Logistical Support

Training

All Fellows have a training overview at the beginning of the term when they start.

Working with Minors. If you indicated that you will be working with minors, the training module, “Protecting Children: Identifying and Reporting Sexual Misconduct”, will be assigned to you in Workday Learning. You can also access and complete the training by searching for it directly in the Workday Learning App. You only need to complete this course once during your time at Carleton.

Vulnerable Adults Training. This course is provided by the Minnesota Department of Human Services that takes about an hour to complete. It covers the relevant laws and some example scenarios, and there’s a quiz at the end that you need to pass to get a certificate.

Work Forms

Both of these forms must be completed before any work-study position can begin. You will need to schedule a time to meet with Human Resources (HR) staff (either online or in-person) for a short 15-minute meeting.

Either download or pick up form in the HR Office, complete, meet with a HR staff member, and return the completed, signed paper copy to the HR Office at Carleton College (can be mailed in). Be sure to leave enough time to schedule your meeting with HR to allow plenty of time prior to your return to work.

• W-4 Form
• I-9 Form

Please have all non-Carleton participants fill out a Media Release form if you are planning on taking and using pictures from your event on any Carleton or CCCE platforms. All completed forms should be filled out and returned to the Operations Coordinator. If using pictures or publicizing events with community partners, it may also be beneficial to read through the document on ethical storytelling/publicity created by Minnesota Campus Compact.

This form needs to be completed and returned to the CCCE prior to participation in any activity. Please check with the Operations Coordinator if you need further instruction on this.
Waiver of Liability, Assumption of Risk, and Indemnity Agreement

This form needs to be completed and returned to the CCCE prior to the CCCE ProStaff conducting a reference/background check related to academics and conduct with the Carleton College Office of the Dean of Students. Please check with the Operations Coordinator if you need further instruction on this.

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CCCE Programs Background/Reference Check Release

The Business Office offers options that may be helpful in paying community knowledge holders. Review the information on this page for policies on:

• Honorariums and Donations in Lieu of Honorariums
• Amazon Gift Cards

Tokens of Appreciation

• College gifts policy
• Small tangible tokens of appreciation to non-employees can be appropriate
• Example: showing appreciation to community speakers with a mug
• Typically one or the other is given (honorarium OR token of appreciation, not both)
• When listing the expense on a purchasing card, note the following: Token Gift, recipient’s name, note that it is for a partner, the purpose, and that it’s not going to an employee.

There are two ways for CCCE Fellows and Program Leads to make purchases of cohort or program supplies as well as office snacks and other standard purchases.

1. This process is automated in Workday.
2. If the individual or business is already in the system as a Supplier, it is not necessary to request a W-9.
3. If the individual or business is not in Workday, you can request a W-9 Request be sent to the vendor. You will receive notification once the vendor completes the form, allowing the payment request to move forward.
4. If the person is coming in on a contracted basis for special work and is not a Carleton employee, an independent contractor form must be completed. The person negotiating the contract should complete this form. This goes to HR and you will receive notification when/if it has been approved.
5. Carleton’s preferred method is to have payments made via direct deposit. When a new supplier is set up, the Accounts Payable Department will send a direct deposit form to the supplier to complete and return.
6. Paper checks may also be requested and sent to the supplier’s address on file.
7. Payments can take 10-14 days to process.
8. If there are any questions about this, please contact accountspayable@carleton.edu.

Events are a central part of the Center’s work and there are a few components that will assist you in creating a welcoming and successful event to move forward your work whether it’s for an ACE class or a co-curricular project.

Bon Appétit is the College’s catering and dining service provider and is a first stop when ordering foods for events.

You also have the option of ordering from any number of local restaurants or food providers.

PEPS (Presentation, Events, and Production Support)

Assistance with projection technology, video conferencing, recording both audio and visual, and other technology support is available through PEPS.

Room Reservations

Space reservations are needed for all types of spaces on campus: classrooms, meeting rooms, and event spaces.

Sometimes, you will need to reserve the most-sought-after spaces many months in advance. If you will be using video conferencing during your event, you can book a room with this equipment. If such a room is not available, the necessary equipment can be set up by PEPs.

The Center for Community and Civic Engagement strives to have lovely, important events that have as little impact on the earth as possible. Some of the strategies we use when ordering and supplying the events are as follows:

Reusable Mugs

The CCCE ordered mugs with the CCCE Logo on them for marketing purposes. There are a couple of dozen of these mugs that we use for events. The mugs are placed out near the beverages, and we ask that they be placed on a tray when guests are done. Following our event, CCCE Fellows wash and dry the mugs, and they are set aside for use at the next event.

Compostable Products

We use compostable items ordered through Innovative Office Solutions or Amazon for our CCCE Events. Here are examples of items we keep on hand as event supplies:

Paper Cups

ECOLipak 300 Pack Compostable Paper Cups, 8 oz Biodegradable Disposable Paper Coffee Cups with PLA Lined, Eco-friendly Hot Drinking Cups for Party, Picnic,Travel,and Events

Biodegradable Silverware

HERLLY Compostable Fork,100 Biodegradable Silverware for Party,Large Disposable Utensils Eco Friendly Durable and Heat Resistant,Alternative to Plastic For

Napkins

Kingzak White Dinner 16.5″X15″ | Eight Fold | 2-Ply | Pack of 200 Napkin, 200 Count

Paper Plates

100% Compostable Disposable Paper Plates [125-Pack] – (PFAS-Free) – (BPI Certified) – [9 Inch] Heavy Duty, Eco-Friendly, Biodegradable Bagasse Dinner Plates – Natural Brown 9″ Plate by Plate’O’Stack

Water

Tap Water

When possible, the CCCE Office will use tap water. We have several insulated water dispensers that have been purchased for different large events. 

Sparkling Water

If we need individually packaged waters, we try to purchase LaCroix sparkling water in cans. This is usually purchased locally.

Canned water

Some people are particularly fond of Still brand canned uncarbonated water with electrolytes. These waters are available through Bon Appetit.

Each Cohort is responsible for maintaining their section of the CCCE Website. Ask a Prostaff member to be added for access. If you notice something on the CCCE Website that needs attention and is not in your oversight area, please fill out the CCCE Website Updates form to let someone know an update is needed.

Campus Go

For all information relating to transportation at Carleton, please see the Carleton Transportation page.

Campus Go. Starting in April 2025 Campus Go (formerly Carls Go) will transition to using the “Ride Pingo” app for student ride requests. Campus Go is available for free to help students get to volunteer sites, jobs, student activities, and medical appointments, and is available Monday through Friday, 8:30 a.m. – 5:00 p.m., while Carleton is in session. Stops include but are not limited to: anywhere in Northfield/Dundas for student related activities, Northfield Public Schools (does not include Prairie Creek Community School), Northfield Hospital and Clinics, St. Olaf College, appointments for medical in Northfield, and food pick up for clubs or organizations

Like with Uber or Lyft, Ride Pingo allows you to track the Campus Go van in real time, and schedule rides up to one hour before your trip — or plan ahead and book rides up to two weeks in advance. It is recommended that you schedule with as much lead time as possible to ensure a ride. To use the shuttle, download the Ride Pingo app from the App Store or Google Play, create an account using your Carleton email, and request a ride during service hours. For questions or help getting started, please contact Lucas Kocak, Manager of Campus Services.

Carleton Fleet Vehicles

Go to the Fleet Vehicle Reservation Page to reserve a car or van. Visit the Carleton Transportation page for the most recent information.

A limited number of fleet vehicles are available to faculty, staff, and student organizations for business and event travel sponsored by the College. This also includes travel for ACE Courses. When driving Fleet Vehicles, the cost of gas is reimbursed by the College.

Note: These vehicles may be driven only by college-approved drivers.

This option is best for groups of students traveling to locations in Northfield other than the public schools and health institutions, or locations outside of Northfield.

Zipcar

Zipcar is available on campus for student, faculty, and staff use in the Chapel parking lot, west of James Hall. For a limited time, Zipcar is offering the Carleton College community the first year’s annual membership for free ($90 value). Please note that one-time application fee ($25) and Young Drivers Fee (18-24 yo) still apply.

Northfield Lines Metro Express

Northfield Lines Metro Express offers bus service to Mall of America and MSP Airport, Monday through Sunday. There is also bus service to Dinkytown in Minneapolis on weekends (Friday-Sunday). Consult the current bus schedule to plan your trip, and book tickets using the Ride Pingo app. A Carleton promo code is available for discount-priced weekend rides.

MSP airport break buses run at the beginning and end of term for $40 each way.

Northfield Lines

Northfield Lines is a preferred vendor for chartering buses at Carleton. The College has secured special pricing. Please note this pricing is not intended to be shared with other charter companies.

Field Trip Funds

The Office of the Provost offers funding support to assist with transportation for field trips.

Additional Transportation Options

For a list of other transportation options, visit the Campus Services page.

Guidelines for Reporting Cases of Child Abuse and Neglect

There are several ways that information and communication about ACE courses, co-curricular events, cohort activities, office events, and news can be shared on campus and in the community. Every cohort will have a person who will handle publicity for their group.

You can request a Civic Engagement Record listing your involvement in Academic Civic Engagement (ACE) courses, volunteer programs, and community-based jobs, in addition to leadership roles held.

Make sure to enter the hours you spent participating in co-curricular and volunteer programming to have them reflected on your record.

For step-by-step instructions on requesting a copy of your Civic Engagement Record, consult the Workday article on the topic.