College of Pharmacy Procedures

Mail Distribution

1. Who is responsible? Administrative assistants in the Dean's office and departmental administrative assistants.
2. What is the procedure? Mail is delivered to the Dean's office by Post Office designated personnel. Kathy Kelly, administrative assistant for Associate Dean Blaylock, sorts the incoming mail into departmental boxes. Departmental secretaries pick up this sorted mail, return to their departmental offices and sort mail into individual faculty/staff/graduate student mail boxes in the departmental offices.
3. How do persons of interest find out about this? This procedure is on the College of Pharmacy (COP) website. Faculty and graduate students are also informed by their department heads as part of their orientation.

Keeping track of copying in the department

1. Who is responsible? Dr. Benny L. Blaylock, Associate Dean for Operations, Technology and Graduate Studies, is the responsible individual for all copying issues.
2. What is the procedure? A copier for general faculty use is located in the Office of Experiential Education (B174). Paper for the copier is obtained from the COP Business Office Manager, Susan Rogers. Donna Hodges, Office of Experiential Education administrative assistant, changes the toner cartridge and orders replacement cartridges.
3. How do persons of interest find out about this? This procedure is on the College of Pharmacy (COP) website. Faculty and graduate students are also informed by their department head as part of their orientation.

Take care of student complaints

1. Who is responsible? Director, Student and Professional Affairs and Assistant Director and Counselor, Student and Professional Affairs.
2. What is the procedure? Students either make an appointment or just come to the Office of Student and Professional Affairs and meet with either Dr. Adams or Mrs. Caldwell. After a determination has been made as to the validity, extent and nature of the complaint, Dr. Adams and/or Mrs. Caldwell will either resolve the complaint or contact the appropriate individual for further discussion and/or resolution.
3. How do persons of interest find out about this? This procedure is on the College of Pharmacy (COP) website. In addition, this information is presented to all incoming pharmacy students in formal orientation classes.

Take care of grade appeals

1. Who is responsible? If the student follows the chain of command, the order of responsibility is instructor, department head, Associate Dean for Academic Affairs, Dean, Provost, Academic Appeals Committee, President.
2. What is the procedure? The procedure is printed in the ULM undergraduate catalog. Only the individual student who has a question related to grading or other matters of academic nature may direct them to the student's instructor; failing resolution at this level, the questions should be referred, in order, to the department head, COP Associate Dean for Academic Affairs, COP Dean, Vice President for Academic Affairs, Academic Appeals Committee, and President. To appeal grades, students must initiate an appeal with fourteen calendar days of the beginning of the next semester or summer term in which the questioned grade was assigned. Specific procedures must be followed in appealing to all administrative levels. These procedures are described in the Student Policy Paper.
3. How do persons of interest find out about this? A copy of the Student Policy Paper is on file in the office of each academic department head, COP Associate Dean for Academic Affairs, COP Dean, Vice President for Academic Affairs and the academic appeals committee. In addition, faculty are informed in an orientation by the department head, the procedure is included in the COP New Faculty Orientation document and on the COP website.

Textbook order completions

1. Who is responsible? Each individual professor/instructor and the appropriate department head.
2. What is the procedure? The forms are received by the instructors, filled out, the department head initials the original, a copy is sent to the department head and the original and an electronic copy is sent to Ms. Brewster in Auxiliary Enterprises.
3. How do persons of interest find out about this? This procedure is included in the COP New Faculty Orientation document and is also available on the COP website.

Grades are reported and mid-term grades posted

1. Who is responsible? The individual instructor and the appropriate department head.
2. What is the procedure? Each individual instructor is informed via email that online grading is open for mid-term or final grading. She/He then accesses the Arrow online grading site and enters the grades. The department head and the COP Associate Dean for Academic Affairs monitor the email updates from the registrar's office concerning ungraded courses and contacts instructors about their ungraded courses.
3. How do persons of interest find out about this? The procedure is part of the new employee orientation by the department head and is also available on the COP website.

Phone call screening and information forwarding

1. Who is responsible? The only phone call screening in the COP is in the Dean's or departmental offices and is done by an administrative assistant. The same administrative assistants forward any information to the Dean, Department Head or other personnel.
2. What is the procedure? The administrative assistant answers any phone calls to the COP number, determines whether the Dean, Associate Deans or other personnel are available and either transfers the call or takes a message and delivers it to the person for whom the call was intended.
3. How do persons of interest find out about this? This information is part of administrative assistant training and is also found on the COP website.

Teaching Schedules

1. Who is responsible? COP Associate Dean for Academic Affairs and the Department Heads.
2. What is the procedure? Class teaching assignments are assigned by the Department Heads based on faculty expertise. Together with the Department Heads, the Associate Dean for Academic Affairs develop the course list to be taught each semester.
3. How do persons of interest find out about this? This information is found on the COP website.

14th day class rosters get signed

1. Who is responsible? The instructor of record, department head and Associate Dean for Academic Affairs
2. What is the procedure? 14-day rosters are placed in the instructor of record mailbox by an administrative assistant. She/He signs the roster and returns it to the office of the Dean where a copy is made for the Associate Dean of Academic Affairs. The original is then returned to the registrar's office.
3. How do persons of interest find out about this? The procedure is part of the new employee orientation by the department head and is also available on the COP website.

Advising during PREP

1. Who is responsible? There is no advising during PREP for the professional program in Pharmacy. For the undergraduate Toxicology program, the department head is responsible.
2. What is the procedure? The Toxicology department head is notified by PREP staff of those students interested in toxicology and advises them in his office.
3. How do persons of interest find out about this? Through PREP staff.

Students assigned to an advisor

1. Who is responsible? For Toxicology, the department head is responsible. For Pharmacy, the Director of Student and Professional Affairs is responsible.
2. What is the procedure? The Toxicology department head advises all Toxicology students. This assignment is made when the student declares a major in toxicology. All Pharmacy students are assigned to the Director of Student and Professional Affairs and to the COP counselor upon admission to the professional program in Pharmacy.
3. How do person of interest find out about this? All new Toxicology students meet with the department head for initial advisement and area also informed at a special meeting at the start of the Fall semester. All new Pharmacy students go through an orientation in which they are informed of the advisor assignment. In addition, this information is found on the COP website.

Coverage of Browse on the Bayou

1. Who is responsible? For Pharmacy, the Director of Student and Professional Affairs; for Toxicology, the Department Head.
2. What is the procedure? When the date for BOTB has been established, the COP Director of Student and Professional Affairs and the Toxicology Department Head determine who will cover the event and inform them.
3. How do persons of interest find out about this? This information is communicated to the appropriate individuals on a personal basis. The basic procedure for covering BOTB is on the COP website.

Award ceremonies

1. Who is responsible? For Pharmacy, the Director of Student and Professional Affairs; for Toxicology, the Department Head.
2. What is the procedure? The COP Director of Student and Professional Affairs and/or the Toxicology Department Head either make appropriate arrangements with appropriate institutional individuals or external entities or they appoint an individual for said tasks.
3. How do persons of interest find out about this? This information is communicated to the appropriate individuals on a personal basis. The basic procedure for covering award ceremonies is on the COP website.

Information flow from Provost to Dean to department

1. Who is responsible? Dean and COP Administrative Council
   1. Dr. Lamar Pritchard
   2. Dr. Kevin Baer
   3. Dr. Gina Biglane
   4. Dr. Sandra Blake
   5. Dr. Benny Blaylock
   6. Dr. Karen Briski
   7. Dr. Mike Cockerham
   8. Dr. Mike DeGennaro
   9. Dr. Mary Gauthier-Lewis
   10. Dr. Charles Jastram, Jr.
   11. Dr. Lesa Lawrence
   12. Dr. Greg Leader
   13. Dr. Susan Sirmans
   14. Dr. Paul Sylvester
2. What is the procedure? The COP Administrative Council meets every other week or more frequently as the need arises. All appropriate information from the Provost that is to be disseminated to the faculty is discussed and transferred at these meetings or is transmitted electronically or via telephone, whichever is deemed most effective. The Council members then transmit the information to their departments/constituents.
3. How do persons of interest find out about this? This Council is located on the COP website.

Supplies

1. Who is responsible? COP Associate Dean for Operations, Technology and Graduate Studies, and the COP Business Office Manager.
2. What is the procedure? An order requisition (online on the COP website) is filled out and delivered to the COP Business Office. Here, the order is processed and adjudicated. All accounts are maintained in this office. The Associate Dean for Operations, Technology and Graduate Studies approves all expenditures. When orders are received, they are delivered to this office and the individual who ordered the material is notified.
3. How do persons of interest find out about this? This procedure is included in the COP New Faculty Orientation document and is also available on the COP website.

Ensuring multimedia classrooms are locked after faculty use

1. Who is responsible? COP Associate Dean for Operations, Technology and Graduate Studies
2. What is the procedure? All classrooms in Bienville are reserved through the COP Technology Office. At the end of the working day, the Associate Dean makes sure that all instrumentation is properly turned off or in a sleep mode, the lights in the room are turned off and the room locked. In the event that the Associate Dean for Operations, Technology and Graduate Studies is absent, the Associate Dean for Academic Affairs will perform these duties.
3. How do persons of interest find out about this? This procedure is included in the COP New Faculty Orientation document and is also available on the COP website.

New faculty get appropriate paperwork done

1. Who is responsible? Department heads and the COP Associate Dean for Academic Affairs
2. What is the procedure? All new faculty go through an orientation with the department head. In addition, they are given in the COP New Faculty Orientation document. In these two venues, all appropriate paperwork is detailed. The department head and either the COP Associate Dean for Academic Affairs or the COP Associate Dean for Operations, Technology and Graduate Studies must sign as an approving agent.
3. How do persons of interest find out about this? This procedure is included in the COP New Faculty Orientation document and is also available on the COP website.

Student notification of class cancellation

1. Who is responsible? Director of Student and Professional Affairs
2. What is the procedure? When a class is cancelled, the Office of Student and Professional Affairs is notified and all students are emailed, called or both.
3. How do persons of interest find out about this? This procedure is included in the COP New Faculty Orientation document and is also available on the COP website.

Room and schedule changes, post signs on doors

1. Who is responsible? Associate Dean for Academic Affairs, COP Technology Manager
2. What is the procedure? The Associate Dean for Academic Affairs is responsible for all class scheduling. Room scheduling is through the COP Technology Manager. When a schedule change that also requires a room assignment change is submitted, the Associate Dean for Academic Affairs coordinates with the Technology Manager to assign a new room. The Technology Manager posts a sign on the originally assigned room with appropriate instructions. Students are emailed, called or both.
3. How do persons of interest find out about this? This procedure is included in the COP New Faculty Orientation document and is also available on the COP website.