DGE Employee Manual

Section 1: Introduction and Purpose

This manual defines division-wide expectations, community standards, and guidelines for all DGE employees. It complements — but does not duplicate — university policies, officer of administration employee policies, and classified staff collective bargaining agreements. 

Section 2: DGE Mission, Values, Operating Principles, and Community Standards

Mission Statement

The Division of Global Engagement (DGE) integrates and advances UO’s many projects of internationalization in support of students, faculty, the campus community, and the UO Academic Plan. We do so because we believe global engagement is foundational to academic excellence; vital to our students’ educational development, personal growth, and professional competitiveness; essential for faculty development and research excellence; and integral to the university’s social mission as a premier public residential research university. 

DGE supports, integrates and advances UO internationalization by:

• Increasing student participation in study abroad;
• Making study abroad more affordable and more tightly integrated into the student curriculum and degree programs;
• Welcoming international students and ensuring their academic and cross-cultural success;
• Translating a growing international population into learning opportunities, diversification, and cross-cultural engagements for the whole campus;
• Establishing international partnerships that support faculty research and enhance the reputation of the UO as a premier public research university;
• Building a UO global brand, centered on the social mission of a public research university to apply knowledge in the service of human well-being on many scales.

Shared Values

In our work together in the Division of Global Engagement, the following values guide our work.

• Respect
• Integrity
• Appreciation
• Kindness
• Empowerment 

Operational Guiding Principles

• Ground operations in professional expertise, competencies and standards of international education and global engagement best practices
• Build an organization that’s prepared for uncertainty re international environment, pandemic, travel in years ahead
• Multi-function skill sets, flexibility, agility, and high levels of cross- training, collaboration and work across boundaries.
• Ability to quickly shift and apply skills and creativity to new opportunities as they arise
• Path-to-goal approach - see goal, have autonomy to devise path, ask for help along way (rather than detailed-procedure-manual approach)6. Ensure open and regular communication (among staff, with managers) to efficiently problem solve7. Live within our very limited university resources, and build external revenues​

Community Standards

DGE is committed to creating a welcoming, inclusive environment for international students, scholars and partners, and expects staff to practice cross-cultural humility, anti-bias practices, and global citizenship in their daily work. DGE is in alignment with UO's Community Standards Affirmation: respect for others, inclusion, academic integrity, freedom of thought and expression. 

The Distinctive Learning Process at the Core of Internationalization

The division fosters a special kind of learning, in which cross-cultural engagement produces a process of “de-centering.” This process involves deep exposure to another worldview and system of meaning, revealing both the distinctiveness and the particularity of our own values, framing assumptions, and heritage.   

International engagement as de-centering pushes us to live, speak, eat, think, cry, laugh, through and in someone else’s language, culture, values and worldview, even for a brief time.  We learn not just to tolerate, but to respect, not just to recognize difference, but to feel it empathetically and personally.  Embracing “the Other,” we come back home and see our own culture as exotically new (the way an international student at UO might see US culture). This is the essence of de-centering, a vital form of cultural yoga for anyone to work effectively in a multi-cultural setting or to thrive in the multipolar globalization of the 21st century.

The process of de-centering is at the heart of the mission of DGE.

Add to it the benefits of learning a second (or third, or more) language and gaining real living and work experience outside one’s home country, and we produce results that increase the value of a UO degree, improve the quality of the campus experience, strengthen our faculty, and increase our students’ employability.  

Benefits of Internationalization

We foster a global engagement that:

• Prepares students for a globalized workforce that rewards command of multiple languages and demands cross-cultural savvy and global awareness.
• Makes our campus a more multi-lingual, diverse, tolerant and inclusive community.
• Enables US students to have an international experience right here in Eugene by interacting meaningfully with a growing international student population.
• Encourages and supports faculty engagement with top global partners, ensuring that as higher education leadership emerges outside the US, we remain a top public research university.
• Stimulates and rewards curiosity, instilling a lifelong passion for discovery at the heart of a liberal education.
• Teaches two vital 21st century global citizenship skills: a) the world and its challenges are complex, but I can manage them because I can know them one international friendship, neighborhood, and community at a time; and b) multiplicity of cultures, religions, or ideologies is not a threat, but an asset in a world that requires a diversity of perspectives to address knotty challenges.
• Supports our social mission as a public research university, in which we fundraise and direct resources to ensure that the benefits of global engagement are not limited to a few well-to-do students but are fully available to students of color, students from families of modest means, and students who are first generation in college.
• Maintains high academic standards by ensuring that the quality and rigor of credits earned overseas equals or exceeds the quality and rigor of those offered on the home campus, and includes hands-on, experiential learning opportunities.
• Fits within the curriculum and degree requirements of every student, especially those whose majors leave little room for electives or flexibility (such as in the sciences and many professional schools).

Section 3: Organizational Structure

DGE houses four main units: Central Administration, Global Education Oregon (GEO), International Student & Scholar Services (ISSS), and Global Studies Institute (GSI).  All four units share the same office space and culture, and collaborate across units (e.g., GEO and ISSS working together on inbound and outbound exchange programs; GSI supporting faculty who lead GEO programs).

Below is a summary of each unit and organizational charts for each unit. 

The Division of Global Engagement reports to the Provost Office under the senior vice provost for academic operations.

Section 4: All-Staff Meetings and Retreats

All Staff Meetings

DGE all staff meet twice per term (fall, winter and spring) during weeks 4 and 8 for division-wide information sharing, strategic discussions, community building, and cross-unit collaboration. We typically do not schedule an all staff meeting during summer term, unless there are important updates or information to share. 

Attendance is expected; if unable to attend, notify supervisor in advance. The week 4 meeting is typically held in the DGE office and the week 8 meeting is held outside the office and includes a buffet lunch. 

Meeting agendas and notes are posted on the All-Staff SharePoint site. 

All Staff Retreat

DGE all staff meet annually for a one-day retreat during fall term for division-wide strategic planning and team building.

Section 5: Shared Resource Sites 

Sharepoint

DGE All Staff Sharepoint site is a one-stop resource library of shared documents, important links and resources, and agenda for all staff. Please bookmark and 'follow' this site for easy reference and regular updates. New content is announced via email or Teams and is added to All-Staff calendar invite.

DGE Managers & Directors Sharepoint site is for managers, directors and supervisors and includes resources and agendas specific to these roles. 

Smartsheet

DGE Smartsheet Links and Forms

Smartsheet resources

Section 6: Conference Rooms

DGE has two internal conference rooms which can be reserved by anyone for internal and external meetings: South Conference Room and North Conference Room. 

How to reserve a conference room

• Add the South and North Conferences rooms to your Outlook shared calendar
• When scheduling a meeting, add the south or north conference room as the 'location' for the meeting. You will receive an email confirming the room reservation or, if there is a conflict, you will receive notification that the room reservation is denied. The front desk can assist with any room reservation conflicts or issues.
• Each day, the front desk posts a schedule of room reservations for each conference room. 

Community space standards

• Schedule room in advance
• When there is a scheduling conflict, negotiate room changes as-needed with pleasant, professional courtesy, in consultation with your supervisor, if needed
• Scheduled use supersedes unscheduled use
• Useable as work space when not scheduled (please note: not all room reservations make it to the print calendar so double check with the front desk before using)
• DGE divisional meetings take priority; external-facing meetings with partners may be prioritized for specific rooms
• Food and drink are permitted with cleanup; no strong-smelling foods in shared spaces
• Set up and clean up after yourself (wipe whiteboard, push in chairs, remove food, reset technology)

Technology 

Instructions for using the projector, video conferencing equipment (OWL) and Teams/Zoom setup are provided in each room. If you have any difficulties with technology, contact Brandon Greene (Office Manager) or Ivy Ozbun-Welch (Front Desk) for assistance. 

Other Conference Rooms

Oregon Hall, 4th Floor: the 4th floor conference room can be reserved by contacting SSEM at xxxx

EMU: rooms in the EMU can be reserved by contacting UO Scheduling. There is a charge to reserve EMU rooms. DGE units are responsible for covering this cost so please talk to your supervisor before reserving the EMU. 

Classrooms: classrooms across campus can be reserved by contacting UO Scheduling. In general, there is no charge to reserve classrooms, but there may be charge for tech assistance.

Section 7: Leave Requests for Vacation and Remote Work

• Discuss your vacation, leave or remote work plans with your supervisor with as much advance notice as practical (e.g., 2 weeks for planned absences of 3+ days])
• Complete the DGE Leave Request
• Update your Outlook calendar with out-of-office blocks and set auto-reply for email
• If unexpectedly out for illness, or other unplanned leave, notify your supervisor, notify the front desk, update your calendar, or make other appropriate arrangements.
• Coordinate with your team to ensure coverage, especially during peak periods (e.g., international student orientation, study abroad application deadlines, start of academic terms)

Section 8: Outlook Calendar Etiquette

• Keep your Outlook calendar up to date; block focus time, out-of-office periods, and personal appointments as "busy" or "out of office"
• Work with your supervisor about who needs to see the details of your calendar entries
• Share calendar view with “Intl Office Front Desk 2”, “Erin Cling” and “Ivy Ozbun-Welch"

Section 9: Remote and Flexible Work

UO Flex Work Policy– requires submission of form for approval by supervisor, unit head, DGE leadership and HR.  Generally applies when employee requests and unit work needs can accommodate these types of adjustments (see link for definitions). In DGE this is most common when unit work permits employee to schedule a regular day for remote work.

• Flex Schedule/Flex Time
• Compressed Work Week
• Remote Work (Telecommuting)
• Reduced Work Week (Part-time)/ Reduced Work Year
• Job Sharing

See UO HR Website for more information

• Remote Work Guide (HR)
• FAQ: Flexible Work Policy 

Section 10: Office Requests

All office requests should be discussed with your supervisor and then submitted using the Office Manager Service Request. Use this form to request office/workspace assistance related to IT, office equipment/furniture, keys, hanging art, problems, etc.

Computers, monitors, peripherals, and phones are provided by DGE. Submit requests using the Office Manager Service Request. The standard UO replacement cycle is every 5 years. Equipment requests outside the standard cycle require supervisor and Finance Director approval.

Ergonomic assessments can be arranged through UO Environmental Health and Safety.

For shared equipment, i.e. copiers and printers, please report malfunctions to the Office Manager.

Kitchen community standards

The shared kitchen space is everyone's responsibility to keep clean and organized.

• Wash, dry and put away your own dishes/utensils
• Wipe down sink and counters after use
• Keep track of your own food in the refrigerator and throw away any unwanted food prior to each weekend

Section 11: Finance + Travel

Finance Request: This is how you will make any request to the Finance Team (reimbursements, paying invoices, etc.).  The info here can be accessed by the entire Team, so others will be able to jump in and help when people are out on vacation, etc.

P-Card Log: After you use a DGE credit card, please complete this form to indicate where the expense should be charged and upload the receipt(s).

US Bank OneCard Request (UO travel credit card for employees): Use this to apply for a UO One Card - to be used for travel.  This can be for DGE employees as well as UO faculty leading study abroad programs.  Scroll down to the bottom of the page to find the link "One Card Application."

Section 12: Communications

DGE Letterhead & Logos

Communications Request: Use to make a request to the Comms team

Newsletter Submissions: Share any news or announcements in the upcoming monthly DGE newsletter.

Staff Shoutouts: Shoutout your coworkers in the upcoming monthly DGE newsletter!

Professional Development Updates: We encourage all employees to complete this form after doing a PD activity so others are aware of options, trainings, etc.

Study + Intern Abroad Testimonials: Send this link to students who send photos, stories, etc.

Study + Intern Abroad Blog Posts: Send this link to students who want to write a blog post to be posted on GEO's website.

Faculty + Staff Testimonials: This is for faculty or staff to submit stories of DGE activities to keep as a resource for future use. It can be sent to faculty members who have led or are currently leading programs. You may also fill out this form if students or faculty have sent you photos/videos. We will use this content to promote programs on email, social media, AtO, and the website.

Event Calendar Submission: Related to the Master Calendar above, which is for internal purposes, it is highly recommended that you submit your event to the UO Event calendar as well!  (Note: Please make sure to include DGE and GEO/GSI/ISSS in the "Department" category of the Filters section so the event appears on the DGE homepage)

Section 13: Senior Position Pathway Process

Senior Position Pathway Process

Section 14: Professional Development

• DGE's commitment: DGE encourages all staff to pursue professional development that enhances their effectiveness and career growth[7]
• Available UO resources:
  • MyTrack Learning: University-wide training catalog, mandatory trainings, and development plans[7]
  • LinkedIn Learning: Self-paced courses on a wide range of topics; log in with DuckID[7]
  • Academic Impressions: Higher education–specific professional development; log in with DuckID[7]
  • UO Peer Coaching Program: A structured peer support program[9]
  • Professional Development Opportunity Fund: University financial assistance for development activities beyond departmental budgets[7]
  • SEIU Training and Professional Development (for represented employees): Contractual PD rights and funding[8]
• DGE and field-specific development:
  • NAFSA: Association of International Educators — conferences, webinars, Academy for International Education, International Education Professional Certificate[21][22]
  • Other field conferences and organizations relevant to international education
  • Language study support, intercultural competency training
• How to request PD:
  • Discuss with supervisor; align request to role and unit goals
  • Submit a PD request through [DGE-specific process or template — to be determined]
  • PD activities are documented in MyTrack development plans

Section 15: Quarterly and Annual Evaluations

• UO framework: Performance evaluations follow UO HR's performance management guidelines and applicable collective bargaining agreements[10]
• DGE practice:
  • Quarterly check-ins: Supervisors hold structured conversations (at minimum) each quarter to discuss progress on goals, provide feedback, address challenges, and adjust priorities. These are informal but documented.
  • Annual formal evaluation: Comprehensive performance review aligned with the UO evaluation cycle. Includes self-assessment, supervisor assessment, goal-setting for the coming year, and professional development planning.[10]
  • Performance Improvement Plans (PIPs): If performance concerns arise, supervisors follow UO HR's PIP process with support from Employee and Labor Relations[23]
• Expectations for both parties:
  • Supervisors: Provide timely, constructive, and specific feedback throughout the year — not only at formal reviews
  • Employees: Actively participate, complete self-assessments, and communicate challenges early

Section 16: Student Workers

• Scope: Applies to all student employees (undergraduate and graduate) working in DGE units
• Hiring and onboarding: Follow UO student employment policies; coordinate with HR. Provide student workers with a simplified version of relevant sections of this manual (community standards, communication norms, workspace expectations, confidentiality).
• Supervision expectations: Each student worker has a designated supervisor who provides training, regular check-ins, and feedback
• Professional standards:
  • Confidentiality: Student workers may have access to sensitive data (immigration records, student information). FERPA and SEVIS confidentiality requirements apply.[12]
  • Cross-cultural sensitivity: Same expectations as all DGE staff
  • Professionalism: Punctuality, responsiveness, appropriate workplace behavior
• Scheduling: The class-first principle applies — academic commitments take priority. Work schedules are set collaboratively between the supervisor and student worker at the start of each term.
• Compensation: Per UO student employment rates and policies

Limitations: Student workers should not be assigned tasks that require DSO/ARO authorization or other regulatory authority reserved for professional staff

Section 17: Key Acronyms and Glossary