Faculty and Staff Resources

Web Sign-ons for Faculty/Staff

• AccessPlus
• College of Engineering Intranet
• Outlook E-mail Web Access
• WebCT

Academic Program Resources

• Course Information and Websites
• Academic Policies

Classroom Resources

• Report equipment problems to ITS Classroom Services staff (515 294-8026)
• Request a classroom for help sessions or make-up classes

ECpE Committee Roster (FY13)

GRADUATE/UNDERGRADUATE STUDENT LAB/OFFICE ACCESS

TO REQUEST lab or office space for any graduate or undergraduate student working with you, please email Sara with the following:

• Full name of the student
• Room/Lab access needed
• Anticipated graduation date (undergraduate student access will expire at the end of the current semester, unless otherwise noted)

TO REMOVE lab or office space access of a graduate student (due to graduation, internship, or other), complete and email the Graduate Student Access to ECpE Facilities Form to Paula.

 

PAGE INDEX

SECRETARIAL SUPPORT

• Travel/Leave Notification
• Seminar/Visitor Logistics and Agenda Schedule
• Visitor Parking Permits
• Test/Exam Assistance (Printing/Proctoring)
• Conference Room Reservations & Use

HUMAN RESOURCES

• New Employee Information
• P&T Assistance
• Consulting
• Inviting Visitors
• Faculty Salary Adjustments
• Student Travel Support Requests (PAG and PDS)
• First Report of Injury

FISCAL MANAGEMENT

• Account management & budget projections

ACCOUNTING SUPPORT

• Hiring/Terminating Undergraduate Students
• Expense Reimbursement (Travel and Non-travel)
• International Emergency Insurance
• P-Card Changes

GRANT PROPOSAL/SUPPORT

• Budgets, Goldsheets, and Reporting

COMMUNICATIONS

• Website, Publications, and publicity
• Online posting of seminars and events

COMPUTING SUPPORT

• Equipment

THOLIAN

ADDITIONAL LINKS

SECRETARIAL SUPPORT

Department Secretary: Paula Beckman, pbeckman@iastate.edu, 515-294-2664

Contact Paula Beckman in the Main Office to assist you with making room reservations, handling travel/vacation absence requests, and logistics/scheduling of visitors and seminars.

Travel/Leave Notification 
It is imperative that we have any campus absences of faculty and staff noted on THOLIAN. Please email Paula the info below for each absence.

• Name
• Start Date/Time of Travel (e.g., 2008-09-15 @ 3PM)
• End Date/Time of Travel (e.g., 2008-09-17 @ 10PM)
• City/State/Country(e.g., Cleveland, OH)
• Purpose (Choose 1: TRVL, Personal, Sick)
• Meeting Name (e.g., IEEE COMSOC’08)
• Course Schedule (e.g., EE332)
• Grader Coverage (e.g., TA – Joe Michaels)
• Teaching Coverage (e.g., TA – Jane Adams)
• Contact Number of person/people covering (e.g., include Cell phone number)
• Account to charge expenses (e.g., 701-02-60 OR “ICUBE” OR “NSF”) – If more than one, please include %

Seminar/Visitor Logistics and Agenda Scheduling
Contact Paula to make all speaker arrangements. Provide account information, spending levels, constraints, contact information for the visitors, deadlines, and a list of people/departments to be contacted regarding meetings.

Visitor Parking Permits
To obtain a parking permit for a visitor, please email Paula with the following information:

• Complete name of visitor
• Company/Affiliation
• Purpose for visit
• First day on campus
• Last day on campus (maximum of 3 consecutive days)
• License plate number (if known, else state/county of plate)
• Mailing address of visitor, if you want permit mailed in advance (must have 5 business days)

Test/Exam Assistance
Printing: If you need tests/exams printed for a class, email them to Paula with specific instructions including quantity, single- or double-sided, stapled or not, color or black/white.  If you need them in less than 2 hours, call to confirm.  If you do not receive a confirmation of receipt email from Paula within 2 hours of needing the exams, call to confirm.

Proctoring: While the Main Office cannot support in-room proctoring for accommodated testing, we can schedule a room and assist with setting up students to test.  Email or drop off the exam to Paula with necessary details (such as length of time, limitations on books/notes/calculator/etc) – please follow-up with a phone call to ensure accuracy of the process you need to be followed.

Conference Room Reservations & Use
Email Paula or one of our Student Workers to reserve conference rooms (2222 Coover, Sproul Center, 3138 Coover; 3043/3041 ECpE Bldg. Addition; or 353 Durham). 2222 is always in conference mode, 3043/3041 is always in lecture mode. Priority Usage information is below for each room. When you use the conference rooms, you must have a faculty member present. You are responsible for cleaning up after you are done using the room.

Conference room reservation checklist and usage

HUMAN RESOURCES

Department HR Liaison: Sara K Harris, skharris@iastate.edu, 515.294.1097
Contact Sara regarding such topics as hiring and supervising; Promotion and Tenure; Reclassifications; as well as hosting visitors (for more than 1 week), summer salary, buy-outs, travel grants (for faculty and students); and reporting injury.

New Employees
New Employee Checklist

P&T Assistance
If you have any questions about the P&T process, or any deadlines, requirements, templates, etc., please contact Sara.

Consulting
To request approval for professional activity leave for consulting (paid or not), please complete and return the Consulting Activity Request Form to Sara in 2215 Coover Hall. You will be notified of approval. For more information on consulting and any potential conflict of interest, please review the ISU Policy Library on Conflict of Interest and Commitment

Inviting Visitors for Research (More than 1 week)
If you plan to invite a student or faculty from another university to spend time in your lab to conduct research (whether paid or not), prior to engaging in any conversation with the visitor, you must complete the Request to Host a Visitor Form located in the Receiving and Hosting Visitors folder on the CoE’s CyPoint site (you will need to login with your NETID and password). The department and college review all requests to ensure that ISU policies are not violated regarding export of research prior to authorizing any invitation. Direct your questions to Sara.

Faculty Salary Adjustments – salary on grants, summer salary, buy-outs
If you need to pay yourself from a grant/contract account, or need to add summer months, please complete the Request for Salary Additions and Adjustments form and submit to Sara in the Main Office. Please note, salary will NOT be processed for FULL TIME on any grant for any specific period longer than one week, i.e., you can get paid from grant A, Jun 1-5; but you CANNOT get paid from Jun 1-15 (it will be ½ month spread over Jun 1-30). This keeps us within the legal guidelines for grants and allows you to spend time on other things such as writing additional grants. Also, for NON-buyout situations, you can request to be paid off a grant during the academic year and use your 704 funds to pay yourself in the summer – BUT – it must be within the same fiscal year (NO crossing fiscal years – use it or lose it). For buyouts, you will not get your 704 funds in the summer.  If you have any questions, please see Sara in the Main Office.

Student Travel Support Requests
As a reminder, the GPSS provides travel support to graduate students. Please ask your students to complete the Request for Graduate College Professional Advancement Grant (PAG) Form and submit directly to the Graduate College. In addition, the department offers Professional Development Support as well. This year, we will continue to support as much as $500 for presenters at top conferences. Please ask your students to complete the ECpE Professional Development Support (PDS) Request Form and submit to Sara K Harris. Upon their return, please ask your students to complete and submit to Sammy the ECpE Travel Reimbursement Form (under ECpE Department Leave, Travel, Grant, and Reimbursement Forms) along with all original detailed receipts.

First Report of Injury
The First Report of Injury system has been updated effective AUG 2 2012. If an injury or accident occurs on campus or while you are working on travel, report this to the Sara in the Main Office as soon as possible and log into the system to complete the report (in AccessPlus under the “Employee” tab, click on “work injury” in the left column).

For additional information on university policies, procedures, and benefits, visit the ISU Human Resource Services website.

For information on university policies, procedures, and benefits, visit the ISU Human Resource Services website.

 

FISCAL MANAGEMENT

Department Fiscal Coordinator: Laurel Kelch, lmkelch@iastate.edu, 515-294-4458
Contact Laurel Kelch in 2208 Coover Hall for help with your accounts or coordinating projects among departments. Laurel works closely with the College of Engineering on budget projections and fiscal management for the department. She also can provide assistance with determining allowability/appropriateness of expenses and retaining sufficient documentation.

 

ACCOUNTING SUPPORT

Department Accounting Specialist: Samantha Dubert, smdubert@iastate.edu, 515-294-7739
Contact Sammy Dubert in the Main Office to assist you with travel and non-travel reimbursements, p-card processing, CyBuy releasing, web requisitioning, checking on account balances, paying hourly students, and other accounting-related questions.

Hiring/Terminating Hourly UNDERGRADUATE Students
If you are supporting hourly students, complete the Student Hourly Employment – Request to Hire Form and have the student return to Sammy ON OR BEFORE THE FIRST DAY OF WORK. 

ALL new student workers will complete an XH form, a mandatory requirement of the ISU Payroll Office, provided by Sammy based upon the information you supply in the Request to Hire form.  The student must get HR to sign the XH Form and return it to Sammy BEFORE any work by the student – else they will not be paid.

Returning students MUST complete a NEW XH form EVERY FALL SEMESTER.

If your hourly student worker resigns, or you terminate their employment, please complete the Student Hourly Employment – Resignation and Termination Form and return to Sammy on the final day of work.

Timesheets on hourly paid students must be submitted within two weeks of the end of the pay period. If you have students, remind them to bring their timesheets to Sammy on time (first business day after the 15th and last day of each month). If unable to physically sign your student’s timesheet before the deadline because you are on travel, email Sammy with approval of hours, pay rate, and account.

Employee Expense Reimbursements (Travel or Non-Travel use the same form)

FOR EXPENSES ON OR AFTER JAN 1 2013:              2013 DOMESTIC FORM                  2013 FOREIGN FORM

FOR EXPENSES PRIOR TO DEC 31 2012:                   2012 DOMESTIC FORM                  2012 FOREIGN FORM

• Receipts: Submit original receipts with your completed Employee Expense Reimbursement Form.
• TRAVEL:When you plan to travel, check in with Sammy to get rules for buying tickets and reserving your hotel rooms. Reimbursements go through her (OR Barb in Power OR Ginny in IAC).
• NON-TRAVEL: Reimbursements for non-travel purchases are to be submitted to Sammy (OR Barb in Power OR Ginny in IAC) for processing.
• Missing Receipt: If you have misplaced a receipt for a travel or non-travel expense, complete and submit a Missing Receipt Form

International Emergency Insurance
Email Sammy approximately three weeks in advance of departure. Include the following information in the email:

• ISU ID
• Date of Birth
• Gender
• Overseas Contact Phone (this can be the hotel phone)
• Email (if other than your IASTATE account)
• Business Purpose
• Travel Begin Date
• Travel End Date
• Destination Country(ies)

 It is strongly recommended that ISU faculty/staff/students going abroad enroll in this no cost plan. Click HERE for more information.

P-Card Charges
Submit receipts with completed P-Card Form (available electronically from Samantha). If you have lost your receipt for a p-card purchase, please complete and submit a Purchasing Card Certificate of Lost Receipt Form.