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Office Support & Procedures

The Psychology main office (McGuinn 300) offers the department a number of services. To make a request, send an email to psychoffice@bc.edu. That way, all the office staff can address your request. You can also call the office at 617-552-4100.

All requests should be made to the main office, except for hiring, budget, and salary questions, which should be directed to Barbara O’Brien.

Hours

During the academic year, the main office is open Monday through Friday, 9 am – 5 pm.

Boston College has official summer hours of 9 am – 3 pm on Fridays. The Psychology office closes at 3 pm every Friday during the summer.

Conference Calls

To make a 3-way call:

1. Use your BC phone to dial the first number.
2. Press the TRN/CNF (transfer/conference) button to put the party on hold.
3. Dial the second number.
4. When the party answers, press TRN/CNF again

For 4+ callers, see Conference Calling Options. You must set up your call at least 3 days in advance.

Fax Machine

The office fax number is 617-552-0523. You may send and receive faxes using the office machine, and any fax sent to you will be left in your mailbox.

Instructions for using the fax machine are posted above the machine. Speed dials are set up for the IRB and OSP offices. For calls outside the 617 and 781 area codes, you will need a long-distance calling code.

Mail

Incoming mail is sorted into mailboxes daily. If you receive a large package it will stay in the main office and we will send you an email notification.

Outgoing mail can be placed in the plastic mail tray in the main office. Both campus mail and international mail can be left in the tray. Do not leave stamped envelopes in the tray; please leave stamped mail in one of the U.S. mailboxes on campus.

Department letterhead and envelopes are available in the main office.

Make-Up Exams

All exams must be proctored. Faculty members should have their TAs proctor make-up exams or should proctor their own exams.

Photocopying

The photocopier, which is also the department’s main printer, is located in room 329. To use the copier, enter your copy code and press OK. If you don’t have a code or can’t remember your code, ask the office staff.

The office can make copies for faculty. Just leave the material to be copied with the office staff and let us know how many copies. We may not be able to copy a large amount of copyrighted material; copying a chapter or two from a book is fine, but not an entire book.

If the copier jams, please come to the office and let the staff fix it.

Printing

The Department has printers in the main office and the copy room. The following printers can be set up on your computer. The office printer is available only to faculty. If you need a printer set up, see Technical Support for how to contact the TC.

Printer Name	Location	Purpose
psych-ricoh	McGuinn 329	Default printer. Contact the office to get the room's keypad combination.
psychbw301	McGuinn 300	Confidential material

You can also email the office with a print request. Printed pages will be left in your mailbox (in an envelope or folder if confidential) or anywhere else you specify. The office can also print documents in color.

The office can copy exams. Exam copies are left in our locked exam drawer. When you need something copied for a class, please give us 24 hours’ notice so that we can be sure to get it done in time. The main office can also provide blue books and scantron sheets for exams.

Room Scheduling

The office can schedule rooms for extra class meetings, lab meetings, and colloquia and other talks. McGuinn 303 and 332 belong to the department and are the only rooms for which we manage the schedule. For every other room, we must request a reservation. We have no access to those rooms’ schedules; we can ask only whether a room is available at a particular time slot.

To schedule a room, please email the office the details of your request: date, time, number of attendees, and the name or purpose of the event/meeting.

Scanning

Our photocopier can scan pages in color. To scan a document to your email as a PDF, follow these instructions.

1. Press the copier’s Scanner button. Enter your copy code and press OK.
2. Put your document in the feeder (one or more pages) or on the glass (one page).
3. You can email the document by either of two methods. If the recipient’s email address is already stored, you can use the Address Book (the row of letters across the middle of the screen) to navigate to the recipient. Highlight the recipient’s name. You can also press Manual Entry to enter a onetime recipient. Key in the email address and press OK.
4. Press Start. The document is scanned and emailed. (You will see an email from psychoffice@bc.edu.) You can exit the screen now.

Server Access (mcguinn2k)

Members of the Psychology Department have access to the Psychology folder of the server mcguinn2k. You can contact the Technology Consultant to have a lab folder or personal folder set up on the server.

From a PC on campus:

1. Go to the Start menu and click on the search bar.
2. Type "\\mcguinn2k" and hit Enter.
3. Navigate to the Psychology folder.

From a PC off campus:

1. Establish a VPN connection.
2. Go to the Start menu and click on the search bar.
3. Type "\\campus23" and hit Enter.
4. Enter your username (in the format "bc\username") and password.
5. Navigate to the Psychology folder.

From a Mac on campus:

1. Click the Go menu, then Connect to Server...
2. Type "smb://mcguinn2k" and Connect.
3. Connect as Registered User, then enter your BC username and password, then Connect.
4. When it says Select the volumes you want to mount on "mcguinn2k," choose Psychology

From a Mac off campus:

1. Establish a VPN connection.
2. Click the Go menu, then Connect to Server...
3. Type "smb://mcguinn2k.bc.edu" and Connect.
4. Connect as Registered User, then enter your BC username and password, then Connect.
5. When it says Select the volumes you want to mount on "mcguinn2k," choose Psychology

Technical Support

If you have a computer issue, please contact the Technology Consultant (TC) for help. The TC for McGuinn and Carney is Bob McColgan. You bring a problem to his attention by logging into Agora and clicking the option “Technology Help – Request & Track.” Click “Create a new ticket,” then, on the next page, fill in the left-hand box and click “Submit.”

If your problem needs immediate attention, please contact the office, and we will phone or page the TC.

You can also contact the TC to request software for which BC has a license.

Web Updates

Please email psychoffice@bc.edu to

• update your profile page on our site with a new CV, photo, or anything else.
• submit a news update; if you are submitting research news, please send either a link to the relevant article or a PDF of the article.

Classroom Support

If you plan to use an LCD projector regularly during class, please go to Classroom Support in Campion Hall G36 to sign out a key to a media black box for the semester. You will need your Eagle ID to sign out a key. Each classroom on campus has a black box with a projector and other equipment, and the staff in Classroom Support can show you how to use it—just ask when you are picking up your key.Auditorium classrooms work differently, but Classroom Support can help you.

Conference Travel Reimbursement

Faculty may request reimbursement for domestic and international conference travel expenses if the purpose is to present a paper, poster or chair a session. This request can be made each fiscal year (June 1 – May 31) if you do not have start-up funds to cover the expense. The A&S Dean’s Office will reimburse faculty for up to $1,000 for one conference trip, and will reimburse the conference registration and airfare (but not lodging) for a second trip for up to $1,000. If only one trip is taken per fiscal year, faculty can be reimbursed up to $1,500. Additional trips must be funded by the faculty members’ grants or out of pocket.

Six weeks before the planned conference travel, fill out the Travel Request Form. Requests not received in the Dean’s Office six weeks prior to planned travel may not be funded as requested. When you fill this out, please leave it with Barbara to get the Chair’s signature. They will notify you if there is a problem with the request.

When the travel is completed, fill out an Expense Report Form. You can print the form and fill it out, or fill it out on the computer first before printing and signing it. Include your receipts and bring them to main office. If the travel reimbursement is from a source other than the university, note that.

PeopleSoft

PeopleSoft is the name of the software system that BC uses for financial transactions and reporting. You will frequently hear the term “PeopleSoft” being used around the University with relation to budgets, travel reimbursements, grants, payroll stipends, etc.

Boston College’s fiscal year runs from June 1 through May 31. There are very tight deadlines that the main office has to adhere to for processing reimbursements, budget transfers, p-card purchases, equipment maintenance contracts and purchase order requisitions, during the last week in May. Please be sure all reimbursement requests are submitted in a timely manner especially toward the fiscal year-end.

Advance Subject Payments

These are the procedures for requesting and reconciling a cash advance used to pay human subjects.

Request

The requestor submits:

• an Expense Report form that includes a line for Advance Subject Payments, the amount requested, the date, and his or her signature;
• an Advance Subject Payments Request form that details of the purpose of the request.

Reconciliation

The requestor tracks payments from the advanced funds and keeps signatures from each participant. Those signatures remain with the requestor.

When reconciling, the requestor submits:

• an Advance Subject Payments Reconciliation form that can be matched to the amount previously requested.
  • If there are left over funds that were not paid to subjects, they must be returned in the form of a check made out to Boston College.

Purchase Orders

It is important to note that if you wish to make a purchase of $5,000 or more, you need a purchase order. The first step is to contact Procurement, who will work with you to get the best price for your purchase.

Once you have a quote for the purchase, email it to psychoffice@bc.edu. The office will contact the Service Center to set up a purchase order.When you receive an invoice for anything ordered through a purchase order, please send a copy to the office and ask us to make sure the invoice has been paid.

Purchasing Cards

See information on using a purchasing card (p-card). In particular, the following information related to p-cards for grants is important.

If you need to get a p-card, or if you already have a p-card and need funds added to your account, please contact Barbara O’Brien.

Purchasing Computers

If you plan to purchase a computer, please email us so that we can make sure you get a machine that is easily compatible with BC. We can place the order for you. See the BC hardware recommendations.

Sponsored Funding Restrictions

When using the p-card on a sponsored project account, the cardholder is responsible for ensuring that all purchases meet the requirements and regulations of the specific contract or grant. The federal government places additional restrictions on the expenditure of federal funds for sponsored research and the retention of supporting documentation. For specific questions about using sponsored project funds, cardholders should contact the Office of Sponsored Programs at 2-3398.

In addition to the above commodities, the p-card cannot be used for the following items on federally funded sponsored programs:

• General office supplies* (i.e. paper, pens, tape, etc.)
• General office equipment (i.e. chairs, desks, bookcases)
• Postage/Federal Express*
• Copy and reprographic services*

*In some cases these expenditures may be allowed as a result of the specific nature of the grant (i.e. the grant requires large mailings or the preparation and production of large reports).

Startup Fund Purchases