Global Languages & Cultures departmental policies
Absences
Faculty are required to submit a Request of Absence (ROA) form for sick leave, vacation, bereavement leave, jury duty, and leave without pay. University policy states that planned absences must be reported ahead of time whenever possible (accident and illness are the obvious exceptions).
Advisement
The department administrative assistant assigns advisees to advisers and assures that the department advising lists in PeopleSoft are up-to-date and accurate.
Students use the forms on the registrar’s web site to declare a major or minor. They must download and complete the Undergraduate Major/Minor/Certificate Change Form and returned to the front office.
You must obtain security access. To do so, go to the ITS New Faculty and Staff web site, scroll down to Accessing Secured System, and complete the steps under the LOUIE link. Please see the administrative assistant for processing of signatures and for determining the correct codes (privileges). For most faculty, on the form you will type in NAU_SR Super Advisor under the column Security Roles. Again, if you have questions or doubts, ask the administrative assistant.
To view your advisees or see a student’s transcripts, schedule, etc., go to PeopleSoft and do the following:
- Click the Faculty/Advisor tab
- Click the advisement tab there
- View your advisees or lookup a student with the New Drop-in Advisee button.
To release a hold for a student, following this menu trail in PeopleSoft:
Business cards
Business cards will be purchased (one time, upon request) for new Full-Time Permanent employees or full-time permanent employees who have been promoted. It will be the expense of the employee to purchase replacement business cards thereafter.
Computer problems
All computer problems must be solved by putting in a request in the ITS ticket system.
Classroom audio visual equipment
All audiovisual equipment is available and in room 105.
Classroom etiquette
Please leave classrooms in reasonable order after you finish teaching your class (erase blackboards, line up chairs, etc.). Please also report broken or missing equipment (including windows) to the Global Languages & Cultures main office. As a rule, food and drink are not allowed in Global Languages & Cultures classrooms. If you should hold a special, end-of-semester event with your class, be sure to carry all garbage to the dumpster outside the building. Don’t leave the wastebasket filled with used cups and paper plates for the next class or for the custodian.
Please remember to close windows and lock doors after your class no matter the time of day.
CLEP/Challenge exams
Students throughout the University may take a CLEP or Challenge exam. CLEP exams are standard exams for French, German and Spanish. U.S. Students may take the exam instead of registering for and attending an actual class. Students who pass the CLEP/Challenge exams are given credit only for the course(s) that are covered by the exam. Since these exams carry no letter grade, the student’s GPA will not be affected. CLEP exams are administered by W. A. Franke College of Business. CLEP credits transfer to other institutions.
Challenge Exams are administered by the department. These are created by the department and are administered by the department.
If a student passes the Challenge exam in certain languages at the 101-202 levels he/she is required by Global Languages & Cultures to take an oral exam also. The student must make an appointment with a Global Languages & Cultures faculty member who has been designated to administer an oral exam. A list of faculty who have this responsibility will be in the main office. Challenge exams also give credit for the course but no letter grade towards the GPA. Students need to contact the administrative assistant for exam dates and times.
Students who have enrolled in a 102 course of higher must sign up at the beginning of the semester so as to be able to actually take any lower division CLEP and challenge exams before midterm of that semester. For example: Students cannot complete a 202 course, and then take a CLEP exam for the 101 and 102 courses. No exception is allowed. Make certain that students who are inquiring about CLEP or Challenge exams know about this stipulation.
Coffee
Coffee is not available. You can volunteer to bring coffee or supplies, however it is at the discretion of the faculty member(s) to make and clean up the coffee.
Clean up
As a courtesy to other faculty members and the staff, please clean up after yourself in the faculty lounge. Please clean up any spills in the microwave and refrigerator. The refrigerator will be cleaned and items not marked will be disposed of the first Friday or every month.
Copying
Global Languages & Cultures copiers are for use by Global Languages & Cultures faculty and staff for department related copying. Except for occasional personal copies (see below), use by other persons and for other purposes should be cleared with the Administrative Assistant or the Chair.
In order for the copier to work, you must input your personal code. If you have any problems using the copier, please ask the office staff to help you get your copier code again.
Quotas: The Global Languages & Cultures staff will calculate a “quota” for photocopying based on enrollment in your classes. You will receive a memo at the beginning of the semester with the number of copies you can make a month.
Please remember that “Research” copy materials are your responsibility. The office does not have the people power to make your research copies, so please allocate time in your schedule to make those copies.
Also remember that personal copies are your responsibility as well. Please keep track of what you make and reimburse the department at .04 cents per copy. Due to copyright laws, office staff is not able to copy books.
Department letterhead
All department stationary, plain white envelopes, and NAU mailing labels are available in the front office. Federal Express mailing materials are available in the front office but must have approval from the Chair. Please plan this well in advance.
Faxes
Please remember to record any faxes you send in the logbook.
To send faxes on campus, dial 3 and then the 4-digit number.
To send faxes long distance, dial 8, 1, the area code, and then the number.
To send faxes international, dial 8, 011, country code, city code, and then the number.
Students may not use the fax machine.
Grades
Grading is all done in LOUIE. If you do not complete your final grades and approve them, you will have to complete a change of grade form (see below) for each and every student.
Change of grade forms
These can only be done with a form obtained from the administrative assistant. They are not completed online.
Keys
All faculty are issued keys by the building manager. The keys include a faculty office key, an entrance key to Babbitt Academic Annex, and a classroom key. If an office key is lost, there is a fee of $10.00 for replacement. If the entrance key is lost, the building must be re-keyed and new keys made for everyone in the building. The cost for re-keying the building will be the responsibility of the person who was issued the key.
To enter the LLC and room 205, faculty will be issued a code by the LLC Program Coordinator.
Any additional key requests will be considered by the building manager on an individual basis.
All outgoing mail (both on and off campus) should be placed in the out going basket in the front office. Mail goes out twice daily, once in the morning around 10 a.m. and once in the afternoon around 3 p.m. In the summer, mail goes out once.
Inter-campus envelopes are located on the cabinet marked envelopes in the front office. Please help yourself.
Office supplies
All office supplies (pens, chalk, staples, paper clips,whiteboard materials, etc.) are located in the main office. Please use discretion when using office supplies, as we are on a very limited budget.
If you have a printer in your office, you must buy your own supplies. The department does not provide printer cartridges or paper.
Phone policy
The department will cover local and long distance phone calls for department and university business up to $10.00 per month. If you have a particular service responsibility or other assignment that requires extensive long-distance calling please consult with the Chair.
NAU discourages use of university phone accounts for personal long-distance calling. A simple alternative is to make such calls using a personal calling card or on your cell phone. We discourage calling students back at a long distance phone number. This has become a particular problem with the growth of cell phones, which are regularly ‘long distance’ depending on where the student/colleague purchased the phone. A student may have bought his/her phone in Colorado although s/he is living here in Flagstaff. Calling him/her would be a long distance call. In your outgoing voicemail message, tell your students to include their email address in the message that they leave for you.
On rare occasions when a faculty member does make a personal long-distance call with their university phone account, they are obligated to reimburse the university. Please leave your name, date of the call and the number called with the Global Languages & Cultures office staff.
Recycle
Please take all recycling to the recycle bin, located in the P11 parking lot between Babbitt Annex and Peterson. The custodians will not dispose of recycling.
Smoking
Babbitt Academic Annex has been designated a non-smoking building. This regulation applies, to use of all forms of tobacco, including smokeless tobacco, and it applies to all areas of the building, including faculty offices, stairwells, etc. People may only smoke 50 feet away from the building.
Animals
Only service animals may be in the building. No pets are allowed, even in offices.
Bicycles
Bicycles are not allowed in hallways or classrooms. This is by order of the Fire Marshall.
Discarded furniture
Discarded furniture may not be left in hallways or in the basement, by order of the Fire Marshall. If you no longer need some item that belongs to the university, you must coordinate with administrative assistant. You are responsible for the complete removal of your own furniture.