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Office Procedures

DEPARTMENT OF ENGLISH and MODERN LANGUAGES


Michele Sherman, Administrative Assistant, Ext. 1-9606
Margaret Skolness, Administrative Secretary, Ext. 1-7887

The following is an alphabetic listing of suggested procedures:

AV EQUIPMENT - Available for checkout from our storage room (Morrill 221J) are: a portable LCD projector, a TV/VCR, boom box, film projector, and slide projector.  The reservation calendar is kept near the mailboxes in the administrative area of Morrill. If you need an overhead projector, there are a number of overhead projectors which are shared among classrooms.

To reserve a MULTI MEDIA CART for any building on campus, there is an online reservation system. Instructions for using that system, and the link to the reservation system, can be found here.

To reserve digital cameras, laptops, or other equipment from ITS, or other equipment from ITS, use the same page and reservation system... just click here. 

You may need the department number to fill out these requests:  English is 2320 and Modern Languages is 2345.  Your GM50 key will open all the media closets on campus except for C&IE which requires a card swipe.  (Ask Michele to activate your card if you have classes in C&IE and wish to reserve media carts there.)  For any multimedia cart or classroom equipment support, contact Melissa.Stotz@ndsu.edu in ITS.

Cluster Reservations (classrooms with desktop computers)

For semester-long cluster reservations beginning Aug. 1, 2008, or later - e-mail Kim Miller (kimberly.miller@ndsu.edu) or call 231-7986.

For reservations by individual dates beginning Aug. 1, 2008, or later - also e-mail  Kimberly.miller@ndsu.edu or call 231-7986.

CANCELLATION OF YOUR CLASSES  Classes should only be canceled due to illness, emergency, or with clear pedagogical reasons. Arrange for someone to cover a class whenever possible; communicate with students via Blackboard in appropriate situations.  If you need to cancel class, post an announcement to Bb, email that announcement to students and notify Michele and Margaret but do not ask them to post an announcement outside of a room.  Let students know your procedure.

COMPUTER PROBLEMS - If your computer or software is not operating properly, ask others within the department as we may have run into the problem before.  (If you are using one of the department laptops, contact Kevin.)  You may, however, at any time, directly call the NDSU Help Desk, which is staffed, 8 am - 5 pm, M-F, 231-8685, or email them at ndsu.helpdesk@ndsu.edu.   If the problem cannot be fixed over the phone, you can arrange for the ITS rep to come to your office.

COPY AND DUPLICATION NEEDS - If possible, print your syllabi, class handouts, etc. on the laser printer networked to your computer.  This is the most economical method of duplication available.  Our HP 4250 and the HP 4015 can automatically duplex (print on both sides of the paper).  You may also email your syllabi as an attachment to Margaret or Michele, and they will print the quantity needed based on your instructions.  If you have a printing need that cannot be done on our department printers, discuss it with Michele.  There are services available from NDSU Document Publishing Center on campus such as printing on 11 x 17, binding, etc. 

The copier in Morrill 221J can be used to scan documents as a pdf to your email account for posting to Bb or to print out on our network printers.  You may submit requests to Michele or Margaret to scan projects for you. We highly recommend using the 4250 or the 4015 printers for the duplexing capabilities. Please check with Michele for copier access codes.

Methods of duplication available:
Print from your Computer on the System Printer (rough paper)    .037/page
Please consider using rough draft paper for email printing, roughdraft items, or other documents that don't require plain paper.  Use SOURCE = Tray 1 in the PROPERTIES option of the Print Menu   

Print from your Computer on the System Printer .075/page
Your documents will automatically print on plain white paper unless you specify otherwise. If you want colored paper, transparencies, letterhead, etc., then in the print screen, click on PROPERTIES and change SOURCE from Auto to  Manual. DO NOT click on OPTIONS to change the paper source.  

NDSU Doc. Publishing Center (Book Style) .06/side (2 pages)
Use Book style which looks like a book for jobs of 3 or more pages printed on 11 x 17 paper.  

NDSU Document Publishing Center (8 B= x 11 jobs)        .045/page
The pick up and delivery service offered by the Copy Center helps us serve you in a timely fashion.

XEROX (using Access Codes at walk-up copiers)                       .06/page
See Michele to obtain your access code when needed. 

The Microsoft Campus Agreement at NDSU
Discs for Microsoft Office 2007 for Windows or Office 2008 for Macs are available for downloading onto your NDSU computer for free!  Michele has them on her desk for you to use.  Microsoft Office 2010 is now available for NDSU computers.

Faculty and staff are eligible to purchase Microsoft Office 2010 for Windows or Office 2011 for Macintosh for $9.95 to download or add $12 to have a DVD shipped.  To purchase the Microsoft Office for home use, faculty and staff should contact Michele. She will provide the Web site and password where the software can be purchased using a personal credit card.  Please note that employment status is verified during ordering to ensure that only eligible university employees can purchase the software.

GRADES - Grades are not posted for all to see.  This is in compliance with the Federal Privacy Act.  You are responsible for entering your grades electronically at the end of each semester.  You must have security clearance on Peoplesoft to do so.  Grade change forms are available in our office. Use the Grade Reporting Form to change grades after on-line grading is closed.  These forms and the department stamp are in Morrill 219.  The first time you need to use them, just ask for help.  Grade reporting forms must be stamped in the upper right corner before sending to the Registrar.

GRANTS - When you receive any other type of grant, forward copies of the award to Michele to facilitate your reimbursement. 

KITCHEN - Coffee drinkers bring cans of coffee on the honor system as needed.  The refrigerator, microwave, popcorn popper, and coffee pot are available for your convenience.   If you use the kitchen facilities, your help is appreciated in keeping everything clean and orderly.

ENGLISH LIBRARY - To check out library books, (the English Library/Conference Room) see Michele for the check-out sheet which is used for borrowing or returning a book.  Thesis papers written by those who have pursued the NDSU English Master degree are also available for checkout.  

MAIL - If you have work-related mail that requires postage, write your name in the return address area, and place the envelope in the outgoing mailbox.  We will see that it is metered and sent out in the day's mail.  For your personal mail, please affix your own stamps.   The mail leaves the building from the basement in Morrill around 3:00 p.m. Incoming mail is delivered to Morrill around 9:00 a.m., and it is usually distributed to your mailbox by about 10:00 a.m.  If you receive a package that is too big for your mailbox, we will place a gold slip in your box.  The package will be on the floor below the mailboxes.  When you retrieve your package, please return the gold slip to the holder attached to the side of the incoming mailboxes.  The mailboxes are arranged alphabetically by last name within job category.

OFFICE HOURS (DEPARTMENT) - The department office hours are 8:00 a.m. to noon and 1:00 to 5:00 p.m. (7:30 a.m. to 4:00 p.m. in the summer).  In order to serve you better at the beginning of the semester, we (Michele and Margaret) will stagger our lunch hours so that the office will be unattended as little as possible.

OFFICE HOURS (YOURS) - Please return our request for your office hours ASAP.  (It is a half-page form which we put in your mailbox.)  You must plan for a minimum of one office hour per week for each course taught per semester. Your teaching schedule (based on our departmental database) is stapled to the request.  From the database, we will print your schedule which we will tape to your office door ASAP.  Although we have compared our departmental records to the Peoplesoft system, we ask your assistance to double-check by comparing the information on the slip to Peoplesoft.  Let us know of any discrepancies.

PAYCHECKS - All paychecks are direct deposited. Your first paycheck will be issued September 15th.  Checks are processed on the 15th and the last business day of the month throughout the school year.  If you are working during the spring semester, the last check will be distributed on the last business day of May, assuming you are a 9-month employee.  (The exact day can vary from year to year.)  You can access your pay and other information by logging into Employee Self Service.

STUDENT PAPERS, JOURNALS, and EXAMS - It is the responsibility of students to deliver assignments to you in class or to place the assignments directly in your mailbox.  We will assist students in finding your mailbox.  Please make every effort to return student papers in class or at set times in your office.  You may leave a student paper with us for a student to pick up. 

SUPPLIES - A variety of office supplies such as grade books, red pens, highlighters, white board markers, folders, scratch pads, etc., are available in the storage room.  Envelopes and mailers (external and internal) are on the file cabinets behind Margaret's desk.  Department stationery and envelopes are in the cabinets behind Margaret's desk. 

Overhead transparencies can be printed from your computer, copied at the walk-up copier, or created by hand, if appropriate.  Please note: only run a few at a time as the printer does get hot and there is a chance that the transparency could melt.  One supply item is used for all three methods.  Transparencies are stored in Morrill 221J.  Use only our transparencies; others might melt.

The paper for our printers is in Morrill 221J.  If you print great quantities of classroom handouts at home, you may check out paper to use at home for that purpose.  Colored paper is stored in the gray cabinet in 221J. 

TELEPHONE CALLS

  • To Call Another Campus Phone: Dial 1 + the last 4 digits
  • To Call a Number Off Campus: Dial 9 + the number
  • To Call Long Distance: Dial 9 + 1 + Area Code + 7-digit number + access code*
  • Our FAX number: 1-701-231-5681. Ask the sender to include your name for routing purposes.

Long distance calling (using the departmental access code) is for office staff and authorized use only.  We also have one phone card for department use.  For personal long distance calls, please use your Bison Lines Card.    

TRAVEL -  The first time you travel, please see Michele (before you leave) for tips on saving receipts for reimbursements, funding sources, etc.  We have developed a form to facilitate your keeping track of reimbursable expenses and for us to speed the processing of your reimbursements. When on a per diem allowance, keep original receipts showing zero balance due for everything but meals.  Per diem rates for every city are available at: http://www.nd.gov/fiscal/accounting/rates/perdiem2009.pdf Also, you must complete the Authorization for Out-of-State Travel form at: https://apps.ndsu.edu/busforms

VOICE MAIL - To Access voice mail, dial 231-9100 (when you are off campus) or 1-9100 (when you are on campus) and follow the verbal instructions.  If you would like a handout entitled, Telephone Procedures, just ask for one.  The telephone greeting that your callers will hear when no one is available to answer your phone has been updated with all new staff names so that callers will be assured they have reached the correct extension.    
                                      
Rev. 8/15/11
Michele Sherman


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Site Managers: Kevin Brooks and Andrew Mara
Published by the NDSU Dept. of English

Last Updated: Friday, August 22, 2008