions) creative pieces chosen in the Log Cabin Literary Center's annual anthology contest. The volume, titled "Detours," will appear this fall from the Boise Foundation.

Ruiling Guo, associate professor and health sciences librarian at Idaho Health Sciences Library, attended an international conference "One Health: Information in an Interdependent World" in Boston from May 4 to 8

Ruiling Guo, associate professor and health sciences librarian at Idaho Health Sciences Library, attended an international conference "One Health: Information in an Interdependent World" in Boston from May 4 to 8. This conference incorporated the 2013 Medical Library Association Annual Meeting, the 11th International Congress on Medical Librarianship, the 7th International Conference of Animal Health Information Specialists, and the 6th International Clinical Librarian Conference.

At this conference, Ruiling Guo was invited to present her study entitled "International collaborative research among health sciences librarian and public health professionals in the United States and China."