Daily Bulletin title

January 6, 2014

Electronic SARF goes Live!

Supervisors and Support Staff,

IET is pleased to announce that the electronic SARF is now live!   If you submit SARFs you will need to begin using the new form.   The electronic SARF can be found on the VWConnect homepage on the right-hand side under “Links.”  There will also be a "How to" guide  located on VWConnect that may help you if you were unable to attend one of the three Supervisor Roundtable training sessions back in August 2013.  Any paper copy SARFs submitted before the holiday break will be processed.

The Help Desk will be glad to answer any questions you may have about the deployment or eSARF.  We appreciate your continued support as we move forward with the eSARF

New 2014 Payroll Timesheet Calendar Update Files Available

All employees want to ensure that they enter their payable time and leave absence requests into the HRMS system by the due date every pay period.

Information and Educational Technologies (IET) with the help of Payroll and Human Resources has created new calendar date files for 2014 which you can import into your default Outlook calendar to serve as a reminder that you need to enter your payable time or leave absence requests.

Follow the directions located at http://virginiawestern.edu/iet/helpdesk/howtos.php under Import a Calendar Date File into Outlook.

Note: You can only import the files to Outlook, not Outlook Web Access (OWA), although they are viewable in OWA after loading them into Outlook.

Please contact the Help Desk if you have any questions.

External Survey for Full-Time and Adjunct Faculty

A doctoral student has asked for our participation in a research study.  This study has been approved by the IRB at Virginia Western and at his own university. Please consider completing the survey linked at the bottom of his explanation of the study.

The purpose of the study is to determine community college faculty perceptions regarding the importance of the six Behavior Engineering Model variables (information, resources, incentive, knowledge and skills, capacity, motives) in the work environment and to determine if significant differences exist between survey respondents based on gender, age group, years of experience teaching at this community college, current employment status (full-time or part-time faculty) and highest education level in your teaching field.

The study will generate data for community college management use in making informed decisions regarding future professional development initiatives and demonstrate the value of using a systematic human performance technology approach for determining faculty perceptions of the importance of the variables.

Your opinion is valuable and participation in this voluntary survey is greatly appreciated. Submission of the survey indicates your consent to participate. For the purpose of confidentiality and to protect the rights of participants, names will not be collected. As an additional measure to protect your identity, the survey is administered through a non-affiliated third party. The survey will take 10-15 minutes to complete Again, THANK YOU for participating and making a difference!

To complete the survey, please click on the following link.


Please complete and submit this survey not later than 1/31/2014.

Virginia Wizard Mobile App!

The new Wizard mobile app is now available. The Wizard app enables users to quickly access information on careers, colleges, and paying for college. The app also assists users in reaching the Wizard website to further explore personal values and interests, college majors and programs of study across Virginia’s colleges and universities, and transferring from a community college to a four-year college or university.

The iPhone link is available here:

The iPad link is available here:

The link for the Android phone and tablet is available here:

You must be on a Wi-Fi network during your initial install.

I invite you to share any feedback at wizard@vccs.edu. Additionally, please share this information with others (college staff, students, etc.) so we can make this amazing and free tool available to users everywhere!

Registration Room- Last Day January 6th

Monday, January 6th, is the last day the Registration Room (Webber 311) will be available for students who need assistance enrolling in spring 2014 courses. Beginning Tuesday, January 7th, students who need assistance processing schedule changes can be directed to Chapman Hall.

Many thanks to the Admissions Office Staff, Student Ambassadors, and New Student Advisors who provided hands-on support to over 700 students in the Registration Room!

Annual Universal 403b Notice

Virginia Western Community College is a tax-exempt public education institution eligible to offer a retirement savings program as described under section 403(b) of the Internal Revenue Code (commonly referred to as a “403(b) Plan”). This notice is to make you aware of the 403(b) Plan and provide enrollment information. Under the 403(b) Plan, employees may contribute on a pre-tax basis to a 403(b) account, in which any investment earnings grow tax-deferred until they are distributed. The employee is responsible for investigating and selecting an investment service provider (a “vendor”) from among the vendors available under the 403(b) Plan and selecting from the investments offered by the vendor. Understanding the tax and investment consequences of the custodial account or annuity selected is your responsibility. You may seek investment, legal, or tax advice if desired.  IRS Publication 571 (Tax Sheltered Annuity Programs for Employees of Public Schools) is available at www.irs.gov (the IRS’s website) for further information and reference.

Who is eligible to participate: Generally, all full-time employees are eligible to participate in the 403(b) Plan. Persons occupying an elective or appointive public office are one exception; they are not employees performing services for a public school unless such office is one to which an individual is elected or appointed and only if the individual has received training, or is experienced, in the field of education. In addition, regular part-time education employees, adjunct faculty and other employees who routinely work 20 or more hours per week are eligible to participate in the 403(b) Plan.

Cancellation by the Employee: You have the right to cancel your future 403(b) contributions at any time. To do so, contact Human Resources and complete any required form(s) to discontinue salary reductions.

Termination of Payroll Deduction: In certain circumstances we may automatically stop your 403(b) contributions. If your contributions will exceed the IRS annual contribution limit, we will automatically terminate payroll deductions to prevent excess contributions. If the college is notified it has no record of your account, deductions will be stopped until the problem is resolved.

Annual Contribution Limits: The contribution limit, set annually by the IRS, is $17,500 for 2014.  Employees 50 years and older may contribute $23,000 for 2014. These amounts are unchanged from 2013.  Also, if you have at least 15 years of service and/or you are at least 50 years of age by the end of the year, you may qualify for special catch-up provisions. Your contribution cannot be less than $200 per year.

Vendors (Investment Providers) for Virginia Western Community College: Ameriprise Financial, AXA Equitable, TIAA-CREF, and VALIC.

Required Form: To initiate payroll deductions to a 403(b) account you must execute a Salary Reduction Agreement (SRA). The SRA should be completed by you with your agent, and returned to Denise Schuh in Human Resources for processing. There are other documents, which are to be executed between you and the vendor; and, if you are eligible for the cash match, a cash match agreement form must be completed.

This Notice should not be regarded as tax or legal advice.  We cannot provide you with tax or legal advice.  Virginia Western Community College does not endorse, recommend or guarantee the 403(b) investment offered by the vendor.  Please contact your financial representative or tax professional with any questions.

Department Name Change Announcement

We are pleased to announce that the Department of Distance Learning & Instructional Technology changed its name to eLearning & Instructional Technology or eLIT in acronym, effective November 7, 2013.

This name change reflects the revolution of our services, as we have expanded our services and supports in the past 8 years as follow:

  • Identify faculty and students’ needs in teaching and learning at a distance.
  • Utilize the advanced asynchronous learning delivery system to reach students who may have been unable to participate in the on campus learning environment.
  • Encourage and support the use of technology and course management software in the face-to-face, hybrid, and online learning environment.
  • Provide effective training and resources for faculty and staff professional development.
  • Improve the quality of VWCC’s online learning courses through rigorous assessment efforts.
  • Manage and support VCCS Shared Services Distance Learning Program (SSDL).

Even though we changed our name, the products, service, support, and long term commitment towards our faculty, students, and staff will remain unchanged. The eLIT will continue to operate in its current structure and your contacts will remain unchanged.

You will notice our name change on all of our correspondence and promotional materials. Our department email address has changed to eLIT@virginiawestern.edu. Our web domain has changed to http://www.virginiawestern.edu/elit/index.php

Team eLIT thanks you for all your continued support and confidence. We look forward to taking our department to the next level with you.

Posting Campus Information

Employees are reminded that signs, instructions, directions or any other type of notice posted on campus shall not be affixed to windows, doors, walls, or any other painted, laminated, or finished surface on campus.  In order to provide guidance on this and other issues relative to campus facility maintenance and signage a campus-wide policy is being developed and will be issued in the near future. 

If there are any questions regarding the appropriateness of any posting, please feel free to contact me. 

Thank you in advance for your cooperation.

Cheryl Miller, Vice President of Finance

Staff Senate Meeting & Special Election

The next Staff Senate Meeting will be held on February 13th at 10 a.m. in the Natural Science Center.

Nominations are currently being accepted to fill the co-chair position left vacant by Rick Robers. The term for this position is through May 2015. Nominations may be presented from the floor on February 13th or submitted by email to Tara Nepper (tnepper@virginiawestern.edu) at any time.

Regular elections for the other co-chair position held by Tara Nepper and the recorder position held by Nicole Bell will take place in May. Nominations for those positions will be accepted beginning in April.

Past meeting minutes may be found on VWConnect through this link: https://vwconnect.vw.edu/sites/governance/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2Fsites%2Fgovernance%2FShared%20Documents%2FStaff%20Senate

All full- and part-time classified staff are encouraged to attend Staff Senate. Agenda items may be submitted to Tara Nepper or Nicole Bell (nbell@virginiawestern.edu).


Virginia Western IDs

New Faculty and Staff seeking a Virginia Western ID can email Natasha Lee at nlee@virginiawestern.edu to setup an appointment for today.  The ID office is located in the 2nd floor lobby of the Thomas Center.  Employees need to bring a completed and signed Faculty/Staff ID request form completed by their supervisor.

After today, Faculty and Staff who still need ID can come during our open ID hours which will be posted on the Daily Bulletin.  Employees need to bring a completed and signed Faculty/Staff ID request form completed by their supervisor.  Human Resources and division offices can also continue to send photos directly to Natasha Lee or Nicholas Owens for processing.

Spring 2014 Student ID hours begin on Tuesday, January 7 from 10:00 AM - 5:30 PM.  Students need a copy of their spring schedule with their name printed or displayed December 6 or later, along with thier student ID number.  Students must also bring a government issued photo ID.  Students with Virginia Western IDs just need to bring a copy of their schedule to get their Spring 2014 sticker. The remaining Spring 2014 semester hours are below.

January 7–10     10:00 AM – 5:30 PM

January 13–17   10:00 AM – 5:30 PM

Mondays, Jan. 20 – Apr. 14       11:00 AM – 1:00 PM

Tuesdays, Jan. 21 – Apr. 15        2:30 – 5:30 PM

Questions about ID hours, email Nick Owens at nowens@virginiawestern.edu