Internal Events and Class Visitors

Support for non-signature events and class guest visitors are a shared responsibility between faculty and instructional support staff. Non-signature events are events not supported by SOJC Communications.

To start a support request, email Marcia Stuart (marciams@uoregon.edu) the following information:

  • Name of guest/visitor
  • Guest’s email address and cell phone number
  • Index to be used for expenses
  • Dates of travel and visit
  • Draft itinerary of visit
  • Purpose of visit (detailed justification for approval)

Internal Events/Guests Visitors Logistics and Support

The task lists below detail areas of shared responsibility. Faculty responsibilities are in bold, while instructional support responsibilities are italic. All necessary information should be submitted via email to Marcia Stuart (marciams@uoregon.edu).

Room Reservations
  • Faculty identifies needs, time, head count
  • Reserve space
  • Provide logistical coordination if needed
  • Monitor and support University rules
  • Process room billing if needed
Catering
  • Faculty identifies needs (number guests, catering needs, budget)
  • Order catering
  • Provide logistical coordination during event (setup/cleanup)
Airline booking and processes reimbursements
  • Faculty identifies dates of travel needed and times
  • Provide booking coordination for visitor/travel/hosting faculty
  • Process paperwork and submit to Business Office
Hotel booking and processes reimbursements
  • Faculty identifies dates
  • Coordinate transportation to and from SOJC
  • Provide booking and coordination/logistical info to visitors/hotel/hosting faculty
  • Process paperwork and submit to Business Office
Parking accommodations and processes payment
  • Faculty identifies dates and any exceptions for guest
  • Provide logistical communication to visitor/faculty on location
Personal Service Contract (PSC)
  • Faculty identifies honorarium and any additional expenses to include
  • Book hotel
  • Process PSC
  • Coordinate paperwork/info with visitor (includes Substitute W9 and contract)
  • Coordinate paperwork in Concur
  • Book airfare using travel agent if needed
  • Process and coordinate paperwork through appropriate business channels
  • Confirm with UO Business when services provided for payment
  • Process Travel & Entertainment (TE) form and billing paperwork, when needed
Additional Faculty Responsibilities
  • Create budget estimate and obtain approval from appropriate budget and index owners for any expenses prior to visit or spending
  • Create itinerary
    • For classroom visitors, make sure to include date, time, location, class and title, building and room number, instructor, and topic of talk.
  • Responsible for lunch/dinner reservations
  • Coordinate class visits
  • Host guest during visit
  • Event promotion (see guidelines and requirements).
  • Coordinate with the SOJC Development team if you are bringing an SOJC alum to campus.