********************************************************************** Updated with Lutzer suggestions: March 2003 Updated with Rublein suggestions: May 2004 Updated with Schreiber suggestions: May 2004 Updated with Lutzer suggestions: May 2004 Updated with Loehr suggestions: May, Aug, 2005 Sections: *** DEPARTMENT LOGISTICS ********************************************* *** COLLEGE LOGISTICS ************************************************ *** COMPUTERS ******************************************************** *** TEACHING ********************************************************* *** RETENTION, PROMOTION, TENURE, AND SALARY ************************ *** RESEARCH GRANTS ************************************************** *** MISC ************************************************************* *** DEPARTMENT LOGISTICS ********************************************* What is the main office phone number? 221-1873 for Barbara Boyer and 221-2006 for Marianna Williamson. What is the department website? www.math.wm.edu What is the department fax number? The department fax number is 757-221-7400 and the machine is located in the main office. There is a second back up machine owned by the School of Education (757-221-2988) in Jones Hall room 310. How can I make phone calls from my office? Dial 1-abcd for the college number 221-abcd Dial 7 to get a dial tone, then dial a local number. Effective 5/21/04, the following are now considered "local": (if you have any questions, please contact Connie Grimes at extension 11761) HAYES (804) Extensions 642 684 Dial 7 to get a dial tone, then 1-800-xxx-xxxx for a toll free call. Dial 8 to get a dial tone, then 1-xxx-xxx-xxxx for a long distance phone call charged to the department (even calling a toll free number using the 8 key gets charged to the department). Dial *5 to get to your voice mail menu. Can I get my phone messages from home? Yes. Dial 221-1800. Press # and follow directions. How do I mail letters? Write 120027 on the return address and place it in the lower-right mailbox bin. Which of the three copying machines should be used? Depends on the number of copies. For single sheet jobs, use the Risograph for 15 or more copies and the tabletop copier for 15 or fewer. For jobs requiring collating, use the big machine. Can I make personal copies? Yes. Pay Barbara or Marianna four cents per page. How much real estate does the math department own? All of the office loop and the entire right-hand side of the first floor of the long hall in Jones. In addition, we own the quadruple wooden display cabinets and three floor-to-ceiling glassed-in bulletin boards in the main foyer of Jones. Which doors should be locked in the evenings and on weekends? 114 (main office) 115 (xerox room ... it is OK to leave the machine on if there are a lot of people around since it has an automatic shut-off) 113A (skinny niceHP, tabletop copier, scanner, and risograph room) 131 (seminar room) 112 (tutoring room) How do I make personal long distance phone calls from work? You can set up an account with Telecommunications, get a PIN, and make continental US calls for 15 cents a minute. You will be billed monthly. You can also use (prepaid or home phone) phone cards. When are paychecks issued? They arrive in the department office on the 1st and 15th (or 16th?) of each month, or on the Friday before in the case weekends. If you elect to be paid on a 9-month basis, you get no checks in June, July, or August. Direct deposit is available. What will my office key open beside my office? You will have two keys. One will open your office door only. The other will open the Math Library (101 D), Tutoring Room (112), Seminar Room (131), Kitchen (115), Printer Room (113 A). How do I make travel arrangements? You need to fill out a "Travel Authorization" form prior to travel (which is available from either Barbara or Marianna). This needs to be filled out for any College business, even if the costs are paid by a third party. Make travel arrangements with either: Utravel - 253-1212 or Colony 229-8684 (One of these travel agencies must be used per state contract). However, tickets may also be purchased on the internet if a cheaper price can be obtained. How do I make departmental-related phone calls while on travel? Apply to Telecommunications services for a William and Mary telephone credit card. Calls made on this card, which should only be used for official business, are automatically charged to the department. How do I charge business-related expenses while on travel? Either use your own credit card and *keep receipts* for reimbursement or apply to the General Accounting Office for a personal travel card. This is an American Express Corporate Card. Charges on this card are billed to you personally at your home address. You must apply for reimbursement to the department office in the usual way. Reimbursements are very prompt so you should get the funds in ample time to pay Amex. You may used the card at the cashier's office to put a travel advance on your Amex account. You are not supposed to put non-reimbursable items on your Amex corporate card. Barbara has application forms for the card. Note that a personal travel card may be used to purchase travel tickets **on-line**. There are some conditions on this kind of exception to the use of approved travel agencies. Check the General Accounting web-site http://www.wm.edu/OSFX/news/ for details. What should I do if a book or article I need is not in SWEM? The book or article may be ordered via InterLibrary Loan (ILL) office on the ground floor of the SWEM addition). This can also be done over the Internet via SWEM Library's home page (under Library Services). You will get a copy of the book for a month, and usually a copy (or PDF via e-mail) of an article. Sometimes, one book renewal is allowed. If you want the book to be purchased by the library, contact the departmental library representative (currently - Vladi) and he will help you. What if I need a hammer or screw driver for a minor repair? See Dave Lutzer. What if I lose money in a Jones Hall vending machine? Call CRH catering 1-800-296-8083 and ask for Sherry or Fred. Are there annual ceremonies to attend? Yes. There are three. The opening convocation for freshmen (typically the first Friday afternoon in the Fall semester), Charter Day (in February, where the 1693 charter is read), and commencement in May. How do I get academic regalia? The Provost's Office has subsidized the purchase of robes, hoods, etc. for several years. Contact the chair if you are interested in purchasing these items. What are the main committees of the department? There are three. The Personnel Committee is in charge of personnel policies and hiring, the Merit Review Committee makes merit decisions that affect raises, and the Undergraduate Curriculum Committee is in charge of the undergraduate curriculum. Normally, when one of these committees wants to make a major change, they seek approval through a department vote. The first two are elected (in May) and the third is appointed. The current committees are updated at: http://www.math.wm.edu/~klsmit/Committee.html Where can I find basic office supplies (like chalk) in the department? The supply room is off of the main office in Jones 114. Any supplies needed to teach classes or perform research should be taken as needed. There is no need to sign out any of the supplies. *** COLLEGE LOGISTICS ************************************************ Where are some places to eat lunch? On campus, one can eat at the student cafeteria (near William and Mary Hall), Lodge 1, the University Center (all-you-can-eat on the main floor or ala carte in the basement), and the Campus Center. There is a lunchtime "take-out" at the back of the Dodge Room of the Phi-Beta Kappa Hall. Within a short walk from campus are a half dozen restaurants in or near Merchant's Square and the campus deli's near the football stadium. Within a short drive of campus are Vietnamese (Chez Trinh), Indian (Nawab), Chinese (Peking), and a host of chain restaurants on Richmond Road. What are the precise traffic rules at the intersection of Richmond Road, Jamestown Road, Boundary Road, and Duke of Gloucester Street? This famous intersection will probably never get a stoplight due to its proximity to the restored area. Assuming that there are no pedestrians, inbound traffic on Jamestown Road passes through the intersection without yielding. Traffic coming around the corner from Richmond Road has a yield sign, while incoming Boundary Street traffic has a stop sign. Newcomers and tourists, are baffled by the intersection, hence the nickname "confusion corner." *** COMPUTERS ******************************************************** Where should I go first for help with my computer First try any colleague who seems computer literate. Failing that, try IT (221-HELP) if you are on windows or the math department computer committee if you are on Linux. What are the computer options for a faculty member in the Math Dept? All faculty office desktop machines are either on the Math network (which runs Linux) or are on the campus-wide IT network (which runs Windows). The upsides to the Windows approach is that proprietary Microsoft software (e.g., an Excel spreadsheet) can be run seamlessly and there is more software available for Windows- based machines. The upside to the Linux approach is that the software is not proprietary, less prone to hackers and viruses, more reliable, and generally cheaper. The learning curve on Linux/Unix, however, is a bit steeper than Windows, which is initially more intuitive. Linux software exists (called openoffice or staroffice) to process MicroSoft files. Check with IT (221-HELP) if you are interested in using a MacIntosh. Are all computers networked together at William and Mary? No. The Math Department network is Unix/Linux based. It is easy to get an account on the separate IT unix machine, unix.wm.edu. Contact IT at 221-HELP. Using that account ID and password, you can also sign in to the student lab machines, provided you are physically located in one of those labs and you have a university computing account (the normal password is your campus-wide e-mail ID, e.g., jfkenn for John F. Kennedy) and campus-wide password. It is also possible to give students access to files that you have stored in your personal directory on unix.wm.edu. They can get at this data from the lab machines. You CANNOT log into the student lab machines from a remote site. You should also investigate the College's website http://blackboard.wm.edu. Is there help available for a systems-level problem on the math network? Yes. Send e-mail to techie@cs.wm.edu. The request will be assigned a job number and handled by the techies (supervised by Phil Kearns, a faculty member in the Computer Science department). The techies are typically PhD students working under Phil. Sadly, they don't help with debugging. IMPORTANT: make sure to use the job number (as specified in an automatic reply e-mail to your request) in all subsequent e-mail interaction regarding the problem. How is a new account created on the math network? Type "newuser" at the login prompt (and just return in lieu of a password) on the machines in Jones 113. Presently, those allowed to use the math network are: faculty, staff, PhD students, COR students, and honors students. How often are files on the math network backed up? Once every 24 hours. How are files printed on the math network? There are two printers: hp113 (in Jones 113) and niceHP (in Jones 113a). Information about printing is on the Unix/Linux handout in the lab (also on the web). One rule of etiquette is to never print from home or just before running off to class. If your job jams the printer or is tied up, all behind you must wait since the queue discipline is FIFO. The unix command lprm can be used to remove a print job from the print queue. The unix command lpq will show you what is in the printer queue at any time for the default printer. Is there documentation for the software on the math network? Yes. It is on the bulletin board in Jones 113A or at http://www.math.wm.edu/~klsmit/Links.html What if I encounter problems with the campus-wide network? Call 221-HELP. How can I access my office computer from home? A secure shell program named SSH Secure Shell is the preferred way to login from a remote location (home, a conference, etc.). You can obtain the SSH Secure Shell software from the College's IT website at no charge by downloading at http://www.wm.edu/it/index.php?id=1238 How can I forward mail to another account while traveling? Create a file called .forward in your home directory and put the following line in it: \yourmathdeptaddress, otheraddress@otherplace.edu Everything that reaches your math account will also be sent to your otheraddress. (Important note: the local address has a backslash in front of it, but the otheraddress does not.) At times when you do not want mail to be forwarded, you simply remove the otheraddress and re-save the .forward file. Another option is to use web-based e-mail provided at the campus pipeline (my.wm.edu). Contact IT (221-HELP) for details. How do I get assistance with Banner? On the web - http://www.wm.edu/it/banner By email - banner@wm.edu By phone - 757-221-BANN (2266) *** TEACHING ********************************************************* Who do I talk to concerning teaching concerns? Start with the chair or a member of the UCC (Undergraduate Curriculum Committee). How do I schedule a room (e.g., for a help session)? Send e-mail to regist@wm.edu How do I get a student into a class that is full? Count the number of seats in the classroom, check with the department chair, then use the "Registration Override" option in the Banner system (follow the "Faculty" path off of the main menu) to place the student you would like to enroll in your class (make sure to include the section number). Can I see my class enrollment numbers? Use the campus pipeline website: http://my.wm.edu to enter Banner. After logging in, click on "Banner Web", then "Faculty". Select the appropriate semester and class, then view the enrollment. What if a door is locked for an exam or help session after hours? Call campus police (221-4596) and they will unlock the room. Is there a math ed person in the School of Education? Yes. Margie Mason (mmmaso@wm.edu). In addition, Dana Johnson of our department is knowledgeable about mathematics education issues. Are there class rooms with technology for teaching? Yes. Jones 301 and 307 are high tech (screens, computer loaded with Maple and other software). Jones 302 is scheduled to become high tech. Jones 306 is definitely low tech. If you are interested in a high tech class room, indicate this to the chair when teaching requests are solicited in September and January. Dallas Matthews from IT (221-1556) can provide more current information on classrooms outside of Jones Hall. How do I assign grades? Grades are assigned electronically using the campus pipeline website: http://my.wm.edu using banner self-service. Print a copy of the grades you assign for your records and give a second copy to Marianna. Here are more more details from the Registrar's Office: Step by step instructions are on the University Registrar's Web site: http://www.wm.edu/registrar/Banner/Banner_Grading_Instructions.php. If you have any questions regarding this process, please contact Dot Osborne at 221-2806, Cory Butler at 221-1624, or German Mendez at 221-2809. Grades for Graduating Students are typically due 48 hours after the end of the final exam. *INCOMPLETES - A grade of incomplete should only be given to students who have not completed essential course work because of illness or extenuating circumstances. *LATE EXAMS (prior to May 18) - Please do NOT assign a grade of "I" to students who have received approval to take their exam later during the grading period or with another section. As long as the exam will be taken during the exam period, leave the grade blank for these students. The student will remain on your final grade worksheet until the grading period ends. Once the exam is taken and graded, you can go back into the worksheet and assign the grade through the last day of the grading period. *A grade of "G" should be given for those continuing semester courses such as Honors, Thesis and Dissertation. A "G" should NOT be assigned to a student who stopped attending class. *AUDITORS - Students auditing a course MUST receive a grade. A successful Audit is reported as "O." An unsuccessful audit is reported as "U." Are there files of course materials from previous semesters that contain course syllabi, exams and handouts? Yes, these are in ring binders in the Math Library (Jones 101D) for each math course taught recently, but these are often not up to date. Talk to any member of the UCC (Undergraduate Curriculum Committee) for suggestions (for the current members, see --- http://www.math.wm.edu/~klsmit/Committee.html). Where do I find College regulations about deviating from my regular class schedule, holding office hours, giving final exams, religious holidays, student evaluations, ... ? Such questions are covered in the Arts and Sciences Faculty Manual. It is a good idea to look it over and to keep a copy handy. If I lock myself out of my office, who can help? Barbara and Marianna have master keys, as do Dave Lutzer (the department Chair), George Rublein (Associate Chair), and Larry Leemis (computer committee chair). The housekeepers have master keys. Campus police have master keys. How many office hours should I schedule? The minimum is three hours per week. We recommend more so that students with class, work or other conflicts can see you during these hours. Faculty members in the department typically include "additional hour by appointment" to encourage students to make appointments for help. May I change the date of a final exam? The date and time of your final exam is set by the dean and you do not have the authority to change it for any student without the student first getting approval for the change from the dean's office. May I give exams or tests or quizzes in the last week of class during one of the regular semesters? Here are two recent e-mails from the Dean of Undergraduate Studies (221-2469) which gives details concerning the last week of classes: Date: Tue, 30 Nov 2004 12:18:31 -0500 To: fas-d@wm.edu From: "Edward E. Pratt" Dear faculty, Please keep in mind that tests or final examinations (except for final laboratory examinations, including examinations in language laboratories and Kinesiology activity courses) may not be scheduled for the last week of classes or during any reading period. Also, page 37 of the Catalog states the various conditions under which students may reschedule exams. If a student has three consecutive exams on consecutive days, has a conflict in scheduled examinations, or wishes to take an examination at the time of a different section of the same course, s/he must submit to my office the appropriate form, available at: http://www.wm.edu/fas/undergraduate/studentdocs/Request_for_Exam_Change.pdf Other requests for deferring or rescheduling, because of illness, death in the family, etc., should go through the Dean of Students Office; the petition for this can be found at http://web.wm.edu/deanofstudents/forms/DeferredExamForm.pdf. Please note, as well, that the A&S Faculty Manual states that final exams must be three hours in length, unless a shorter length is specified in the syllabus. See http://www.wm.edu/fas/faculty/documents/other/Faculty%20Manual.pdf Date: Tue, 12 Apr 2005 10:26:58 -0400 From: "Edward E. Pratt" Below is a summary of important A&S policies concerning final exams: 1. Except for final laboratory examinations (including language laboratories and kinesiology activity classes), no test or final examinations may be given during the last week of classes or during the period between the end of classes and the beginning of the examination period or during any reading period. 2. The deadline for turning in take-home final examinations is the scheduled examination date for that class. If a final paper serves as the final exam, the due date is the scheduled examination date for that class. If the class has a scheduled final examination, no other assignments (such as papers) should be due during the exam period. 3. The time allocated for in-class final examinations is three hours, unless a shorter time is specified in the course syllabus. 4. College policy concerning the rescheduling of final examinations can be found in the Undergraduate Catalog on page 37. My office handles exam time conflicts, three exams in a row cases, and requests to take the final in another section of the same course. The Dean of Students Office handles all other requests for rescheduling, such as for illness. Feel free to contact me if you have any questions. ----------------------------------- EDWARD E. PRATT Dean of Undergraduate Studies The College of William & Mary P.O. Box 8795 Williamsburg, VA 23187-8795 eeprat@wm.edu Phone: 757-221-2469 Fax: 757-221-2464 Will students be asked to evaluate my teaching? Yes. This is Arts and Sciences policy. How are student evaluations of teaching handled? Evaluation forms will be provided by the department during the last two weeks of class. You must leave the room when students are filling out the evaluation forms. A student should be asked to collect the forms and deliver them to the departmental office in Jones 114. Once all forms are collected for all of our classes, the computer center scans and analyzes the results, which are sent back to the department. You may see the evaluation forms and computer print-outs, but not until after your final grades for the course have been submitted. Are any other teaching evaluation methods (besides student evaluations) used? Yes. Probably the most important is that members of the Merit Evaluation Committee visit each of your classes to form their own opinion of your teaching. In addition, we typically poll senior concentrators to evaluate each of the instructors they have had during their tenure at The College. Do I get to choose the classes that I teach? No and yes. In September (December) the chair will ask faculty members to submit a list of preferred courses for the coming Spring (Fall) semester. The chair makes teaching assignments based upon a combination of departmental needs and faculty preferences. What should I do if I want to propose a new course, or modify an existing one? The first step is to get approval from the department's Undergraduate Curriculum Committee. Depending upon the nature of the proposal, that committee might decide that it needs a vote of the entire department. Once approved at the department level, many proposals need to be approved by the Arts and Sciences Educational Policy Committee. Key issues in the consideration process are: "Is the idea a good one?" and "Can we afford it?". How much independence do I have in designing a course that I am assigned to teach? Certain courses (including most courses at the 100-200 level) are under departmental syllabus control. In some courses (e.g., calculus) even the choice of a textbook is a departmental matter. In upper division courses, instructors have more freedom, provided they stay within the course description contained in the College catalog. It is always worthwhile to discuss textbook choices with colleagues who have previously taught the course. If you have questions about whether you can choose a new book for a course, or change the syllabus in a major way, please see the chair of the Undergraduate Curriculum Committee or the department chair. Can I see my class enrollment numbers? Yes. They are updated once or twice a day. Follow this sequence: my.wm.edu ---> login ---> Banner Services --> Faculty --> Term Selection --> CRN Selection --> Summary Class List Do students need to submit written proof of illness? Many members of the department rely on the College's Honor System: if the student says s/he was sick, the faculty members accept it as a fact. However, here is more than you want to know about blue and white slips from the Health Center. From: cbbarn@wm.edu To: Faculty Digest Subject: Health Center excuse notes It is our understanding that some faculty members require students who miss class to obtain an excuse note from the health center. At this time, the health center issues two forms of notes to students. They are vastly different. The first, printed on blue paper, is written ONLY by health care providers and is given to students who have actually had an appointment at the health center. This type of note is given IF the provider feels the student should be excused from class. Having an appointment at the health center is no guarantee a "blue note" will be issued. The second type of note, printed on white paper, can be written by any staff member at the health center and means only that the student came to the health center and SAID they missed class. Simply stated, the white excuse note means that WE HEARD THE STUDENT TELL US THEY DID NOT ATTEND CLASS. It is our hope that this explanation will answer any questions involving excuse notes. Carolyn B. Barnhart Student Health Center 221-2189 Note as of 5/02. The above policy is still in force but is under consideration for revision. What is the extent of coordination (if any) among different sections of the calculus courses (Math 111, 112, etc.)? The department (through the Undergraduate Curriculum Committee) chooses the textbook for Math 111,112 and specifies the sections to be covered in each course. The department also maintains control of the separate labs, in order to make sure that the courses meet the requirements on the College's undergraduate general education requirement called GER 1. Consequently, the department will provide eight labs assignments that should be covered. Instructors may also use some of the labs (there are a total of almost 15) for exam periods, review sessions, additional lectures, etc. Consult with the Math 111, 112 coordinator (Dana Johnson and Mary Lou Zapf) for further information. The instructors in Math 212, 213 pick the text for those courses, but are expected to use the same text in both courses and to make sure that the chosen text is notationally and spiritually consistent with the Math 111, 112 text used in the previous couple of semesters. Is there a daily syllabus to follow, or just a list of sections to be covered? While most of us follow the "one section per 50 minute class" model, this is not a requirement. The only requirement is to cover in totality of material for your Math 111/112 course by the end of the term. How does the lab component of these courses work? Labs meet once per week, usually starting in the 2nd week of term. Labs do not meet during final exam weeks. Some faculty members want to teach their own labs, but most leave the lab teaching up to the graduate students assigned to assist in the course. The labs are required to count 15% of the final grade for the course. There is no separate grade assigned for the lab. You should meet weekly with the teaching assistant to coordinate the lab activities. How do I get a current copy of the lab manual/textbook? See the main department office. Are there common midterms/final exams for these courses? Midterms (either two or three in number, at the instructors discretion) are up to each instructor. There is a common final exam, designed by the set of all instructors in a given term, and prepared by the course coordinator (usually Dana Johnson or Mary Lou Zapf). Students from all sections of Math 104, 106, 108, 111, 112, 211, 212, and 213 take their final exams at the same exam period. Do I return the final exams to the students? Date: Thu, 10 May 2007 10:18:45 -0400 From: "Edward E. Pratt" To: fas-d@wm.edu Subject: [fas-d] retention of final examinations A&S Faculty: I would like to remind faculty of A&S policy concerning the retention of final exams: "Final examinations must be returned to students or retained by the instructor. If the instructor retains the examinations they must be retained for a semester, and when practical, for two semesters. The instructor must make the examinations available to students through the sixth week of the next regular semester, during which period students may request to review their final examination. The instructor who retains examinations but who will not be in residence the following semester must file the examinations in the department office. " Ed Pratt ----------------------------------- EDWARD E. PRATT Dean of Undergraduate Studies The College of William & Mary P.O. Box 8795 Williamsburg, VA 23187-8795 eeprat@wm.edu Phone: 757-221-2469 Fax: 757-221-2464 How do I find out who the course coordinator is (if any) for these courses? Check with the department chair. Are graduate students involved in the teaching of calculus in any way? Yes, see the lab description above. In addition, you may ask them to grade homework quizzes, and lab assignments. Teaching assistants should not be asked to grade exams. But watch out not to exceed their weekly work total, something that the course coordinator will know. Should I erase the chalkboard at the end of my lecture? Yes. Department etiquette is to erase at the end of the period, particularly because the next instructor may be coming from the other side of campus and may arrive after the beginnng of the next class period. *** RETENTION, PROMOTION, TENURE, AND SALARY ************************ How can I find out about the department's expectations for tenure candidates? The departmental personnel document (available from the chair and on-line from our department website www.math.wm.edu) describes departmental procedures for tenure and promotion. Roughly speaking, teaching and scholarship are equally weighted, while service counts much less for tenure. To say "45-45-10" is not unreasonable, but those numbers should not be interpreted as setting exact weights for teaching, scholarship, and service. How are annual raises determined at the College? The process starts with the department's Merit Evaluation Committee which works with the department chair to assign each faculty member a merit score of up to 15 points (6 for teaching, 6 for scholarship and 3 for service). The individual merit numbers are sent to the Dean of Arts and Sciences who uses them to distribute salary raise money allocated to Arts and Sciences by the Provost. You will hear a percentage figure for faculty raises announced annually by the Governor. This will be the percentage allocated to the entire College. Individual raises may be higher or lower, depending upon the individual faculty member's merit number. The vast majority of the raise pool monies are allocated according to merit scores, but some monies may be used by the Dean to resolve salary inequities. When do I receive my annual raise? The answer is that your new salary rate begins in December, and not in September as normal people would expect. If you want to know why, ask the Governor to explain it. Are there rules concerning how "startup money" can be spent? Some tenure-track faculty members begin their time at William and Mary with a pool of funds allocated to them known as "startup money" which is used to help them succeed in their research and teaching. Examples of how this money can be spent are: research monographs, computer equipment for their offices, travel to funding agencies in Washington, and travel to conferences. To our knowledge, summer money has not yet been used for summer salary. Check with Barbara Boyer prior to spending startup money. She handles these purchases. *** RESEARCH GRANTS ************************************************** Is there any help on campus preparing grants? Contact Mike Ludwick (221-3485) in the Grants Office for assistance. How can I find out about grant opportunities? Issues of the GRANT ADVISOR are available at . If you are off-campus, go to , and enter "tga" (without the quotes) as the username and "found" as the password. Contact the Grants Office if you have problems. Another good document is off the Grants and Research Administration homepage (http://www.wm.edu/grants/) under "Grants Office Policies". The document is titled: "Seeking External Funding: A Manual for Faculty at The College of William and Mary". Are there local sources of grant funds? There are two main possibilities: Faculty summer grants and Faculty Research Assignments. These are awarded on a competitive basis. Applications are made to the Faculty Research Committee early in the fall of each year. See their web-page for details on deadlines and on the terms of the awards. In addition to these, there are so-called small grants that can be used for unusual research-related expenses. What happens to grant overhead return? Most of it goes to the Provost who off-loads it to the Faculty Research Committee. 17.5% of the OHR goes to the department where it is split, 60% to the department (= the chair's discretion), 40% to the PI. *** MISC ************************************************************* There are a number of matters addressed in an August 31, 2005 memo from Provost Feiss given below. Some of the material repeats earlier FAQs, and some is new. From faculty-owner@lists.wm.edu Wed Aug 31 17:04:28 2005 From: "P. Geoffrey Feiss" To: "Faculty" FROM: P. Geoffrey Feiss, Provost DATE: August 31, 2005 SUBJECT: Essential matters Colleagues, I have not done this before - send a memo to all faculty and professional/administrative staff to begin a school year - but I thought this might be an important way to highlight a number of matters that need to be brought to your attention each year. Most are in the way of reminders, but I hope you will at least scan this memo and acquaint yourselves with each of these critical matters. Course rosters: All instructional faculty should remember to check their on-line course rosters in Banner by the last day of drop-add - this fall semester that is Friday, September 2. Use of copyrighted materials: Last March, the Faculty Assembly approved a College policy on use of copyrighted works. This is on-line at http://www.wm.edu/provost/copyrighted_works.pdf Please review this; it is important. The policy designates the Dean of University Libraries as my designee on matters of copyright. If you have any questions or need clarification or guidance, please contact Dean McCarthy. Use of email for confidential matters: There has been a long-standing policy at the College that email should not be used for confidential matters, especially personnel matters such as performance evaluations, merit, promotion and tenure, or salary. I am currently reviewing this policy with Susan Grover, Director of EO, and Courtney Carpenter, Associate Provost for Information Technology, to understand better the risks unique to email in this regard. For now, you should definitely not use email to transmit SSN's, credit card numbers, or other personal information that could be used for identity theft. If in doubt, check with my office. A related concern that does not directly involve the security of the system but that all should consider is the ease with which one can mistakenly send an email message, especially when your email program inserts names for you in the address line. This can easily result, as I am sure has happened to most of us, in sending messages to the wrong person. This obviously raises serious concerns if confidentiality is essential. Consensual Amorous Relations Policy: The College's policy on consensual amorous relations between faculty and students is important. If you are unfamiliar with it, please review it at http://www.wm.edu/provost/consensual_relation.pdf Information Security: The College has an Information Security Policy which can be seen at http://www.wm.edu/provost/Information%20Security%20Policy%20Statement.pdf Perhaps the most important item to call to your attention is the proscription against divulging user IDs and passwords to any person not authorized by the College to have that information. External Paid Employment: You must have prior approval to engage in external employment for pay during your contract period - academic year or annual. Please review our polices and procedures at http://www.wm.edu/provost/pxpe/ Policies on Religious Holidays: The College attempts, whenever possible, to make reasonable accommodations for students and staff when religious holidays conflict with scheduled classes or other events. Please contact your chair, director, or dean if you have any questions or need advice in specific instances. Inclement weather: The College's inclement weather policy specifies that only the Provost can cancel classes or alter work obligations of College employees. The only exception is for the Gloucester Point campus of VIMS; the Dean/Director has the authority to close the VIMS campus. The specific policy and details are on-line at http://www.wm.edu/provost/weather.php. Textbooks: The Faculty Assembly passed a resolution last year concerning the adoption by a faculty member of course materials from which s/he may derive royalties. This can be seen at http://www.wm.edu/facultyassembly/Resolutions.html In addition, the General Assembly put in place last year new legislation designed to reduce the cost of textbooks. One consequence of this legislation is that the bookstore must post on-line your selections for textbooks under the proviso that this will allow students to purchase textbooks on-line or at other venues, thus saving money. Whether this will have the intended consequence or not, you are encouraged to get textbook orders in as soon as practical in advance of the beginning of each semester in order to expedite this process. You can visit the College bookstore website at http://wm.bkstore.com/ to learn more. Travel Authorizations: When you travel on university business, you must have an approved travel authorization prior to travel. Failure to obtain prior approval could effect reimbursements. Use of State-Owned Computers: I am required by law to inform you that the Code of Virginia prohibits the use of state-owned or leased computers to access sexually explicit content. Exceptions may be made for research projects approved in advance. Please seek such approvals in writing (email is OK).