Office Support Guidelines
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Department Office Hours
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
Department Office Hours
The department office is open 8:00 a.m. to 5:00 p.m. daily. In the rare occasions when this schedule varies, a notice will be posted on the door and announced by e-mail to all faculty and graduate students.
Work and Fax Requests
The office staff will be glad to assist with duplicating (see guidelines on p. 6), scanning, and fax transmissions. In order to help us expedite your request, we would be grateful if you could observe the following guidelines:
- Please allow 24 hours for any fax request, 2 days for any scanning request (see additional duplicating timelines below)
- Always fill out a work/fax request form, even when submitting documents for duplication or fax transmission by email attachment. This will help us keep track of work to do.
- Place request in staff work box.
- Make sure you have included your long-distance telephone access code for all long-distance fax requests. (Note: Visiting Lecturers do not have long-distance authorization numbers.)
Please leave your work 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.
Duplication of Instructional Materials
Self-Service copies
The department transfers funds onto the university ID cards of faculty each semester. The ID cards may be used for copying in BH 543, at the main library, and at other locations throughout campus. Please do not use the copy machine in the FRIT office, since this should be kept free for the staff to use.
If you have a faculty research account, you can ask the department administrator to have funds from this account added to your ID card in addition to the department funds.
Copies made by the staff
The office staff will make copies of tests, quizzes, and syllabi using the following guidelines. The completed copy job will be placed in your faculty mailbox or, in the case of beginning and intermediate language classes, in the testing file drawers in Isabel’s office. Other instructional materials, such as worksheets and scholarly articles, as well as any materials for your own research, should be duplicated using your copy/ID card funds.
20 copies or less. At least 24 hours in advance, submit material to be copied 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. A paper work request is required even if you have sent your document via e-mail. The staff will either print all copies 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. NOTE: The department pays for the copies either way: a small per-copy charge on our departmental copy machine (to pay for our service contract) or the fees charged by Maxi.
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.
Web site as an alternative
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
Completed final exams and grade books for all courses taught by AIs, Visiting Lecturers, and adjunct faculty 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 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.
You may also place articles and other short texts on reserve through the library’s E-Reserves system, through which electronic copies of the materials are available to your students. Please see Document Delivery Services for more details.
Course Descriptions
Course descriptions are due to Nancy by October 1 for Spring courses and March 1 for Fall courses. These are then published on the Vice Provost for Undergraduate Education’s 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 class(es) they are teaching during the course of a semester or summer session, either through OneStart or Oncourse on the web.
- Option 1: Go to http://onestart.iu.edu and log in. Then click on “Faculty Systems” in the left column. Then you will see a box that says "SIS Instructor Info," where you can select "Go to Faculty Center." In the Faculty Center, the classes you are teaching will automatically be displayed, and then you can click on the one for which you want to see the roster.
- Option 2: Go to https://oncourse.iu.edu and log in. The classes you are teaching should appear in the “My Workspace” section. Select the class you want, and when it comes up, select “Roster” in the menu in the left column of the screen.
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 e-mail notification that the “enrollment verification rosters” are ready for you to check in OneStart and make sure that they accurately reflect who has been attending your class(es). These rosters must be submitted, with or without corrections, electronically via OneStart within about 10 days (see calendar at the beginning of this booklet). If you have University Division students in your classes, you will receive another e-mail notification when it is time to enter mid-term grades in OneStart for these students. (The University Division is for students who have not yet declared a major.) 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 classroom for a special class meeting or film showing. 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 checked by Dana when she is in the office. If you have a problem with your regular classroom, please notify Isabel.
Checking Out Videos and Equipment
Most classrooms are equipped with electronic equipment commonly used for teaching. If you do not have such a room for your class, you may request that electronic equipment (TV/VCR, DVD player, digital projector, laptop, etc.) be delivered to your classroom by calling Classroom Technology Services at 855-8765. CTS needs at least 24 hours advance notice to deliver equipment. They have region-free DVD players available as well.
The department has a video camera (camcorder), two laptop computers, and a digital projector which may be reserved through Isabel.
Videos and DVDs from the departmental film library may be checked out through Isabel as well. The films are due back in one week, but exceptions can be made if you need the film longer for use in class. Generally, no more than 3 films may be checked out at any one time. Graduate students can check out films under the same guidelines, but undergraduate students must fill out a registration form and can only take one film at a time. For undergraduate students, the film check-out is for one day only. 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 asked to pay for any keys which they misplace.
Ballantine Hall building hours are 6 am to 10 pm. All faculty who wish to have a key to the building may obtain one from Isabel for a $5 deposit. This is the same key which unlocks BH 008 (the faculty/staff lounge) after hours.
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 or for equipment inventory.
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 should carry a stamp or research account number; personal mail should carry a stamp. 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, blue books, and grade books are located in the cabinet beneath the "Staff Work Box." Reusable brown envelopes, file folders, and campus mail envelopes are located on the right side below the faculty mailboxes. Other routine office supplies may be requested from the front office staff, whereas special requests should be addressed to Isabel.
