Month: July 2022

Travel Reminders and Updates

  • For per diem reimbursement accuracy, include comments or attachments if you are not able or eligible to attend a provided meal that is mentioned on the conference agenda. Per diem reimbursement calculations are conducted by staff members external to the College of Optometry, and they are not aware of industry conflicts of interest. Unless you note otherwise, they will reduce your per diem reimbursement if the conference agenda shows a provided meal.
  • Beginning July 1, 2022, travelers using the university’s required travel agency CTP will no longer need to complete an expense report for airfare purchases. This step will be completed by the university’s travel office and will no longer be an assigned task for travelers in Workday.
  • In recognition of recent gasoline price increases, the IRS made a special adjustment for the final six months of 2022. Effective July 1, 2022, the mileage reimbursement rate will increase from 58.5 cents per mile to 62.5 cents a mile for all business miles driven from July 1, 2022 through Dec. 31, 2022. Workday will be updated to ensure accurate expense report processing.

Better Communications Corner: “Closed Captioning” Recorded Videos

Videos that we create and share on behalf of the college with public audiences like alumni, patients, future students and their family/friends, need to include closed captioning in order to be digitally accessible. Echo360, the college’s lecture capture solution and cloud video repository service not only handles recording, storing and sharing college videos, it also includes straightforward tools for creating/editing closed captions.

By default, Echo360 creates transcripts of all videos captured using the Echo360 Universal Capture software or pre-existing videos that someone has uploaded manually into Echo360. Using ASR (Automatic Speech Recognition), Echo360 creates a transcript of every word said in a lecture capture or uploaded video. The remaining steps for turning that transcript into closed captioning are:

  1. Review and edit the automatically created transcript: https://learn.echo360.com/hc/en-us/articles/360040635792-Editing-a-Transcript-using-the-Transcript-Editor
  2. Apply the reviewed transcript as closed captioning: https://learn.echo360.com/hc/en-us/articles/360040639852-Applying-Updated-Transcripts-as-Closed-Captions

If you are already making use of Echo360 to create and upload videos, you should already have an Echo360 account that will allow you to make the changes described in the training articles listed above. If you need an Echo360 account or would just like to learn more about Echo360, please email Dave Moore (moore.112@osu.edu).

Better Communications Corner: “Live Captioning” Zoom Meetings/Webinars

When using CarmenZoom for live meetings or webinars with public audiences on behalf of the college, the Zoom live transcription tool may be used for instances where a live person has not been requested to create the live captions. This Zoom feature uses automated speech-to-text technology to take everything that is spoken in your Zoom meeting and convert it into displayable text for everyone to see. Detailed instructions for implementing this technology are available at the following link:

https://teaching.resources.osu.edu/toolsets/carmenzoom/guides/carmenzoom-live-transcriptions

Understanding Records Retention Requirements

As a public institution, The Ohio State University is subject to records retention requirements. What this means is that some of the documents (digital or paper) we create or receive need to be kept for a standard length of time and approval received before they can be destroyed. There are resources to help you understand what you need to do! Read up on your own: Learn what a “record” is and how long records need to be kept on the College of Optometry Business Office website. Get help from your colleagues: Contact any member of the Records Management and Maintenance Committee for help (Karla Gengler-Nowak (chair), Jim Woods, Jeff Walline, Cathy Beatty, Becca Roby, Jen Bennett, Carol Wilcox, and Alex Vu). Take a course and get some professional development: Go to BuckeyeLearn to take the course “Public Records” (25 min) or view a full presentation, “Paper and Bytes B&F recorded version.”

Workday Tip: Shipping and Freight Expenses

The University categorizes any expense related to the transportation of goods as freight expenses. You might also know them as shipping and handling or delivery fees. Per guidance issued on June 11th from the University, freight expenses should not be included in the amount for requisition requests, including both non-catalog and Buckeyebuy orders. Behind the scenes, quotes with freight expenses will be reviewed by the Procured Shared Service Center (PSSC) and will be added to the header section of the purchase order. Freight expenses will be paid during the invoice process, amounts under $300 will be automatically approved and any over $300 will require additional approval. Please note, if you have limited budget constraints, freight will no longer encumber on your balances so keep that in mind when you are ordering goods that will incur freight fees. Follow this link for more information https://it.osu.edu/news/2022/06/11/freight-requisitions.

“Cybersecurity for You” Summer Activities Released

New activities have just been released on the Cybersecurity for You (C4U) awareness platform. Get information on how to protect data on mobile devices from theft or damage, determine the right backup method for your situation and discover techniques to recover from ransomware. As you learn, earn points toward digital rewards to upskill your digital life. Go to the C4U website by clicking this link: Cybersecurity For You | Ohio State (osu.edu)

Celebrate University Faculty and Staff Appreciation Week

Appreciation Week is an annual celebration of Ohio State faculty and staff members to recognize their contributions to the university. Throughout the week of July 25-31, several virtual events and select in-person activities will be available for faculty and staff to thank them for their dedication to advancing the university’s mission. Click this link for additional information: Faculty and Staff Appreciation Week – Human Resources at Ohio State (osu.edu)

Staff Career Development Grant Applications Open July 18 – August 19

The Staff Career Development Grant provides staff with an opportunity to further their growth and development. Eligible staff can apply for up to $1,250 for individuals or $1,750 for groups of 2-10 and $2,000 for groups of 11 or more. Grants can be used for professional development, education or training costs related to job and/or career goals. All funds are granted on a reimbursement basis only. All applicants are encouraged to review the rubric prior to completing the application, by clicking this link Staff Career Development Grant Application Rubric (osu.edu).

The funding period for July 2022 grants is October 2022 through April 2023.

 

Northeast Corner of Neil and 11th

Beginning July 11 and continuing through Aug. 15, the northeast corner of Neil and 11th avenues will be closed. North and southbound pedestrian access will be available on the west side of Neil Avenue. East and westbound pedestrian access will be available on the south side of 11th Avenue. The closures will accommodate utility work, traffic signal improvements and sidewalk renovations.

Did you know …

… there is a construction project that that will add to our parking choices?

Construction on the Old Cannon Garage, previously known as the Dodd Parking Garage, is nearly complete. Crews are installing elevators, exterior glass, signage, pavement markings and making final preparations for faculty and staff. Teams are also working on landscaping and installing the drive entrances and sidewalks around the garage. When complete, the Old Cannon Garage will add approximately 1,100 parking spaces for Ohio State faculty and staff. Status updates on this project are published at this web site Slideshow: Old Cannon Garage | Time and Change: Building the Future (osu.edu).

Even if you do not choose to park in this new structure, it should help relieve congestion elsewhere I our neighborhood. University officials anticipate many hospital employees will choose to use this garage, relieving pressure on the 9th Avenue garages for people choosing to park there.