October 23, 2014

Message about Upcoming Fire Drills

The following message is from the Office of Emergency Management and Safety:

To comply with state fire safety guidelines and to enhance the safety of the UMW community, the University plans to conduct fire drills in administrative and academic buildings beginning the week of October 27.  Please see the message in the Thursday, Oct. 23 edition of EagleEye  for a tentative schedule of dates for fire drills in each building. Exact dates and times will not be posted. Be assured these exercises are being conducted in ways that minimize negative impact on the University community.

Guidelines for the fire drills are attached UMW Administrative and Academic Building Fire Drill Guidelines to this email and are posted on the Emergency Management and Safety website so that all are aware of their roles and responsibilities. Supervisors and faculty should make sure that students, faculty and staff are aware of expectations and have a general understanding of how these drills will be conducted.

For questions, please contact Campus Fire Safety Officer Briant Atkins at batkins@umw.edu or 654-2108.


Training Video for Staff – Veterans’ Issues Awareness

TO:         UMW Community

FROM:   Golda Eldridge, Director of Leadership and chair of the Veterans Work Group

President Hurley, Provost Levin, and Vice President Searcy join me in requesting that you take 30 minutes to compete an on-line training video to help us make UMW a more veteran-friendly campus.

In recognition of the fact that the veteran population at the University Mary Washington continues to grow, a Veterans Work Group was formed to evaluate and improve resources and services available to them on the UMW campus that can support their success.

As part of that initiative we have identified a wonderful opportunity to help us better serve our veteran and veteran affiliated students. A Veteran/Military Cultural Competency training video designed to increase awareness of veteran-related issues has been made available to UMW. The link below will take you to an innovative 30-minute training simulation for faculty and staff that supports the goal of creating a more veteran-friendly campus. It is interactive and can be completed at your convenience on any computer. While the video focuses on veteran students, the techniques and processes presented are effective in dealing with any struggling student.

We ask that this process be completed by November 17.

If you have any feedback on the video or ideas on any other veteran related issue please contact me at geldridg@umw.edu. Thanks.

1) Go to: https://www.kognitocampus.com/vet

2) Click: Access Training

3) Create account: Use Enrollment Key: cspcva (case sensitive)*



Marshall Lot Exit Detour

Vehicle traffic exiting from the Marshall / Russell parking lots will be temporarily redirected this Thursday and Friday, October 23 and 24. People using the Marshall / Russell lots may continue to enter from Sunken Road as usual, but are asked to exit using the Brent Hill road to Double Drive. The diversion is due to installation of a grated trench drain, and is part of the storm water management for Marshall.

Please direct questions to Les Johnson, Capital Outlay project manager, at 654-2100.


A. Leslie Johnson, Jr.

Project Manager, Capital Outlay

President, Staff Advisory Council

University of Mary Washington

1301 College Avenue

Fredericksburg, VA 22401

Tel. 540-654-2100

Cell 540-446-1469

Email ajohnso3@umw.edu


National Retirement Week-Vendors On Campus

Did you know that you will need a minimum of 80% of your pre-retirement income to live comfortably during retirement. Your UMW retirement and Social Security benefits are only a foundation.  You will need a savings to help fund your retirement.

Spend some time looking at your finances and evaluating your retirement goals. During this week take a fresh look at your savings strategy and get prepared for retirement.  There are benefits in saving for your retirement and now is a great time to begin to take advantage of our employer sponsored plans (457 Deferred Compensation Plan and 403(b) Tax Deferred Savings Plan) and receive the Cash Match on one of your tax deferred election.

  • If you save just $20 per pay in a tax-deferred savings plan, earning an average rate of return of 7%, you could have more than $100,000 in your account in 40 years.

During the week, access tools and resources that are available to help you save for your future on the HR webpage under What’s New.

We have also scheduled our TIAA CREF Representative to be onsite for individual account counseling on Thursday, October 23, and our 457 Deferred Compensation Representative to be on site for Defined Contribution Plans Overview at 9 am in Lee Hall 412 and individual account counseling following the session on Tuesday, November 11.  Please set up your appointment because retirement is closer than you think.

October is Optional Retirement Participants Open Enrollment -

Open Enrollment information.  ORP Plan Providers will be on campus for individual counseling.  Providers currently have appointments available, contact their scheduling office to set up your appointment time:

Fidelity on Monday, October 20, 2014 in GW 106.  TIAA-CREF on Thursday, October 23, 2014 in GW 106.  You may also set up an appointment for your 403(b) Tax Deferred Savings Plan and/or 401(a) Cash Match Plan with TIAA CREF.

If you have any questions, please contact Denise Frye at dfrye2@umw.edu or 654-1210.


Important Message about UMW Alerts

The following message is from the Office of Emergency Management and Safety:

UMW has launched a new emergency alert system. Faculty, staff and students must register with the new system if they want to customize the ways they receive emergency notices– by text, phone and/or email.

If you haven’t registered already, you will receive a message shortly from UMW Emergency Management with a link to the UMW Alerts system and step-by-step instructions to sign up. Please register at that time and encourage everyone in the UMW community to sign up, too. If you fail to register, you will learn of campus emergencies only via UMW email.

For more information, please contact Chris Cash in Emergency Management and Safety at ccash@umw.edu.

Admissions Open House October 18

On Saturday, October 18, 2014, the University of Mary Washington will host an Admissions Open House. About 287 prospective students (typically transfers and high school seniors, juniors, and sophomores) and their families will visit campus between 8 a.m. and 4 p.m. for this event. Estimated guest count is ~ 820 visitors.

Visitor parking has been reserved in the parking deck off of Route 1. Primary event locations are the Anderson Center, Lee Hall, Seacobeck Dining Hall, and residence hall/special interest tours in Randolph, Jepson, duPont, and Melchers. Expect to see increased foot traffic on campus (especially between 11 and 2) and curious newcomers in the dining facilities. Help them know their presence is a pleasure by anticipating the crowds and responding warmly, especially in the dining hall where crowds will be heavy between noon and 2 p.m.   

A special note to Seacobeck diners:  please help!  Ask visitors if they need assistance locating anything. Help them find a place to sit. Welcome them at your table if there’s room and talk to them about UMW. A kind word or deed shows the heart of our community. Faculty and staff will be involved in the Academic Showcase (9 a.m., Anderson Center) and Academic Spotlights (11 a.m., various locations), and student leaders will be panelists for an Inside Student Life session (12 noon, Lee 411). Thank you to all UMW partners who will spend part of their Saturday highlighting our community. An agenda is posted here:  October 18, 2014 Open House agenda.

If you’d like to be involved in Open Houses or have ideas, please contact Admissions at 540.654.2000 or email admit@umw.edu.

While the Office of Admissions sponsors these events, the entire campus assumes the role of host. You represent our brand, our mission, and our sense of the UMW family. One way to show your support is to tweet to @UMWAdmissions and/or post to Instagram and tag @UMWAdmissions. We would like to see #UMWOpenHouse trending throughout the day.

Other Open House dates for 2014-2015 are February 16and April 3. Thank you for your partnership in showcasing all that is great about UMW!

Office of Admissions



Beth Searcy

It’s a great day to be an Eagle!

Director of Admissions Events & Strategic Initiatives

University of Mary Washington

Fredericksburg, VA  22401

Lee Hall 419




Important Message about UMW Alerts

The following message is from the Office of Emergency Management and Safety:

UMW has launched a new emergency alert system. Faculty, staff and students must register with the new system if they want to customize the ways they receive emergency notices– by text, phone and/or email.

If you haven’t registered already, you will receive a message shortly from UMW Emergency Management with a link to the UMW Alerts system and step-by-step instructions to sign up. Please register at that time and encourage everyone in the UMW community to sign up, too. If you fail to register, you will learn of campus emergencies only via UMW email.

For more information, please contact Chris Cash in Emergency Management and Safety at ccash@umw.edu.

Business Services eUpdate – October 2014

Business Services Identifier

Procurement Identifier
Congrats Melva!
Congratulations to Melva Kishpaugh on receipt of Certified University Purchasing Officer (CUPO) designation, this certification demonstrates knowledge of the VASCUPP Governing Rules and Higher Educational Procurement Manual.
Procurement Documented Savings
FY15 1st quarter savings – $131,520
Late Invoices on SPCC/Gold Card REQUIRE DOA Approval
Invoices should be paid within 30 calendar days after the receipt of the goods or services, whichever is later, or the due date specified in the vendor’s contract. Cardholders are prohibited from using the SPCC or Gold card to pay a vendor invoice that is past due unless they receive prior approval from DOA.

In the rare event that a Cardholder is faced with a late payment situation, follow these steps:

  1. Send an email to Monique SanPietro, the UMW Program Administrator, with the invoice and an explanation of the situation prior to making the payment
  2. Request is sent to DOA
  3. DOA either approves or denies request
  4. Approved – make the payment and attach a copy of the approval; Denied – payment will need to be made to the vendor by check

Questions? Contact Monique at x1057
Top 10 Department SWaM (July 2014-September 2014)
Want to check your department’s SWaM spend? Follow these easy steps: eVA Department SWaM Spend Guide

Department % SWaM Spend
Administration and Finance 100%
Dean of Instruction 100%
Nursing 100%
Finance 95%
English, Linguistics and Communication 89%
Modern and Foreign Languages 85%
Multicultural Center 84%
University Events 78%
President 77%
Residence Life 76%

Surplus Items Available!
UMW has an opportunity to purchase slightly used furniture from Federal Surplus for a fraction of the normal retail price.  Available pricing (with delivery) between $35 – $125. If interested in more information and saving money in your budget, email Dale Elethorp at delethor@umw.edu
Bulb Crusher
Facilities Services and the Central Storeroom are now using a bulb crusher,  the product crushes spent fluorescent lamps into 100% recyclable material while capturing over 99.99% of the vapors released. The system, which is mounted onto a 55-gallon container, can hold up to 1359 4-foot fluorescent lamps

In addition to providing OSHA and ACGIH compliance, the Bulb Eater will free-up valuable storage space, and is expected to cut recycling costs by 50% or more.  The savings in the first five months of use equate to $1918.90.
Contract Activity

  • RFP      Institutional Outcomes Assessment and Accreditation, evaluation in progress
  • URFP   Ticketing System, evaluation in progress
  • RFP      Behavioral Incident and Conduct Management Software, contract in progress
  • RFP      Horseback Riding Services, evaluation in progress
  • RFP      Hotel Services, Preferred Provider, RFP closed.  Evaluation underway
  • IFB       Rugby Field Upgrade, on the street
  • RFP      Jepson Renovation/Addition, on the street
  • IFB       Interior Office Signage, bids under evaluation

Bookstore Identifier

Faculty Adoption Deadlines for Spring Semester
Course Material Submission Due Dates for courses being taught on the Fredericksburg Campus

  • Spring 2015 term:  on or before                    Oct. 17, 2014
  • Summer 2015 term:  on or before                 March 13, 2015

On-time adoptions save students money and better enables staff to get course materials in stock in time for classes. 

For information on textbooks for courses being taught at the Stafford campus, please contact Terry Luttrell (tluttrel@umw.edu) or Amy Beaulieu (abeaulie@umw.edu) for College of Education courses or Lucy Quann (lquann@umw.edu) for College of Business courses.

For general questions, please contact DJ Garcia dgarcia@umw.edu or Francis SanPietro fsanpiet@umw.edu.
Bookstore November One Day Sale, Nov 17
Super Savings on the following items:

  • Long Sleeve Tees – $11
  • Hoodies – $17
  • Sweat pants – $14

New POS System
The Bookstore team is moving forward with a point of sale system conversion. The change will result in more efficient processes, better rental options for students, and a better website interface.

Parking Identifier
Recent Lot Changes

  • 30 minute spaces in Lee Hall rear lot
  • 15 minute spaces campus-wide now have signs instead of painted bumper blocks
  • 10 visitor spaces on inbound Double Drive (on left) are now “Admissions Visitors Only” spaces, M-F, 8 a.m.-5 p.m.

Construction Projects

  • Ongoing storm water projects: Marshall, Physical Plant. (Lee rear lot postponed)
  • Woodard/Mercer-through summer 2015: continued enforcement to keep trucks/construction vehicles at a reasonable speed and out of the parking lots. Awareness for safety.

Questions? Contact Parking Management at (540) 654-1129 or rjones@umw.edu.

Copy Center Identifier

Network Printing Stats/Savings
Multi-Function Devices, MFDs (aka: copy machines) are networked to support department use and to save money. MFDs allow a reduction in use of the more expensive desk top printers, and provider a savings over traditional copies.

The top networked print building/departments in FY14:

  • Simpson – 55,296
  • Jepson – 32,634
  • Brent – 18,641
  • Lee, Admissions – 10,716
  • Lee, Academic Services – 9,499
  • AEC, 2nd Floor – 8,374
  • Lee, Financial Aid – 5,952
  • Tyler – 4,486
  • Pollard – 4,273

Copy Center Services
Did you know that the Copy Center services extend beyond just making copies?

  • Print banners
  • Clean and print your mailing addresses right on your mail piece
  • Scan
  • Manage small shred jobs

Have a copy or mail job coming up? Call for a consultation x2006.

EagleOne Identifier

iValidate Pads and Readers Available
The EagleOne Card Center has 3 iValidate iPads and readers available for sign out and use.  Faculty/Staff members may request a designated iPad and card swipe that will capture attendance at events.  The data will interface with the University’s transaction software, and reports will be available to provide analytics relative to UMW engagement. The software also has the capability to charge a fee (EagleOne $$) for admission to events or for retail product sales.

For more information and reservations, visit the iValidate website or contact the EagleOne office at x1005.
EagleVending – PepsiCo Contributions
The UMW exclusive beverage contract partner, Pepsico, contributed $190,000 worth of revenue and product within FY14.

Please contact Business Services for information and assistance at x1576.

UMW to Participate in Great SouthEast ShakeOut Drill, Oct. 16

The following message is from the UMW Office of Emergency Management and Safety:

The University will conduct quarterly testing of UMW Emergency Alert Network (EAN’s) on Thursday, Oct. 16, at 10:16 a.m. on the Fredericksburg and Stafford campuses. The test is in conjunction with in the second annual Great SouthEast ShakeOut, a multi-state simultaneous earthquake drill.

This will include the Area Warning System outside speakers, the Alertus Desktop for University Computers, the UMW Alerts emergency notification system, and Eagle Vision.

In August 2011, a 5.8 magnitude earthquake struck the commonwealth, centered in the town of Mineral in Louisa County.  The historic quake was felt strongly in most of Virginia and throughout much of the East Coast.  The quake and its hundreds of aftershocks damaged more than 1,400 homes and businesses in Virginia.

In the event of an earthquake, practice these easy-to-remember steps during the ShakeOut:

  • Drop!
  • Cover!
  • Hold on!

For more safety tips, please visit: http://www.earthquakecountry.info/downloads/ShakeOut_Recommended_Earthquake_Safety_Actions.pdf.

For more information about any of the Emergency Alert Networks (EAN’s) contact Christopher D. Cash, emergency systems integrator, at ccash@umw.edu or (540)654-1579.

Parking Notice — Simpson and Jepson Paving Work

The following message is from Facilities Services:

Simpson Library and Jepson Science Center Parking Notice – Oct. 11

Use of the Simpson Library and Jepson Science Center parking lots will be disrupted on Saturday, Oct. 11, due to asphalt work. Sunday, Oct. 12, will serve as a rain date. Operations will begin with the Simpson lot. This lot will take approximately four hours. Once the paving is completed the parking lot will reopen except for the first spaces along the back of the library building. These will remain closed until Monday. ITCC loading dock access will be severely limited during the operations.

The Jepson Science Center loading dock and a portion of the parking spaces will be closed during paving operations. The loading dock will remain closed until Monday; parking will open as soon as the paving is completed.

We apologize for the temporary inconvenience and appreciate your patience while we make necessary repairs. Questions should be directed to Richard Blair, Landscape and Grounds Manager, at rblair@umw.edu.