Administrative Resources

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

• Photocopying and scanning: Standard office copiers (4th floor, Atrium, Room 0158 Design) scan directly to your email. Large print jobs or booklets must be approved by your chair and sent to ISU Printing Services.
• Large-format printing: The College Output Center (Room 0426) is strictly restricted to class-related student support output. Non-class related large-format prints must use ISU Printing Services.

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

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.

To ensure efficient use of departmental resources, copy jobs exceeding 50 sheets should be sent to ISU Printing Services.