Department of English

New Faculty Guide: Department Procedures

 

Mail

 Daily mail comes into Minné at approximately 11:00 a.m. It is deposited in the English Office (302) P.O. boxes shortly after. Mail is collected and delivered again at 1:30 p.m. Outgoing mail is taken to the Winona post office before 5:00 p.m. The English Department provides postage‑prepaid envelopes for official department business only. These are metered and sent out from the maintenance building once a day.

 

Department Phones

 You will need to initiate Octel messaging so that callers who do not find you in are able to leave you a message. You may either choose a standard message or create one of your own. The secretary has written instructions.

 

Long Distance Calls

Department members who need to make long distance phone calls must first obtain authorization from the Department Chair, who oversees the expenditures. Procedures to be followed are printed at the front of the campus phone directory. Each faculty member needs a confidential code to complete such calls. Call Joanne Rosczyk at extension #5053 who will assign you a code number. Never loan this code to another person. Charges for long distance calls are automatically listed on the monthly phone bill under your extension number. Under no circumstances are personal long distance calls allowed. You would need to use a long distance calling card.

 

Photocopying

Each member of the department receives a copy machine vendacard,, which can be used at any machine on campus. Copy machines are conveniently located in the English Office, Minné 302, and in the History Office, Minné 206. You can do your own photocopying or ask the department secretary or one of the student employees to use your vendacard to do it for you.

 

Copyright Restrictions

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement.

This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

 

Keys

A key for each member of the department will be authorized for your office and the English department office by the department Chair and ordered by the department secretary. Full‑time faculty is required to pick up and sign for keys at the maintenance office. University policy requires that the Chair pick up and sign for keys for adjunct persons and graduate assistants. These keys need to be turned in at the end of the term of employment.

 


Absence

If you are not able to attend class because of illness, domestic emergency, etc., phone the department secretary who will post a notice on your classroom(s) and office doors. If your class meets at 8:00 a.m., the secretary will not be able to post your notice, so call the secretary of the Dean of Liberal Arts (457‑5017). She arrives at 7:00 a.m. and would be able to post a notice before the first class period. If your absence is for a full day, the secretary will provide you with an absence form which must be signed by the Chair and the Dean. This is not necessary if you miss only a part of the day. If you know in advance that you will be away, at a conference, for example, you can obtain a leave of absence form when you pick up your "Travel Request" form. In this case, leave a reminder with the secretary, inform your classes, and post a notice on your office door.

 

Professional Improvement Allocation

Each full-time faculty member receives a travel allowance of approximately $1000.00 (see contract) per year to attend conferences, etc. The Business Office requires completed paperwork three weeks in advance of the trip. Meal allowances and mileage allowances change periodically. Airline tickets are purchased with the WSU Visa card through local travel agencies. In some circumstances, books, tapes, etc. may be purchased with these funds. Items which cost less than $100.00 can be reimbursed through petty cash at the cashier's office at Somsen Hall. The Employee Expense form must be filed as soon as possible after the trip. The English office staff can assist.

 

Laptop Computers

All full-time faculty are provided with leased laptops—either Macintosh or IBM compatible as desired. The department has a central printer which is located in Minné 348. Report any printer malfunctions or need for toner to the secretary. Make sure this room is locked, especially if you print in the evening or on the weekend.

 

Media Services

Media services can be contacted about special audiovisual equipment needs, ordering videos, or reporting needed repairs either at extension #5110 or online at http://www.winona.edu/mediaservices. You will also find a listing of catalogued videos at this site.

 

Office Hours

 Full-time faculty members are required by the IFO/MnSCU Agreement to schedule ten office hours per week. These will be requested at the beginning of each semester by the secretary who will type a card for your office door. These hours will be posted on the web for the convenience of students and others. If you are unable to hold hours, post a note on your door, and let the secretary know.

 

Department Notices

 Notices of upcoming committee meetings and other items of interest are posted in the enclosed bulletin board in the hallway near the English Office. If you have items to post, simply give them to the secretary who has a key.

 

Security and Parking Services

 This office is located on the ground floor of Sheehan Hall (high rise building) next to Minné. This is the office where parking permits are purchased and fines are paid for illegal parking. Medical emergencies, fire, and other problems should be phoned in to extension #5555.

 

Book Orders

 The Bookstore requests that book orders be placed two-to-three months prior to the start of the term.  The department secretary has copies of the order form; alternatively, books may be ordered online at http://www.winona.edu/bookstore.

 

Weather Related Announcements

 Note that because WSU is primarily a residential student campus, campus closings are rare events. Nonetheless, when weather conditions are extremely bad and pose a serious danger for travel within or to the City of Winona, the campus may close. (Historically, night classes have been canceled more frequently than day classes.)

The decision to close the Winona campus will normally be made by 5:00 a.m. University officials will notify the following news media:

World Wide Web

http://www.winona.edu/PublicInformation

Bad weather may prevent some faculty members from traveling to the Winona Campus even though the campus is open. In such instances, individual faculty members should contact (1) their academic department, and (2) the Director of Public Information (457‑5024) either directly (after 7:00 a.m.) or by leaving voice mail as to which classes need to be cancelled. The instructor should identify cancelled classes and give their WSU ID number to verify the call. The Director of Public Information will inform KQAL (WSU campus radio) and the campus switchboard (457­5000)

 

Grade Reports

 Grade reports are typically due to the Registrar’s office shortly after the conclusion of final exams.  Forms for incomplete and changes of grade (for clerical errors) can be sent via campus mail (not with the student) to the Registrar’s office; changes of grade require both the Chairperson’s and the Dean’s signatures.

 

WINTRANET

 Updated course rosters are available in the online registration pages, and advisee lists are available on WINTRANET (at http://www.winona.edu/wintranet).  To log on, enter your eight-digit Warrior/Tech ID number; your PIN is your birthdate, entered in the following format: DDMMYY (010258 for February 1, 1958).

 

New Faculty Guide: