Departmental Handbook
After hours
To leave mail, copying, items to be typed, etc. when the Main Office is closed, you may deposit these in the locked box in Carver 398. The box will be emptied at 8:00 a.m. on the next work day and the materials will be handled at that time.
A limited number of supplies (pencils, envelopes, chalk) are available in the shelves in 398.
Copying, Scanning, Printing
Photocopying
You will be assigned separate copy codes for teaching (1), research (2) and personal (3) use. Use these codes when you photocopy anything. Personal copies will be billed at $.05 per copy. Graduate students have a research limit of 200 copies per year with 400 copies allowed during the final year of research for PhD students. Copies over the limit will be charged at $.05 per copy. Graduate Student research transparencies are billed at $.35 per transparency.
If you need someone from the office staff to make your copies, complete a Copy Request Form and put it, along with the item to be copied, in the brown box on Kristy’s desk. During regular business hours, allow up to 24 hours for items to be copied.
Large exams should be given to the office staff so they can be sent to Printing Service which is significantly cheaper than in-house copying. Allow up to three days for large exams to be copied and returned.
Faculty requests for copies or scans of journals for research will be addressed as time permits. Place completed Copy Request Form in the book along with copying instructions, and put in the brown copy box on Kristy’s desk. When the copies are made, they will be placed in your mailbox unless otherwise instructed.
Printing
Personal printing with Math printers should be avoided. If you need to print something personal, keep track of the number of pages, and pay the main office $.05 for each copy.
Scanning
The copier in the office workroom is capable of scanning documents to PDF and emailing. All copy codes will allow you to scan. Please see the office staff for a scanning lesson. Office staff may scan business-related items for you. Please complete the Copy Request Form and put in the brown box on Kristy’s desk. There is no cost to scan.
Departmental Communications
All memos and notices from the Department Chair and Main Office will be distributed via email. Check your email several times daily.
Calendar. Department events are listed chronologically on the online Extended Calendar The list includes colloquia, math seminars, outside seminars, deadlines, staff that are out of the office, CELT events, trainings, career fairs, final defenses, and office closings. Submit items for the calendar to Sue Ellen.
Web site. www.math.iastate.edu/ Send comments or changes to webmaster@math.iastate.edu.
Weekly Reader. Weekly editions of Weekly Reader are posted online on Monday morning. Information to be included in the Weekly Reader must be given to Sue Ellen by Noon on the preceding Thursday. The Weekly Reader includes such items as colloquia and seminar notices, Final MS and Ph.D. defenses, messages from the DEO, and deadlines for various things (e.g., Foreign Travel Grant Applications). We are also glad to publish personal items such as Talks Given, Papers Published, Honors Awarded, etc.
Suggestions regarding how we can better serve you should be given in writing (signed or unsigned) to Jan Nyhus.
Disability accommodations
Federal law requires the accommodation of students with disabilities. Melanie Erickson is the Disability Liaison for the Math Department. Math Department policies can be found on the Math web page under Resources (http://www.math.iastate.edu/About/AccommodationPol.html). Contact Melanie for help with accommodations or procedures. Complete the Room Request Form to get a room to fit the student’s needs. Math staff can help proctor exams in locations near the main office.
Evaluations
Instructor evaluations are usually filled out by students some time during the two weeks prior to finals week.
TA evaluations are required to be filled out by students during the 4th or 5th week of classes and again two weeks prior to finals week.
Ellen Olson will send out a notice reminding you to administer your evaluations.
Events (departmental)
Colloquia
A Departmental Colloquium is usually held each Tuesday at 4:10 p.m. Special colloquia may be held at other times.
Cookies, coffee, tea and conversation are available prior to the colloquium in Carver 404. Faculty members are asked to make a donation of $10 per academic year to help defray the cost of the refreshments. These donations should be given to Ellen at the beginning of the Fall Semester.
Notices about all colloquia will be posted on the bulletin board outside of 398 Carver and on the graduate board on the 4th floor. They can also be found on the Math web page and in Weekly Reader.
Colloquium talks will be published in Inside Iowa State IF the speaker's name and topic are provided to Sue Ellen by noon on Thursday one week prior to publication. Publication dates are posted online: www.iastate.edu/Inside/pubdates.shtml
Faculty and graduate students are encouraged to attend colloquia and invite interested faculty from other departments.
Seminars, Faculty
Different research groups have regular seminar group meetings. All faculty members are encouraged to attend and invite interested faculty from other departments.
Seminars, Grad Students
The Graduate Student Seminar Series (Math 591 in Fall; Math 592 in Spring) is held selected Wednesdays at 4:10 PM. New students are required to attend. All others are welcome. See Dr. Paul Sacks for more information or if you would like to suggest speakers. Graduate students are also encouraged to join the research groups in their research areas.
Emergency information
Emergency exits
Stairways are located at all four corners of the building.
Fire alarms and drills
Fire Alarm testing is posted on the outside doors of Carver Hall. When testing is being done, you do not have to leave the building. Any other time that you hear the fire alarm go off, you must leave the building. Close your office door on your way out. Do not use the elevators. Take the stairs on the nearest corner of the building, proceed to the 1st floor, and leave the building. You will be told when it is safe to re-enter the building.
Snow storms
ISU announces closings due to snow on all of the major TV stations (KCCI Channel 8, WHO Channel 13, WOI Channel 5), 1430 AM KASI Radio, and also posts it on the ISU homepage. If ISU closes during the day, you will be notified via email that the University will be closing and that you should go home.
Tornados
The Math Office has a Weather Radio to keep us up-to-date in case of weather warnings. If a tornado warning is issued for Ames, you will be notified by email or through the emergency building intercom to seek shelter in a safe part of the building. Carver’s severe weather SAFE AREAS are: ground floor (all classrooms and the north, west and south hallways), first floor (all classrooms and restrooms areas), 2nd floor (interior hallways and restrooms), 3rd floor (interior hallways and restrooms), 4th floor (interior hallways and restroom areas). During a tornado warning, stay away from all exterior windows and doors.
Forms
General forms
Most forms are available on the Math web page under “Resources.” This currently includes copy request forms, office hour sheets, travel forms, graduation forms, and employee time sheets. Grade change forms are available as an interactive PDF form if you have full Adobe Acrobat program.
Graduate forms
Most graduate forms are available on the Graduate College web page under “Forms” www.grad-college.iastate.edu/forms/forms.html and can be typed and saved in MS Word. The graduate secretary will prepare the Request for Final Examination and Request for Preliminary Oral Examination. You must provide the graduate secretary the date and time of your defense at least three weeks prior.
Undergraduate forms
Most undergraduate forms are available in the 396 in the credenza under the ship. They can also be found online. The departmental secretary can also help you find forms you need.
Travel forms
Travel forms can be found in Carver 396 in the Credenza or online under “Resources.”
Leave
Faculty and staff members may check sick leave and vacation information by logging into AccessPlus. If you use sick leave, please notify Office Staff at the time it is used (this includes going to doctor’s appointments during scheduled work hours).
Grad Students Please refer to your Math Department TA Job Description for the procedure to use when you need to be absent.
Mail
Off-campus and campus mail supplies and systems are for departmental business only. No personal use is allowed; all personal mail will be returned to sender or discarded if sender is not identified. Job applications are not considered business-related.
Off-campus business mail may use departmental envelopes. Outgoing off-campus business mail should be placed in the top “Mail Tray” in 396 or in the designated mailbox (center section) in 398.
Campus mail envelopes are available for mail going to other campus offices. Outgoing campus mail may be placed in the second “Mail Tray” in 396 or in the designated mailbox (center section) in 398.
Mail leaves our office Monday through Friday at 9:15 a.m.
Mailboxes for Faculty, Postdocs, Visitors, and Graduate Students are located in 398. Your 0400 key will get you into the room. Mail is received and distributed at approximately 10:00 a.m. Monday through Friday.
Office supplies for faculty members for departmental use only
The following supplies are located in 398 Carver for use by teaching and research faculty members:
Campus envelopes
Chalk (or ask secretary)
Hanging file folders
Letterhead/Dept. envelopes
Manilla envelopes, new
Manilla folders (new and used)
Overhead transparencies (to be written on)
Paper -- yellow and white tablets
Paper clips and binder clips
Pencils and pens
Phone Book, Des Moines and U.S. Zip Code Directory
Staplers, Tape (to remain in the Math Office)
If there is an item you need, but you don't know where to find it, please ask a math secretary.
Phones and Fax
No personal phone calls or faxes are to be charged to ISU phones. Local phone calls are allowed from faculty offices, 404 Carver, and the phone on the first floor of Carver. Charge any personal long-distance calls to a telephone credit card or use a cellular phone. All faxes will be placed by office staff.
Please keep phone etiquette in mind.
Take cell phone conversations to the hall, stairwell, bathroom lounges, or outside. The Reading Room is a quiet zone and phone calls should not be made from there. Please turn your ringers down or off when you are in/out of the office. Even a vibrating phone can be distracting to someone trying to work or study.
Proctoring
Instructors or TAs should proctor exams. The Math Office staff members are not available to proctor exams. If you absolutely cannot find a proctor, contact Dr. Johnston and he may have some options for you. You are welcome to take a small number of students to the Math Reading Room to take a make-up test. If you fill out the Room Request Form, the office staff can request a room for your exam. Please make sure you lock the Reading Room door when your students finish their exams. Under no circumstances should you put students in the Common Room to take an exam. You should check the students occasionally to see whether they have questions.
Smoke-free campus
As of July 1, 2008, the State of Iowa bans smoking in public areas. The law eliminates smoking everywhere in buildings and on the grounds of the Iowa State University campus. Complaints about smoking within Carver should be reported to the building supervisor, Jan Nyhus. More info:
Smoking ban Q&A |
Stop smoking help.
Space/Facilities
Conference Room, 390 Carver
Carver 390/Math conference room is available to hold administrative meetings, host recruiting/advising visitors and administer final defenses and preliminary exams.
Examples of approved uses may include:
- Advising appointments
- Advisory Board meetings
- Administrative staff meetings
- Alumni and/or donor (or potential donor) visits
- Committee (such as Search, Tenure, etc.) meetings
- Final defenses and Preliminary exams
- ISU administration visits (Provost/Dean)
- Mathematics Graduate Student Council
- Recruiting students, faculty and/or staff
The following should be scheduled in a classroom.
If a classroom cannot be found, and it is less than one week prior to the event, you may request the conference room. Please understand that your reservation may be cancelled if need arises relating to one of the uses listed above.
- Disability Exams
- Makeup Exams
- Faculty/Student Research Meetings
- Faculty Research Meetings/Seminars
- Course Staff Meetings
- Grading Sessions
Math Reading Room, 401 Carver
This is a quiet study room. Key available in 396 Carver or in drawer under coffee pot in 404 Carver. The
phone in 401 is for emergency or Parks Library personnel use only.
The J.J.L. Hinrichsen Mathematics Common Room, 404 Carver
Space for mathematics faculty and graduate students to relax, have a cup of coffee, and discuss mathematics (or whatever) in an informal environment.
Unlocked 8:00 a.m. to 5:00 p.m. Monday through Friday, this room may be accessed by using your 0400 Key.
Coffee is available to purchase for $.25 per cup. Mark the number of cups you drink on the list on the wall and you will be billed monthly. Coffee or tea pods are $.50 per pod. Please list the number of pods you use on the list on the wall. Do not leave empty coffee pots on hot burners. Pi Mu Epsilon purchases coffee and supplies and receives the profits. Ling Long and Steve Willson are their faculty sponsors.
The refrigerator in 404 is available for faculty, staff and graduate students to use for lunches. Please clearly date and mark your items and discard old items.
There is a local access telephone in 404 for the convenience of our graduate students and faculty.
The Sprague Undergraduate Math Majors Resource Room, 495 Carver
Multipurpose space for all math majors. http://www.math.iastate.edu/For/SpragueResourceRoom.html
Help Room, 385 Carver
Notices will be sent out by Dr. Johnston listing the courses for which help is available and the open hours of the Help Room. Information is online at www.math.iastate.edu/For/MathHelp.html . Clipboards and nametags for the monitors are kept on the corner desk.
Computer Labs, 250 and 449 Carver
Hours posted outside of each lab and online at www.math.iastate.edu/For/ComputerLabs.html.
Departmental Computer Lab, 400 Carver (accessible with 0400 key) Please don't change the computer setup without checking with Jon Roden, 474 Carver, first. If you need a computer for a long-period, contact Jon Roden for help dedicating a computer in 400 for you to use for that activity.
Lab offers Project Vincent workstations (must get permission from Howard Levine), Linux workstations, Windows workstations, a scanner and color and black/white printers.
Travel
Faculty (INFORMATION BEING UDATED FOR 2008-09)
Graduate Student (INFORMATION BEING UPDATED FOR 2008-09)
Vitae
Faculty vitae are updated every year or upon the request of the Departmental Chair. The Undergraduate Secretary will notify you when the updates are needed. Updates should be submitted electronically.
