TABLE OF CONTENTS
ACEs
Bake Sales
BLAS & MLAS
Building Maintenance
Class Schedules
College Scholar
Conference Rooms
Consolidated Monthly Departmental Reports
Copy Machine
Course Changes and New Course Proposals
Donor Letters
Faculty Mentor Grants
FAX Machine
Foundation Report
Golden Key
Grade Changes
Graduate Faculty—Temporary and Full Membership
Graduate Incompletes—Request for Extension
Grant Proposals—External
Key Requests
Letterhead, Envelopes, and Business Cards
Letters—Font and Setup
Lost and Found
Lump Sum Payments
Mail
Office Supplies
Outstanding Faculty Awards
Provost Award for Faculty Travel
Request for Approval: Outside Employment
Request for Leave without Salary
Request to Fill Forms
Supplemental Payments
Travel Vouchers
Undergraduate Research (UGR)
University Research Council Grants (URC)
Appendix
2
2a
3
5
6
7
8
9
10
11
12
14
16
17
18
19
20
21
22
23
24
25
26
27
28
30
31
32
33
34
35
36
37
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41
1
ACEs
Academic Credit Equivalent (ACEs) is the assignment of duties for all faculty in
the college. As these come in, via mail and email, tick and date on the
Department Check List and, if necessary, give a gentle reminder to departments
who have not submitted their ACEs. When all departments have been received,
give them to the Associate Dean of Strategic Planning and Academic Affairs.
2
BAKE SALES
Bake sale tables are reserved in our office. I keep track of bake sales on a
calendar on my desk. When reserving a table, students need to provide the
name of their organization, name of person reserving table, phone number, and
hours needed.
After reserving table, give student instructions on what may and may not be sold
at their bake sale. Students may NOT sell the following:
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Anything liquid: coffee, hot chocolate, soup, juice, etc.
Anything that may be purchased in vending machines: packaged chips,
candy, etc.
The following is a list bake sale policies:
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No more than one organization per day may be scheduled to host a bake
sale
CAS organizations have priority for bake sale events
Students must pick up table from Dean’s office (Room 114) and notify the
Dean’s office when finished so table can be returned to Room 111.
Chairs in hallways may be used but must be returned to their original
location at end of bake sale
If plans change, organization must notify Dean’s Office
There are classrooms and a computer lab close to bake sale locations,
inform students that they must make a concerted effort to keep the noise
level down. If the noise level becomes too loud, complaints are received
and/or after a warning, the organization may be asked to end the bake
sale.
2A
BACHELOR (BLAS) AND MASTERS OF LIBERAL ARTS (MLAS)
AND SCIENCES DEGREE PROGRAM
This position is also the support staff for the Director of Liberal Arts and Sciences
degree program. The director is:
Dr. Althea Alton
Associate Professor of Biological Sciences
298.3024
ak-alton1@wiu.edu
Waggoner Hall 304
Listed below are the support staff’s duties:
Director’s Calendar
This position is responsible for scheduling advising appointments for Dr. Alton.
Her calendar will have specific times blocked off for LAS advising. Macomb
campus students are her primary focus, but she does advise students from the
Quad Cities campus. The advising appointments are typically 45 minutes. When
scheduling, list the student’s name, phone number, and email address.
Sometimes Dr. Alton will need to do an advising appointment over the phone, so
list all pertinent comments.
After scheduling an appointment, send an email to Dr. Alton to let her know the
date, time, and whether it is a phone appointment.
Grade Sheets
Grade sheets (two sets) are sent from the Registrar’s office each semester.
Divide one set of green bar sheets. At the top of the form a faculty member’s
name will be listed. Send each faculty member their green bar sheet(s). Faculty
teaching an LAS course will be different each semester. Keep the second set for
our records.
Transportation to the Quad Cities*
Dr. Alton travels to the Quad Cities one day each week to advise students. A car
will need to be reserved for each day she travels to the QC. To order the cars, go
to http://www.wiu.edu/users/mits/. The car requisition form is listed in the menu to
the right. A separate requisition form will be used for each day. The account
number is 1-14000 on even years and 2-14000 on odd years. The total miles to
be traveled are 160 and list the Dean or the Associate Dean in charge of
budgeting in the approved by section.
If Dr. Alton will not be able to travel to the QC (weather, sick, etc.) email Connie
Lankford (CM-Lankford@wiu.edu) to cancel the reservation. Also, cc Avery David
with the cancelation.
3
Welcome Letters
Each semester welcome letters are sent to students who have been accepted
into the program. An Excel spreadsheet is created with the students names to
create a mail merge. After the letters are created, phone or email the Director for
signature. After they are signed, put them into the CAS mailbag and email Avery
with the count. Samples of the welcome letters may be found at the end of this
section.
Because of the current budgetary constraints, all travel needs to be approved by
the Provost. Check with Avery for the correct procedure.
4
BUILDING MAINTENANCE
We are the building representative for Morgan Hall. If there are any issues with
the building, people will call us with a request to get something fixed. When a
person calls, make sure to get the room number and a description of the
problem.
Work order control center is open Monday through Friday from 7 am to 4 pm.
For Mechanical Maintenance problems affecting air condition, heating,
ventilation, and plumbing, call 298-1834 ext 241 (Chris).
For Building Maintenance problems affecting elevators, windows, doors, roof
leaks, call 298-1834 ext 248.
For water or spills in the hallways, contact Building Services (Heidi) at 298-2855.
5
CLASS SCHEDULES
For each semester (Fall, Spring, and Summer) the departments will hand in a
copy of their class schedules. Tick and date on the Department Check List when
the schedules come in. It might be necessary to give a gentle reminder a day or
two before the due date to remind chairs that the schedules are due. When all
have been received give to Dr. Jim Schmidt.
6
COLLEGE SCHOLAR
Every year a College Scholar is chosen from applicants nominated by each
department. Collect the applications as they come in and create a simple
spreadsheet (name and department). It will not be necessary to create separate
files for each student. When the due date has passed, give the nominations to
Dr. Jim Schmidt.
The application may be found on the College of Arts and Sciences website.
7
CONFERENCE ROOM RESERVATIONS—MORGAN 207A & 453
The Dean’s office is in charge of scheduling for the two rooms. The schedules
are kept on Zimbra.
MG 207A is a CODEC room and when scheduling for this room be sure to ask if
they need the CODEC connection. If the connection is needed for the Quad City
campus, email Chris Brown (ce-brown@wiu.edu), copying our Office Manager
and the person requesting the room, detailing the date, time, how many people,
and that it is in MG207A. She is not quick to respond with a confirmation email,
so you might have to check with her in a day or two to get the QC room number.
MG 207A and 453 are also used as classrooms. At the end of Spring semester,
email the secretaries in Morgan Hall, asking if they have scheduled classes for
these rooms. Typically the classes scheduled are graduate level courses. It is
important to get this information as soon as possible because of scheduling
conflicts if these classes are not put on the Zimbra Calendar.
MG453 is ALWAYS reserved for CAS business on Wednesday afternoons. This
conference room is where the CAS Curriculum Committee, CAS Graduate
Committee, CAS Chair’s Council, and CAS Faculty Council meet.
It is this position’s responsibility to schedule the CAS Graduate Committee, CAS
Faculty Council, and CAS Curriculum. The Dean’s secretary schedules the
Chair’s Council.
8
CONSOLIDATED MONTHLY DEPARTMENTAL REPORTS
Each department in the College is required to email a report listing faculty
achievements and departmental accomplishments. This report is called the
Monthly Information Sheet. This information is used to help create the
Consolidated Annual Report that is done each Spring Semester and is also used
during Chair’s Retreat. A copy of the blank report sent to departments may be
found at the end of this section.
Each month, or as they come in, the information contained in the emailed reports
is entered into a consolidated report for each department, following the outline of
the Monthly Information Sheet. Information collected is usually cut and pasted,
but occasionally it is easier to key in the information. The faculty achievement
portion of the report is kept in alphabetical order by faculty last name. This makes
the information more user-friendly if the Dean needs to find a single faculty
member’s accomplishments.
Some departments will send a report that will contain new and old information.
Usually the new information is highlighted, but be careful to check information
before adding to the report.
It is important to keep all formatting for each department report the same. At
some point, all the information from each department may be consolidated into
one large report. It will make things much easier if all the reports contain the
same formatting.
It may be necessary each month to send a gentle reminder to chairs and
secretaries that the report is due and to remind them to keep the same formatting
as the Monthly Information Sheet.
9
COPY MACHINE
To order toner for the copy machine, call 298-1732 (Kim). She will request the
following:
Copier ID #--10087
For repairs call Digital Copy at 837-1500.
10
COURSE CHANGES AND NEW COURSE PROPOSALS
All forms pertaining to course changes, prerequisite changes, new course
proposals, etc. may be found at:
http://www.wiu.edu/provost/curriculum/
Undergraduate forms are signed by Dr. Jim Schmidt. After signature, copy and
send to the provost.
Graduate forms are signed by the Associate Dean for Strategic Planning or the
Dean. After signature, copy and send original to Graduate Studies.
Copies go in the bottom right-hand file drawer behind my chair.
11
DONOR LETTERS
Each day via email a list of donations will be sent. The college sends a thank you
note to each person that donates to the college and its departments. I keep a
running document where I copy and paste each day’s donations under the
appropriate departmental heading. When I am ready to create letters, I print the
document. In the filing cabinet next to my chair, copies of past documents can be
found showing how I do this.
The donations are broken down in to two areas: donations over $50 (these are
signed by the Dean) and letters under $50 (these are signed by the Director of
Development, Mr. Bryce Dexter).
All donations are entered into an Access database from which all letters and
envelopes will be created. To enter data into the database it is easiest to use the
find function. On the tool bar to the farthest right you will find the button for Find.
Click it and enter the donor’s last name into the box and choose ‘Donor Contact
Information’ on the drop down menu below the name box.
If the person is a repeat donor enter and check the following information:
1. [Last Donation]—enter the date of the previous donation
2. [Most Recent Donation]—enter the current day’s date
3. [Number Donated]—increase this number by one. This is a running tab of
how many times a person has donated.
4. [Total Amount]—add the current amount with the amount in this spot. This
is the total amount a person has given over time.
5. [Letter Type]—you will enter the type of letter you will be using (First time
donor, Scholar Letter 1, etc.)
6. Check that the rest of the information is correct
If the person is a new donor enter the following information:
1. The same as 1-5 above.
2. [Hon]—enter the person’s title.
3. [First Name]
4. [MI]
5. [Last Name]
6. [Address 1, 2, and 3]
7. [City], [State], and [ZIP]
8. [Spouses Name]—if available
9. [Chair]
10. [Department]—do not use abbreviations here. The department name will
be used in the letter
11. [Fund]—this is where you will fill in the name of the scholarship,
endowment, or memorial title
12
There are several different types of letters used:
 First time donor and First time donor w/interim chair
 Continued Support and Continued Support w/interim chair (for people who
have donated before)
 Scholarship Letter 1 and Scholarship Letter 1 w/interim chair (first time a
person has donated to an endowment or scholarship)
 Scholarship Letter 2 and Scholarship Letter 2 w/interim chair (second time
a person as donated to an endowment or scholarship)
 Continued Endowment Support (for those donors that give to their own
endowment)
 Jack Stites Memorial Letter (for donations in his memory)
 Victor Hicken Memorial Letter (for donations in his memory)
 Roland Burke Memorial Letter (for donations in his memory)
 Bryce First time donor
 Bryce Continued Support
 Bryce Scholarship 1
 Bryce Scholarship 2
After I have entered all the information, I will mark next to the person’s name
which donor letter will be used.
Remember to periodically save the document as you enter information so nothing
will be lost if the computer locks up. After everything is entered, it will be time to
create the letters. Choose the correct letter and print. I find it easier to group
same letters together (all First time donor letters, continued support letters, etc.)
that way I am not doing a single letter at a time.
It is best to try to do the letters each day or at the least each week so they don’t
pile up. It is not uncommon for there to be as many as 50 or 60 letters in a week,
so it is important to keep up with it.
Once the letters are printed, put the Dean’s letters in her mailbox and Bryce’s in
his. Once they are signed, print the envelopes and stuff. Before placing the
letters in the mail, count how many there are and send an email to Avery letting
her know how many. She needs this information so she can correctly disperse
budgetary funds.
13
FACULTY MENTOR GRANTS
This internal grant program provides funds for CAS faculty members in their first
six years of their career to establish research and scholarship connections with
faculty researchers/scholars in universities other than WIU. Faculty will meet
with their mentor to collaborate on, review, and/or establish research and
scholarship project(s) identified in this grant proposal. The program will support
research and grant writing activities of Western Illinois University CAS faculty
members who are either at the beginning stage of their scholarship career or are
working on changing the area of their scholarship.
Grant amount: Maximum total is $3,000, to be expended over a period of at most
two years ($1,500 per year).
Budget: The funds may be used to travel to meet with the faculty mentor
(possibly at conferences) or to support faculty mentor visits to WIU. The funds
may not be used for honorariums or equipment.
Eligibility: To be eligible CAS WIU faculty members have to be either in the first
six years of their career at WIU, or in a position to “re-tool” as determined from
their proposal, their CV, and a support letter from the chair of their department. A
preference will be given to those CAS WIU faculty members who have not
received Faculty Mentoring Program grants previously. Projects planning grant
proposal submissions to external agencies will be given a priority.
Application: A completed application consists of the following:
 a grant proposal
 support letter from the department chair
 support letter from the proposed faculty mentor
 updated CV of the faculty member
 updated CV of the proposed faculty mentor
 a brief description of the project, time line, expected outcomes (usually a
grant proposal to an external agency as well as publications), budget, and
an explanation of benefits of mentor’s involvement.
I create a separate file for each application and enter all data into a spreadsheet.
A sample spreadsheet may be found at the end of this section. Check all
proposals as they come in to ensure that they are complete. If an application is
not complete, email the faculty member, copying the Dean, enquiring about the
missing items. Make sure to document all correspondence and place in the
applicant’s file.
After the deadline has been reached, give the proposals to the Dean to approve.
After approval, create congratulatory letters. The letters will be sent as an
attachment via email. Send the email to the faculty member, copying the Dean,
chair of the department, and the faculty mentor.
A hard copy will follow in the mail. File the applications in the top right-hand file
drawer behind my chair.
15
FAX MACHINE
The college fax number is 298-2585.
To dial a number inside the university: 8-XXXX
To dial a number outside the university: 1+ long distance code (XXXX) + area
code + phone number.
16
FOUNDATION REPORT
This is a document that is created roughly each quarter for Foundation. We also
use the information collected to help prepare for the Consolidated Annual Report.
The following is a list of where the information comes from:
 Monthly Information Sheet filled out by all departments
 Campus Connection
 Emails
 Department newsletters
 CAS website
 Departmental websites
 and other sources
The report is broken down into several categories:
 Scholarly/Creative Publications, Presentations, and Meeting Attendance of
faculty broken down by department
 Grants received by faculty broken down by department
 College News broken down by Achievements, Future Events, and Past
Events
 Departmental News broken down by Achievements, Future Events, and
Past Events
Common information included is:
 faculty that have attained a higher rank
 interim chair information
 interim dean information
 events hosted by departments and the college
 the title and amount of grants received
 books, articles, papers, etc. published by faculty, chairs, and deans
 awards received
 new majors or minors that have been approved
 and other information as deemed pertinent
A copy of a past report may be found at the end of this section. We are only
allowed 2-3 pages max, so it is imperative that only the most important
information be listed. If you have questions about an item, go ahead and put it in
and let the Dean decide if it needs to be kept.
Email a copy of the report to the Dean for any changes/revisions. The final report
is emailed to Lisa Krieg at LL-Krieg@wiu.edu at WIU Foundation.
17
GOLDEN KEY
The Dean is an advisor for Golden Key and any mail that comes goes to her.
There are Golden Key tassels (for graduation) in the bottom right-hand file
drawer behind my chair. Typically they cost $10, but always check with the Dean
first before giving them out.
18
GRADE CHANGES
Undergraduate Grade Changes
Undergraduate Grade Changes are 100, 200, 300, and 400 level courses.
Record them in the Grade Changes binder listing student name, grade change,
date received, date sent, faculty last name, and course number.
These grade changes are signed by Associate Dean Dr. Jim Schmidt. If there is
a note with the grade change stating some kind of conflict, he will sign it himself.
If there is no note, use his signature stamp on both the white and yellow copies.
Send Undergraduate Grade Changes to the Registrar’s Office.
Graduate Grade Changes
Graduate level grade changes are 400G, 500, and 600 level courses. Record the
same as undergraduate grade changes.
These grade changes are signed by Associate Dean for Strategic Planning and
Academic Affairs (Dr. Rick Anderson, interim) or the Dean. There is no signature
stamp for these.
Send Graduate Grade Changes to the Graduate Studies Office.
19
GRADUATE FACULTY—TEMPORARY AND FULL MEMBERSHIP
Faculty who wish to teach graduate level coursework must file one of the
following applications:


Application/Nominations for Full Membership in the Graduate Faculty
Application/Nominations for Temporary Membership in the Graduate
Faculty
These applications may be found at the following website:
http://www.wiu.edu/grad/manuals/index.php
These applications are signed by the Associate Dean for Strategic Planning or
the Dean.
After they are signed, make a copy and send the original to Graduate Studies.
File the copy in the bottom right-hand file drawer behind my chair.
20
GRADUATE INCOMPLETES—REQUEST FOR EXTENSION OF
TIME
These are signed by the Associate Dean for Strategic Planning or the Dean. I
have a binder set up to record the student’s name, date sent, term, course, and
instructor. I also make a copy of the form after it is signed and put it into the
binder.
The signed document is mailed to Graduate Studies.
GRANT PROPOSALS--EXTERNAL
CAS faculty are encouraged to seek outside grant opportunities. These
proposals are signed by the Dean. The grants should include an Office of
Sponsored Projects (OSP) internal proposal review/approval form. This form
should be completely filled out.
After the Dean has signed the proposal, make a copy of just the review/approval
sheet and enter the grant information into a spreadsheet. File the copy of the
review/approval sheet in the top left-hand file cabinet under the appropriate
department.
OSP no longer sends copies of completed proposals (proposal with Beth
Seaton’s signature and OSP stamp) in the mail. They now come via email and I
file these in an electronic file on Zimbra.
KEY REQUESTS
These are requests for keys to Morgan Hall. The keys are for faculty, staff, or
graduate students. Record these in the binder marked Document In/Out Log and
list the person’s name, department, keys needed, date received, and date
mailed.
This document is signed by Associate Dean for Strategic Planning and Academic
Affairs.
Once the document has been signed, make a copy, stamp “File Copy” on it, and
place it in Suzanne’s mailbox. All key requests go to the Office of Public Safety in
care of Tammy Thomas. Ms. Thomas’ phone number is 8-1949 or fax the
request to 8-2884.
LETTERHEAD, ENVELOPES, AND BUSINESS CARDS
Letterhead, envelopes, and business cards are ordered from DPS. Go to
http://www.wiu.edu/DPS/ click on the menu Place and Order and then Products
where a drop down menu will list items that may be ordered.
Usually letterhead and envelopes are ordered in batches of 2,000. Business card
order amounts vary per person.
All letterhead, envelopes, and business cards should be on file at DPS. When
prompted on the order form, select reorder without changes. The only time a
change may be necessary is if a person’s title, office number or phone number
changes.
The account number used is 1-14000 on even years and 2-14000 on odd years.
Have all items delivered to Morgan 114.
LETTERS—FONT AND SETUP
WIU letter arrangement:
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Font: Garamond 10pt. I use 11pt or 12pt depending on the length of the
letter.
Margins: Top: 2.66; Bottom: .91; Left: 1.83; Right: .75
LOST AND FOUND
The CAS main reception area is Lost and Found central. Janitors leave items
they have found in classrooms as do faculty and students. A box is under the
student worker desk and all clothing items are left in the box. Items of value
(wallets, phones, IDs, IPods, keys, etc.) are usually kept on my back desk. If a
person would like to leave a number and description of a lost item, they may
enter their information into the blue binder on the top shelf of the student work
desks.
LUMP SUM PAYMENTS
There are two kinds of Lump Sum Payments: Lump Sum Payment and Lump
Sum Payment—Graduate Assistant. Record these in the binder marked
Document In/Out Log listing the person’s name, department, amount of payment,
date received, dated mailed, and where mailed to.
Lump Sum Payments
These are payments to people who are not faculty. They are signed by Associate
Dean for Strategic Planning and Academic Affairs. Once the document has been
signed, make a copy, stamp “File Copy” on it, and place it in the Lump Sum
Payment File.
If the budget amount begins with a 1-, 2-, or 3-, it will go to the budget office. If it
begins with a 5-, it will go to the Office of Sponsored Projects.
Lump Sum Payments-Graduate Assistant
These are payments to graduate assistants. They are also signed by the
Associate Dean. Once the document has been signed, make a copy, stamp “File
Copy” on it, and place it in the Lump Sum Payment File.
Send these to the Graduate Studies office.
MAIL
The mail comes at 8am and 1pm each day. Open each piece of mail and
determine whom it goes too. Anything marked “Confidential” should not be
opened and placed into that person’s mailbox. Also, anything marked for
Suzanne, Sharon, Avery, Joshua, or Andrea should not be opened but placed in
their mailbox. Secretaries and Chairs in Morgan Hall will often hand-deliver their
mail.
Quite frequently mail comes in addressed to the wrong person. The following is a
list that identifies the common types of mail we get and whom it goes too. Items
with asterisks have separate directions that go into more detail.
The Dean (Dr. Sue Martinelli-Fernandez, interim)

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Outside Employment Requests*
University Honor’s Council
Chair’s Council
Golden Key*
Associate Dean for Undergraduate, Curriculum, Technology and Student Affairs
(Dr. Jim Schmidt)
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Class Schedule Proofs*
College Scholar Applications*
Curriculum Committee
Enrollment Numbers (comes via networked printer)
Faculty Council
Faculty Senate
Grade Appeals-highly CONFIDENTIAL
Outstanding Faculty Applications*
Student Grievances-highly CONFIDENTIAL
Undergraduate Grade Changes*
Associate Dean for Strategic Planning and Academic Affairs (Dr. Rick Anderson,
interim)
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ACE Sheets*
Graduate Council
Graduate Level Incompletes*
Dean’s Secretary (Sharon Knight)

Chair evaluations—these are always hand-delivered and come in white
envelopes with stickers on the front. Please make sure that the back is
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signed (legibly). The faculty member might be uncomfortable in signing,
but tell s/he that their name is not recorded and is kept CONFIDENTIAL.
Copies of letters coming from the Provost or other academic areas.
PAAs—these are usually in large red folders and are quite thick. These
are CONFIDENTIAL and must be taken to Sharon immediately.
Request to Fill Applications*
Office Manager (Suzanne Boussaard)
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Dean’s List
Inventory forms
Office Support Specialist (my position)
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Course Proposals/Changes*
Faculty Mentor Grants*
Grade Changes—undergraduate and graduate*
Graduate Faculty—Temporary and Full Membership Applications*
Graduate Incompletes—Request for Extension*
Grant Proposals—External*
Key Requests*
Lump Sum Pay Forms*
Provost Faculty Awards*
Request for Approval: Outside Employment*
Request for Leave without Pay*
Request to Fill Forms*
Supplemental Pay Forms*
Undergraduate Research Grants (UGR)*
Undergraduate/Graduate Course Changes and Proposals*
University Research Council Grants (URC)*
Staff Clerk (Avery David)—Budget Secretary
 Travel Vouchers*
 Office Supply Invoices
 Western Distributing Water Bill
 Invoices off of delivered packages
OFFICE SUPPLIES
Office supplies are ordered from DPS. Go to www.wiu.edu/dps and click on place
an order and choose office supplies from the menu. A copy of the online
Inventory Request form is provided.
DPS carries a great deal of the items we use every day. If items are ordered in
the morning, it is not uncommon to receive them that afternoon. However, there
are some things that must be ordered from a catalog and these are called
Special Orders. We almost always order from Office Max because we get a great
discount from them. If you see something in the catalog and want to know the
price, call DPS at 298.1828 and they will be happy to give you a quote.
Our fiscal year ends on June 30. The budget secretary will tell you when the final
date is that you may order office supplies. It is usually sometime at the end of
April or beginning of May. This final order at the end of the fiscal year needs to
cover everything the office will need for the next several months-at least until
September or October-because sometimes the budget is not available until then.
Usually I will order a great deal of paper (10 boxes or 100 reams of paper), postit notes, scotch tape, batteries, inkjet cartridges, laser print cartridges, and
anything else that is used frequently.
I usually keep a sticky note on my desk calendar and write things down as
people request items. Also, if an item is over $100, I usually ask the Associate
Dean in charge of the budget if it is ok to order the item. Use the 1-14000 (even
years) or 2-14000 (odd years) account number. Have the supplies delivered to
Morgan 114.
Office supplies are kept in the copier room. Paper and laser jet cartridges are
stored in MG111.
Because of the budget situation, ALL orders over $500 must be approved by the
Dean and the Provost. Give a detailed list of the items to Avery and she will do
the request.
OUTSTANDING FACULTY AWARDS
Our College is home to many excellent and productive scholars. Each year, the
College solicits nominations from faculty to identify colleagues whose
accomplishments are worthy of recognition. Faculty must be either tenured,
tenure-track or associate faculty members. The following are the categories for
nomination:
Teaching
Research/Scholarship
Service
Teaching with Technology
Excellence in Multicultural Teaching
Internationalizing the Campus
Undergraduate Research--Career Achievement
Undergraduate Research--Recent Achievement: Past Three Years
As the nominations come in, create a file for each applicant. Create a simple
spreadsheet that lists the name, department, and award being nominated for.
Keeping a spreadsheet helps make sure that all the categories have
nominations.
After the due date has passed, give the files to Dr. Schmidt.
The winners of the awards will be announced at the CAS Spring Reception.
PROVOST AWARD FOR FACULTY TRAVEL
The policy and forms for the Provost Award for Faculty Travel may be found at
http://www.wiu.edu/citr/travelaward/.
All Provost Award for Faculty Travel are logged in the binder marked Document
In/Out Log listing the person’s name, amount, department, date received, and
date mailed.
The document needs the signature of the Dean and then it is sent to the Center
for Innovation in Teaching and Research (CITR). Make a copy of the document
and place it in Sharon’s mailbox to be filed in the faculty member’s personnel file.
REQUEST FOR APPROVAL: OUTSIDE EMPLOYMENT
These forms go to Sharon and they may be found at:
http://www.wiu.edu/provost/forms/
REQUEST FOR LEAVE WITHOUT SALARY
These go to Sharon. She logs them in and then shuffles them to the correct
person for signature
http://www.wiu.edu/provost/forms/
REQUEST TO FILL FORMS
These go to Sharon. She logs them in and then shuffles them to the correct
person for signature.
http://www.wiu.edu/provost/forms/
SUPPLEMENTAL PAYMENTS
These are payments made to faculty. Record these in the binder marked
Document In/Out Log listing the faculty name, department, amount of payment,
date received, dated mailed, and where mailed to.
This document is signed by Associate Dean for Strategic Planning and Academic
Affairs.
Once the document has been signed, make a copy, stamp “File Copy” on it, and
place it in Sharon’s mailbox. It will eventually be filed in the faculty member’s
personnel file.
If the amount is over $1,000, send it to the Provost’s office.
If the amount is under $1,000, check the budget number to determine where next
to send it. If the budget number begins with a 1-, 2-, or 3- send it to the Budget
Office. If it begins with a 5- send it to the Office of Sponsored Projects.
Because of budget constraints, send all requests to the Provost’s Office until
further notice.
TRAVEL VOUCHERS
Travel Vouchers go into Avery’s mailbox.
COLLEGE OF ARTS AND SCIENCES UNDERGRADUATE
RESEARCH AND SCHOLARLY ACTIVITY GRANTS (UGR) AND
THE NORMAN AND CARMELITA TEETER UNDERGRADUATE
RESEARCH AWARD
Each Fall and Spring semester the College sends invitations to CAS chairs and
faculty to encourage students to apply for the grant. The college created this
opportunity to encourage undergraduate students to do research and to work
closely with a faculty mentor(s). The College will give a maximum of $300 with a
matching 25% gift from the department.
The student will write a proposal and budget using a template that may be found
on the CAS website. An example of the template is included at the end of this
section. The students must use the current semester’s form. The students must
also provide the following items:
 An original transcript. However, if they still owe the University money, they
may provide an unofficial transcript off of STARS.
 Proof of IRB approval if they will be using people for their research
(typically in Psychology)
 Proof of conference acceptance if their research will be a poster
presentation at a conference.
 Letter of recommendation from faculty mentor(s).
As the proposals come in:
 Create a new file for each proposal, even if the student has more than one
project.
 Enter each proposal into a spreadsheet. An example is included at the
end of this section. I include the students’ addresses in the spreadsheet
so when revision/acceptance letters are sent, I have addresses readily
available.
 Check each grant to be sure it is complete. If it isn’t complete, I make a
note in the spreadsheet. Send an email to student and faculty member if
proposal isn’t complete asking for needed items.
 Proof each proposal checking for the following items:
o Spelling and grammatical errors. I underline in the proposal where
each mistake is, so when a revised proposal comes in I know
where to check. If the proposal has more than three errors I
recommend revision.
o The language used is too discipline specific. The proposal should
be easily read by those outside of that particular discipline.
o The proposal thesis statement is explained well.
o The budget is added correctly
o The budget is itemized. Each item listed (travel, office supplies,
chemicals, etc.) should have its own price. Many times students will
list items but just give a total. They must itemize. If the budget is
incorrect, the proposal will ALWAYS need revision.
o The proposal is signed by the student(s), faculty mentor(s), and
chair of the department.
o The proposal has a title.
o The student has ticked whether they are applying for the CAS
Undergraduate Research and Scholarly Activity Grant, the Norman
and Carmelita Teeter Undergraduate Research Award*, or both.
Once all applications are in and proofed, set up a time to go over the proposals
with the Dean. Proposals with several errors will need to be revised. A letter will
be sent to the student, faculty mentor, and chair listing the areas of the proposal
that need to be revised. Once the letters are created, have the Dean sign them.
The letter will then be sent as an attachment to an email. The email is sent to the
student and copied to the faculty mentor, the chair of the department, and the
Dean. A typical email will say:
Dear [Student Name]:
Please find attached a letter discussing the disposition of your College of
Arts and Sciences Spring 2010 Undergraduate Research and Scholarly
Activity Grant.
If you have any questions or concerns, please feel free to contact me at
298.1828.
Once the email is sent, the original, signed letter is sent to the student. A copy of
the letter is placed in the student’s file.
All proposals that are complete and in good order, will be sent a congratulatory
letter. An example of this letter is at the end of this section. The letter will list the
amount of the award from the College (up to $300) and the matching funds from
the department. As with revision letters, create the letters and have the Dean
sign them. The letter will then be sent as an attachment to an email. The email is
sent to the student and copied to the faculty mentor, the chair of the department,
the Dean, and Avery. A typical email will say:
Dear [Student Name],
Congratulations! Your College of Arts and Sciences Undergraduate
Research and Scholarly Activity Grant has been funded. You will find
attached to this email a letter that goes into more detail concerning the
disposition of your grant. A signed letter will be forthcoming soon.
Once again, congratulations!
Once the email is sent, the original, signed letter is sent to the student. A copy of
the letter is placed in the student’s file.
Once the application process is finished, I place the proposals in the top filing
cabinet on the right behind my chair.
*The Norman and Carmelita Teeter Undergraduate Research Award is only
awarded in the Spring semester at the CAS Spring Awards Reception. When the
students fill out their application form, they will tick the option for this award. At
the end of the Fall and Spring application process, photo copy each student’s file
that has applied for the award and then send a copy to each member of the
committee set up by the Dean. The committee members will look over the files
and then choose the top 10, evenly dividing the awards between the Humanities,
Social Sciences, and the Natural Sciences/Mathematics. Students who receive
this award will receive a congratulatory letter. This letter will be sent as an email
attachment that is sent to the student, faculty mentor(s), chair, Dean, and Avery.
A typical email will say:
Dear [Student Name],
Congratulations on receiving the Norman and Carmelita Teeter
Undergraduate Research Award. You will find attached to this email a
letter describing your award and a flyer giving the date and time of the
College of Arts and Sciences Awards Ceremony. A signed hard copy of
the letter will follow in the mail.
Once again, congratulations on receiving this prestigious award.
Once the email is sent, the original, signed letter is sent to the student. A copy of
the letter is placed in the student’s file.
Also let Suzanne know the students who are receiving the award so she can put
it on the agenda for the CAS Spring Awards Reception.
UNIVERSITY RESEARCH COUNCIL GRANT PROGRAM (URC)
URC support is intended to promote research or its scholarly equivalent in
appropriate fields by providing "seed" money for the initiation of new projects.
The guidelines and proposal forms may be found at:
http://www.wiu.edu/SponsoredProjects/council/council_guidelines.html.
Faculty members must submit the following to be considered complete:
1. Cover Page
2. Support Letter from Department Chair
3. Budget Justification Page
4. Project Description
5. Other Supporting Documentation:
 Survey instrument(s) to be used
 List of manuscripts accepted and/or publication citations from
previous URC grants in refereed journals or the equivalent for
creative arts
 Curriculum Vita (limit to 2 pages)
As the proposals come in create a spreadsheet. A sample spreadsheet maybe
found at the end of this section.
The maximum money provided by Office of Sponsored Projects is $5,000.
The maximum money provided by the College is $600.
The maximum money provided by departments is unspecified.
I create a separate file folder for each proposal. After the deadline, give the
proposals to the Dean for her approval and signature. Not all proposals will be
funded. When the Dean has approved the proposals, a congratulatory letter will
be created. Make a copy of the letter for the applicant’s file. A sample letter
maybe found at the end of this section.
After the proposals are approved, make a copy of just the cover page, budget
justification, and proposal abstract for our records and send the completed files
to the Office of Sponsored Projects. File the applications in the top right-hand file
drawer behind my chair.