Office Support Guidelines
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Work and Fax Requests
Duplication of Instructional Materials
Final Exams and Grade books
Books, Reading Packets, and Desk Copies
Course Descriptions
Section Rosters
Reserving Rooms
Checking Out Videos and Equipment
Keys and Access to Offices
Mail Services and Forwarding Mail
Stationery and Supplies
Work and Fax Requests
Please avoid last-minute requests. For fax requests, please fill out the fax request form. For duplicating or other requests, please fill out the work request form. These forms are located near the "Staff Work Box" just to the left inside the department office door.
Please leave your work or fax requests in the "Staff Work Box" rather than handing them directly to one of the staff. All work requests are collected in the box, separate from work in progress, until the next available staff member can act on them. Please include your telephone long-distance authorization number on all long-distance fax requests.
Duplication of Instructional Materials
20 copies or less. At least 24 hours in advance, submit material to be copied either on disk, via e-mail attachment to fritdept@indiana.edu, or hard copy. The request for duplication should be submitted on a work request form (referencing file name if file sent via e-mail or submitted on disk). NOTE: A paper work request is required even if you have sent your document via e-mail. The staff will either print the material on a laser printer or make copies using the copy machine.
More than 20 copies. Please allow three business days. Depending on the size of the document, staff will either send it to Maxi duplicating or make copies in-house.
Handwritten copy. When submitting handwritten copy to be typed, please allow three business days for typing and proof-reading. Duplicating will then proceed as outlined above, requiring additional time.
The Department strongly encourages the use of web sites to replace written course materials. The Teaching and Learning Technologies Center in Ballantine Hall 307 can provide assistance to faculty interested in developing web sites. Nancy, our departmental web specialist, can also provide some guidance.
Final Exams and Grade Books - Visiting Lecturers
Final exams and grade books for all courses taught by AIs and Visiting Lecturers are kept on file in the main office for one calendar year. At the end of each semester, these instructors will be asked to file their exams and grade books in the appropriate filing cabinets
Books, Reading Packets, and Desk Copies
Course book orders, reading packets,and desk copy requests are due mid-semester to the faculty secretary, who is our liaison with the IU Bookstore. Please note that the department cannot be responsible for providing or selling packets to students. If you wish to create a course packet, you can do so through Maxi Duplicating (Classpak) and then have the packet sold through the IU Bookstore. Using an independent copy shop such as Mr. Copy is also an option.
If you teach a small course and need to make short articles available to your students, you may also consider placing the appropriate books on reserve in the main library. Please see the Herman B. Wells Library website for guidelines for placing materials on reserve.
Course Descriptions
Course descriptions are semester specific and are due to Nancy by October 1 for Spring courses and March 1 for Fall courses. These are then published on the Dean of Faculties web site and the departmental web site, and a paper copy is also printed for our main bulletin board. See relevant web addresses at the end of this booklet.
Class Rosters
Faculty may electronically access the class roster for the section(s) they are teaching during the course of a semester or summer session. To do so, go to the website http://onestart.iu.edu, then click on Log In, and type your IU user name and password. Then click on the tab labeled "Faculty Tools." Then you will see a box in the left column that says "SIS Instructor Info," where you can select "Course Rosters." The list of courses you are teaching will automatically be displayed, and then you can click on the one for which you want to see the roster.
Paper rosters from the Registrar will be placed in faculty mailboxes the first or second day of class, and another paper roster will arrive a week later. Toward the middle of the semester, you will receive an e-mail notification to check and confirm the accuracy of your class rosters via OneStart. If you have University Division students in your classes, you will receive another e-mail notification when it is time to enter mid-semester grades for thse students. Finally, at the end of the semester, you will receive instructions to tell you how to enter final grades either via OneStart or Oncourse on the web.
Reserving Rooms
Any member of the staff may assist with reserving a room. Please fill out a room reservation request form located next to the "Staff Work Box" in the main office, and place it in the box. Or you may send an e-mail message, with the subject line "room reservation", to our departmental e-mail account, fritdept @indiana.edu. Please include the course, class number, date, time, number of participants, and purpose for the reservation in your message. This e-mail account is generally checked only once a day.
The departmental Media Room, BH 632, is available for faculty who would like to use the TV, VCR, and/or DVD player. You may view or tape programs from one of the many US and international stations available through the IU cable TV service, or preview a video or DVD for instructional purposes. Reservations for use of the Media Room are made through a weekly calendar taped to the door.
Checking Out Videos and Equipment
You may request that electronic equipment (TV/VCR, DVD player, digital projector, laptop, etc.) be delivered to your classroom by calling Instructional Support Services at 855-8765. ISS needs at least 24 hours advance notice to deliver equipment.
The departmental Media Room contains a camcorder which may be checked out with the faculty secretary, who should also be consulted to check out the departmental slide projector. The departmental laptop computers and digital projector may be reserved through Isabel.
Videos and DVDs from the departmental film library may be checked out through Isabel. If you would like to use a specific video or DVD in your instruction, but we don't have it in the FRIT collection, you may send an e-mail request to the chair for the purchase of the film.
Keys and Access to Offices
Contact Isabel to check out FRIT office keys, elevator keys, or keys to BH 004. For security reasons, department keys are to be returned promptly when they are no longer needed. All faculty are given their office and elevator keys without charge, but Visiting Lecturers are asked to give a $5 deposit for their elevator keys. Faculty are required to pay for any keys which they misplace.
All faculty who wish to have a key to the Faculty-Staff Lounge (BH 008) must purchase such a key from Isabel for $4.50. This is the same key which unlocks the entrance doors to the building, so if you already have a key marked "ENT," then you can use that to enter BH 008.
The office staff will not unlock your office door for anyone unless you have specifically requested them to do so. Exception: The staff will unlock your door for members of CITO to respond to your requests for computing assistance, in case you are not available. Isabel, as building representative, also reserves the right to unlock your office door in case of building emergencies.
Mail Services and Forwarding Mail
Mail may be placed in the departmental "Campus Mail" and "US Mail" boxes, which are to your right as you enter the main office. Mail in connection with research or personal business should carry a stamp or research account number. Mail on behalf of the department should be labeled with our departmental account number; however, if no account number is written on an unstamped envelope, Mail Service will assume the postage should be charged to our main departmental account.
In special circumstances, mail may be forwarded when faculty are out of town. Please consult Nancy for mail forwarding guidelines and the appropriate form. These instructions may also be found at: http://www.indiana.edu/~frithome/faculty/mail-policy.shtml
Stationery and Supplies
White paper and colored paper is located in the top row of boxes above the graduate student mailboxes. Departmental letterhead, campus mail envelopes, blue books, and grade books are located in the cabinet beneath the "Staff Work Box." Reusable brown envelopes and file folders are located on the right side below the faculty mailboxes. Other routine office supplies may be requested from the faculty secretary or other office staff, whereas special requests should be addressed to Isabel.
