CAS Operations

​​​Academic Operations Support

All CAS departments, and many of our centers and programs, have staff members embedded within the unit. These personnel are the front-line staff who help faculty and students meet their business and academic needs and keep the unit operating smoothly. You can use the staff directory at the top of this page to identify all staff who support your unit.

Business administration

Your business administrator (BA) is the professional partner to the chair or director on all day-to-day operational matters. They manage the unit’s operational business and ​serve as the administrative hub facilitating ​connections and communication between all functional areas of the CAS Operations teams.

Your BA should be your first point of contact for any “how do I …." questions you may have as you pursue your work goals at UD. They are your resident experts on policies and procedures related to all business matters: purchasing, grants, hiring, and so on. If you're not sure where to go or what to do, ask your BA and they'll gladly assist you.

The BAs report to a senior business administrator (SBA) who provides the training and support they need to do their job effectively and helps department leadership resolve operational staffing issues as they arise.

Academic program coordination

Each CAS department will have at least one academic coordinator (AC) and may have multiple ACs specializing in undergraduate or graduate program administration, depending on the size and complexity of the unit. These individuals work closely with department and faculty leadership and BAs to manage operational aspects of the undergraduate and graduate programs to ensure student progress toward degree completion. This includes scheduling courses, submitting curricular changes, resolving registration issues, assigning advisors and planning student recruitment activities & other events, among a host of other tasks needed for a successful academic program. ​​​

Please feel free to reach out to Jeff Rybicki​​, director, academic operations support, with questions or concerns. 

Academic and Business Operations Directory​

Communications​

The CAS Communications team provides timely, professional communications services and support through collaborative partnerships with CAS units, focusing on student success and adhering to industry and UD best practices.

CAS Communications works directly with the Office of Communication and Marketing (OCM) to provide branding guidance, creative services and other communications services. The OCM website​ has resources on University communications brand and standards.

The team supports task-oriented work through the request intake process and strategy-driven projects with a project lead and strategic planning.

The majority of projects can be completed in 5-10 business days, with large projects requiring a time-line determined by the project lead in collaboration with the requesting unit.

For long-term communications projects and planning, contact Kajsa Haracz, CAS communications director.

Web and social media

The Digital Communications team manages content and design for public, external-facing websites in CAS, and oversees social media accounts through strategic content planning, content creation and amplification:

• Email communication, including template for email communications, MailChimp account requests, and email marketing strategy discussions
• Social media request, including new account requests, content strategy, analytics
• Web analytics request
• Web content request, including content updates, new content, content archiving

Submit Web & Social Media Request​

For other questions, please contact Andre Smith​, CAS digital communications manager

Creative

Creative needs for CAS—​including digital graphics and print projects such as flyers, newsletters and brochures—​are coordinated through the intake process:

• Collateral requests (update existing collateral - brochures/mailers/etc.)
• Collateral requests (new collateral)
• Events collateral (invitations/flyers/etc.)
• Logo requests
• Newsletter/reports template request
• Photography request
• Social media graphics
  
• Templates
• Video request

Submit Creative Request

Editorial/storytelling

Assists in identifying storytelling opportunities, determining appropriate UD and external platforms/media and developing text for units in the College. Can also provide editing support for text:

• Editorial/media requests
• For the Record submissions
  

Submit Editorial Request

​Recruitment communications

Working with the Admissions Office, the CAS recruitment manager and CAS Enrollment Management, the team develops collateral material, creates and schedules blast communications to prospective and admitted students, and helps departments create event registration opportunities on the Admissions SLATE platform.​

Submit Admissions Request

CAS Communications Directory

​Events

The CAS Events team provides creative and logistical support through strategic partnerships with CAS departments, units, and centers while adhering to industry and UD best practices. The team will design and implement event strategy with a focus on individual event goals and student, faculty, and staff success. The Events team will provide support and guidance for or manage event operations for all CAS in-person, virtual or hybrid events such as:​

• Faculty lectures or speaker series
• Brown Bag Luncheons for faculty and students
• Panel presentations
• Honors or awards banquets
• Networking receptions
• Student engagement and recruitment events
• Alumni outreach & fundraising Initiatives in partnership with Development & Alumni Relations
• Off-campus functions or sponsored events​

Department, unit, & center events

CAS department, unit or center events include functions of all sizes and formats and only include participants within the specific unit hosting the function. The Events team member assigned to your event will provide guidance and support to your department resource and help connect them to available resources for tasks like:​

• Assistance with securing a venue
• Coordination of room set-up
• Food & beverage menu selection
• Procuring branded giveaways (pens, stickers, etc.)

CAS or University-wide events

CAS departments, units or centers hosting a function that will include participants from multiple departments or colleges across the University can request support from the Events team for everything above plus:

• Coordinating University Media Services (UMS)
• Securing UD Mover Services
• On-site event management
• Creating or managing virtual meeting set-up
• Liaison with CAS Communications team for event promotion​

UD community or public-facing events

CAS departments, units and centers hosting functions off-campus or inviting participants from the community and beyond onto campus can request support and event management for everything above, plus:

• Negotiating vendor contracts
• Securing a keynote speaker
• Inviting and managing VIP guests and officials
• Executing sponsorship benefits

To ensure the success of each event please complete the brief event form below, and a member of the Events team will be in touch to set up a time to review and confirm the event details provided. Each event will be supported by a member of the events team based on the event details provided.​

Please contact Coleen Popp, CAS director, strategic events​, with questions. ​

Event Request Form​ ​​

Events Directory

Facilities

For information on the Facilities team, contact Juan Viera, director of College Facilities and Planning.

Facilities Directory

Faculty Administration

Finance: Analytics​

​​The Finance & Analytics team works together to support CAS fiscal management, planning and analytic needs. ​

Budget/financial operations​​​

The Financial Operations team is a service unit that processes financial transactions for the College. We ensure timely and compliant payment of college obligations, provide budgetary support and guidance for departments and centers, and serve as a resource and processor for all financial matters. Our mission is to provide a central knowledge base and serve as a collaborative partner to all faculty, staff, and students for the advancement of scholarship, research, creative expression and public engagement.

We work closely with each department, program and center within the college to provide financial and operational management and processing needs. Please email our team at Finops@udel.edu for a timely response from a Financial Operations team member.​

The budget planning process

The College undertakes a financial planning process on an annual cycle. The purposes of financial planning are:

• to ensure that the College has the best chance of achieving its financial operating strategy
• to highlight what has to happen (in financial terms) to get the College from where it is now to where it wants to be in the future
• to understand the impact of internal and external factors that will affect the College's finances
• to enable the College to forecast how much income it will generate and how much it can spend on different activities

The financial planning process involves the dean, associate deans, sr. business officer, director of financial operations, chairs and directors, and business administrators from the College.

Stages of the budget planning process:

July/August

• Year-end close
• UDataGlance updated with balance forward and budgets
  

September

• Release of budget meeting processes/procedures and budget templates guidance shared
• Begin scheduling November budget meetings

October

• Sr. Business Officer releases templates

November

• Completed templates due
• Budget meetings begin
• CAS leadership reviews requests

December

• College leadership reviews and validates allocation requests
• Release of next fiscal year GTA allocations and temp faculty renewals before holiday break

January

• Mid-year review of budget vs actuals
• Projections and variance commentary due

February/March

• Faculty and staff position planning
• CAS faculty and staff position planning proposal presented to Provost

May

• Dean's office issues consolidated budget memos (including GTA, supp teaching, S&E, renewal of temp faculty)

June

• Purchase order and credit card deadlines
• Review of year-end deficits ​

​​​Analytics

CAS department dashboards

The CAS Dashboard is an interactive tool that helps departments monitor the operational efficiency of their unit, identify challenges, and investigate those challenges.

*Coming Soon: A Link for Chairs & BA's to access their Data in the Dashboard.*

Cognos

Access

• Users may only run previously created reports​
• Reporters may run and create their own reports
• You will need to include your Name, UdelNetID (the characters before the @ symbol in your email) and Employee ID​

​Reporting

• Once you have logged into Cognos, you will see an item on the left most pane that says "Team Content".
• Select "Team Content" and you will open up another list, look for a folder titled "College of Arts and Sciences", this contains reports in multiple different categories for CAS.​​

Cognos Home Page

Cognos Access​

Finance and Analytics Directory

Finance: Procurement and Operations​

The Financial Operations team works to facilitate the purchasing of goods and services for the College of Arts and Sciences. We work in collaboration with our partners in central departments, such as Procurement, General Counsel, and Human Resources, as well as our Arts and Sciences shared services teams and units. We do this with the goal of ensuring efficient and accurate processing as well as compliance with University and sponsor guidelines and regulations.

We support departmental request through the request intake process.

Procurement for goods and services $5000 or greater

If you would like to make a purchase of $5000 or more, please send an email with the below listed information,​ and your financial operations processor will reach out to you.

• A description of the equipment or service being purchased
• The approximate amount of the purchase and funding source
• The name of the vendor and their contact information
• If you have a quote from a vendor, please attach it to your email. For guidance on obtaining a quote, please see Quote Guidance in the Document Library

Email Financial Operations

Payment for goods and services <$5000

If you would like to make a purchase less than $5000, please send an email with with the below listed information​n, and a financial operations processor will reach out to you. If the vendor accepts credit cards, you may use your UD credit card for the purchase.

• The vendor’s name, contact information and
• A description of the item being purchased
• The cost of the item and the funding source

Email Financial Operations

Contracts for ​goods and services

If you would like to enter into a contract for services, please send an email with the below listed information, and a financial operations processor will reach out to you.

• Describe the services being provided by this contract
• The approximate cost of the contract and funding source
• The contractor’s name and contact information
• If you have a draft of the contract, please attach to your email

Email Financial Operations​

Payment to individuals (to include honorarium, participant support, participant incentive, student stipend)

If you would like to pay an individual, please send an email with the below listed information, and a financial operations processor will reach out to you.

• Name and contact information for the individual who is to be paid
• Purpose of payment
• Date and description of event related to this payment
• Payment amount and funding source
• Is the payee a UD student?

Email Financial Operations

Business t​​ravel

If you would like assistance with business travel arrangements, please send an email with the below listed information, and your financial operations processor will reach out to you.

• Traveler’s name and contact info
• The dates and purpose of the travel
• The estimated cost of travel and funding source
• Please note any special accommodations needed

Email Financial Operations​

Business Hosting Policies and Allowances

For Financial Policies and guidance on business hosting please email your financial operations processor. Please include the the below listed information​:

• Description of the event you are hosting.
• Approximate cost and funding source for the event
• The dates of your event/hosting
• Anticipated number of guests attending event
• Will you be providing meals and/or travel for your guests?

Email Financial Operations​

Concur

If you would like assistance with Concur, please send an email with the below listed information,​ and your financial operations processor will reach out to you.

• Name and contact info for the card holder
• Nature of the Request (new card, cancel a card, change a credit limit, help with submitting my expense report, etc.)

Email Financial Operations​​

Procurement and Operations Directory

​Sponsored Programs Administration

Managing the business aspects of research takes a team of experts. The CAS Sponsored Programs Aministration team works closely with the University of Delaware Research Office to support investigators in all aspects of research administration such as providing sample proposal templates, preparing a budget, internal proposal routing, subcontract information/contracts and more.

To create a successful proposal, investigators are encouraged to contact the Sponsored Programs Administration team as soon as possible for assistance in grant planning and submission.

Grants administration timeline:

3-4 weeks before due date | Grants Analyst

• Notification

10 working days prior to sponsor due date | Grants Analyst

• Abstract
• Budget
• Budget justification
  
• Provider category determination worksheet for vendor/sub/consultants
• Sub award documents

6 working days prior to sponsor due date | Grants Analyst

• ​​All other forms as required by the agency/funding opportunity announcement
  

3 working days prior to Sponsor due date | Research Office

• Completed PeopleSoft record (and signed proposal webform)
• Complete proposal in agency's portal (Cayuse, ProposalCentral​, etc.)
  
• Up-to-date COI
• PI eligibility form (if applicable)
• F&A or tuition waiver forms (if applicable)
  

Student Success Center

​The CAS Student Success Center (SSC) provides information and answers to any questions related to advising, academic services, and co-curricular coaching for undergraduate students.

The SSC is made up of:

• Two Advising and Academic Services (AAS) teams
• One serving bachelor’s degree program students on our main campus in Newark
• ​One serving associate’s degree program students on our three AAP campuses in Wilmington, Dover, and Georgetown
• One Co-Curricular Coaching (CCC) team
• One team of administrative assistants​

The Advising and Academic Services (AAS) teams help students succeed by assisting them with:

• Academic advising, for both short-term and long-term academic planning, for CAS first year and sophomore students
• Questions about University and College degree requirements, excused absence notifications, Transfer Credit Evaluation forms, and academic concerns due to extenuating circumstances

The Co-Curricular Coaching (CCC) team helps students succeed by connecting them with:

• Mentors
• Research opportunities
• Internships
• Academic support resources

If you have questions for us, you can:
Learn more on our SSC website
Email the AAS-Newark team at: as-advise@udel.edu
Email the AAS-AAP team at: aap-advise@udel.edu
Email the CCC team at: as-cocurricular@udel.edu
Contact a member of the team​​

​ Human Resources​

The CAS HR team are Human Resources professionals who support CAS and work in partnership with business administrators in CAS departments and centers on all aspects of human resources related activities within the College. The CAS HR team are subject matter experts in all functional areas of human resources who provide consultation and support in these areas to all faculty and staff.

• Talent acquisition & management The systematic process of attracting, developing, engaging, and retaining the talent necessary to meet current and future business needs.
• Employee relations Manage the employee and employer relationship regarding the terms and conditions of employment.
• Compensation & benefits Total compensation to include competitive salaries to both staff and faculty as outlined in the AAUP Collective Bargaining Agreement, annual and sick leave program, position management, and more.
• Payroll Payment of salaries, wages, and withholdings for CAS employees.​

Staff R​equest to Recruit Form

Email CAS HR​

CAS HR Directory

Information Technology

All CAS departments, centers and programs have IT staff embedded within the unit. These personnel are the front-line staff who help faculty and students meet their IT needs and keep the department operating smoothly. You can use the staff directory at the top of this page to identify all staff who support your unit.

Departmental computer support specialists

Each department has a point person assigned to it, and they should be the first point of contact with all IT issues and projects. If your project requires consultation from the systems team or Central IT your point person will coordinate the effort.

College systems team

Our College Systems team ​handles college-wide projects and supports our computer support specialists. While specific foci are listed for each of the Systems team in the directory at the top of this page, you will access them through your departmental computer support specialist.​​

Virtual Desktops (VDI)

The CAS VDI system allows the use of specialized software for teaching and research​ without requiring the software to be installed on users' computers or a visit to a physical computer lab. VDI can be used by current students and full time staff/faculty from any computer that can run the VMware Horizon Client, in class or out, on campus or off. The client connects you to a specialized virtual machine (VM) that has the software you need. Instructions for installing the client and what software is available can be found on the VDI Documentation Page.

VDI Documentation​

​​​IT Staff Directory​

Undergraduate Recruitment​

The Undergraduate Recruitment Team leads the College's enrollment management efforts and works with College leadership to develop and implement the annual undergraduate recruitment strategy. They work closely with UD's Admissions Office and College Leadership to ensure alignment between College and UD-wide recruitment strategies as well as all departments to develop appropriate recruitment tactics for each program. Their goal is to increase the quality and quantity of the College's applicant pool, improve yield rates, and reduce melt.

Please contact Alison Gondos, CAS Undergraduate Recruitment Manager, with any questions.​