Administrative Resources

Restrooms are located on each floor of the main College of Design building and the King Pavilion. An inclusive/family restroom and lactation area is located on the ground floor of the College of Design, near the loading dock entry.

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 are allocated a monthly allowance for general copying/printing on the college printer/copiers in room 158. It is expected that most documents (course syllabi, assignments, readings, etc.) will be made available online. Large print jobs (necessary class handouts, report production, etc.) are to be done through ISU Printing Services.

The copiers also serve as scanners which email you the final scans. ISU Printing Services has large-format printing as well, but you can also use the College of Design Output Center on the fourth floor of the College of Design. If this is a reimbursable expense, you will need to set up an account and get access to use that account in the college Output Center. Please see Mike Miller (mcmiller@iastate.edu) to get this process started.

Larger copying jobs may be sent to ISU Printing Services. You must work with your departmental partner, to arrange outsourced copy or printing jobs. They will need to know what it is for (course, course paid with course fees, professional development, etc.). Any expense involving department/college funds will require approval by the chair.

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 (UBS). If you’re having trouble finding the Publisher’s information, the UBS can help you with that.

If you need to purchase items from the UBS for your courses or office/classroom, you may do so through the UBS. 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 UBS and they will set that up for you.

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.

If you are ordering supplies for a specific course for which course fees have been assessed to students, the primary point of contact is your departmental partner/business administrator for your course.

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.

Ordering needed keys: contact Melissa Barnes, mbarnes1@iastate.edu, 4-7428. Name, Address, phone and email and departmental worktag needed.

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.

Field Trips and Optional Student Travel – Risk Management

Meeting spaces: If you need to reserve a room for a meeting or would like to use another classroom, please schedule it through Skedda or contact Melissa Barnes in Room 146 Design. Melissa can also provide keys for room access, if needed. Please note that some rooms may need to be reserved through your departmental partner.

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. For tenure-track faculty only, computers are typically provided as part of your startup package; the college currently has a 4-year replacement cycle for basic machines (subject to annual budgets).

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.

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

Your office may have a phone. If so, the office phone is not to be used for personal calls. The university has contracts with U.S. Cellular and Verizon; however, your department will not provide for cellular service for your business use unless your position requires extensive travel (e.g., Extension faculty) or if you pay for it from contracts or other sources (assuming it is allowed). Any university-paid-for phone is not intended for personal use. To dial out: Press 81 then dial phone number.

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.

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.

• Campus and postal mail are delivered to the College of Design, once a day, in the morning.
• Mail is usually received by 10:30am.
• Mail will be distributed to faculty and staff mailboxes daily except for boxes and packages that arrive from FedEx, UPS, and other carriers. Boxes will be placed in DESIGN 158, and faculty and staff will receive an email notification that they have boxes delivered. Boxes should be picked up as soon as possible.
• No personal packages or mail is allowed. Please make arrangements outside the College of Design for personal packages and mail.
• For outgoing mail, bring to DESIGN 146 and place in the OUTGOING MAIL box in the upper left corner of the mailboxes there. If your mail needs special postage, please see the Administrative Assistant, in DESIGN 146.
• If you order a business package to be delivered by a carrier, please list the address as 146 College of Design. The business office staff will sign for the package and instruct the carrier where to place the package in DESIGN 158.
• Any packages that will be mailed containing hazardous materials will need to be handled a specific way. The person (faculty or staff) sending the package must complete the Hazardous Materials training, as well as the person handling the package shipment (typically, the Administrative Assistant in the Business Office). This is required to mail packages with Hazardous Materials, this includes things like Lithium batteries.

Copiers:

• You are each assigned a copy code so the numbers of copies being made can be tracked.  If you forget your assigned copy code, ask the Business Office staff for assistance.
• Absolutely no personal copies are to be made.
• The copiers in Design 158 are intended for small volume:  single copies of letters, receipts, grade sheets, teaching articles, one master copy of syllabi, handout or exam to be sent out to Printing Services.
• All class materials, including those for field trips, should be sent to the students via email.  Most students have laptops that they can take on field trips or access to printers for making their own copies.  Faculty are asked to use email to send syllabi and assignments to students or consider using WebCT or Blackboard Learn.
• Any copy job over 50 sheets of paper should be sent to Printing Services.  Complete a “Copy Request Form” in Design 156 and attach the item to be copied and submit it to Deb’s “In Basket”.  Allow 24 hours for items to be copied and returned to your mailbox.
• All EXAMS should be sent to Printing Services.  Complete a “Copy Request Form” in Design 156 and allow 24 hours for the exam to be copied and returned to your mailbox.
• Your limit for the Design 158 copier/printer will be 500 copies per month.  Once you have reached your monthly allotment, you will not be able to make any more copies for that month.