September 20, 2014

Business Services eUpdate September 2014


  • Verba Course Materials Price Comparison Tool

Copy Center

  • Student Cloud Printing Options
  • Copy Center Costs Comparisons: Seacobeck Hall copy vs. departmental copier
  • Top 10 Departments Maximizing Copy Center


  • Support our EagleOne Merchant Partners’ Specials


  • 2015 Fac/Staff Decals Info Coming Soon
  • Upcoming Events
  • Ongoing Construction/Storm Water Management Projects

Post Office

  • New Mail Kiosk

Procurement Services

  • eVA Small Business Update
  • Departmental eVA Buyer Tips
  • Shipping/Freight exempt eVA fees
  • UMW Small Purchase Procedures

Personnel Changes Business Services welcomes Patricia Canciglia and Opal Curtis.

Patricia (Pat) Canciglia joins Procurement Services in the position of Buyer Specialist, following a 30+ year career with the Federal Government, Naval Surface Warfare Center/Naval Sea Systems Command (NSWC), Dahlgren Division, most recently as Chief of the Contracting Office and Contracts Department Head.

Opal joins us in the role of Business Services Administrative Assistant, following a 30 year career, most recently in a managerial role, at the Free Lance-Star.

Owned and Operated by UMW ! 

Verba Course Materials Price Comparison Tool 

The UMW Bookstore website now has a price comparison tool allowing students to compare course materials prices with other industry providers.  This feature invites transparency in pricing and will demonstrate the value of the UMW Bookstore.

For a quick peek, click here

To start from the beginning, go to<>

-          Click Textbooks.

-          Click Fredericksburg Campus.

-          Select term (F14), then class, then section.

-          Click “Compare prices on these course materials”

Reminders for students:

The UMW Bookstore is owned and operated by UMW. 100% of profits remain on campus in support of student life at UMW.

Consider the total cost of ownership when renting books. Rental books must be returned to the rental company at the end of the rental term and are not eligible for buyback.

Remember: the UMW Bookstore hosts buyback at the start and end of each semester!

Student Cloud Printing Project-  The forecast for October is cloudy.  UMW will introduce cloud printing to students in October.  Students will have the option to send print jobs to one of 4 multi-functional printers around campus, Simpson Library, ITCC Center, Stafford Library and Trinkle Hall. Students will be able to print to the cloud from any computer or mobile device, and swipe their EagleOne card to access and pay for print jobs.

Departmental Copy Jobs

Copy Center per/copy cost in Seacobeck Hall are $.035 per copy.

Costs on departmental copiers (multi-function devices) are $.07 per copy /or  $.05 for networked print.

Copy Center normal turnaround time is 24 hours and will deliver right to your office via campus mail.  A request form is available on the Copy Center website.

FY14 Top 10 Departments Maximizing Copy Center, approximate savings/cost avoidance:

1          $3,957.70         MATHEMATICS

2          $3,748.88         ADMISSIONS

3          $3,607.29         PSYCHOLOGY

4          $3,112.30         WRITING INTENSIVE PROG5

5          $2,640.97         MOD FOREIGN LANG

6          $2,574.40         BIOLOGY

7          $2,377.96         ENG, LING &SPEECH

8          $1,666.84         CLASS, PHIL & REL

9          $1,429.66         ECONOMICS

10         $1,221.64         Team Sports – Other

Questions?   Contact Amme Mahler, ext. 2006 

EagleOne Payroll Deduction is available for all employees 

EagleOne merchant current specials

Baba Ganoush: 1/2 off chicken Shawarma wrap or Falafel wrap 3-6 p.m. everyday through Dec. 30, promo code BABA14

Country Cookin’: $3 burger and fries every Wednesday 4- 9 p.m. all fall semester

Home Team Grill: 1/2 price burgers every Tuesday 4-11 p.m.

IHOP: 50% off entire check -every Wednesday 8 p.m.-4 a.m., must purchase beverage and show EagleOne ID

Salad Creations: $1.99 smoothie with purchase of any salad, wrap, panini or sandwich everyday 4-9 p.m., offer good through Oct. 30, also students & fac/staff receive 10% discount w/EagleOne card

Pancho Villa: 20% off new lunch specials w/ student or fac/staff EagleOne ID, good at Eagle Village location only

Upcoming events requiring campus parking reservations:

Family Weekend – reservations affect Level #4 of Alvey Parking Deck on Friday, Sept. 19, and level #4 Alvey Parking Deck & GW lot on Saturday, Sept. 20

Admissions Event & Alzheimer’s Walk – reservations affect campus-wide parking on Saturday, Sept. 27

Ongoing Construction/Stormwater Management projects affecting parking:

New Campus Center – College Ave, creating overflow to other areas.

ITCC- Simpson Library, Jepson lots, creating overflow to other areas.

Woodard/Mercer Renovation – Sunken Road lot #13, disruptions along Campus Drive. Drivers and pedestrians urged to be aware of increased construction traffic.

Marshall – work continuing with minor Residential Student disruption in Marshall lot.

2015 Fac/Staff Decals Coming Soon

All Fac/Staff decals will expire on 7/1/15, planning is underway for the registration and distribution process for new decals. More details to follow this Fall/Winter.

To support personal/retail needs, a new postal kiosk is available in Lee Hall, beside the ATM machine (just outside the Bookstore).  The services available through the kiosk include purchasing stamps and mailing packages via USPS. Credit cards are accepted.

Reminder for 2014-2015: Vendor Agreements should be routed to Procurement Services for review and signature 

eVA Small Business Update

NEW Vendor Look Up Feature Allows Full Export of SBSD Vendor List

From the bottom of the eVA website homepage you can access the list of active eVA Vendors.

The page has a link at the top right corner that gives you the full list of SBSD (Department of Small Business and Supplier Diversity—formerly  DMBE) certified Vendors.  It matches what you get if you go to the SBSD website (

Now when you click to view the Full SBSD List there is a NEW link (“Export Full SBSD Vendor List to Excel”) that will give you the entire SBSD list (not just an export of the current page you’re viewing).

Departmental eVA Buyer Tips

​​Reminder to enter confirming orders in eVA.  eVA should be the front-end requisitioning source for purchases, there are some situations where eVA entries are issued as confirming orders, in those cases, it is highly encouraged that the eVA order is entered promptly (recommended within 5 days). 

Shipping/Freight exempt eVA fees

Shipping / Freight Exempt from eVA Transaction Fees
There are two (2) exempt options for Shipping & Freight when used as a separate line item in an e-Mall order Select Commodity Code SHIPPING (NIGP 96286) or FREIGHT (NIGP 96286) By making the appropriate selection, eVA will exempt the shipping / freight charges from eVA Transaction fees

UMW has adopted Small Purchase Procedures

Small Purchasing Procedures (less than $50,000), are posted at the following site


Current Contract Activity

RFP      Institutional Outcomes Assessment and Accreditation, evaluation in progress

URFP   Ticketing System

RFP      Behavioral Incident and Conduct Management Software, negotiation in progress

RFP      Horseback Riding Services, evaluation in progress

RFP      Hotel Services, Preferred Provider, specification development underway

SS        Blackboard Transaction System, completed

IFB       Rugby Field Upgrade, for release Sept. 21

RFP      Jepson Renovation/Addition, for release


Please contact Business Services for information and assistance at x1576.

Erma A. Baker   CPPO, VCCO, VCO

Assistant VP for Business Services & CPO

University of Mary Washington

1301 College Avenue

Fredericksburg, VA  22401



**Scheduled Interrupted Water Service**

Water service will be interrupted for a period of six hours from Friday, September 12, at 11 p.m. through Saturday, September 13. at 5 a.m. The following buildings will be without water service during this time: Woodard Hall, Mercer Hall, Willard Hall, Virginia Hall, Seacobeck Hall, Monroe Hall, Lee Hall, Trinkle Hall, the new Campus Center, Ball Hall, Custis Hall and Madison Hall. This will affect all domestic water, including toilets, sinks, water fountains and showers. Residential students in the above named halls may use restrooms in the Convergence Center or Randolph-Mason Link.

This water outage is necessary in order to connect a new water line which re-routes outside the planned addition to Woodard and Mercer Halls. We apologize for the inconvenience this will cause and express our appreciation for your patience and support.

If you have questions, please contact Sid Lambiotte in Facilities Services at 540/654-2085.


Traffic Closure on Sunken Road

TO:  The UMW Campus Community

As part of the University’s Stormwater Improvement Project, the improved storm line behind Marshall Hall will need to be connected to the City of Fredericksburg’s storm line under Sunken Road. This will entail digging up Sunken Road just west of William Street, behind Marshall Hall. University and community traffic will be diverted through the College Terrace neighborhood, as indicated in the attached Traffic Plan. The work will begin Monday, September 8, and should be completed by close of business Wednesday, September 10.

This project is environmentally strategic for UMW, the City of Fredericksburg, the Rappahannock River and the Chesapeake Bay. Thank you for your patience and support.

Richard R. Pearce
Vice President for Administration and Finance and CFO University of Mary Washington
1301 College Avenue
Fredericksburg, VA  22401
(540) 654-1020
(540) 654-1162 (fax)


State Imposed Budget Reductions

To all UMW faculty and staff:

As promised, I am reporting back to you with more specifics about the state budget situation. We now have learned that the state has imposed on each public institution of higher education a budget reduction of 5 percent this fiscal year and 7 percent for 2015-16. Obviously, a cut of this magnitude will have a significant impact on our operations.

In addition to the hiring freeze already announced, I have asked all members of my cabinet to propose additional areas of budget savings. I have asked them to think creatively and act boldly, striving to cause as little disruption to services as possible. Because the academic enterprise is at the center of all that we do, we will also engage faculty leadership in this budget reduction exercise.  All members of the UMW community will need to make sacrifices and find imaginative uses for limited resources. None of this will be easy, but I feel confident that UMW will emerge as a stronger, more focused institution as we work through the current situation together.

I continue to be grateful for your hard work and support of the University’s goals.  Thank you for helping us work through these budget challenges while maintaining our commitment to educational excellence.



Richard V. Hurley



Lottery Lunches

The following message is from the Office of University Events and Conferencing:

This is the fourth year for Faculty and Staff Lottery Lunches with President and Mrs. Hurley. All UMW Employees are eligible to enter the lottery. If you are chosen, you will be invited to attend a very special lunch with President and Mrs. Hurley at their historic home, Brompton. We are currently holding a lottery for three lunch dates in fall 2014. You can now apply online and eight randomly chosen winners will receive an email invitation for one of the lunches! Go to to enter. Lunch dates for spring will be posted in January 2015.

PTAC Innovation Grants

On behalf of the President’s Technology Advisory Committee (PTAC), I am writing to inform the campus community that the PTAC Innovation Grant Program has been discontinued this year due to budget reduction.We hope to have these funds reinstated in the near future, but in the meantime we will not be considering applications for the 2014-2015 academic year.

Best regards,

Jim Groom

Chair of the President’s Technology Advisory Committee

State Budget

On August 15, I was asked to attend a meeting of all agency heads in Richmond to hear from the Governor about the status of the State’s budget.  As has been widely reported in the news, he and his staff reported that they are projecting a $2.4 billion dollar shortfall over the next biennium due, for the most part, as a result of cutbacks in Department of Defense spending.  While no specific budget reduction targets were announced, the Secretary of Finance did report that he thought a reduction in the 5 to 6 percent range would be required.  He went on to say that all state agencies and institutions of higher education will soon be asked to prepare budget reduction plans to ensure the state operates within a balanced budget.  To that end, we were encouraged to take steps immediately to curtail spending and think about how we will respond to the forthcoming budget reduction directive.  Accordingly, I am instituting a temporary freeze on all new hiring at least until we receive direction from the Governor’s office regarding the University’s level of reductions needed.  I have also directed Cabinet members to begin discussions with their staffs with respect to potential approaches to additional budget reductions in their areas.

Regarding the hiring freeze, all recruitment activity is immediately suspended pending review by Cabinet members of which positions will be filled at this time.  Criteria for the review will include strategic necessity and impact on service and/or work flow.  Supervisors and managers will be consulted as needed.  We will move expeditiously to complete this initial review to ensure the least amount of disruption to operations while we assess the extent of possible budget savings through this action.

Until further notice, hiring managers will be required to obtain approval from their Cabinet VP before progressing to the next phase in any recruitment (advertising, interviewing, offer, background check etc.). HR must receive Cabinet level approval for any recruitment activity.  If you have questions, please direct them to the Cabinet member responsible for your area.

Until we receive instructions and direction from the Governor’s office, I am not able to share with you how long this hiring freeze will last.  As soon as we know more, we will communicate that to you.  I remain hopeful that this State revenue shortfall can be managed in the least disruptive way possible.

Thank you for your support, patience and hard work.


Richard Hurley




Important Message about New 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

Reminder: *Fall Parking Message*

The following message is from Parking Management:

Greetings to the UMW Campus Community:

As we begin the 2014-2015 academic year, the Parking Management Office extends a warm welcome to faculty, staff and students. We wish to share some basic rules of the road for a smooth opening of the school year. The Parking Management Office is responsible for ensuring the safe and efficient use of parking resources. As an added safety measure, UMW Campus Police provide escort services beyond the daylight hours. Please call 540/654-1025 to request service. Under the umbrella of Business Services, our Parking Management team includes:

Robin Jones, Supervisor; Mark Graziano, and William Barnett

Parking on Campus

Vehicles parked on campus must display a valid decal or temporary dash pass and be parked in a lot that corresponds with the decal designation. Reserved spaces and restricted lots are enforced at all times. College Avenue parking is available for commuters, faculty and staff with appropriate decals, as well as University visitors. The parking website offers guidance on seeking a parking pass for overnight campus guests.

Permits: Parking permit applications are available for eligible students and all faculty and staff through EagleNet.

Parking Lot Designation: A listing of all lots and their designation may be found on the Parking website (includes guidelines for the UMW Parking Deck)

Note: Change for the 2014-15 academic year: Good news, we have added two spaces for ‘30 minute Only Parking’ in the rear lot at Lee Hall. We hope that this will aid folks needing parking for short-term business, and pick-up/drop-offs. There is no UMW permit required, butthe time limit will be strictlyenforced. We welcome all feedback as we evaluate the value of these spaces.

Eagle Landing Parking Those residents of Eagle Landing who have purchased deck parking will receive RFID tags from the ELfront desk. These students have 24/7 access to the enclosed deck parking on floors 3 through 5 of Eagle Landing. Eagle Landing guest spaces are for registered guests with guest passes, available from UMW Parking Management, UMWPD, and (new this year) the Eagle Landing Front Desk.

Note: EAGLE VILLAGE is private property and parking is for tenants and customers of Eagle Village businesses only. Towing in these locations is enforced.

Parking in nearby Commercial and Residential areas: Students and faculty/staff members are cautioned not to park their vehicles in nearby commercial parking lots or residential communities while on campus. The City of Fredericksburg and Commercial Businesses restrict parking to patrons or residents within designated city blocks. Violators are subject to fines and towing.

Construction Projects affecting parking at this time:  Sunken Road lot #13/Woodard Hall lot contain the ‘construction staging area’ for Mercer/Woodard renovations. Use caution in the Back Drive area of campus while walking and driving, due to heavy construction equipment/traffic present.

Enforcement: To ensure the availability of safe parking and the efficient use of the parking resources, all parking regulations are enforced on a year-round schedule, ‘Failure to Register’ enforcement will begin Wednesday, August 27, 2014. The university has been granted the authority under the Code of Virginia Sections 23-9.2:3, and 2.2-4800 to issue citations and collect fines. 

The Student Parking Enforcement Program, introduced in 2011, will resume in September.

Specific questions on lots, decals or enforcement should be directed to:  Robin Jones, Parking Management Supervisor, 540/654-1129 or

We wish you a successful academic year .

Erma A. Baker   CPPO, VCCO, VCO

Assistant VP for Business Services & CPO

University of Mary Washington

1301 College Avenue

Fredericksburg, VA  22401


*Move-In Parking Information*

Greetings University Community:

We are excited to welcome students back to campus the week of 8/18/14 – 8/24/14 !

All members of the UMW community (students, Fac/Staff, Contractors) with vehicles on campus, and those early-arrival students with vehicles, are asked to clear designated campus parking lots during to facilitate a smooth move-in for new and returning students, schedule details follow.

Thank you for your support.

Move-In parking reservations:

Wednesday 8/20/14 8 a.m. to 5 p.m.:

Randolph/Mason parking lot -Reserved for Pre Business Move-in only

Thursday 8/21/14   7 a.m. to 7 p.m.

Inbound Double Drive – Reserved for Orientation #7 Students and Guests

Outbound Double Drive – Reserved for Orientation #7 Students and Guests 

Friday 8/22/14 1 a.m. through Sunday 8/24/14   1 p.m., these spaces are reserved exclusively for move-in:

Inbound Double Drive

Outbound Double Drive

Jefferson Square


Randolph/ Mason


Alvey Drive parking deck/Sunken Road lot #11

Alvey lot 

Saturday 8/23/14 11 a.m.  through Sunday 8/24/14   8 p.m.: 

ALL Apartment(black decal) parking areas –including west half of William Street lot – Reserved Apartment Move-in only

Jefferson Framar  -Reserved for Move-In only

Saturday 8/23/14 6 a.m. to 6 p.m.:

Thornton/Heating Plant lot  -Reserved for Welcome Fair vendors

NOTE:  This does not include handicap parking spaces; those spaces remain available to vehicles with appropriate credentials.

If you are displaced from the lots listed above during Orientation, UMW Fac/Staff, Contractors, and students, may park in any available spaces(except Visitor) outside the reserved areas during this time, including:

Sunken Road lot #13

The Sunken Road half of William Street lot

Anderson Center lot

Jepson lot

Library lot

Seacobeck lot

Both Monroe lots

Marye lot

Pizza Hut lot

College Avenue

Battlegrounds lot #33

Sunken Road – allowable areas only

Robin L. Jones

UMW Parking Management

1301 College Avenue

Lee Hall 201B

Fredericksburg, VA 22401