Guide for Employees

Welcome to Champlain College! This guide was originally developed by the Staff Welfare Committee. If you have corrections or suggestions for the guide, please send them to the Communications & Engagement Committee at: ce@champlain.edu.

On this page, you will find information on the following:


I. Getting Started—Your First Week at Champlain College

Using your College ID Card

Every employee receives and ID card, which can be used for many things including: key access to buildings and rooms, access to the staff/faculty locker rooms, purchasing meals at our various facilities, checking our books at our library, riding the bus and even getting discounts at various establishments in the area. ID Cards can be obtained from the Student Life Office (Skiff 115). For issues with access using your ID, a trouble ticket can be submitted through the SchoolDude system.

Employee Meal Plan (Faculty/Staff)

A meal plan for faculty and staff may be purchased securely online. The plan cost is $185.00 for 25 meals at the IDX Dining Hall and is valid for one year from the date of purchase.

Click here to purchase the Employee Meal Plan!

Please allow one business day to update your ID card account for web deposits, or you may purchase this meal plan at the Enrollment Service Center. If you have questions, please contact the Enrollment Service Center at (802) 860-2777 or esc@champlain.edu. The office is open Monday-Friday, 9:00 am to 4:30 pm at Perry Hall Room 174.

Cash Card & Flex Online Deposits

Employees may deposit online to the Cash Card and/or Retail Flex Accounts. Please review the information about each account before continuing to the secure payment page.

Using the Cash Card account on Champlain IDs  on campus or at merchants in the Burlington area

You have the option of using your ID as a debit card at certain campus sites, including the bookstore and the mailroom (for personal postage). The card may be used with multiple vendors in the greater Burlington area, wherever merchants display our CC Cash Card logo*. Employees receive a refund of the Cash Card balance (minus a $10 processing fee) when leaving Champlain College. Deposit min. $20–max. $500.

Retail Flex-Meal account for use at EATS, Champlain's Food Court

Retail Flex is a debit account added to your ID card to use at EATS, the retail dining court in the CCM Building, including Zime, The Grille and Auntie Anne's. Meals on a meal plan are not valid at EATS—only the Flex dollars of the meal plan. Retail Flex may also be used at the IDX Dining Hall if an employee's meal plan has expired. You may deposit online to the Retail Flex Account. Flex is not refundable and will expire at the end of the school year. Deposit min. $20.

How does my ID card work with my meal plan, cash card and Flex accounts?

IDX Dining: Meal plans will be used first at the IDX Dining Hall. If you run out of meals on your employee meal plan, Retail Flex, then Cash Card balances will be used. EATS: Retail Flex will be used at EATS. If you run out of Retail Flex, then Cash Card balances will be used. Meal plans are not valid at EATS. Credit/Debit cards and cash are also accepted at both the IDX Dining Hall and EATS.

Instructions to make an online deposit:

  • Use your full name and employee ID number beginning with 82-.
  • Do not use a social security number.
  • A $20 minimum deposit is required and the maximum deposit is $500 per day.
  • Flex is non-refundable and expires at the end of the academic year.
  • Cash Card is refundable when a student/employee departs from Champlain College (minus at $10 processing fee).
  • Review and agree to the Terms and Conditions.
  • Click on "Continue to Payment Page for Cash & Retail Flex" and select amounts for Cash Card and/or Retail Flex.
  • Complete payment information to process your payment.

You may deposit funds securely online to your Cash Card or Retail Flex account 24 hours a day. Please allow one business day for web deposits to be updated to your account. Deposits on Fridays will be updated by Monday evening. You may login to your Champlain Cash Card account to check for Cash Card, Retail Flex and Commuter or Employee Meal Plan Balances.

Please click HERE to make a deposit to Cash Card and/or Flex accounts.

Checking out Books from the Library

For more information or to search the catalog, visit the library webpage.

City Bus Rides

You can use your ID to ride ANY bus within the GMT's regional bus network for free. Just swipe your card when you get on the bus. Click here for more information.

Using the Telephone

  • For instructions on how to use your Cisco phone: click here.
  • For instructions on using your Voicemail (Unity) System: click here.
  • To dial an on-campus number, dial the four-digit extension. To dial off-campus numbers, first dial "7" to get an outside line, and then dial the number.
  • To make a long-distance call, dial 7, then 1, then the area code, then the seven-digit phone number.
  • To search the campus phone directory, go here. You can also search for individual people, or by department, on the Staff Portal webpage (right hand side). You can also locate the directory in the contact list in Gmail. Employees' mailbox and phone numbers are included in the directory. Cisco also has a directory feature.
  • To use teleconferencing: Need to attend a meeting but can't be there in person? Here is a list of rooms and technological capabilities to help you plan.
    • Via Audio
      • Both Freeman 300 conference rooms via conference phone
      • All conference rooms at Lakeside via phone
      • All conference rooms in Perry via phone
      • Other common meeting rooms that have a standard telephone with a speaker phone feature including: Morgan room, Aiken Conference, IDX 309, Skiff 119 and Hauke boardroom.
    • Via Computer
      • Lakeside 211, 222, 200A (specific camera setup with wall-mounted LCD screen)
      • Any Lakeside conference room with a laptop
      • Any Perry conference room with a laptop

For any issues with your phone, or with voicemail, contact Champ Support at: champsupport@champlain.edu.

Using Your Computer

Each employee is given a single sign-on password that allows you to log into your own College-issued computer, as well as any public computer on campus. This password is used for all College systems as well.

There are various drives that employees can use to store and access files. There are size/storage limits on these drives. Data that is stored on these drives are backed up on a regular basis for recovery purposes.

  • H: Your own personal storage which only you have access to.
  • I: Normally a department drive shared by your department.
  • J: Everyone has read/write access. A good place to share non-confidential files with others.
  • K: All faculty and staff have read access, but only certain people have write access. Typically used for documents such as Staff Council meeting minutes, etc.
  • X: Used to share files among different departments. These directories are made as needed for groups.
  • Google Drive: Unlike our server drives listed above, Google Drive is our newest way to store and share files that can easily be accessed from anywhere.

Using Email

  • Gmail: You can view, send and receive emails through Gmail or Webmail, which is accessible through the Staff Portal webpage using the Webmail-Google link. There are a number of Google related support documents located on the Champ Support Wiki. Training is also available through DareU and our professional development partner Knowledgewave.
  • Locating other employees' email addresses: Email addresses can be found in the directory, as well as through the address book in Gmail. You can also search for individual people, or by department, on the Staff Portal webpage (right hand side).
  • Email Distribution Lists: For more information click here.
  • Email Etiquette: At times, everyone is overburdened by emails. Please be considerate and cautious when using the "reply all" feature, and use only when necessary. (For more information on email etiquette and time-savers, view the Email 101 Canvas course.

Sending/Receiving Mail

  • Employees' mailbox numbers can be found in the directory, as well as through the address book in Gmail. You can also search for individual people, or by department, on the Staff Portal webpage (right hand side).
  • Champlain College's legal address is 163 South Willard Street, Burlington, VT 05401. (No mail should be sent to this address.)
  • Champlain College's mailing address is P.O. Box 670, Burlington, VT 05402. Packages CAN be sent to this address.
  • Shipping address/alternate mailing address is 246 South Willard Street, Burlington, VT 05401.

Transportation & Parking

  • Commuting to Work: Champlain College encourages sustainable modes of transportation, including free rides on city buses, discounts with CarShare Vermont, a bike/walk rewards program, and an emergency ride home program through CATMA.
  • Parking on Campus: Champlain College does require parking permits for all employee vehicles. Please see the Parking Registration Policies and Procedures webpage for more information.
  • Getting around Campus: There's a campus map on the College website here and our Shuttle System can help get you there.

Time off Requests/Time entry

Time off requests for all employees are made through Workday, which is accessible from the Staff Portal webpage. Hourly employees enter their time into Workday each week. For more information, view the Workday Training Documents webpage, or contact the People Center at: peoplecenter@champlain.edu.

Name Pins & Business Cards

Please contact the Marketing Office (marketing@champlain.edu) to request name pins and business cards. Please note that your departmental budget will be charged for these items, so be sure to check with your manager/supervisor before placing an order.

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II. College Services

Faculty/Staff Portal

This is your great place to find much of the information you might need. Click here.

Mail room

The mail room is located in the Center for Communication & Creative Media building (lower level next to Campus Store) {375 Maple Street, Burlington, VT 05401}

Hours: 8:30am-5:00pm for mailing services/parcel pickups.

The mailroom can provide Champlain letterhead and envelopes (charged to your department). You can't buy postage stamps, but you can have mail metered using your ID card loaded with CC Cash. You can also drop off pre-stamped mail at any time.

Courier Daily Pickup Times:

  • US Mail - 3:30pm
  • FedEx Express - 3:30PM
  • FedEx Ground - 11:30am
  • UPS - 4:00pm

Contact them at: mailroom@champlain.edu or 802-860-2700 ext. 2385

For more information about how inter-campus mail works, and pickup times for your office, please ask your supervisor or teammates.

Shuttles

Champlain operates a continuous shuttle service between the main campus and the Lakeside Campus (also called the Miller Center). For information on shuttle schedules and stops, visit the Shuttle webpage. A real-time shuttle locator map can be found here. You can also download an app for your iPhone, iPad or Android phone called My Champlain, which includes a lot of features, including the shuttle locator map.

Food and Beverages

The main dining hall in the IDX Student Life Center is open for breakfast, lunch and dinner. Free coffee and tea are available for staff and faculty until 10 a.m. Please bring your own mug.

Fitness Center

Located in the IDX Student Life Center, the Fitness Center offers cardio equipment, Cybex weights and free weights. Group fitness classes are also offered for yoga, kickboxing, Pilates and Zumba. There is a separate locker room for faculty and staff, accessible using your Champlain ID card. Click here for more information. There is also fitness equipment available on the first floor of Lakeside for employee use only.

Campus Facilities/Physical Plant

The Physical Plant staff provides and oversees cleaning, carpentry, mail delivery, the switchboard, painting, locksmithing, HVAC, groundskeeping/landscaping and snow removal. Send requests for repairs and other services through SchoolDude, a web-based ticketing system accessible from your computer's "Start" button or here. Contact Karen Dusini at: kwdusini@champlain.edu if you need assistance.

Champ Support/Help Desk

Champlain College Support services is the single access point for information related to your computer or AV needs. Champ Support comprises the Media Services department and the Computer Help Desk. The Help Desk supports all technology used on campus, including email, Internet, printers and telephones. Call 860-2710, or visit the Champ Support webpage. You can also log an issue simply by sending an email to champsupport@champlain.edu.

Library

The Champlain library's resources include print books and periodicals, electronic books, microfilm, videotapes and access to an extensive collection of full-text electronic journals. Champlain also has a reciprocal borrowing agreement with the University of Vermont and Saint Michael's College. For more information, visit the library webpage.

Sustain Champlain

This campus-wide initiative infuses sustainability concepts and practices throughout Champlain College by coordinating and promoting best practices. For more information about the initiatives—including recycling and composting information on campus—visit the Sustain Champlain webpage.

Conference and Event Center

The center manages all room reservations for the campus. To reserve a room, request catering, or reserve media equipment, go to the College's Virtual EMS (Event Management System). You can also visit the Conference and Event Center webpage or email eventcenter@champlain.edu.

Finance Department

The Finance Department handles all invoices and requisitions. You can also get a Purchase Card, which allows you to make purchases for the College. For information on our Finance policies, access forms, etc. please visit the Finance Office webpage. W.B. Mason is the College's preferred supplies vendor. Work-related purchases at the bookstore can be charged to departmental budgets.

Financial Aid and Federal Work-Study

Federal work-study is a type of financial aid awarded to students who have documented financial need and meet certain eligibility requirements. The program provides part-time jobs allowing students who qualify to earn money to help pay educational expenses. If you would like to hire a work-study student:

  • Verify with your Dean or Manager that you have a budget for hiring work-study students
  • Contact workstudy@champlain.edu for more information or to be set up in the system

The full process is covered in training where you will learn to use the College's hiring and time-entry system, Workday. For more information, and to view the Work-Study Handbook, click here.

Employee Discounts

  • Apple products: Champlain College offers students, faculty and staff discounts on Apple products. For more information, visit Champlain College's Apple store.
  • Cell phone service: Staff and faculty receive discounts on monthly cell service through AT&T and Verizon. Visit the Employee Perks webpage for more information.
  • Local businesses: Staff and faculty receive discounts at a variety of local businesses. Visit the Employee Perks webpage for more information.
  • Wellbeing: The College provides several avenues for faculty and staff to focus on their individual wellbeing. These include free use of the gym and class participation in the IDX gym on campus, as well as reduced costs for their participation in on-campus wellness initiatives such as Body Resolution, Weight Watchers, and Stress Management classes. Full-time faculty and staff also have the option to obtain a reduced membership at the Edge. Full-time faculty and staff have access to a $300 wellbeing account to use on structured fitness activities.

People Center

For People Center-related information, as well as Benefits information, visit the People Center webpage.

Marketing Resources

Our Marketing Office has a wide variety of resources—check out their webpage. You can find logos, presentation templates, the design manual and much more. You can also check out their Writing Style Guide.

News & Events

To keep up with all the news and events happening at Champlain, please check out the following webpages:

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III. College Systems and Technologies

  • Canvas: a web-based learning management system used for all online and face-to-face courses at Champlain, as well as professional development courses for staff.

  • Digital Signature (formerly Champlain Compass): our Digital Signature System at Champlain is an easy-to-use and effective tool to communicate across campus. You can reach the audience or audiences you want to see your messages, and share your information campus-wide, or just in specific locations. You can even designate what time of day you would like your message to run. 

    • To submit an ad for display on the Digital Signature System, do the following:
      • Review the submission guidelines.
      • Fill out this form to submit.
      • Attach an image file or files with your message (not to exceed 10MB).
  • Ellucian's (formerly Datatel) Colleague: This is currently the College's main database system and is used by almost all offices across campus.
  • EMS (Event Management System): This is the system used to reserve rooms, submit catering, and media/av requests. It can be accessed here (login required).
  • Entrinsik Informer: A web-based report-writing system used by various business units to create reports from data contained in the Colleague database.
  • JobSpot: The system used by our Career Collaborative team to post jobs, internships, etc. This is the system where student positions available in our various offices are posted.

  • Maxient (Online Incident Reporting and Student Help/Resource Exchange): This is the system used to report items concerning students. The Office of Community Standards at Champlain College is charged with upholding the Student Code of Conduct, which identifies behavioral expectation for all students on and off campus. If you have knowledge of a Champlain student violating the Student Code of Conduct, you are encouraged to notify our office of the incident by submitting an online incident report. Faculty, Staff, students, and others may refer a student who may be struggling with academic, personal, or emotional difficulties, or who may be exhibiting concerning behavior by submitting a Student Help and Resource Exchange referral form
  • My.Champlain.edu Faculty/Staff Portal Page: This is the main page for accessing many college systems, including Workday, WebAdvisor, Colleague, and Canvas.
  • SalesForce: This a CRM (Customer Relations Management) system used by some offices here at Champlain College.
  • SchoolDude: Send requests for repairs and other services through our web-based ticketing system, which is accessible from your computer's "Start" button, or here.
  • ServiceDesk: This is the system used by ChampSupport to submit requests for your computer or AV needs. You can access the system directly here (login required) or your can simply email your request to champsupport@champlain.edu.
  • Shuttle Bus Locator: A real-time shuttle locator map can be found here. You can also download an app for your iPhone, iPad, or Android phone called My Champlain, which includes a lot of features including the shuttle locator map.
  • WebAdvisor: An extension of Colleague, WebAdvisor provides students, faculty and staff access to College databases.
  • Workday: The College's human capital management technology solution. Many People Center-related functions are handled in Workday, including payroll processing. Employees and managers have self-service functionality, increased access, and user-friendly tools.

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IV. Accidents, Emergencies and Campus Closures

Work-related accidents or injuries

If you're injured at work, visit the People Center Worker's Compensation webpage. You'll find information about the College's walk-in clinic for non-emergency, work-related injuries, how to report an injury, and how to file a Workers' Compensation claim. Please contact the People Center at peoplecenter@champlain.edu with any questions.

Emergencies

  • Campus Public Safety: Durick Hall, 865-6465
  • Emergency Preparedness
  • Campus Alert System: Champlain College has partnered with Rave Mobile Safety to provide an emergency alert system capable of delivering messages to your Champlain College and personal email addresses, as well as your landline and cell phone. Rave Mobile Safety is replacing MIR3, which is no longer in use at Champlain College. Sign up to receive alerts by email or telephone on the Staff Portal webpage or here.
  • Campus Closure Protocol: If the campus closes because of weather, a power outage or another reason, the campus Public Safety department will issue a campus alert to registered users (see above to register), and email notices will be broadcast to all campus affiliates. Affiliates will be notified by 6:30 am that the College will be closed or open late and directed to the website for further information. The Champlain College campus Webpage will post school closing information here.

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V. Getting Involved

Staff Council

The purpose of the Champlain College Staff Council is to advocate for the best interests of staff members; foster an environment of respect and fairness; and help build a sense of community by facilitating effective communication among staff, administration, faculty and students. This organization will provide representation in the larger College community, organize networking among staff members, and provide input to the process of planning professional development opportunities.

There are three standing committees of the Staff Council: Staff Welfare & Advocacy, Networking & Recreation, and Communications & Engagement. New members are always welcome. For more information, visit the Staff Council web page.

Other Campus Committees

There are many other campus-wide committees that are active on campus, including Faculty Senate, College Council, Sustain Champlain, Diversity and Inclusion, Conduct Review Board, and the Wellbeing Team.

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VI. About Champlain College

Brief History: Champlain College was established in 1878 as the Burlington Business School. In 1958, the College moved to the Hill Section of Burlington and changed its name to Champlain College. We encourage you to review the following pages:

  • About Champlain
  • Quick Facts & History: You will find a more detailed history of Champlain College and a Timeline as well as information about our accreditation and other useful institutional information.
  • Our Strengths
  • Vision: Here you will find our Mission, 2020 Strategic Plan, our Master Plan, as well as information on our College Competencies, Sustainability, and the Futures Initiative.
  • Diversity & Inclusion
  • Leadership: Here you will find information on the President's Office, the Provost's Office, a list (with bios) of our Board of Trustees, and much more.

Organizational Structure: Organizational charts can be viewed in Workday. To find out how to view, go here. Note: You will need to be logged in the Faculty & Staff page to view.
Class Schedules: To view offered classes, log into the Staff Portal webpage, click on WebAdvisor > Employees > Search for Sections (under Academic Resources) and then select term (semester) and subject from the appropriate drop-down menu.

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VII. Frequently-Used Acronyms and References

Departments and Divisions

  • BUS/SSB = Stiller School of Business
  • CCM = Division of Communication & Creative Media
  • Core = Core Division
  • CPS = Division of Continuing & Professional Studies or Campus Public Safety
  • EHS = Division of Education & Human Studies
  • ITS = Division of Information Technology & Sciences
  • LEAD = Life Experience & Action Dimension (now part of Career Collaborative)
  • ODI = Office of Diversity & Inclusion
  • OIE = Office of International Education

Buildings and Places

  • AUD = Alumni Auditorium
  • EMC = Emergent Media Center (at the Lakeside campus)
  • ESC = Enrollment Service Center (at Perry Hall)
  • GBTC/Ireland = S.D. Ireland Global Business & Technology Center, home to the Stiller School of Business
  • LCDI = Leahy Center for Digital Investigation
  • MCLC = Miller Center at Lakeside
  • MIC = Miller Information Commons (Library)
  • SLC or IDX = IDX Student Life Center
  • Vista Room = in the Miller Information Commons
  • Tower Room = in the IDX Dining Hall

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