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College of Design Best Practices

Status: Draft--Added to Policy Library on 08/26/2019
Owner: Cameron Campbell [cameronc@iastate.edu]

Departmental Partners/Cost Center Managers

Our departmental partners are also the cost center managers (CCM) for each department and are generally the first point of contact for all departmental and program needs, including travel, reimbursements, field trips, course fees, course registration, promotion and tenure, graduate letters of intent, new courses and research (see Best Practices for Research and Outreach).

Departmental Partners

Architecture – Jean Holt
Art and Visual Culture – Jena Jones
Community and Regional Planning – Jena Jones
Graphic Design – Hope Kepler
Industrial Design – Jean Holt
Interior Design – Linda Galvin
Landscape Architecture – Linda Galvin
Interdisciplinary programs – Hope Kepler
Academic support – Pam Boehm
Student support – Hope Kepler
Research support – Pam Boehm until this position is filled.
Front desk and reception – Hope Kepler will oversee the students who will function as the receptionist for the college.

General Notes

Travel and Hospitality Cards (TH Cards) – with approval of department chair

  • TH cards can be obtained by completing training. Sign up through Learn@ISU to attend the training.
  • TH cards are only for university-related travel. Any unauthorized use will be billed to your personal U-bill.

Procurement Cards (P-cards) – with approval of department chair

  • P-cards can be obtained by completing training. Sign up through Learn@ISU to attend the training.
  • P-cards are only for university-related goods and services. Any unauthorized use will be billed to your personal U-bill.

Workday Training

  • It is necessary to take the introductory courses to Workday and the relevant training for the areas that impact you, such as reimbursements, research, etc. Visit the WorkCyte Training page to determine which courses to take.
  • If you don’t know the “Worktag,” which is what Workday uses as account numbers, please contact your cost center manager. It is a good practice to use the comments field to explain the purpose of travel, where the purchase should be billed, or any other key words.

Course Materials/Course Text Books

Identify the materials you need and number of students on the course fee request sheet that is provided the semester prior to the offered course. When it is time to purchase materials, please contact your cost center manager.

Field Trips

Planning

Refer to departmental policy regarding field trips. Prior to the semester, estimate the cost of the field trip(s) so that the cost range can be advertised with course fees. Estimate the number of students (divided by male and female for lodging purposes). Identify location, preferred mode of travel, preferred lodging and estimate of expenses including all transportation, meals (using the daily max), lodging, admission fees, etc.

Only under extreme circumstances, and with prior approval, should students book their own lodging or transportation. The exception to this is for travel within 100 miles. Students must sign a waiver to travel to any location off campus using their own transportation.

Delivery and Reimbursements

Only use TH cards for approved travel and meal costs (i.e., no alcohol, personal entertainment, etc). Upon return, use Workday to process expenses. If the department allows meals, under university policy the cost of meals is allowed up to a daily maximum. Any expenses over the daily max or unapproved expenses such as alcohol will be charged to your U-bill. If you pay for meals personally, you will be reimbursed up to the daily max for the amount you claim. You are responsible for substantiating the claim if ever audited, so save your receipts.

Conference Travel

Immediately upon acceptance to a conference, fill out a travel request form. Include dates, location, hotel of choice, preferred mode of travel, estimate of expenses including all transportation, meals, lodging and conference costs (refer to departmental policy regarding allowed expenses).

Upon return, use Workday to process expenses. Under university policy the cost of meals is allowed up to a daily maximum. Any expenses over the daily max or unapproved expenses such as alcohol will be charged to your U-bill. If you pay for meals personally, you will be reimbursed up to the daily max for the amount you claim. You are responsible for substantiating the claim if ever audited, so save your receipts.

Events

  • Departmental events should start with the departmental partner.
  • Scheduling of final reviews will be handled by Rachel Moylan. To request a review space during Dead Week, complete the new online space reservation form by Friday, November 1.
  • College events will be handled by Rachel Moylan.
  • Design on Main and Gallery 181 Exhibitions will be handled by Rachel Connell.

Room Scheduling

  • Scheduling of space for meetings and informal class critiques will be handled by Hope Kepler.
  • Scheduling of space for a lecture, gallery exhibit, case/wall exhibit, student club meeting, student club fundraiser, social event, or similar events will be scheduled online through the new online space reservation form: https://www.design.iastate.edu/college/space-reservation/
  • The College of Design has access to schedule Kocimski Auditorium (Design 101) every Wednesday from 5:10-10:00 p.m. Use our online space reservation form to request Design 101 during this time. Use of Design 101 outside these times is scheduled by University Room Scheduling: https://www.fpm.iastate.edu/roomscheduling/

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