Inside the College of Design

The College of Design is committed to hiring talented faculty to teach and conduct research, and we are excited to support you as you join our community. This section will provide resources specific to college resources and university policies and procedures to help you transition smoothly into your role.

College of Design new faculty onboarding & administrative directory (DOC)

University faculty onboarding resources:

• Faculty handbook
• Faculty onboarding resources
• Moving expenses for new employees (ISU Policy Library)

This resource is designed to guide faculty and staff through the process of recruiting and hiring student employees within the College of Design. Here, you’ll find step-by-step instructions, key forms, and important policies to help you efficiently navigate student employment.

Resources for hiring students

Faculty and staff are allocated a fixed monthly allowance for general copying and printing on the college printer/copiers located in Room 158 Design. Most documents (course syllabi, assignments, readings, etc.) are expected to be distributed digitally through online platforms whenever possible. Each faculty and staff member is assigned a copy code to track printing and copying usage. If you do not know your assigned copy code, contact the Business Office for assistance.

The standard office copiers located on the 4th floor, in the atrium, and in Room 158 Design also function as high-speed scanners. Scanned documents can be sent directly to your university email address. Large print jobs, including class handouts, reports, booklets, and binding projects, must be submitted to ISU Printing Services. Faculty and staff should work with their departmental partner to arrange outsourced printing or copying services. Any expense involving department or college funds requires prior approval from the department chair.

Contact: Mike Miller (mcmiller@iastate.edu)

Textbooks for classes are typically ordered early in the semester before the class is offered. Your departmental partner will send out notices and reminders. Your departmental coordinator typically will be the person in charge of sending in your Adoption list of course materials for you; however, your department may have you do this on your own as well.

If you prepare readers for classes, those are handled through third-party commercial vendors. For those of you who are new to the college, here are some guides that will walk you through the process:

• Course Reserves Guide
• Creating a Course Shell in Canvas
• Enabling Course Reserves in Canvas
• Beginning Course Reserves
• Requesting New Items for Course Reserve

If you have any questions or need help with this process, or anything else, please don’t hesitate to reach out to the Iowa State University Bookstore team.

Additional resources:
If faculty are needing a desk copy of their course book, this may be ordered through the Publisher’s Representative of the course book and not through the University Book Store. If you’re having trouble finding the Publisher’s information, the University Book Store can help you with that.

If you need to purchase items from the University Book Store for your courses or office/classroom, you may do so through the University Book Store. Make sure you have your department Worktag to order with; your departmental coordinator should have this information for you.

If you are in need of Course Packets and not books, then you or your departmental coordinator will send this list to University Book Store and they will set that up for you.

A required field trip is group travel sponsored by an academic unit. The trip is part of a course curriculum and is an official component of a student’s grade. Risk mitigation guidelines and student required waivers must be coordinated with the Associate Dean for Academic Programs and Student Success.

Field Trips and Optional Student Travel – Risk Management

Basic office supplies (staplers, tape, file folders, etc.) can be ordered. The primary point of contact for your office supplies is the departmental partner/business administrator for the department. If there is a question about who pays, it is usually brought to the department chair who may choose to approve the purchase from departmental accounts.

Course-fee funded supplies: for courses assessing student fees, order items through your departmental partner or supervisor. Check with them before paying out-of-pocket to ensure reimbursement eligibility.

When purchasing supplies on your own, it is a good idea to check with the Administrative Services Office and your departmental partner first to ensure that you can be reimbursed.

The Administrative Services Office has some supplies on hand like pens, markers, highlighters, sharpie markers, paper for the copiers, paper clips, binder clips, sticky notes, tape. These items are to be treated as supplemental, as needed items, not meant for classroom/course use and activities. Classroom/course materials should be purchased through your department. Envelopes labeled for the Dean’s office and mailing instruction cards to attach to mailings are available in Room 146. Expo markers are available in Room 146 to all faculty/staff.

For a general guide to buying materials through the university, the Purchasing Office How Do I Buy.

It is common to offer visitors (lecturers, guest critics, etc.) one-day parking passes. You can get them from your departmental partner or by completing the “Visitor Parking Pass Request Form” that will be routed to Melissa Barnes (mbarnes1@iastate.edu) in 146 Design.

One-day visitor parking passes are available for $5.00 per day and can be arranged through your department or by submitting the request form below. To ensure a smooth experience for your guest, please make sure the request is submitted at least two days before their arrival.

If your guest indicated they would like their parking pass emailed prior to arrival, Melissa Barnes will follow up using the email address provided in the form. If they prefer to pick up a printed pass instead, it can be collected upon their arrival by visiting Room 146 in the College of Design. If your guest plans to pick up the pass in person, it’s helpful to notify the staff in advance so they can prepare for the arrival.

All guest passes are for the General Parking areas (Yellow). If guests park in Reserved (Red) or any spaces other than General Parking, they will receive a ticket even with a visitor parking pass.

ISU Parking Division

ISU Parking Maps

The university recycles white paper and cardboard. White paper can be placed in any of the blue bins in your offices and studios. Cardboard should be taken to the dock (on the ground level of the SW corner of the building). Please make sure that all packaging materials are removed from the boxes. Please do not put any flammable liquids or leave any broken appliances or furniture on the dock. Contact the building manager, Jeremy Thurlby (jthurlby@iastate.edu), for information about disposal procedures.

Official communication channels are integrated into university digital systems.

• System integration: Your physical office phone line will be connected directly to your university Microsoft Teams account.
• Usage policy: Office phones are reserved strictly for university business only and should not be used for personal calls.

A majority of campus information technology services are handled by the Office of Information Technology. Their website has many subareas of information and how-tos.

The college also has an IT unit headed by Mike Miller (mcmiller@iastate.edu). The college IT team will work with you to get the right equipment ordered and set up with the software you might need. The team can be contacted through the support help line, 294-1774.

Physical keys are issued through the college for your assigned office space. To order keys, contact Melissa Barnes, mbarnes1@iastate.edu, 4-7428. Name, Address, phone and email and departmental worktag needed.

Pick up physical keys from the Communications Building when ready.

1. Shared College Rooms (Atrium, 116, 158A, Focus Rooms): Must be scheduled directly through Skedda, the online booking application. Contact Mike Miller (mcmiller@iastate.edu) for Skedda account access.
   • Melissa Barnes or your departmental partner can also assist in Room 146.
2. Gallery 181: Contact Gallery Manager Rachel Royster directly at raconn@iastate.edu
3. Kocimski Auditorium (101 Design): Cannot be requested internally; must be booked via central University Room Scheduling.
4. Classroom requests: Classrooms are assigned via a tiered set of methods. The scheduling cycle begins approximately one full year in advance. For all instructional blocks held outside the physical College of Design facility, classrooms are scheduled and assigned directly by University Room Scheduling. If your curriculum demands highly specific room accommodations (such as movable layout furniture, advanced integrated audio/visual rigs, etc.), notify your department chair as early as humanly possible. Please bear in mind that if an active course shifts its instruction hours, or if the maximum capacity registration cap is modified, the system scheduling process must be fully restarted from the beginning, creating significant institutional delays. Strict blackout periods exist immediately preceding each semester, during which no classroom modifications can be processed.

Office space: Most full-time faculty have an office with furniture (desk, chair, file cabinets, shelving, phone, network connections). Some offices are shared due to space constraints and usage. Review office assignment with your supervisor. Discuss extra equipment if needed.

For all employees, if you need equipment, please start the conversation with your department chair or supervisor. If you need a cart to help you move materials, please see Melissa Barnes in 146 Design, to check out the key to unlock the cart.

USPS and express mail are delivered by the college Administrative Services Office to your mailbox in Room 158 College of Design. University business-related outgoing mail should have a mailing slip attached to it with the appropriate bar code sticker and can be deposited in the outgoing mail slot in 146 Design. Barcode stickers and mailing slips are available in 146 Design at the main reception desk. Sending or receiving personal mail or packages is not allowed. Please use other means. 

College of Design’s mailing address: 
146 Design
Iowa State University
715 Bissell Road
Ames, IA  50011-1066

Manager responsibilities:

• Request the employee submit a resignation letter specifying the last working day to the manager and UHR representative.
• Ensure HR enters the resignation details in Workday to initiate separation tasks.
• Advise the employee to contact the Benefits Office regarding benefits continuation, retirement, or payouts.
• Instruct the employee to review the University Records Retention Schedule and Policy to evaluate analog and digital records.
• Determine if the faculty member will continue serving on Program of Study Committees.
• Designate another advisor for oversight and emergencies, and appoint the departing faculty member as an affiliate, if applicable.
• Department chairs should complete Faculty Offboarding Letter and a copy of this letter should be saved in the Academic Personnel Folder.

Employee responsibilities:

• Submit a resignation letter specifying the last working day to the manager and UHR representative. Academic year (nine-month) faculty should notify their department chair no later than April 15. Resignations should typically align with the end of the academic year (May 15).
• The separation date is the last day worked or the effective date of the resignation. Refer to the ISU Resignation Policy for more details.
• Evaluate analog (office/cubicle) and digital (computer, shared drives, cloud storage, etc.) records:
  • Transfer active records to a shared location or to the manager (e.g. CyBox, Canvas, computer files).
  • Destroy or transfer inactive records according to University policies.
• Compile and submit a list of non-standard software and accounts to the manager and IT.
• If applicable, notify relevant research offices:
  • Institute for Design Research and Outreach
  • Office of Intellectual Property and Technology Transfer
  • Office of Sponsored Programs Administration
  • Office of Research Ethics
• Verify expenditures and close out projects with Finance and OSPA, for sponsored projects.
• Address discretionary funds and finalize reporting.

Manager responsibilities:

• Develop a communication plan to inform key stakeholders of the employee’s departure, including graduate students, faculty and staff, clients or other external stakeholders, the ISU community as relevant, and include:
  • Employee’s last working day.
  • Plans for reassigning tasks.
  • New workplace details, if permissible.
• Contact the Building Manager to schedule the deactivation of card access.
• Collaborate with the employee to:
  • Assess ongoing projects and document relevant details.
  • Reassign tasks and responsibilities.
  • Transition digital assets (e.g., CyBox folders) to the successor or to the manager.
  • Plan for training sessions, if time allows.
• Verify all records have been transferred, shared, or destroyed.

Employee responsibilities:

• Work with the manager to:
  • Complete assigned projects.
  • Transfer ownership of digital content and train successors as needed.
• Emails are turned off soon after employees depart from their positions.
• Set up an autoreply in Outlook redirecting emails to the department’s general address, and communicate with others and share the new email address they can use.
• Return all Iowa State–owned equipment from remote workspaces.
• Deactivate licenses as instructed by IT.
• Finalize all outstanding expenses, advances, and travel.
• Ensure time and leave reporting is up to date in Workday.

IT responsibilities:

• Provide the manager with a list of equipment, software, and licenses assigned to the employee.

Manager responsibilities:

• Confirm the successful transfer of accounts and software.
• Verify all Iowa State–owned items have been accounted for, including keys, ID cards, computers, phones, lab equipment, and p-cards.

Employee responsibilities:

• Clean out workspace, removing personal belongings and leaving University-owned equipment.
• Return all checked-out materials (e.g., library books, equipment).

IT responsibilities:

• Remove the employee from email lists and groups.

Manager responsibilities:

• Request the college web developer to remove the employee from directories.
• Update passwords for departmental shared accounts, if applicable.
• Remove the employee from shared inboxes, software, and CyBox folders.
• Notify relevant staff of changes in project contacts.
• Continue training successors as needed.

IT responsibilities:

• Disconnect the phone line, if necessary.
• Retrieve equipment and assets.

Manager responsibilities:

• Compile a list of Iowa State–owned equipment used by the employee.
• Notify the Building Manager to deactivate card access.
• Submit a ticket to the Solutions Center to disable Net-ID access.
• Inform College IT about the separation date for software access termination.

IT responsibilities:

• Provide the manager with a list of assigned equipment, software, and licenses.

Manager responsibilities:

• Follow UHR instructions for separation procedures.
• Confirm that all University-owned equipment remains in the workspace.
• Remove the employee’s accounts from shared software and systems.
• Update passwords for shared accounts.
• Verify that the employee left the university keys in their office/workplace.

IT responsibilities:

• Remove the employee from email lists and groups.

Manager responsibilities:

• Reassign tasks and notify staff of contact changes.
• Request the web developer to update directories and departmental pages.
• Verify that accounts and software have been transitioned appropriately.
• Evaluate and manage the employee’s analog and digital records:
  • Transfer active records to a shared location.
  • Destroy or archive inactive records as per University policy.

IT responsibilities:

• Disconnect the phone line, if necessary.
• Retrieve equipment and assets.

The ISU Alert system quickly notifies Iowa State University students, faculty and staff of potentially dangerous situations.

ISU Alert complements other forms of emergency notification, including warning sirens, public address announcements, the university homepage, personal communication and signage.

Iowa State University provides the ISU Alert service at no charge. Users who opt-in for text messages or calls to a cell phone may incur a fee, depending on their wireless provider.

In case of a fire alarm in the building, all faculty and staff are expected to leave their offices and evacuate classrooms and studios. Please proceed to the main level using the staircases (not the elevators).

If the tornado sirens sound on campus, all faculty and staff are expected to leave their offices and evacuate classrooms and studios. Please proceed to the ground floor of the building. Follow the signs directing you to the designated tornado shelter area.

Make sure that you are familiar with the policies and procedures outlined on the Dean of Students Office website.

In the event of a crisis requiring emergency response, please call 911 or contact the Iowa State Police Department at 515-294-4428. When an emergency occurs, the Dean of Students Office will typically be notified. If a critical campus-wide situation occurs, the ISU Alert emergency notification system may also be activated. For further information on understanding students in distress, visit the Office of Student Assistance.

If there is an emergency on campus that requires a building evacuation or lockdown, please check the college or Iowa State websites first for additional information. Depending on the situation it may be necessary to evacuate the building or barricade yourself and your students in a studio or classroom. The administration and the ISU Alert system will help keep you informed. Each teaching studio has a first aid kit. There are also first aid supplies in the King Pavilion restrooms. Contact Melissa Barnes, mbarnes1@iastate.edu, if the kits need to be replenished.