Plenaries & Meetings - General information and procedures
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Executive Committee,Committee Chairs, CGLs and Invited Guests
Travel and lodging for those in this category are always paid for by the UFS office. • Once per academic year the UFS office will email each person in this category with a pre-populated expense report. • Each person will then verify that the report information is correct by electronically signing the form. Only electronic signatures will be accepted. • The signed form will be retained in the UFS office for the academic year and will be used for each expense report throughout that academic year. If any information changes mid-year, please let the UFS office know. • Before each plenary each person will make their own lodging reservation via the hotel link provided by the UFS office. • Before each plenary the UFS Office will make any travel arrangements based on the information entered into the meeting registration form. • Always save all receipts. • After each plenary a post plenary survey will be sent via em ail with a reminder to submit receipts to the UFS office for reimbursement. • The UFS office will fill out the expense report and submit to the Travel Department 20 days after the plenary, then again at 30 days after the plenary. |
Senators and Sector Representatives
Travel and lodging for those in this category are always paid for by the individual's campus ( official station). • Before each plenary each person will make their own lodging reservation via the hotel link provided by the UFS office. • Each person in this category will pay for their own lodging and travel and will work with their campus via the individual campus' reimbursement procedure. • Always save all receipts. • After each plenary a post plenary survey will be sent via em ail with a reminder to submit receipts to your campus for reimbursement. • As a reminder; if you are a senator this position takes precedence above all other positions on the UFS. Senator reimbursement must go through the individual's campus. |
State Mandated Travel Reimbursement Rules
The following are NYS mandated rules for travel. There are caveats to all of these guidelines, so please check with the UFS office for clarification before expecting reimbursement. • If you leave your home station or official work station before 7am and are traveling to a meeting that does not provide breakfast, you are entitled to reimbursement for your breakfast. • If you arrive back to your home station or official work station after 7pm and are traveling from a meeting that did not provide dinner, you are entitled to reimbursement for your dinner • Lunch is NEVER a reimbursable meal. • Anyone may choose to drive their own car to any meeting. The reimbursement will be for whichever is least expensive.
• If you choose to fly you must provide a cost comparison and a written justification for the additional cost over ground transportation. • All travel is reimbursed according to NY State travel guidelines. For complete guidelines, please visit the TRAVEL CENTER on blue.suny.edu |
THE SUMMER AND FALL PLANNING MEETINGS ARE AN EXCEPTION TO THESE PROCEDURES...UFS PAYS FOR ALL HOTEL ROOMS, TRAVEL, TOLLS & REIMBURSABLE MEALS
Travel Reimbursement Processes
- Fill out the forms under your travel category, in the Google Docs folder TRAVEL DOCS WEBSITE
- Scan all receipts (hotel, rental, train, plane, food, gas, tolls, etc.
- Email receipts AND signed forms to [email protected]
- PLEASE TITLE YOUR EMAIL "F & L NAME - REIMBURSEMENT" FOR EASE OF EMAIL SEARCHING
Online balloting (Spring 2021 188th Plenary)
We will use a combination of the Zoom feedback tools and online TurningPoint polling for votes related to the debate and approval/rejection of the proposed resolutions.
For any intermediate questions that arise during the debate of a proposed resolution (i.e., voting up or down any proposed amendments to the resolution), we will use the Yes / No feedback tools in Zoom, located at the bottom of the Participants window (on older versions of Zoom) or in the Reactions menu (on newer versions of Zoom). Voting is limited to those voting members of the Senate, or their official alternates if they are not in attendance, who are registered to attend the Plenary.
For the final vote to approve or reject each resolution, we will use online TurningPoint polling. A TurningPoint "class" will be set up for the plenary which is happening remotely, and separate polls will be created for each resolution, with options: Aye; Nay; and Abstain. Voting members or their official alternates who are registered for the plenary will be entered into the roster for the class corresponding to the plenary, using their campus email. The roster will be used to enforce restriction of voting by voting members or their official alternates registered for the plenary.
During the voting session, make sure you are logged in to your TurningPoint account. When it comes to final action on a resolution, a TurningPoint session will be started with the polling question for that resolution. The session ID and a short link to the session will be pasted into the Zoom chat. Follow the link, or paste the session ID into a Join Session box if you are already in a TurningPoint window in your web browser, to access the session and cast your ballot. Your choice will show up at the bottom of the session window, which confirms that your choice has been registered. When members have had an opportunity to vote and the number of votes has stabilized, the session will be closed, and the results displayed and saved.
There is also a TurningPoint app that you can download to your mobile device. You can log in to the app with your TurningPoint account for the Plenary, and enter the session ID number into the app to access the ballot.
We will use a combination of the Zoom feedback tools and online TurningPoint polling for votes related to the debate and approval/rejection of the proposed resolutions.
For any intermediate questions that arise during the debate of a proposed resolution (i.e., voting up or down any proposed amendments to the resolution), we will use the Yes / No feedback tools in Zoom, located at the bottom of the Participants window (on older versions of Zoom) or in the Reactions menu (on newer versions of Zoom). Voting is limited to those voting members of the Senate, or their official alternates if they are not in attendance, who are registered to attend the Plenary.
For the final vote to approve or reject each resolution, we will use online TurningPoint polling. A TurningPoint "class" will be set up for the plenary which is happening remotely, and separate polls will be created for each resolution, with options: Aye; Nay; and Abstain. Voting members or their official alternates who are registered for the plenary will be entered into the roster for the class corresponding to the plenary, using their campus email. The roster will be used to enforce restriction of voting by voting members or their official alternates registered for the plenary.
- If you already have a TurningPoint account registered to your campus email when you are added to the roster, you will receive a notification from TurningPoint that you have been added to the plenary class. You should confirm that you are able to log into your TurningPoint account, and use the password recovery tools if need be.
- If you do not have a TurningPoint account registered to your campus email when you are added to the roster, you will receive a notification from TurningPoint requesting that you set up an account. Enter the details needed to create your account. Once you have created your account, STOP THERE. You do not need to get a subscription or enter a clicker ID. We will be using the UFS TurningPoint account, so all you need to have is your TurningPoint account. You should confirm that you are able to log into your account.
During the voting session, make sure you are logged in to your TurningPoint account. When it comes to final action on a resolution, a TurningPoint session will be started with the polling question for that resolution. The session ID and a short link to the session will be pasted into the Zoom chat. Follow the link, or paste the session ID into a Join Session box if you are already in a TurningPoint window in your web browser, to access the session and cast your ballot. Your choice will show up at the bottom of the session window, which confirms that your choice has been registered. When members have had an opportunity to vote and the number of votes has stabilized, the session will be closed, and the results displayed and saved.
There is also a TurningPoint app that you can download to your mobile device. You can log in to the app with your TurningPoint account for the Plenary, and enter the session ID number into the app to access the ballot.