News Briefs

Return to Issue of Oct. 19, 2009

Flu Shot Clinic Updates: Clinic Added for Kent; Trumbull and Stark Offer Shots This Week

A seasonal flu shot clinic for Kent State faculty and staff has been scheduled for Tuesday, Oct. 20. It will take place from 9 a.m. to 3p.m. in the Kent Student Center in Room 206.

At the regional campuses, there will be two seasonal flu clinics for employees this week:

  • Oct. 19 – Trumbull Campus – 9 a.m. to 12 p.m.
  • Oct. 22 – Stark Campus – 9 a.m. to 1 p.m.
To register for a flu shot clinic, visit The clinics are open to faculty and staff and their adult dependents age 18 or older. For employees and their adult dependents covered by one of Kent State’s medical providers, Anthem or Medical Mutual, the cost of the flu shot is covered in full. For all others, the cost is $20 per vaccination,payable by cash or check.

You also may contact your primary care physician or visit your local retail pharmacy to receive a seasonal flu shot. A list of pharmacies that offer seasonal flu shots is available at

For more information and updates about seasonal and H1N1 flu, visit

Centennial Squirrel Parade a Big Hit with Homecoming Crowd

Meet the Centennial squirrel winners.

On Saturday, Oct. 10, the local community celebrated Homecoming with the Kent State community.   The fun and high spirits were enhanced by a record crowd at Tailgate Alley.  One of the must-see tents in the alley was occupied by the participants in the  Centennial Squirrel decorating contest.  

Homecoming celebrants had the opportunity to vote fort heir favorite squirrel in six different categories. There were 34embellished squirrel entries in two sizes, each decorated uniquely.
Contest entrants included enterprising businesses and organizations from the city of Kent, Kent State University departments and schools and student groups, as well as individuals from both the community and campus. Each entrant did their best to outdo one another with paint, glue, paper,beads, jewels and various other art and clothing materials.  Entries displayed unique creativity ranging from a Michael Jackson look-alike to a fearsome dinosaur (with a University of Akron “Roo” in his teeth)to a jogger on a handmade treadmill! 
First and second places were awarded in each of the six categories.  All winners were chosen by popular vote, with the Best of Show ribbon being bestowed on the entry receiving the most votes.
The winners are:

8” Squirrel
Departments and  Schools Category 1st place: Research, Planning and  Institutional
Effectiveness “The Number Cruncher”

2nd place: Liquid Crystal Institute
Student Groups Category 1st place: School of Library and Information
Science Student Groups
“TheTree of Knowledge”

2nd place: May 4th Task Force
“KSU 1910-2010; May 4,1970-2010”
Individuals Category 1st place: Elaine Lumley  “Squirrely Librarian”

2nd place: Mary Kenneley
“The Black Squirrel Proclamation”

30” Squirrel
Student Groups Category 1st place: Students of the School of Music
“Maestro Hugh A. Squirrel and the
Top Tail Ensemble”

2nd place:
Sigma Sigma Sigma Sorority
“Violet Pearl, Tri Sigma’s Black Squirrel”
Businesses & Organizations Category 1st place: Black Squirrel Gallery
“Squirrelasaurus Rex”

2nd place: Ray’s Place  “The King” of Nuts
Departments & Schools Category 1st place: WKSU-FM  “Will Play for Nuts”

2nd place: Career Services by Nancy Young
“Experience Kent State”

The Best of Show honor went to the students of the Hugh A. Glaser School of Music for their multi-squirrel entry, “Maestro Hugh A. Squirrel and the Top Tail Ensemble”
All of the winning entries are currently on display at McKay Bricker Gallery and Framing on Main St. in Kent, where they will remain until Halloween.  If youhaven’t had a chance yet to see these marvels of creativity, be sure to stop in for a close look!

Legal Brief:  Frequently Asked Questions About E-mail Retention

“Legal Briefs” appears in e-Inside monthly to keep faculty and staff informed of legal issues and their implications. Content is provided by the Office of the University Counsel, whose mission is to ensure high-quality legal services to Kent State University in a timely,cost-effective manner, to reduce litigation and to ensure legal compliance. An archive of Legal Briefs from past years is available online.

E-mails have become a very common form of communication in the workplace. As employees of a state university, faculty and staff at Kent State are required to save certain types of e-mail. How do you know when it’s OK to hit the “delete” button or when you need to save an e-mail correspondence?  The office of University Counsel has put together some frequently asked questions on this topic (see below). If you are still unsure of when to keep or delete an email, contact University Counsel at 330-672-2982 or

Frequently Asked Questions:

Why should I worry about the retention of my e-mail?
E-mail is a record and according to Ohio Rev. Code §149.43, a public entity such as Kent State University has a duty to retain all public records for inspection.

What is a public record?
A record is defined as:

  • Any document, device, or item, regardless of physical form or characteristic;
  • That has been created or received in the course of university business; and
  • Which serves to document the organization, functions, policies, decisions, procedures, operations or other activities.

In other words, an e-mail is no different than any other paper recordcreated during the course of a day and must follow the same retention schedule as other forms of public record; there is no separate retention schedule for e-mail.

Who determines if the e-mail meets these requirements?
Each individual is responsible for making this determination. A good resource is the university’s record retention schedule, which assists faculty and staff in managing the university records for which they are responsible. The retention schedule was recently updated and includes examples of records that must be kept.  

What e-mails will have the shortest retention period?
E-mails that contain information that has very short-lived value, or “transient records,” may be disposed of once it no longer is needed (usually a few hours or days). Transient records include:

  • Preliminary drafts (when superseded by a final version, the draft can be discarded)
  • Memoranda pertaining to scheduling an event (getting everyone’s schedules together)
  • User copies (not original documents)
  • Routing slips

What are some examples of e-mails that are non-records and can be deleted?
Emails received throughout the course of the day that do not document the university and its functions may be disposed of immediately. These include:

  • Personal correspondence (discussions about non-university issues)
  • Non-university publications
  • Listserv material
  • Junk mail/spam
  • Catalogs or commercial ads
  • Journals, books or other library materials
  • Attachments that contain documents that were not created by the university, and/or for a university purpose

E-Inside Photo Contest Yields First Sharp-Eyed Winner

The full-size image of the contest mystery photo.

Congratulations to Jim Maxwell, public relations coordinator for the Liquid Crystal Institute, who correctly identified the e-Inside photo contest’s mystery image as the signage from Murphy-Mellis Field, behind Dix Stadium on the Kent Campus.

Maxwell wins a Kent State portfolio for exercising his keen powers of observation.

Each month in e-Inside, a close-up view of a prominent feature from one of the Kent State University campuses will appear in the first issue of that month. If you can identify the feature and where it is located, e-mail with specifics. The winner will be the first correct answer by time on the e-mail message.  The prize will be announced along with each winner.
The next image will appear in the Nov. 2 issue. Good luck!

New and Familiar Faces Wanted for E-Inside

Do you have a new or familiar face questionnaire languishing in your e-mail?

E-Inside needs your information for one of our most widely read features! If you have a survey waiting for your attention, please complete it and follow he instructions for e-mailing it back as soon as you can. In addition,you will need to schedule your headshot at University Communications and Marketing to complete your file.

Don’t delay! Spots are filling up fast for the remainder of this semester.

The new and familiar forms are sent to eligible candidates from a list generated by human resources, so if you are not sure if you should be approached for this feature, contact your department’s human resources representative, or e-mail Ashley Potopovich at

Flash Communications Shows Kent State Spirit, Wins First Place

Flash Communication students won the contest with their entry.

Flash Communications, the student public relations agency within the University Communications and Marketing department, took home first prize in the Alumni Association’s Homecoming Office Decorating Contest.Second place went to Enterprise Support and Application Services in the Lincoln Building.

This year’s theme was, “A Century of Celebration,” and participants were judged on creativity, use of theme,use of physical space, visual appearance and appeal, and incorporation of staff.

LeAnn Starlin-Galea, assistant director of student and recent graduate programs, Alumni Relations, said this was the first time the Alumni Association offered the contest to the university. 

“We were looking to get more people involved in Homecoming and allow themto show their spirit on campus,” Starlin-Galea says. “Next year, we’re looking to expand the contest to businesses and hope to get alumni involved.”

Flash Communications students each represented KentState through the decades by dressing in clothes from that era and decorating their space with Kent State colors and photos that best represented that period. A large black squirrel statue and screen captures on their computers also added to their display.

Enterprise Support and Application Services staff decorated its entire building and had a PowerPoint presentation, which contained historical facts andnews about famous alumni, continuously playing on the building’s flat screen TVs.

A group of student judges from the Alumni Association, along with Flash the mascot, judged the entries Oct. 9.

The winners will receive an inscribed traveling plaque that they will hold until next September.

For more news about this year’s Homecoming, visit the event Web site.

Civic Engagement Grants Available

The Office of Experiential Education and Civic Engagement is now accepting proposals for the Faculty Civic Engagement Research Grant.

The grant is funded by the Office of the Provost and is designed to provide faculty the opportunity to address social issues through the development of a course in service-learning and civic engagement. A total of $30,000 in funding will serve to increase research incentives among faculty who have existing service-learning projects as well as new faculty who have an interest in civic engagement.  Special consideration will be given to those projects that explore links between the faculty’s line of inquiry and a critical social issue addressed by the community organization being served.

Five applicants will be awarded $6,000 each to conduct a service-learning-based course for a year.  The service learning course must include a research component.   

Proposals should include a title page, a 150-word abstract, a proposal narrative, which should not exceed three double-spaced pages, and a description of the service-learning course among other criteria.

All Kent State University faculty members who have an interest in helping meet theneeds of local community organizations through service and research are encouraged to apply. 
Applicants for the Faculty Civic Engagement Research Grant will be evaluated on three criteria: the service-learning quality, the community collaboration elements and community-based research.

The deadline for grant proposals is Nov.16.  Award letters will be disbursed on Dec. 15.  Assistance with proposal development is available through the Office of Experiential Education and Civic Engagement.

E-mail full grant proposals as well as questions and comments to Dr. Tina L. Kandakai, coordinator,Office of Experiential Education and Civic Engagement, at or To reach Kandakai by phone, call 330-672-8525 or 330-672-8723.

Kent State University Chapter of American Association of University Women Being Revived

Heather Adams

A group is working to re-establish the Kent State University branch of the American Association of University Women (AAUW). You are invited to attend a meeting to further this discussion on Tuesday, Oct. 20, from 3to 4 p.m. in the Women’s Resource Center on the Kent Campus.  

The AAUW Educational Foundation is one of the world's largest sources of funding for graduate women; the Educational Foundation provided $4.5million in funding for more than 250 fellowships, grants and special awards to outstanding women in the 2008-09 academic year.

Nationwide, AAUW has 100,000 members, 1,000 branches and more than 500 college and university partner members. AAUW uses its powerful voice to advocate on behalf of critical issues affecting women and girls.
Based in Washington, D.C., AAUW provides a voice for women and girls on vital education, social, economic and political  issues including civil rights, affirmative action, reproductive choice, sex discrimination,Title IX, health care and hate crimes.
AAUW membership consists of individual and college/university members. Individuals whohold an associate's or equivalent, bachelors, or higher degree from a regionally accredited college or university can join AAUW as an individual (member-at-large) member or as a member of one of AAUW's1,000 branches.
At $49 a year for national members and $17 for undergraduate student affiliates, AAUW is an affordable way to strengthen a resume and have an inside track on financial and legal assistance that may be available. Making dues at the local level both affordable for members and supportive of local programs is a goal of the new Kent State University AAUW group.

Visit the AAUW Web site for more information about the national organization or contact Heather Adams at

Recognition Feature Needs Achievements to Feature

Did you know that faculty and staff professional publications and activities are featured each week in e-Inside?

E-Inside features one professional accomplishment and one publication every week. Submissions should include all the relevant information about a professional event, such as title, location and date, and publications should include all citation information.

Go to the “Recognition” link on the lower right side of the e-Inside Web page to see this week’s highlights.

You can submit your professional accomplishment by e-mailing the details to, or Fill out our online form.

Human Resources Question of the Week: What is the holiday schedule for December 2009?

Kent State once again will implement a holiday schedule for the last two weeks of December. The holiday schedule will run from Dec. 24, 2009 through Jan. 1, 2010. During that time all nonessential operations will be closed at all Kent State campuses.  Classified and unclassified employees will receive paid leave for Dec. 28, 29, 30 and 31. The paid leave is in addition to the paid holidays of Dec. 24, 25 and Jan. 1.

The holiday schedule applies to eligible classified and unclassified employees. It does not apply to faculty, whether they are on a nine- or 12-month contract.

More information, including the status of departments, how to record leave and pay guidelines will be available in early December.

View the HR Question of the Week archive.

Return to Issue of Oct. 19, 2009

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