Remember the key metric is the percentage of our community members who make a gift each year. Every gift, regardless of size, helps and is deeply appreciated. Thank you!
July 18 – 5 pm: reclassification adjustments submitted
P-Card Closing
Please plan your year end P-Card expenditures carefully. The June statement, which generally includes expenses incurred through June 25, will be recorded in FY08 (excluding “prepaids”, see below.) Expenditures posted between June 26 and July 10, will be recorded in FY09 unless you e-mail p-card@olin.edu with the details of the transactions that belong to FY08. The mid-month mapper will be run for transactions through July 10 and expenditures after this point will appear on the July statement and will be recorded in FY09. So don’t wait until the last minute and ask your vendors to get your FY08 purchases posted by July 1!!
“Prepaid” Expenses
A prepaid expense occurs when an invoice is paid prior to June 30, but the goods/services are not received/rendered until after June 30. It can be a PCard expense, Check Request or Travel Expense Report. These expenses are recorded against the fiscal year 2009 budget. Please help us out by writing the word “PREPAID” on the top of forms and/or supporting documents to indicate that an expense is a prepaid item. An example of this would be a purchase of a plane ticket bought on June 15 for travel to occur on September 20.
Fiscal Year End Check Run
Please try to catch up and stay current with submitting invoices, check requests, and travel expense reports. Since most items submitted during the 1st week of July will be FY08 expenses, they will be automatically recorded as FY08 unless “PREPAID” is written on the top of the form. Due to the holiday, the final deadline for this run is Tuesday, July 8.
“Accrued” Expenses
An expense needs to be accrued if the goods/services were received/rendered on or before June 30, but you don’t expect to receive the invoice until after Tuesday, July 8. Please review your records to look for these items. When identified, please list on the new “Accrual List” form located on the portal. Upon completion (with all your department’s accruals), send the form attached to an email to Susan Goldstein, no later than Friday, July 11, so the expense can properly be recorded in fiscal year 2008. Please note that open purchase orders are not accrued unless you request it.
Deposits
All check and cash deposits for FY 08 should be brought to Wanda Cabana in Rm 316, Milas Hall no later than 12:00 on June 30.
By Tuesday, July 15, preliminary year-end financial information will be available via Budget Review. Departments should review these initial fiscal year-end reports. If any last minute reclassification adjustments are required, please send an email to Susan Goldstein, by Friday, July 18.
On April 29 Olin College participated in it’s first Junior Book Award Program at Park City High School in Park City, Utah. Ross Palomaki received the Olin award presented by Kathy Engelberg-Fenton, mother of Leah ‘10 (see photo below). Leah is an alumna of Park City High. “The Book Award ceremony was really great - so many prestigious schools participated and it was great to have Olin among them. I was able to say some great things about Olin; it was a lot of fun. Afterwards, several people asked me about Olin, so the word continues to spread!” remarked Kathy. Many thanks to Kathy for presenting on behalf of Olin and to Leah for helping select the book, “Mountains Beyond Mountains”, from our Summer Book Program selection.
The helpdesk will be moving to summer hours as of May 28, 2008, the new hours are Monday through Thursday 8:00-5:00; Friday 8:00-3:00.
• Beginning June 2, open window hours for the mailroom will be 12:30-2:00pm
Monday thru Thursday and 11:30am - 1:00 pm on Friday.
• During this time, internal and external mail can be picked up and dropped off and stamps and other postage services will be available. UPS shipping services are also available.
• The afternoon mail run will take place at the usual time Monday thru Thursday and between 1:15-1:45pm on Friday.
• There will be regular service Monday thru Wednesday during the week of July 4, and then no service at all on July 3 or 4. This includes UPS, Fed Ex and DHL deliveries as well.
• Students living in East Hall and in the surrounding area this summer, should check their mail boxes regularly. We don’t have the space to accommodate overflowing mail. Also, because there will be a steady flow of non-Olin people on campus this summer, we will not be leaving packages outside the mailroom for pick-up beyond the normal window hours.
• Any questions or concerns about mail services this summer should be sent to mailservices@olin.edu
Join the Office of Parent and Alumni Relations (PAR) in welcoming Maxine Crowther to the Parent Advisory Board (PAB). Mother of Molly, a rising senior, Maxine will be joining Karl von Reden, Barb Boutelle, and Steve Longfield in representing the parents of the class of 2009 (P’09s). The Crowther’s are from Carlisle, MA. Maxine holds a Masters in Quality Systems from the National Graduate School and an undergrad from RPI in Math. She is Senior Software Process Quality Engineer at iRobot Corporation (where 3 Olin grads currently work). The new Board’s term begins June 1. More information on these and other PAB members can be found by visiting the Parent website. We appreciate the enthusiastic response and hope those who were not selected will remain interested in volunteer opportunities with Olin parent initiatives.
Think back to the summer before starting at Olin? Remember all of the excitement and anxiety? To welcome incoming freshmen and their families, the Parent Advisory Board (PAB) is seeking volunteers to host Send-Off Parties in their home states. In its fourth year, this Olin summer tradition is an informal way for new students and their families to meet current students, alumni and their families. Parties are strictly voluntary and can be hosted in a public park or private club or at someone's house. Don't worry about having to supply the food, just organize a pot luck! If you are interested in hosting a party, the PAB Events Committee has simple guidelines and can help you through the planning process. Parties can be hosted by parents, current students, alumni or any combination of the three.
Many new students are coming in from all over the US. Watch your email for additional details about that event. Not all states are largely represented, but we encourage folks to host a Send-Off party regardless of the numbers because it is an invaluable way to get to know one another.
If you want more information including if there are incoming students in your area (you never know, right?!) or are interested in hosting a party, just email Elizabeth Firstenberg, Chair of the PAB Events Committee. See you at a party!
We have a new group of first year parents who will be sending their sons and daughters to Olin this fall. They know something about our college, but they have yet to fully feel the warmth and community that you and I have come to appreciate. Here are two ways you can help:
1. Parent Caller Program:
During the month of July, help us welcome new parents by calling some of them to introduce yourself, tell them a little about what you’ve experienced as a member of the Olin community and then answering their questions. I can all but guarantee that it will be a rewarding experience for you too.
2. Parent Resource List:
Do you want to help but rather not make the phone calls? How about volunteering to be added to the Parent Resource List? New parents are given the list and told they can call or e-mail anyone on it if they have a question. The e-mail list is also posted on Olin’s web site.
Do you want to help in either of these ways but afraid you won’t have answers to the questions you are asked? We’ve got that covered by providing you with a wealth of information that will answer many of the frequently asked questions. If you volunteer to make phone calls, we also have a Caller Guide that contains many helpful tips.
Are you eager to jump aboard? Good. Let me know by e-mail or phone if you’d like to help with the Parent Caller Program, be listed on the Parent Resource List or both.
If you e-mail Dan Kiser (P’10 and Chair of the PAB Communication Committee), title your message Parent Resource Caller Program. In the body of the e-mail tell me which program(s) you’re volunteering for, your name, postal address, phone number, e-mail address and the name and graduation year of your Olin student.
If you’re volunteering for the Parent Caller Program, please tell us how many calls you are willing to make and if there is a particular family you would like to call based on a previous interaction with them.
If you are volunteering to be on the Parent Resource List, you can limit the contact information you provide to whatever you are comfortable with. You can also have your information only appear on the list that is given to the parents or also appear on the Parent website.
Still have questions? Just e-mail Dan (Dan@Kiser.com) or call (614-506-6660) and we’ll be happy to answer them. We look forward to hearing from you by June 20, 2008.
The alumni reps, Will Clayton and Susan Fredholm (’06) and Jeff Glickman and Kat Kim (’07), and The Office of Parent & Alumni Relations are looking forward to working with the new reps, Tiana and Anthony, and all of you to provide the resources you need to keep connected to Olin and one another. Improving the Alumni website, the Alumni Directory, and the Alumni portal are our current major projects. These are currently going through developmental improvements, but we would appreciate hearing your insightful feedback at a later date - when updates have been made.
Meanwhile, the current Alumni website contains announcements and links to other informative pages on the main Olin site, a link to alumni library resources, career services (Post Graduate Planning and E-campus which you should all be familiar with), and the Alumni Directory.
The Alumni Directory has several functions:
1. Maintain your own contact information to share with Olin and your classmates 2. Search for your classmates - including those who have left Olin or are a part of future classes. More search functions, fields, tools and users (such as past and present faculty and staff) will be added in a future application, so stay tuned....
Click here to log onto the Alumni Directory.
Your username is the standard Olin configuration (i.e.. kraposa). Your initial password is your SIS ID number which you should remember from registering for classes and such. You will be prompted to change this password upon logging in for the first time.
Under the header "Alumni Directory" you can access your information via four of the sub-headings. You can view your own information under "Personal View." If you would like to edit your information click "edit" next to the section you wish to edit or click on the sub-header of the section you wish to edit, including Personal, Professional or Other. "Personal" is your contact information (name, phone, email, address, etc.) and “Forwarding Email” is where you can maintain your current external email to which your alumni life-time forwarding address (i.e. firstname.lastname@alumni.olin.edu) will forward. "Family" is for your spouse and children's information. "Professional" is your educational and occupation information (schools, degrees, business name, title, business contact information, etc.). "Other" is your involvements (ex. ski club), interests (ex. skiing) and accomplishments (ex. skier of the year). At your earliest convenience, please complete the fields with your information. We will be comparing it to and updating Jenzabar and will use it for future communication.
All current faculty, staff, and enrolled students can email the classof[insert year here]@olin.edu to reach those that graduated that year. Upon the students.olin.edu email accounts being disabled post graduation/end of July, those accounts will be removed from the above mentioned class distribution and it will forward to alumni-[insert class year]@lists.olin.edu. This email list serve will be populated with the @alumni.olin.edu addresses. It is the responsibility of the alum to maintain their forwarding address in the Alumni Directory (currently: https://www.olin.edu/alumnidirectory/). Staff of Parent and Alumni Relations are also members of this distribution list.
Alumni will be able to use the list serve (alumni-[insert class year]@lists.olin.edu) to communicate with one another in their class without moderation. The alumni reps for that class year and a staff member of Parent and Alumni Relations are administrators to that list. Emails from anyone outside of that graduating class list serve will be moderated.
To email those who have not graduated with that class but would like to be kept informed, in addition to those who did graduate that class year, one can use alumni-[insert year here]-friends@lists.olin.edu. All @alumni.olin.edu addresses will be subscribed to this list serve in addition to others who wish to be a part of it. It is the responsibility of the subscriber to maintain this list. The list will be moderated by the alumni representatives of that year and the Office of Parent and Alumni Relations. With more than one class graduated, we have umbrella lists; for example, alumni@olin.edu for all graduated alumni and alumni-all@lists.olin.edu for all graduated and non-graduated alumni. Staff of Parent and Alumni Relations are also members of these distribution lists.
Click here to see a list of FAQs regarding additional alumni resources. You should have already received the IT notice for graduating seniors. Be sure to check it out for upcoming deadlines on warrantees, email account transitions and more.
Congratulations and best of luck! Stay in touch!
The Dover Farm is an active Community Supported Agriculture (CSA) program, just about five miles from Olin. This CSA is pick-up, with options for Tuesday or Thursday. Pick-up will begin during the first week in June. As of 05/16 shares were still left. A share is $650 and gives you veggies/herbs from the beginning of June through October. Click here to check out the farm.
Please welcome Daniela Huynh, the Communication office intern. Daniela is a student at Boston University. She resides just outside of OC 231 in a cubicle near the window. We're very happy to have her on board again this year!
