Instructional Center 
Administrative Handbook

By
Alfredia Blakey-Vinson

Edited by
Jennifer Eilleen E. Castro

Table of Contents
Table of Contents
Introduction
Instructional Center Annex
Registration
Instructional Center Scan Card
Registration Process
First ask if the student is EOP or Non-EOP
EOP Students
Non-EOP Students
Incomplete Registration Forms
Filing registration forms
“Permanent acceptance”
Verifying a student’s status
Course Inquiry List
Math Placement Test
Telephone Procedures
Voice Mail
Employees
New Employees
Returning Employees
Accepting Tutor Applications
Order of Processing Paperwork
Employee's File
Work Study
Business School Budget - Economics/Accounting Drop-In Center
Tutor Schedules by Program Area
Timesheets and Paychecks
Timesheets
Distribution of Paychecks
Payroll Register
Paycheck Not Available
Unclaimed Pay Checks
Ordering Books and Supplies
Central Stores
Return/Exchange
Petty Cash - Reimbursement/Advance
Ordering Lecture Notes
Ordering Books
The Xerox Copier
Manual
Reporting the Total Number of Copies

Letters, Memos, and Letters of Recommendation
Guidelines for Typing Letters & Memos
Special Instructions for Typing Documents
Proofreading
Letterheads
Letters of Recommendation
Mail
Campus and Off-Campus Mailing
Campus Mailing
Off-campus & Professional Mailing
Mail Pick-up
Maintenance and Repairs
Air Conditioner
Typewriter
Custodial Services
Xerox Copier

Introduction

I would like to welcome you to the Instructional Center (I.C.).  The I.C. is the academic component to the Office of Minority Affairs (OMA) Educational Opportunity Program (EOP) which serves students who are in the program.  Our commitment is to help students get the academic assistance they need in a positive and efficient manner.  This handbook was prepared for the administrative support staff as a reference guide.

Instructional Center Annex

The Instructional Center Annex is an addition to the Instructional Center, which houses the Physics and Engineering Drop-In Center and the Computer Lab.  Students who use both the Physics and Engineering Drop-In Center and the Computer Lab are to follow the same procedures as the Instructional Center.

However, the computer lab has a different system for keeping track of student usage.  Students requesting to use the lab must have a scan card.  Students must check in at the desk in the Annex even if they plan on only checking email.  

The person at the desk is responsible for making sure that the students using the lab are registered users and that they have properly scanned in.  The test files are managed by the support staff and can be checked out by students if they leave their ID with the support staff.

Registration

When students arrive at the Center, they will first come to the front desk to register for academic assistance for their courses. In order for these students to be properly registered, the person at the desk must use the following guidelines to complete a student's registration form.  Below are the various cards that are issued to students.

Instructional Center Scan Card 

This card is used to record drop-in visits of students who come to the Center for help in their courses and keep track of hours of usage.  Students who use the I.C. must have a scan card that is issued in various colors according to the student’s status.

White – EOP, EOP Affiliate, EIP, MSEP, and underrepresented groups (Native Americans, African Americans, Filipinos, Pacific Islanders, Hawaiians, and Hispanics)

Green – Student Support Services (SSS): EOP and Non-EOP

Pink – Summer
Purple – Autumn		NON EOP students not admitted through  
Blue – Winter			EOP.  According to the quarter they use    
Gold – Spring 			the Center, the color of the card varies.  

Registration Process

First ask if the student is EOP or Non-EOP

EOP Students

1.	If students say they are EOP and have not yet received an I.C. scan card, check the EOP Alpha List to make sure they are EOP.  (EOP Alpha List – This is list of all the students who have been admitted to EOP.  The I.C. receives this list every quarter.)

2.	Record the referral information on the “Student Referral Information” (SRI) list on the clipboard at the front desk.  The names of students who are Non-EOP, but are approved to use the Center, are to be put on this list also.

3.	Students who have lost their scan card and need a replacement are to put their name and student number on this list and write “remake” in the next column.

4.	When recording the student’s name and student number, the last and first name should be printed.  In the box in front of the name, input the EOP status of the student.

5.	Give all new students an Instructional Center brochure.

Non-EOP Students

Students who fall into this category have not been admitted to the University of Washington through EOP.

1.	Non-EOP Students have to complete a referral form.  Inform the student that there is a 24-48 hour waiting period in which the Director reviews the form.  Students cannot use any of the drop-in centers until the referral has been approved.

2.	Check the referral form to make sure it is filled out completely and put your initials in the bottom right hand corner.  The form is then routed to the Director for his evaluation.

3.	After the waiting period, the referral form is returned complete with the Director’s instructions as to whether the student is approved, permanent acceptance, waiting list, or denied.  Be sure to read the bottom portion of this form carefully.

4.	If the student is approved, the name and student number are to be recorded on the “Student Referral Information” list so that a scan card can be made for the student according to the instructions on the bottom half of the referral form.

5.	Once the registration form information has been recorded on the Student Referral Information (SRI) list, the form is to be placed in the "TO BE ENTERED" box.  Once this information has been entered, the form is to be filed into the appropriate notebook EOP, Non-EOP, or Denial.

Incomplete Registration Forms

The staff person who accepts the form should first make sure all sections have been completed.  If any sections are left blank (such as g.p.a., courses requested) call the student and get the missing information so the form can be processed quickly.

Forms that are incomplete are to be processed immediately; make every effort to get the information that is missing in order for the information to be entered into the database.

Filing registration forms

The binders used to file registration forms are:

	EOP – All students that are EOP (Educational Opportunity 	Program).

Non-EOP – Students that are not enrolled in the EOP program, but have been approved by the Director to use the center. 

	Denied - Students who are denied the use of the Center because of limited staff and space, or do not demonstrate adequate need for the services.

Waiting List- This is a list for students not yet accepted or denied by the director; it is located in the 	front of the denial binder.  Place the student's name in the binder.

“Permanent acceptance” 

There are other students who will be using the center that are not EOP, but are considered “permanent acceptance.”

The following students must fill out a referral form, but do not have to wait 24 hours to be approved to use the Center:

EOP Affiliates – Students that have transferred from regular admissions to EOP, or who have been referred or recruited.

EIP – Early Identification Program.

MSEP – Minority Science Engineering Program

SSS – Student Support Services

Underrepresented Students – Native Americans, Hawaiians, Filipinos, Pacific Islanders, African Americans, Samoans, Portuguese, and Spanish/Hispanics.

Verifying a student’s status

The two books (or lists) that are used to verify a student's status are

1.	EOP Alpha List - This is a list of all the students who have been admitted to EOP.  The I.C. receives this list every quarter from Candy Kamekona in OMA.  
2.	I.C. Master List - This list is comprised of students who are registered to use the Center.  This list includes students who are Non-EOP, SSS, MSEP, and from underrepresented ethnic groups.  After verifying a student’s status, an I.C. user card must be issued. 

Course Inquiry List

When a student requests help in a course that is not offered through the drop-in center, do not tell or inform the student that the I.C. cannot help with that particular course.  Located on the registration desk, there is a list for courses in which I.C. assistance is not available.  Have the student write the course name and number and any other information on this list so appropriate assistance can be arranged.

Math Placement Test

The Math Placement test is for students admitted through the EOP program or who have a deficiency in math.  It places students in Math 100, 102, 103, 107, 120, and 124.

The test is given between the hours of 8:00 a.m. and 3:30 p.m., Monday through Friday.

The Math Placement Test is corrected as soon as the student has completed it.  When correcting the problems, mark the answers that are correct.  

Recommendation Slip

When filling out the recommendation slip, follow the scoring guide on the answer key.  After completely filling out the recommendation slip:

•	Make 2 copies of the recommendation slip.

•	The original is given to the student.  Instruct the student to turn the recommendation slip over to his/her counselor.

•	One copy is stapled to the answer sheet, which is then filed.

•	The other copy goes to Candy Kamekona, EOP Counseling Unit in Schmitz Hall, room 361E, PC-45.  Candy will either enter the score into the computer so that the student                             can register for the math course, or she will give a math entry code to the student. 

•	Students must have a recommendation slip in order to get an entry code.  The entry code must be picked up in person – it cannot be acquired over the phone.     

Telephone Procedures

1.	Answering the telephone:
	  
a.	The way in which you answer the phone indicates your attitude.  An alteration in pitch, tone of voice, or manner will help a caller form an opinion about our program.

b.	When answering the phone you must always be pleasant – no matter what kind of mood you are in – and the caller should never pick up your mood.

2.	Putting a call on Hold:  The following steps should be taken when locating staff:

a.	Press the hold button when you want to put a call on hold.  It then will show a fast blinking green light.  

b.	In most cases you can direct the call straight through to the instructor.

c.	For locating Emile when he is in the Chemistry drop-in, the intercom ring button is pushed and dial the number 13, which rings into Scott’s office.
                             		    
d.	For locating Barry while he is in the Math Main drop-in, the intercom ring button is pushed and dial the number 29, which rings into the Calculus Drop-In.

3.	Taking Messages

a.	In the instructor’s absence, it is necessary to keep a written report of all incoming calls.  In recording the call, be courteous and use discretion when explaining an absence.  Tell the caller that the person they are asking for is not available at that time.  The following steps are taken when taking a message:

1.	The person taking the call should indicate the time the call was received.
	
2.	Write down the name and/or business affiliation, and the telephone number of the caller.
		
3.	Write a brief message, and be as specific as possible.
		
4.	Sign the message with your initials in case there are any questions.
		
5.	Post the message with the information facing the instructor's mailbox.

4.	Personal Calls – Personal calls are not allowed during working hours.  If for any reason a call must be made, do it on your break, away from the front desk.

Voice Mail
	
1.	Every morning check the voice mail and write down the messages on a green message pad for instructors and post them on their mailbox. 

2.	To activate the messaging system:

PRESS *2 USING THE LINE NUMBER		PASSWORD
All I.C.				543-7356		111-222
Writing Drop-In			543-5425		5599
Math Main Drop-In		543-5428		5577

(1)  to review messages              (7)  to erase messages	 (9) to save messages	
	
Another option that can be used is voice mail when you are working on a project or there isn't any coverage at the desk.
  
Press  *79   to activate	Press  *73   to deactivate  		 

Employees

New Employees

New employees are defined as newly hired employees or employees who have been out of the system for more than 6 months.
	
Below are the sections that are to be completed:

1.	Identification Section: check the box for employment type.  
Example:  Initial Appt. or Social Security and Name.

2.	Home Department: this is to be completed if employees choose to use OMA as his/her home department; if not, put the department where the employee wishes to pick up his/her check.  

3.	Appointment Section: this is the department that the employee will be working in.  Fill in the budget #, unit #, department name, job class, appointment title, appointment period, rate monthly/hourly, and pay rate.

4.	Distribution Section: this is for the work period, budget number to be charged comments/notes, as well as any additional information regarding the appointment.

5.	Approval/Authorization Signatures:  The Director needs to sign under the Home Department signature and the 	preparer of the document needs to sign and put the I.C.'s phone #.

6.	Any other forms necessary for changes in the employee's employment status.

Returning Employees

Employees that will be coming back to work if it has been less than 6 months should complete the following papers:

1.	Personnel Action Request Office Form (PAR)

2.	Personnel Action Form (PAF) or a Turn Around Document, which is a PAF that has already been though the payroll system.

3.	A PAF that has been through the system should completed in red pen with the new information and appointment period.

4.	Check the form for accuracy before turning it over to the director for his/her signature.

Accepting Tutor Applications  

1.	Make sure all pertinent information has been filled in, such as G.P.A., ethnicity, gender, etc..

2.	Ask applicants if they wish for their names to be placed on a private tutor directory.  Names of tutors that appear on the private tutor directory are referred to EOP, Non-EOP, and SSS students who wish to pay for private tutoring.

3.	When the application has been turned in, make a copy and put it in the appropriate instructor's mailbox – The instructor who the student is applying for.  Keep the original application in the tutor's file folder.

Once a peer tutor has been hired, an instructor in the corresponding area completes his/her section on the employment application.  The application is then routed to the payroll clerk for the employee to fill out additional paperwork for employment.  Finally, a copy is given to the Data Coordinator who enters the necessary information 	into the computer for payroll purposes.  If the employee is work-study, his/her quarterly allotment must also be recorded      into the computer system.  Work-study allotments are monitored throughout the quarter.

Order of Processing Paperwork

Once all the paperwork is completed by the employee, use the new employment forms checklist to be sure all employment papers have been completed.

1.	Check all documents for completeness: check salaries, work area, work-study, and non work-study against the employee roster (R-Base computer printout).

2.	Final:  Check all paperwork thoroughly before submitting them to the director for his signature.

3.	Get a signature from the Director.

BEFORE TURNING IN ANY OF THE ABOVE DOCUMENTS, MAKE COPIES AND PLACE IN THE EMPLOYEE'S FILE

Employee's File
	
When making a file, label the file with the employee's name (last, first, middle initial), and the quarter and year the employee began work.

EXAMPLE:	JONES, SANDRA L.        WTR 93

The paperwork in an employee's file should be in the following order:

•	Application (gray area should be completed by an instructor)
•	Personnel Action Request (PAR)
•	Personnel Action Form (PAF)
•	WS Job Referral Form (if applicable)
•	Personnel Data Form (PDF)
•	W-4, Withholding Tax Form
•	Employee Eligibility Form, I-9 
•	Affirmative Action Form
•	Transcript (unofficial)
•	Schedule of available time

Work Study

1.	Employees are to complete all the payroll forms (PAR, PAF, PDF, W-4, Form I-9, and Affirm Action).

2.	Once hired, work-study employees must submit their Job Referral Form to the I.C.'s payroll clerk.  The top two copies of the Job Referral Form, with the job number, are to be submitted to Delores Larkins, Fiscal Management Specialist.  The third copy is to be placed in the student's employment file.

Business School Budget - Economics/Accounting Drop-In Center
Work Study, Non Work Study Employees
  	
Student employees who are hired to work in the Economics/Accounting Drop-In Center are paid on the Business School budget, their paperwork is handled the same as the I.C. and is routed to the Business School in care of Linda Callahan.	

Tutor Schedules by Program Area

Once all the tutoring staff has been hired for the quarter, instructors are to turn in the scheduled work hours of their tutors to the front desk support staff.  Then the schedules must be typed on the Macintosh and put in the schedule book for program activities for when students inquire about tutors work hours.

•	Math, Pre-Calculus, Calculus, and Statistics
•	Computer Lab
•	Natural Science & Biology
•	Chemistry
•	Physics/Engineering
•	Economics/Accounting
•	Writing
•	Foreign Language
•	Reading Program
•	Front Desk
•	Data Crew (data entry)

Timesheets and Paychecks

Timesheets 

Both the employee's and Director's signatures are to be on the timesheets before they are turned into OMA's Budget Office.

Timesheets for the Business School are handled the 	same as other timesheets, except the Fiscal Management person Linda Callahan picks them up.

All timesheets are to be copied and the copies are to be kept in file folders by program budget (e.g., Work study, Non-Work Study, Business School).  In addition, each file folder is to be labeled with the pay period and the corresponding pay date.

Distribution of Paychecks

The paydays for the U.W. are the 10th and the 25th of each month.  If the 10th or the 25th falls on a Saturday, paychecks will be available on Friday, if the 10th or the 25th falls on a Sunday paychecks will be available on Monday.

Paychecks are picked up at 11:00 A.M. from Delores Gibson, Payroll/Personnel, Schmitz Hall, Rm. 394E.  The front desk support staff is responsible for bringing the paycheck packets to the I.C.  When staff/tutors pick up their paychecks/advice, they are to sign the payroll register. 

If a check has not been picked up from the previous pay period, the register still needs to be signed by the individual.  Also, write the payroll date in the top right hand corner of the envelope so that it will be easier to locate which register to sign.

Payroll Register

The payroll register is for employees that work for the Office of Minority Affairs, and it is used to verify that employees have received their paychecks/check advice. Also, write the pay period at the top of the register so employees will know what pay period their paycheck is for.

The pay register is kept in the file cabinet in chronological order.  Current registers are kept in Alfredia's desk drawer.  

Paycheck Not Available

1.	Check if staff the member's name is on the payroll register: 
a.	If the name is on the register, but the check is not in the packet, it may be in a different office packet.

b.	If the name is not on the check register, check to see if the timesheet went in on time.  Look up the copy of the timesheet, and then tell the employee when he/she should expect their paycheck depending on whether the timesheet was signed on time.

c.	It usually takes about a week for employment papers to be processed and for the necessary information to be entered into the payroll system.  The employee may have to wait an extra pay period to receive their paycheck.

d.	A check that is missing could be at the employee's home department; this is the department where the employee worked prior to the I.C.

Unclaimed Pay Checks
		
When instructors have not picked up their paychecks/advice, put the envelope in the instructor's mailbox with a post-it stating the instructor. 	           
	
Try to locate employees who have not picked up their paychecks. You can locate them by checking the Tutor Schedule book for their work hours.
	
If the employee cannot be located, mail the paycheck to his/her address on file.  On the register, write your initials and the date you are mailing the paycheck.

Ordering Books and Supplies

Central Stores

Any support staff appointed by Alfredia can order supplies.  The supplies are ordered through the University's Central Stores order form. The items recorded are to be in numerical order.  Copies of the order forms are to be sent to Mary Valentine, OMA, PC-45.  All of the items are charged to the I.C. budget, Reading Study Skills, #06-3820.

When completing an order form record the items in numerical order and write a brief description of the item.

Example:  1033-101	message pads, green UW	3	PD	06-3820

When the department receives the order, check the items against the original form and the copy that comes with the shipment.

Orders can be placed and picked up over the counter at Central Stores.

Items that are not carried by Central Stores can be special ordered through Corporate Express by using a Stores Order Form.  

Write the page number, item description, order number and any other pertinent information.  You will have to allow 5 to 10 working days in order to receive a shipment.

Example:         B.  Bulletin Bar I
18" length, J4-2003
Pg. 275       $6.95

Return/Exchange

To exchange or return an item, always use the Central Stores order form CTI number (6 digit number that is on the invoice when items are delivered).  Call Central Stores to have the items picked up.

Petty Cash - Reimbursement/Advance 

On the Petty Cash form, write the description of what was purchased, the expenditure code, and the amount of the purchase.  Once the form has been signed, it is taken to the Purchasing Department's window.  The hours of the Petty Cash Window are posted on the bulletin board.

When an instructor can purchase books, supplies or materials from the University Bookstore or any other source he/she can be reimbursed for their expenditures.  The Petty Cash form is to be completed with the Director's signature and receipts attached.  Make copies of the receipts and attach them to the pink copy of the Petty Cash form for our files.

Ordering Lecture Notes

Any time an instructor wants to purchase lecture notes for a particular course, call ASUW Lecture Notes at 543-1893 to find out if the lecture notes are available.  If so, write a short memo stating the title(s) of the lecture notes and the budget name and number that is to be charged.  Leave the name of the person who will be picking up the lecture notes.

Ordering Books

Most books are ordered from the University Bookstore by using the On-line Purchasing System.  To order from the bookstore, type in the order information and mark it "confirming" which means that the order has been called in already.  The U.W. Bookstore Computer Center is also part of the University Bookstore, which specializes in computer equipment and software accessories.   

Placing and picking up an order from the Bookstore: 

1.	Type the requisition on the Online System.

2.	Call Lillian at the Requisition Office at the bookstore (2nd Floor) and give her the requisition number.  The Requisition Office will then place the order with the Bookstore.

3.	Wait for the requisition to be faxed to Lillian at the Requisition Office.  Inquire whether the order is ready for pick up.

The person designated to pick up the items must have the requisition number and their current ID.  

To order computer software follow #1 and #2; for computer software you do not have to wait for the order to be released by the purchasing department, you can go through the University Bookstore Computer Center directly.

The Xerox Copier

In order to operate the copier, a code must first be inputted.  Each program area is assigned a copy code.  When students request to make copies of material for a particular program area, the corresponding code should be inputted.  Students are charged for each copy made.

Instructors have individual codes to use the copier. 

When students donate tests, the instructor's code is to be used.

The codes are distributed by program in the following manner:

•	Mathematics	
•	Physics/Engineering	
•	Reading 
•	Writing
•	Chemistry	
•	Computer Lab
•	Biology
•	Front Desk
•	Foreign Language
•	Other Programs

Manual

The manual for the Xerox Copier is kept in the Front Desk drawer.  Should there be any other problems, contact Copy Duplicating Services, 543-7336.

Reporting the Total Number of Copies

Once a month on the 15th, the total number of copies made is to be reported to the Office of Publication. This report is due by the 30th of the month; the budget is charged according to the total number of copies.  The person responsible for retrieving the copies will also be responsible for re-establishing new codes for programs.  Below is the code to retrieve the total number of copies. 	
	
A
	2265
	A		Total number of copies will display

If there are any questions, contact the Office of Publications. 

Letters, Memos, and Letters of Recommendation

Guidelines for Typing Letters & Memos

All documents are to be typed on the Macintosh computer and placed into the appropriate folder on the hard drive under Lawrence. 

When typing documents for the Director or any other instructor, all letters, memos, and correspondence should be saved on either his/her disc or on the hard drive in his/her folder. The Director has a personal folder, which is kept locked at all times.  The typist and the Director have the code to unlock the folder.

Special Instructions for Typing Documents

•	Use Times New Roman font.

•	The rough draft should be quadruple-spaced, allowing room for comments/corrections.

•	Compare the typewritten draft to the hand written copy for any errors or omissions.

•	Once the final draft is completed, justify the document.

Proofreading
 
Proofread the entire document – line for line – against the original.  Check for typographical, grammatical, and factual errors. For the second proofread, have someone do a quality check of the final draft.

Once the final draft is completed, keep a copy of the final draft and catalog the initials of the typist, date typed, and MAC folder name (where the document can be found) in the lower left corner of the final draft.  The final draft is filed for reference.

Letterheads

Letterheads are used for the first page only.  If a letter continues beyond the first page, a blank sheet or stationary should be used.  

There are two types of letterheads that can be used:

1.	Interdepartmental Letterhead – used for written communication in the Office of Minority Affairs and between University departments.  These letters are often called On-Campus Correspondence.

6 spaces

University of Washington Correspondence
INTERDEPARTMENTAL

Date:  	July 26, 1994

4 spaces

To:   	Professor Chris Kelly
	 Zoology Department, DJ-10
          
2 spaces                         
From:  	Alice Bromley
Assistant Director
Admissions Department, AK-52

3 spaces

Regarding today’s increasing sensitivity towards the use of language in verbal and written communication.  One of the most often mentioned concerns are business letter salutations.  Most often mentioned concerns are business letter salutations.  Many people no longer feel comfortable using a traditonal salutation such as “Gentlemen ‘ to address an unknown recipient.

One alternative that has been suggested to alleviate this problem is to salutation “Dear Friend” or simply “Friends.”  Others feel that, perhaps. “To Whom It May Concern,” the historical answer to the unknown recipient, is appropriate. If these suggestions do not answer your particular needs, there is another alternative.

An abbreviated letter format has been introduced called the AMS Simplified Letter Style that has neither a salutations nor a complimentary close.  Although admittedly, this alternative skirts the issue, it is a visible choice.  In addition, it has the added advantage of considerably a viable choice.  In addition, it has the added advantage of considerably reducing the amount of time spent typing and reading correspondence.

As time passes and the question of language usage is resolved, more widely accepted guidelines may be developed.  However, for the present, I hope these suggestions will prove helpful.

2 spaces
PD/abv

2.	
Instructional Center Letterhead – a more formal type of letterhead that is used for campus departments, schools, and other businesses.  These are often called Off-Campus Correspondence.

UNIVERSITY OF WASHINGTON
            Seattle, Washington    98195
6-8 spaces

Office of Minority Affairs
Instructional Center, HH-05
Telephone: (206)543-4240
February 27, 1994

4 spaces

Professor Chris Kelly
Business Administration 
Puget South
Seattle, Washington 98115
1 space
Dear Mr. Kelly:
1 space
Regarding today’s increasing sensitivity towards the use of language in verbal and written communication.  One of the most often mentioned concerns are business letter salutations.  Most often mentioned concerns are business letter salutations.  Many people no longer feel comfortable using a traditonal salutation such as “Gentlemen” to address an unknown recipient.

One alternative that has been suggested to alleviate this problem is to salutation “Dear Friend” or simply “Friends.”  Others feel that, perhaps, “To Whom It May Concern,” the historical answer to the unknown recipient, is appropriate.  If these suggestions do not answer your particular needs, there is another alternative.

An abbreviated letter format has been introduced called the AMS Simplified Letter Style that has neither a salutations nor a complimentary close.  Although admittedly, this alternative skirts the issue, it is a visible choice.  In addition, it has the added advantage of considerably a viable choice.  In addition, it has the added advantage of considerably reducing the amount of time spent typing and reading correspondence.

As time passes and the question of language usage is resolved, more widely accepted guidelines may be developed.  However, for the present, I hope these suggestions will prove helpful.
2 spaces
	Sincerely,
4 spaces

	Sally Morefield
	Documents and Procedures Officer
2 spaces
PD/abv

Letters of Recommendation

A recommendation letter is a formal letter in which the Director or instructor recommends a student to a job, school, department, or for scholarships, fellowships, etc.  These letters are typed on I.C. letterhead using the sample format:

	January 30, 1994
2 space

Harvard Medical School 
20 Garden Street
Cambridge,  MA     02138
2 space

Reader:

In the course of several extended interviews with Steven B.Goode, I have gotten him academically and personally.  I found that he is an attractive individual from both perspectives and thus am writing this letter.

Steve has been a solid achiever his entire life.  After a superior (94) performance at Stuyvesant High School, on of New York City's top three, he enrolled at University of Washington.  He selected this school because of its modest size and the quality liberal arts education it offers.  After adjusting to college life during his first semester, his record over the past three years has gone from about B+ to above A-.  His science performance has been consistently superior in both the required premedical courses and in all his electives.  He has a special aptitude for mathematics and has even tutored in this area.

What I found especially interesting in Steven's background is that he is one of the rare breed of premeds who is genuine liberal arts student, having majored in East Asian studies.  One of his professors cultivated his interest in this area which blends well with his innate interest in people.  This quality is also reflected by his involvement in a hospice program, which prospective medical students rarely get exposed to.  Steve's perspective of medicine is well rounded, from having become an EMT, and also because he worked in the emergency rooms at several local hospitals.

In summary, Steven B. Goode stands out not merely on a quantitative paper profile, but rather as a total person.  His warm personality, open-mindedness, and motivation make him attractive even among a large pool of qualified applicants.

	Sincerely,
3 space

	Emile Pitre, 
	Director
2 space
EP/dl
Mac/Al’s/Sample letter of Recommendation

Example of 2nd Page:

Professor Kelly	[name of recipient]
Page 2		[page number]
July 26, 1994	[date]

3 spaces

Regarding today’s increasing sensitivity towards the use of language in verbal and written communication.  One of the most often mentioned concerns are business letter salutations.  Most often mentioned concerns are business letter salutations.  Many people no longer feel comfortable using a traditional salutation such as “Gentlemen ‘ to address an unknown recipient.

One alternative that has been suggested to alleviate this problem is to salutation “Dear Friend” or simply “Friends.”  Others feel that, perhaps. “To Whom It May Concern,” the historical answer to the unknown recipient, is appropriate.  If these suggestions do not answer your particular needs, there is another alternative.

An abbreviated letter format has been introduced called the AMS Simplified Letter Style that has neither a salutations nor a complimentary close.  Although admittedly, this alternative skirts the issue, it is a visible choice.  In addition, it has the added advantage of considerably a viable choice.  In addition, it has the added advantage of considerably reducing the amount of time spent typing and reading correspondence.

As time passes and the question of language usage is resolved, more widely accepted guidelines may be developed.  However, for the present, I hope these suggestions will prove helpful.

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PD/abv		[Typists Initials]

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cc:	Tom Johnson		[Copy Recipients]
	William Hardings
	Karen Walker

Mail

Campus and Off-Campus Mailing

Campus Mailing

Campus envelopes are used for mailing memos and letters using the person's name, department and mail-stop.

Off-campus & Professional Mailing
 
Letter-sized off-campus correspondence is mailed in printed University of Washington envelopes.  Addressed envelopes should not only have the recipient's address but the sender's return address (including the mail-stop code).

1.	The return address is typed in the upper left corner above the printed University address.  Special instructions such as "Personal" or "Confidential" are typed two spaces below the return address and are underlined.

2.	The recipient’s address is single-spaced in blocked form in the following order:

Name
Street address, room number/P.O. Box
City, State ZIP Code

3.	Use adhesive address labels for all formal mailings.

If there is an attention line it should be inserted immediately below the name line.  Learn to use "eye measurement" so envelopes can be typed quickly and without hesitation.

Mail Pick-up 

It is the responsibility of the Front Desk staff to see that the mail has been picked up and delivered on a timely basis. The mail for the Instructional Center is picked up at two locations:

1.	Ethnic Cultural Center - main office
2.	Office of Minority Affairs - 3rd floor Schitmz Hall  
     
The times for picking up and delivering the mail is posted on the wall in the reception area.

Maintenance and Repairs

When reporting maintenance calls, give the following information to the radio dispatcher

1.	Building name

2.	Building number – please refer to the Annex as Bldg. 435 and the Instructional Center as Bldg. 438.

3.	Problem

4.	Room the problem is located

Annex Room Numbers		

Reception/Desk	101
Closet			101A
Computer Lab		103
Physics Room		104			Instructional Center
Stuart’s Office		104A
Men’s Restroom	107			Men’s Restroom	219
Women’s Restroom	108			Women’s Restroom	215

Be sure to ask for a reference number.

Air Conditioner

When requesting work orders for the air conditioning unit, give the room number(s) where the air conditioner does not seem to be performing properly.

You can either call the main number 543-5677, or the central shop 5-9439.

Typewriter

For typewriter repairs, call 543-1520.  
Or call the outside vendor, Lex Mark International @ 425-868-1941 or 1-800-253-9778.

Custodial Services

For custodial services, call 685-1500.
Or call Katherine Lindsay (Supervisor) @ 685-3207.
Or call Carlos (Lead) @ 994-2907

Xerox Copier

When the copier is in need of service or repairs, a call should be made to Xerox @ 1-800-822-2979.  Please have the copier’s serial number ready:

Xerox 5855C  C7C 142384

Xerox will page the service technician, who will then contact us with the time he will be arriving to service the copier.

The items below should be kept in stock at all times, do not let these items run out.

Supplies that need to be ordered on a regular basis are:
1.	Copy Cartridge (1 cartridge a box)
2.	Dry Ink Cartridge (2 cartridges a box)
3.   Paper (10 reams of paper to a box) – when ordering paper, always order 5 boxes at a time.
To order paper, email the Office of Publications: cpypaper@u.washington.edu

To order supplies, call 1-800-599-2198.
     
When any of the supplies are received, sign the invoice and make a copy of it.  
Date and initial the original. Finally, file the copy of the invoice.

Once the copy cartridge is replaced, the used cartridge should be recycled.  Attach the Recycled Postage slip to the box to be returned.  When UPS comes, give the UPS delivery person the cartridge box which is to be recycled.