Department

Library Administration 

Purpose

This procedure provides steps for the programming/event initiator to take in order to have funds approved by the dean for supplies needed at various library-sponsored programming/events.

Overview

The Library Administration Office is moving away from the practice of solely emailing funding requests to the dean. This procedure is intended to cut down on multiple emails and provide a shared location for staff to retrieve information.

Required Knowledge/Skills

Excel training

Safety Issues/Precautions

n/a

Equipment/Supplies

Computer, access to the Library’s shared drive

Procedure

1. The library’s administrative assistant will create the spreadsheets in the programs folder for the current AY.
2. The initiator needs to access S:\CCLS\Marketing and Publicity\Yearly Activities Reports\Program folder and select the current AY.
3. If applicable, the initiator may review last year’s spreadsheet tab for Dining and FM costs.
4. The initiator fills out the spreadsheet tab found in the current Programs AY folder.
5. After filling out the spreadsheet tab, the initiator will send the dean an email requesting review and approval of the spreadsheet entries. Reference in the email the path where the spreadsheet may be found so the dean may quickly access it.
6. The dean enters her or his initials and the date under the “Dean’s initials/date” column in the row/s that have been approved.
7. The dean returns the requester’s email, cc’ing the Acquisition Associate and Administrative Assistant that a supply or supplies have been approved for purchasing.
8. The Acquisition Associate will then review the spreadsheet, place the orders, and email the requester when supplies are available for pickup. If the Acquisition Associate is out of the office, the Administrative Assistant will place the orders and email the requester when supplies are available for pickup.