Business Affairs Bulletin

Procedure Updates

 

UPCOMING IMPROVEMENTS TO THE STUDENT BILL PAYMENT AND FINANCIAL AID DISBURSEMENT PROCESSES

A team of Business Affairs and Information Resources employees is working on improving the system that UT Dallas students use to pay their tuition bills and receive financial aid payments. The new system, which will be fully functional for the summer 2008 semester, will also improve internal controls for safeguarding students’ banking and credit card information. This new upgrade will also serve as the “front end” for the upcoming PeopleSoft system, so the effort invested in this implementation will have long lasting effects. Following are some of the main benefits of this initiative:

Secured Electronic Refunds - Students will be able to enter their banking information on a secured website and receive their financial aid and tuition refund payments through direct deposits. This feature will enable students to get their money into their bank accounts faster and their banking information will be secured. Students wishing to receive refunds through direct deposits will no longer have to visit the Financial Aid Office to provide banking information in a hard copy format.

Online Installment Payment Contracts - Students will be able to choose an installment payment method on the web portal. Currently students have to visit the Bursar’s Office to complete an installment contract in hard copy. The new software will enable students to file the installment contract electronically. By electronically completing an installment contract, students may avoid long lines and eliminate additional phone calls or emails.

Smaller First Installment Payment - During the last legislative session, the requirement for 50% minimum down payment on installment contracts was eliminated and universities were allowed to establish their own policies within certain guidelines. To make tuition payments more affordable, effective with the summer 2008 semester, UT Dallas will switch to a three-equal-payments installment method.

Predefined Automatic Tuition Installment Payments - Students will be able to predefine the frequency of their tuition bill payment and the payments will be made automatically in accordance with the latest information entered by the student on the web portal.

Third Party Tuition Payments - Students will be able to authorize third parties (parents, employers) to have access to their tuition bill (not their grades, etc.) and pay the bill electronically on their behalf.

Electronic Access to Semester Invoices - Semester invoices will be uploaded to the students’ portals and will be continuously updated as students change their course load. Mailing of hard copy invoices to the students will be gradually discontinued as students will be able to print them or email them as needed.

Email Notifications - Students will receive email notifications about activities posted to their accounts, i.e. refunds processed, new bills uploaded, etc. The email notifications are table driven and can be defined by the Bursar’s Office for all types of student-related correspondence.

User Friendly Screens - The new screens will be more intuitive, better looking and more user friendly. When students log into their web portal, there will be a personalized greeting “Welcome (Name of Student).”

Single Sign On - Students will be able to perform all of their web payment activities with a single ID and password. Currently, students must use two ID’s (their Net ID and their Student ID) if they wish to pay with a web check. The new system will require only the Student ID and password.

 

BUILDING EVACUATION AT UT DALLAS

Emergency preparedness, mitigation and the safety of our students, faculty, staff and visitors are of the highest priority at UT Dallas and part of the mission of the Office of Emergency Management (OEM). Most recently OEM is working on evacuation and sheltering-in-place procedures. The first step was to locate and install “Evacuation Area Assembly” signs.

In February, through coordination with our Facilities Management Department, sixteen Evacuation Assembly Area signs were posted at locations throughout the UT Dallas campus as requested by the Office of Emergency Management. Since then, OEM has received numerous calls and emails concerning the signs from those who are curious about why the signs are in specific areas and what to do now that they are here.

Multiple departments, agencies and committees were contacted before choosing the specific locations. Interaction with the Richardson Fire Department helped to ensure that signs were placed as far out of the path of emergency vehicles/equipment as possible. Environmental Health and Safety (EH&S), the Safety and Security Council and Staff Council were informed during the process of suggested locations, specifications and cost of signs, proposed timeline for completion and building evacuation development. The EH&S Department generously offered to pay for the signs and will assist with building evacuation drills and training.

The purpose of the evacuation assembly area signs is to allow for a more coordinated response effort when an evacuation of a building(s) is required. An evacuation may be necessary due to fire/smoke, a chemical incident, structural failure, drill or other incident that emergency personnel recognize as a threat to life and/or safety. The importance of evacuating when you hear an alarm and knowing whether or not everyone gets out of the building safely is crucial.

What is the next step?

Each department/school will need to create their emergency evacuation plan and identify building occupants, assist with the evacuation and/or shelter-in-place procedures and be aware of those who may need assistance during this course of action. A building emergency evacuation template can be found at www.utdallas.edu/police/oem.html. (Click on map to enlarge)

Each Evacuation Assembly Area site has been given a specific location number which is noted at the bottom of each sign. A primary and secondary location should be identified in the plan. Knowing where fire extinguishers are located, how to use them and where the exits and severe weather shelters are located will be included in the plan. The goal is to be as aware, prepared and trained for as many emergency situations as possible and to keep those on campus safe and informed. Awareness is power but Action is empowering.

To reach these goals requires working together as a team. There is an immediate need for volunteers to be S.A.F.E. (Safety and Fire Evacuation) Leaders and Floor Monitors in each building. Through annual training and drills, these volunteers will know their building plan(s) and be able to help educate the building occupants. More information will be available in the near future concerning responsibilities of these positions. Please forward an email if you are interested in volunteering.

Thank you for being interested in the changes that are happening to make your campus more prepared for all emergency situations. For more information, contact Dorothy Miller at the Office of Emergency Management, extension 2420, or by email at dorothy@utdallas.edu.