DEPARTMENTAL HANDBOOK
Departmental Staff Administrative Organizational Chart Office Manager
Executive Assistant
Christine Bryce
Office: HRH 2.120
Phone: (512) 475-6617
cbryce@austin.utexas.eduAdministrative Associate
Victor Martinez
Course Scheduling, CIS & Finals Coordination,Travel, & Vouchering
Office: HRH 2.114A
Phone: (512) 475-6468
vemartinez@austin.utexas.edu
Graduate Coordinator
Chaz Nailor
Graduate admissions, progress, financial aid & scholarships, adds/drops, routine paperwork; graduate course descriptions, graduate program assessment support, assignments
Office: HRH 2.110A
Phone: (512) 471-5712
c.nailor@austin.utexas.eduAdministrative Assistant
Kim Barnett (morning), Susan Floyd (afternoon)
(Receptionist, Information, Photocopying, Web, Graphics, Supplies, Event Coordination, Course Description data entry, Textbook ordering coordination, Inventory, TracDat data entry, additional Travel and Vouchering support
Office: HRH 2.114A
Phone: (512) 471-5531
sfloyd@austin.utexas.edu
kbarnett@austin.utexsa.eduUndergraduate Academic Advisor
Tim Ashlock
Undergraduate academic advisor for French, Italian,
and German; Rome Summer Program and Lyon Summer Program study abroad support
Office: HRH 2.114C
Phone: (512) 475-6463
tashlock@mail.utexas.eduFrench and Italian Bibliographer
Merry Burlingham
Office: PCL 3.313
Phone: (512) 495-4329
merry@mail.utexas.edu
Auditors may be allowed to attend class at the instructor's discretion. Ask them to fill out the Class Auditor Permit Form, found on the Auditing Classes page on the Registrar's web site. To grant an auditor access to the class's page on Blackboard, see the ITS Guests and Auditors page.
The UT Austin Buildings List includes buildings located on the UT Austin main campus (in some cases, buildings located near, but not on, the main campus are included in the main campus list), the J.J. Pickle Resaerch Campus, the McDonald Observatory, the Marine Science Institute and at various other locations around the state of Texas. Also included are buildings where UT Austin is leasing all or a portion of the building (some of these may be out of state). The UT Austin Buildings List content is based on availiable information and is current as of January in the year indicated. Updated listings are posted yearly. However, should you require more up-to-date building information, please contact the Office of Information Management and Analysis.
Cash advances are the exception for travel purposes.
Full instructions on how to apply for a Cash Advance can be found here. Please review and provide required information along with the Department Travel Request Form.
The completion of all necessary steps as listed above are the responsibility of the applicant. The administrative office will assist with shepherding the requisite forms through the process.
For information on the college’s Grant Services, please visit Research & Grants. Please contact Lisa Vera (lisav@austin.utexas.edu) with any questions.
Hosting a conference in Liberal Arts is a financial activity of the University and conference coordinators must comply with University guidelines. Conferences have the following components.
- Coordinate conference-related activities
- Negotiate and purchase goods and services for the conference
- Negotiate and execute contracts and service agreements
- Registration processing
- Create a conference website
The Dean's Office can assist the conference coordinator with the last three items. To ensure a successful conference, they have created a website detailing the procedures.
Requests for undergraduate conference courses must be made by completing a form available from the Undergraduate Advisor (Tim Ashlock). Graduate conference course forms are available from the Graduate Coordinator (Chaz Nailor). The form must be signed and returned to the appropriate advisor by the instructor.
See the CIS information page on the Center for Teaching and Learning website.
Early in each semester, you will receive an email from office staff with URL for accessing the department's request system for your selection of Finals and CIS. To avoid having to gather information twice, the department elects to gather both Finals and CIS requests at one time. The department URL for this input is: http://frit.webhost.utexas.edu/utfrit/CIS1/LoginPage.cfm
Departmental letterhead is available in the office. If you would like to print a single page from your office onto letterhead, please call the Administrative Assistant (Kim Barnett, Susan Floyd) at 1-5531.
Our departmental webpage is located at:http://www.utexas.edu/cola/depts/frenchitalian/
If you would like a news item, conference, award, or other announcement listed on the departmental web page, please contact the Administrative Assistant (Kim Barnett, Susan Floyd).
Faculty Webpage Managment (Sandbox)
See the COLA Faculty Profile web page for information on maintaining your Sandbox page.
The faculty profile tabs — or “Sandbox” — allow faculty members to maintain their professional information in a single location; that information can then be displayed within any CoLA web sites with which the faculty member is affiliated.You can make your pages as fancy or as simple as you like. You can change your CV as often as you like by simply uploading your Word or PDF document. Once you have uploaded your syllabi with the fields necessary for search functions to work, you should leave them in place – just keep adding each semester. If you have trouble, our Administrative Assistant can show you how to do this.
BARE BONES INSTRUCTIONS FOR THE TWO ITEMS THAT BEST REPRESENT OUR DEPARTMENT
For information on required documents, see the University's web page on Syllabi and Instructional CV Upload.
CVs
When you get logged in, from MyProfile select the Home tab. Just under the tabs you will see "curriculum vitae" with a "choose file" button next to it. This works the same way as adding email attachments or finding documents on your computer. Once you’ve found your CV document on your computer, and typed in whatever other info you want in the text boxes on the page, click on "update database," and your information is there on the web for all the world to see.
Syllabi
When you get logged in, from MyProfile select the Syllabi tab and follow the instructions to upload – similar to uploading the CV. If you can’t easily find your syllabi on your computer, you can download them to your desktop from their temporary home on the department web.To reset your password, use the online Find/Reset My Password self-service tool. The tool provides several options for resetting your password, including:
Password reset e-mail. If the e-mail address that is on record with your UT EID is valid and active (for example, you can log in and check your e-mail at that address), you can send yourself a password reset e-mail to reset your UT EID password.
Password reset questions. If you have chosen password reset questions (formerly called "security questions"), you can answer these questions correctly to access your UT EID.
See UT EID Help and UT EID Help: Resetting Your Password for additional information.
Please see the College of Liberal Arts Faculty Leave information.
Faculty and graduate students with offices on third and fourth floors, should they be in the building during a fire alarm, are kindly asked to spend few moments - up to three minutes - knocking on doors to alert their colleagues before leaving the building, which took take approximately one minute. Departmental office staff and faculty housed on the second (ground) floor should do the same on their respective floor.
Registrar pages on Final Exam Policy- http://registrar.utexas.edu/staff/exams/index.html
Early in each semester, you will receive an email from office staff with URL for accessing the department's request system for your selection of Finals and CIS. To avoid having to gather information twice, the department elects to gather both Finals and CIS requests at one time. The department URL for this input is: http://frit.webhost.utexas.edu/utfrit/CIS1/LoginPage.cfm
A film library is available within the department for rental by faculty and graduate students. A list of available Italian titles can be found here.
For instructions and deadlines for adding a flag to a course, see the School of Undergraduate Studies Flag Information page.
Dr. Susan (George) Schorn
Writing Flag Coordinator
gsschornOmail.utexas.edu, 232-1421Grade changes, Extensions, and Exceptions
To change grades, see the Registrar's Online Grade Changes web page.
Hiring Independent Contractors (examples are: honoraria, performances, translation, indexing)
Any time the department is to pay for personal services of any kind, from any account, regardless of original source of the funds, prior approval and accompanying paperwork must be completed by the department. Please give two weeks lead time to department staff (see organizational chart for duties of staff). Department staff must set up a vendor ID and do either a PBS document online or a paper APS form. To do so, department staff will need to know the complete name, social security number, mailing address, DBA (if any), alternate namnes (if any), qualifications for rendering contracted services, total flat rate payment amount, or if to be paid hourly the hourly rate and number of hours to be worked. Such services must be done in a period not to exceed two (2) weeks. The contractor will be required to sign the PBS/APS document after the work is completed and provide a copy of photo identification such as a drivers lisence if US citizen or permanent resident or a passport and visas if non-resident. Additional information may be required for non citizens. Non US citizens are required to schedule an appointment with Cynthia Roberts to review tax status and work eligibility. Payment from UT could require up to 30 days from the time that all completed and signed documentation is received and processed. Taxes are withheld from final payment.
The University Calendars page contains complete academic, event, and holiday schedule information.
Select academic calendar dates include:
Fall Semester 2012
August 29 First class day
November 22-24 Thanksgiving holidays
December 7 Last class day
December 12-15, 17-18 Final examinationsFor all problems with UT-owned computers, please contact the College of Liberal Arts ITS Help Desk: 471-5000 or help@la.utexas.edu. For walk up service information, see the LAITS web page.
When you contact ITS, please provide your name, phone number, email, and the UT tag number of the computer or printer in concern.
In addition to providing computer support, Liberal Arts ITS can connect you with specialists who can help you with a range of technologies, including:
- Web Design and Development (including database design and content management)
- Liberal Arts Departmental Web Site System
- Audio and Video projects (including studio recording)
- Classroom Teaching Technologies
- Scanning and Digitizing (images, slides, tapes, and transparencies)
- Server and Networking SupportContact the campus-wide UT ITS Help Desk at 475-9400. For more information and other contact venues see their website.
For problems with classroom consoles, please contact the Console Help Desk at 471-9666, or use the online problem report form.
Lists of all Liberal Arts ITS console-equipped rooms, with the available features, can be found here.
All university faculty and staff (including TAs and AIs) may check out the console keys for classrooms managed by the College of Liberal Arts support group.
This key will work for all the classrooms supported by the LAITS classroom support group. If your classroom is not on this list, you can find the appropriate classroom contact by searching the university-wide technology classroom database.
Please visit the front desk in MEZ 2.302 between 8am-5pm, Monday-Friday to check out a key. It should only take a few minutes to have a key issued to you.
You may keep the key as long as needed as a member of the UT community (i.e. an active student or staff member). If you no longer plan on using the key, please return it to MEZ 2.302. If you have any other questions, you may contact the front desk at 471-7095.Reporting Spam or Phishing Attempts
The university has a complex system to defend against spam and phishing attacks. However, occasionally unwanted e-mails do get through. If you are the victim of a spam or phishing attack, ITS recommends reporting the attack using one of the following options:
* If you believe that your personal safety is threatened, call the UT Police at 471-4441.
* If you can identify the sender’s Internet Service Provider (ISP), report violations to the ISP.
* If the message violates the university’s Acceptable Use Policy (AUP), contact the Information Security Office (ISO).
* If you need assistance with this process, you can contact the ITS Help Desk.
For more information on spam and phishing, refer to the following helpful links:
* Don’t Get Hooked – Protect yourself against phishing scams.
* Reporting a Violation of the Acceptable Use Policy (AUP)
Keys are distributed only by Lock and Key Services, located in SER 101. They are open Monday – Friday, 7:30 – 4:00pm. Picture ID is required. If you are new to the department or have lost your keys, please see French and Italian staff for a Key Request, which the requester then takes to Lock and Key Services for key assignment.
******** IMPORTANT SECURITY INFORMATION ********
When enteing or exiting the building on evenings or weekends after/when the doors are locked, you will need to lock the external doors with your key. If you are a late or weekend worker, please double check that the door is locked behind you when you leave. Please see the diagram below for information locking information. If you notice anything missing or disturbed in your office or in a classroom, please contact UT police immediately.
For information about access to the lab (HRH 4.102B), please see the Office Assistant (Alexandra Vlahodimitropoulos).Console Keys
All university faculty and staff (including TAs and AIs) may check out the console keys for classrooms managed by the College of Liberal Arts support group.
This key will work for all the classrooms supported by the LAITS classroom support group. If your classroom is not on this list, you can find the appropriate classroom contact by searching the university-wide technology classroom database.
Please visit the front desk in MEZ 2.302 between 8am-5pm, Monday-Friday to check out a key. It should only take a few minutes to have a key issued to you.
You may keep the key as long as needed as a member of the UT community (i.e. an active student or staff member). If you no longer plan on using the key, please return it to MEZ 2.302.Please see an administrative staff member to arrange a long distance call or fax.
Small items found in Rainey Hall are held in the office, HRH 2.114A, for 7 days. After that, they are transferred to UTPD's Lost & Found, along with any large or valuable items.
For lost UTID cards, please contact the ID Center at 471-4334. Pick-up by appointment only. Call 232-9619 to schedule. Valid photo ID required (e.g., DPS ID card, UT ID, Texas Driver’s License, official Passport). Property will not be released to anyone without an ID.
Items not accepted clothing, including coats and jackets. Food and drink containers are usually discarded. Items that present a sanitation risk (soiled) are also discarded.
Unclaimed items maintained for 60 days before disposition. All other unclaimed items are held for auction. For auction information, please contact Surplus Property at 471-7889. Data sensitive materials are destroyed if unclaimed.
Items maintained in Lost and Found include:
Books, notebooks, and planners
Sunglasses, prescription eyewear
Cell phones
Books
Keys
Jewelry
Backpacks
Radios, Walkmans, MP3 players
Sports equipment
Computer equipment
Other miscellaneous itemsUT staff members who need to schedule a pick up should call UTPD Dispatch at 471-4441.
For heating, cooling, broken lights, broken doors, etc., call Maintenance at 2-3980.
For locks and messes, call Custodial at 1-5072.
Departmental maps:
Media contacts for various buildings are available on the Registrar's Room Scheduling website, here.
Reservations through our office are for classroom space only; requests for media or other types of support should be directed as follows:
Media contacts by college:
CBA, GSB, or UTC
McCombs School of Business, 232-6679
CMA
College of Communication, 471-3419
SZB
College of Education, 471-3234
CPE, ECJ, ENS, ETC, or WRW
Cockrell School of Engineering, 232-2486
ART, BEL, BEN, BUR, CAL,
FAC, GAR, GRG, HMA, JES,
MEZ, NOA, PAR, RAS, SAC,
WAG, or WCH
College of Liberal Arts, 471-9666
BIO, GEA, JGB, PAI, RLM, or WEL
College of Natural Sciences, 232-9173
PHR
College of Pharmacy, 471-3857Please make sure your contact details, and office hours are up to date each semester. Update this information online here.
Many every day office supplies are available through the department. These include pens, pencils, markers, paper, envelopes, folders, paper clips and clamps, some file folders and accordion files, and labels. Please see the Administrative Assistant (Kim Barnett, Susan Floyd) for further information or special requests. We cannot provide all office supplies.
For information on parking or how to get a Faculty or Staff parking permit, please see the Parking and Transportation Services parking page.
In case of emergency, call 911.To report a crime or contact the police, call the Dispatcher at 471-4441.The UTPD is located at:
2201 Robert Dedman Dr., east of Texas Memorial Stadium.Parking tickets are dealt with by Parking and Transportation Services.
Posters, brochures, and promotional items
Please see the French and Italian staff for all promotional needs. Most posters, brochures, and other items can be created and published in-house, but bulk printings may be scheduled through University Printing, for a fee. Please give adequate time for design, revision, and printing.
Undergraduate and graduate program and study abroad brochures are redesigned each year and are available in the office, hallway display, and from the Undergraduate Advisor (Tim Ashlock) and Graduate Coordinator (Chaz Nailor).
For any administrative tasks you need Susan or I to complete, please fill out the new Work Request Form .
After submitting this form, please email all job attachments and any additional correspondences to frit.requests@gmail.com.
JOB ATTACHMENTS INCLUDE:
Documents to be printed
Website edits
Information to be included in postersWORK ORDER LEAD TIMES:
3 days for print jobs
5 days for recurring posters (i.e. films, Working Paper Series)
10-14 days for new design and print jobs
*For any other specialty jobs, please fill out the form, and then we will contact you for an estimated lead time.To apply for a pre-approved reimbursement of funds spent for departmental purposes (such as buying lunch for a visiting candidate, course-related expenses, etc.), a VP2 payment or OOEF/VPE document must be processed. Itemized receipts showing proof of payment must be provided for reimbursements. Please bring your receipt/s to the French and Italian staff. Reimbursements will be processed promptly, and payment is usually received within two weeks. Please note:
- If you can buy it (or something comparable to it) at Office Max or at Campus Computer, don't buy it with your own money or credit card and expect to be reimbursed- even if you are fortunate enough to have grant money, special allocations, award money, professorships, or chairs. For any such item, office staff will need to purchase it for you with a purchase order, UT credit card, through the UT-Office Max Portal (online catalog), or using interdepartmental transfer (IDT).
- Do not buy gifts or flowers for reimbursement. Gifts can never be purchased using university funds.
- Per University policy, for an entertainment expense to be allowed, all those attending must serve a bona fide business purpose. This purpose must be documented on the Official Occasion Expense Form in the Purpose or Preparer's Comments. Companion expenses are generally not reimbursed unless they are for receptions, development, distinguished visitors/lecturers or recruitment purposes. In order to justify a bona fide business purpose, expenses for a University host's companion are usually reimbursed only if the guest also brings a companion.
Please see an administrative staff member to enquire about booking at FRIT room or about booking a room elsewhere on campus through the Room Scheduling system. FRIT rooms include seminar room 2.106C, classroom 2.112, and lab 4.102B.
Provost Website and UT Policies on sick leave:
http://www.utexas.edu/provost/policies/leave/sick_leave.htmlSick Leave Reporting Form:
http://www.utexas.edu/provost/policies/leave/The university policy states: "A faculty member who must be absent from duty because of illness should notify his or her department chair/dean or cause him or her to be notified of this fact at the earliest practicable time." You may request a staff member convey this information to the chair or contact David directly. Staff will prepare the leave form from your reports for you to sign at the end of the month. Please read the policy statement as "absent from duty" has a broader meaning than missing classes or office hours. We will not prepare forms for faculty who have no reported sick leave.
A detailed description of this valuable benefit can be found on the University's HR website. Staff will initiate the process by contacting HR when they are aware of faculty cases that might qualify for FML and HR will send the necessary information to the individual, however, it is the individual's responsibility to follow through with HR. You may also contact HR directly without staff participation. Instructions and forms are found at this URL. FML is governed by a complex set of rules, therefore HR contacts are your best resource. Again, whenever staff are aware of a possible need, we will inform HR so that their FML experts can contact you. Although we all hope that this is never needed, you might want to consider sharing this information with significant others who would be making medical decisions for you in emergency situations.
See your Employee Profile to check your sick leave balance.
If your years of teaching are wrong, update here.
The number of years of state service is based on your actual payroll documents. With a 100% appointment, faculty earn 9 months state credit for two long sessions (years of teaching will be more than years of service).
Student computers provided in the graduate student/TA/AI offices are managed by LAITS. Students should be aware that a regular memory sweep of these machines is performed by Liberal Arts ITS. Therefore, it is imperative that no important information be stored on these computers. Be sure to save all information to a remote location (email, detachable zip drive, memory stick, etc). Never leave anything stored on these computers.
For any surplus furniture, computers, printers, or other UT property, please see the Administrative Assistant (Kim Barnett, Susan Floyd). These items must be removed according to University surplus procedures, using the CCART system. Do not give away, recycle, or throw out any UT furniture or equipment, regardless of age, condition or value.
The University of Texas at Austin and the College of Liberal Arts recognize excellence in teaching through a number of University-wide and College-wide awards.
ITS provides various types of telephone lines, and desksets, to colleges and departments across campus. To request service for your office phone, see the Telephone / Data Circuit Trouble Report web site. For common questions and issues, see the answers on their Help page.
A list of all teaching awards can be found here.
To request maintenance attention to a thermostat, please call the zone contacts below or, where possible, use the online Work Order Request and Query System (WORQS).
Zone 4 Contacts
Contact: Stacy Frost
Supervisor: Charlie Cromartie
Phone: 232-3980All travel plans must be pre-approved by the department chair. Travelers must complete the Departmental Travel Request form and return it to the French and Italian staff as soon as possible and no later than two weeks before their scheduled departure date. For any travel on UT funds, faculty must complete the Departmental Travel Request. (To properly view the travel request form, you will need Adobe Reader 10.1.3).
Chairs will be the final approvers for all faculty travel during the first/last week of classes and finals periods. Dean's Office approval is no longer required. The Dean's Office will continue to be the final approver for all chair/director travel during the first/last week of classes and finals periods.
If you would like to direct bill your airfare to UT at the time of purchase, please let the French and Italian staff know. You will be provided with an RTA (Request for Travel Authorization) number and a Document ID, which you then provide to a UT-authorized travel agent at the time of booking. A list of approved agents can be found here.
If you are receiving funds from any other departments, centers, or other sources, these must be listed on the Departmental Travel Request form so that any relevant account numbers and approvals can be secured.
Upon your return, you must provide itemized receipts for all allowable expenses to the French and Italian staff as soon as possible. Reimbursements must be processed within 60 days. Any questions about what is reimbursable should be directed to the French and Italian staff. Reimbursements will be processed promptly, and payment in most cases for UT employees will be issued within two weeks.
Retroactive travel approval is done only at the discretion of the Dean, and may be refused.
All tenured and tenure-track faculty members (Professor, Associate Professor, Assistant Professor and Instructor) and emeritus faculty are eligible for Faculty Travel Grants awarded through the Graduate School. Senior Lecturers and Distinguished Senior Lecturers with at least five years of service at UT Austin are also eligible. To explore exceptions to eligibility rules, please contact Maggie Keeshen. Visiting, adjunct, research and clinical faculty, specialists, lecturers, classified personnel, and other non-teaching staff are ineligible. To apply for a Faculty Travel Grant, the Departmental Travel Request Form, and complete the Faculty Travel Grant Application online: here. Forms must be completed and provided to the French and Italian staff as soon as possible and no later than three weeks before the scheduled department dates.
For guidlines and information, see the Handbook of Business Procedures Travel Table of Contents.
Student Travel - Office of Graduate Studies Awards
Graduate students seeking OGS funding must first apply for an award with the graduate advisor. To do this, they should approach the Graduate Coordinator (Chaz Nailor) with their travel plans. The student must then apply for permission to travel following the guidelines for faculty listed above, and any funds applied for or awarded must be listed on the Departmental Travel Request form (also see above). Upon return, receipts to be paid from French and Italian funds must be presented to the French and Italian staff for reimbursement. Additional receipts to be paid from OGS funds must be submitted to OGS. Duplicate receipts will not be accepted, and it is the student's responsibility to ensure that duplicate applications for reimbursement of receipts does not occur. The student should keep clear records and make copies of all receipts for his or her own records, and he or she should be able to produce this documentation in the event of an audit of the application of these funds.
Undergraduate Studies Signature Course Proposals
Faculty members are invited to submit a proposal to teach a Signature Course to his or her college dean’s office through their online proposal system. Proposals will be forwarded to the School of Undergraduate Studies after your dean has given approval. Proposals should be submitted to your dean’s office by the end of the first week in October. Chair approval for release from Department teaching duties required. For more information, see the UGS web page on Signature Courses.
All UT faculty, staff, and students are listed in the online UT Directory. Please look here first for phone numbers, email addresses, titles, etc. Contact details for French and Italian faculty can be found on our web page.
Updated June 16, 2011
Department of French and Italian in
The College of Liberal Arts at UT Austin
