The goal of academic advising in the College of Arts and Sciences is to provide an ongoing and dynamic relationship between each student and advisor, to facilitate the student's adjustment to and development within the academic environment. Responsibility for the administration of advising is placed in the office of the Dean. The Dean's Office is responsible for ensuring a) that all students know who their advisors are, b) that faculty know the identity of their advisees, and c) that both advisors and advisees have the information they need for effective advising relationships. The Dean's Office also gives attention to students with special needs. The Dean's Office is "primary care providers" for all A&S students. This administrative arrangement is designed to provide support for the faculty, with whom rests the essential responsibility for academic advising.
Good advising is characterized by four understandings:
1.1 Advising Athletes
In advising athletes, faculty advisors may consult with the Assistant Provost for Student Affairs and Academic Enhancement. While accepting his/her assistance, advisors should bear in mind a) that responsibility for advising belongs to the faculty and that their interaction with students should not be ceded to others; and b) that all academic requirements are applicable to athletes on the same terms as to non-athletes. Some students seek a coaching endorsement. Advisees seeking such an endorsement should contact the School of Education.
1.2 Advising Open-enrolled Students
Students enrolled in A&S are not required to select a major until well into their second year, although it must be recognized that in the sciences and the fine arts it is typically impossible to wait that long. Students not yet committed to a major are referred to as "open enrolled." Most such students will be assigned to advisors who are specially qualified to work with them.
1.3 Advising Students with Special Needs
Advisors of students having special needs will be so informed. Efforts to work in extraordinary ways with these students often bring good results. Faculty assigned advisees with needs so extraordinary that they cannot accommodate them should refer these advisees to the Dean's Office.
1.4 Advising Teacher Education Students
Students pursuing teacher certification at the elementary and secondary levels present special needs in advising. All advising concerning certification is done in the School of Education. Students aspiring to careers in secondary education are encouraged to pursue degrees in academic majors, with the certification as a corollary program available in the School of Education.
1.5 Changing Advisors/Advisees
It happens occasionally that the fit between an advisor and an advisee is not a good one. Typically the reason lies in a change of interest by the student, but personality conflicts sometimes come into play. When the fit is not right, the student should be directed to the A&S Dean's Office to request a change.
1.6 Forms Concerning Students
The forms listed below for dealing with student requests and changes in students' academic circumstances are available in the Dean's Office. Copies may be requested as needed.
Please note that an undergraduate student may add a course through the first five days of the course. (In the case of a short course, they may add before the second class meeting of the course.) Students may drop a course until the midpoint of the semester (short courses, the midpoint of the class). However, after the first 10 days of the semester a grade of "W" will be recorded. For various reasons, it is important that this form be filled out completely and with care. Comments from advisors or instructors are very helpful in making decisions on approving or disapproving the drop/add requests. Please don't just scribble your signature on a form without looking at it. Some of our most touchy problems develop from such scribbles.
Drake Curriculum Requirements
The Drake University faculty voted to adopt the Drake Curriculum during the fall semester of 1998 and approved revision in 2002 and 2006. The approved Areas of Inquiry Curriculum is used for all students. The web site: http://www.drake.edu/dc contains the latest information and should be consulted for answers to questions regarding Drake Curriculum Areas of Inquiry. Refer to this often.
1.7 Faculty and Student Guide to Selected Drake Resources
1.8 Advising FAQ
The following questions and answers provide specific information on advising procedures in the College. Where practices differ for liberal arts and fine arts students, such differences are noted.
Academic and Intellectual Honesty
Academic dishonesty is an issue that requires faculty attention. The problem is pervasive. While faculty often may not wish to deal directly with the problem, it is essential that we do so. Among the actions that can be taken to help address the problem are the following:
Note that all instances of academic dishonesty and the actions taken by faculty members must be reported to the Department Chair and the Associate Dean.
Students are required to validate their enrollment by attending the first class meeting for each course on their schedule. Failure to attend the first class or make prior arrangements with the professor will result in student being dropped from that course.
Please note that an undergraduate student may add a course through the first five days of the course. (In the case of a short course, students may add before the second class meeting of the course.) Students may drop a course until the midpoint of the semester (short courses, the midpoint of the class). However, after the first 10 days of the semester a grade of "W" will be recorded.
For various reasons, it is important that this form be filled out completely and with care. Comments from advisors or in-structors are very helpful in making decisions on approving or disapproving the drop/add requests. Please don't just scribble your signature on a form without looking at it. Some of our most touchy problems develop from such scribbles. Please keep accurate records of the students you add or drop from a class.
Class Meeting Responsibilities and Final Exams
Classes are to meet on all days for which they are scheduled. The last meeting for each class should be the final exam. If the exam is given earlier, or if no final exam is given, the time reserved for the final may be used to return papers or for a general wrap-up. Whatever the case, classes must meet at the time and place assigned for the final exam.
Computers are provided to all faculty members. Acceptance of the computer indicates a willingness to integrate the use of computer-based instructional methods to enhance the undergraduate educational experience at Drake University.
When a faculty member leaves Drake, the computer that has been assigned to him or her is returned to the Dean's Office for reassignment. It should not be assumed that reassignment to the individual appointed to succeed the departing faculty member or to someone else in the department will be automatic.
Grades and Incompletes
Grading procedures are described in the catalog. Among the options is the grade of Incomplete. An Incomplete (I) should be assigned only when illness or other circumstances considered legitimate by the instructor has prevented a student from completing course requirements. Faculty are urged to resist the temptation to assign an “I” when a student simply has not carried through on his or her responsibilities. It might seem that giving such a grade is doing the student a favor, but typically it is not. Complications for students, faculty, and the Dean’s Office deriving from excessive use of Incomplete grades are considerable. All grades of incomplete must be completed within one year. Faculty must complete appropriate forms available in all department offices.
Change-of-grade forms are available from the departments’ secretaries, from the Dean’s Office, or from Student Records. These forms are not to be given to students. The basis and procedures for assigning and changing grades are specified in Sections 2.175 and 2.176 of the Faculty Manual of Drake University.
In order to facilitate easy contact through phone mail, every faculty and staff member must appropriately program their phones. When setting personal greetings, please considered the following recommendations:
When calling others, do not leave messages other than "please call back" when Ms. Phonemail answers calls with the generic greeting. Read instructions to learn how to use some of the features on your phone such as transferring and forwarding calls and checking your phonemail from home.
Guidelines for applying for leaves are given in detail in section 3.2 in the Arts and Sciences Policies Handbook. The narrative application must be accompanied by the cover sheet (available in the Dean's Office), which gives an outline of the application. Department chairs have copies of the College-wide eligibility list. Applications are due in the Dean's Office by October 1.
Sabbatical Report Guidelines
Office and Class Schedule (OCS)
These reports are submitted to the Dean's office by all faculty members no later than 2 weeks after the start of the semester. Please indicate your teaching schedule, office hours (at least five per week for full-time faculty) and times available for meetings.
Professional Activities Record/Professional Activities Highlights (PARs and PAHEs)
Each year faculty members submit a written record of their activities and accomplishments. The Professional Activities Record is required annually for all tenure-track faculty and every three years for all tenured faculty. (A-H January, 2010 for 2009; I-P January, 2011 for 2010; and Q-Z January, 2009 for 2008. Please note that the report due in January covers the previous calendar year.) In non-PAR years, tenured faculty use the Professional Activities Highlights form, summarizing the most important accomplishments of the year; a c.v. may be appended. Both the Professional Activities Record and the Professional Activities Highlights forms are available from department secretaries. Use of the PAR by visiting and part-time faculty is at the discretion of the departments in which they teach.
Professional Activities Evaluation
The Professional Activities Evaluation form (PAE) is completed by the department chair to evaluate each faculty member. Information provided in the Professional Activities Record should be used as the basis for the evaluation. The Professional Activities Highlights form provides space for chairs to make brief evaluative comments on the highlights recorded. Evaluations in all instances are to be consistent with the guidelines on evaluation that appear in the Faculty Policies Handbook, section 4.7.
Standards to be applied in the evaluation of all faculty are stated in detail in the Arts and Sciences Faculty Policies Handbook, 3.1.31; 3.1.32; and 3.1.33. To address differences between departments as they pertain to teaching, scholarship/creative activity, service and advising, each department develops statements on criteria and procedures for faculty evaluation, in compliance with the provisions in the concluding paragraphs of each of the Handbook sections. These statements are reviewed for approval by the Dean as revisions are proposed, with College-wide review of all statements occurring at least once within each five-year period.
Initial responsibility for evaluation of the performance of faculty members rests with the department chairs; however, departments are expected to establish peer review procedures. College policies require that student opinions be taken into account in the evaluation process. Research concerning such opinions suggests that students are typically generous and rather uncritical in their assessments, which should be taken into account in their use. Notwithstanding this tendency, research also shows that student evaluations are valid measurements of teaching performance.
College procedures call for the chair to discuss the evaluations with the faculty member, to request the faculty member to sign the forms, and to invite the faculty member to file a response if they wish to elaborate on or take issue with any point made in the evaluation. In turn, the Dean reviews the evaluations in conferences with the department chair. Following these conferences, the Dean may, at his or her discretion, record brief notes on the forms before signing them and returning copies to the chair for forwarding to the faculty members.
The evaluations by chairs, accompanied by the Professional Activities Records or the Professional Activities Highlights and Evaluation form are to be submitted to the Dean by February 15. The conferences of department chairs with the Dean will typically occur in the next six weeks, although that depends on the schedules of both the chairs and the dean.
Evaluation of Tenure-Track Faculty
Recommendations for reappointment or non-reappointment of tenure-track faculty are made each year by all tenured faculty in each department. All tenured faculty members, except those on leave, are required to participate in the evaluation.
The following procedures are recommended for review of tenure-track faculty:
Evaluation of Chairs
Evaluation of the performance of department chairs follows procedures like those outlined above, except the Dean does the evaluation.
Professional Activities Records of all tenured faculty and third-, fourth-, and fifth-year tenure-track faculty are to be presented to department chairs by January 15 (chairs' records should be given to the dean by this date). PARs are not required of candidates for tenure in the year in which tenure review occurs (typically the sixth year in the tenure track). First-year faculty should give PAR's to chairs by January 15; second-year faculty by November 1.
Reappointment of Tenure-Track Faculty
First year faculty members who will not be recommended for reappointment are to be so notified, by AAUP standards, as early in the academic year as possible. At Drake, we have established March 1 as the target date.
Second year faculty members, according to AAUP guidelines, if the are not being reappointed, must be notified by December 1.
Third-, fourth-, and fifth-year faculty members must be submitted by February 15. Recommendations of third-year faculty are regarded as particularly critical. Persons for whom the eventual attainment of tenure is regarded as at all problematical should not be recommended for reappointment at any stage, but particularly not at this time.
Recommendations concerning candidates for tenure in the year of mandatory review are due in the Dean's office October 1. This means that department review processes must be completed by this time.
Criteria and Procedures for Evaluation of Tenure-Track Faculty
Recommendations for reappointment or non-reappointment of tenure-track faculty are made each year by all tenured faculty in each department.
Committees in the College of Arts and Sciences shall be established according to the following procedures:
2.1 Faculty Cabinet
The Faculty Cabinet shall consist of four faculty members, ordinarily elected for two-year staggered terms, one from each school or academic division, and the Chair of the Council, who shall be a voting member and Chair of the Cabinet. The Dean of the College is an ex officio non-voting member. No department chair may serve on the Faculty Cabinet (except that if a chair is elected to serve as Chair of the Council, he or she may serve), and no one may serve consecutive terms. The election of the Cabinet shall be held in the Spring in accordance with Arts and Sciences election procedures. Probationary faculty members are ineligible for election to Cabinet prior to their third year review. The Cabinet shall elect a secretary from its membership, and the secretary shall present reports of the Cabinet to the Council.
The members are elected by the College faculty for two-year terms, two being elected each year; one member from each school or academic division shall be elected by the College faculty. The election of the committee shall be held in the spring in accordance with Arts and Sciences election procedures. The Chair of the Council and Cabinet is elected by the Council (see 1.4.3).
The Cabinet shall:
2.1.4 Organization and Operations
2.2 Academic Integrity Committee
This committee is charged with these responsibilities: a) proposing to the Council policies and procedures for dealing with problems of plagiarism, cheating, and other forms of academic dishonesty and ensuring that these policies and procedures are consistent with University policies and procedures; b) implementing College and University policies and procedures for dealing with plagiarism, cheating, and other forms of academic dishonesty; and c) reviewing appeals of academic evaluations associated with plagiarism, cheating, and other forms of academic dishonesty. The committee shall also be charged with; d) reviewing appeals in which a student charges a faculty member with capricious or arbitrary grading practices which constitute an abuse of professorial discretion.
Membership shall include one tenured faculty member from each division and school in the College, nominated by the Faculty Cabinet and appointed by the Council. Faculty members will be appointed to staggered two-year terms. In addition, there will be one student representing each division and school, nominated by the Arts and Sciences representatives to the Student Senate and appointed by the Council; the Faculty Cabinet shall designate the Chair. The Faculty Cabinet shall be authorized to determine if conflicts of interest exist as cases arise (e.g., a member may not serve in instances involving appeals concerning the actions of faculty members in his or her department) and to appoint an alternate for the member excused from service. The appointment shall be made from a roster of alternates nominated by the Cabinet and appointed by the Council at the same time that the standing members of the Committee are nominated and appointed.
When the committee engages in fact-finding under responsibility "c" (above), the faculty member serving in the division or school in which the case under consideration is lodged shall be disqualified from participating; the committee shall then consist of four students and three faculty members. When the committee discharges its responsibility under "d," the student member pursuing a major in the division or school in which the case under consideration is lodged shall be disqualified from participating; the committee shall then consist of four faculty members and three students.
(Procedures for dealing with appeals of academic evaluations are in section 4.6.)
2.3 Curriculum Committee
This committee is charged with the following responsibility:
to evaluate in light of the educational goals of the College of Arts and Sciences proposals for course changes, deletions and modifications presented by departments and programs, and make recommendations to the Arts and Sciences Council on these proposals. Committee reports and recommendations must be presented to the council by the Chair of the Committee.
The Curriculum Committee consists of one representative from each division and school in the College, each appointed for a 3-year term. Appointments are staggered such that one new member is appointed each year. One individual serving in his/her third year shall be Chair. Members are appointed by the Arts and Science Council upon the recommendation of the Faculty Cabinet. The Council, at its spring organizational meeting, shall designate the Chair.
Arts and Sciences New Course Proposal Form
University Course Change Form
2.4 Diversity Committee
The Diversity Committee is a standing committee of the College of Arts and Sciences, effective fall, 2005. The Diversity committee will meet monthly during the academic year. Its tasks include:
The Committee will consist of six faculty members; normally one from each of the four divisions (Fine Arts, Humanities, Natural Science and Social Science) and two at-large, two Arts and Sciences staff members, two Arts and Sciences students and the Dean of the College (ex-officio). The term of service is two years and terms are staggered. The Chair of the Committee is selected from among the faculty and staff members and also will serve as one of the College's members on the University Diversity Committee.
Committee members shall be nominated by the Faculty Cabinet and appointed by the Arts and Sciences Council. Staff members will be appointed by the Dean in consultation with the Committee. Student members will be appointed by the Dean on recommendation of the Arts and Sciences and Fine Arts Student Senators.
2.5 Arts and Sciences Promotion and Tenure Committee
The Arts and Sciences Promotion and Tenure Committee is made up of six tenured faculty holding the rank of professor or associate professor; at least three members shall be at the rank of professor, and the associate professors must have been at that rank for at least four years by the time of their service on the committee begins, and at Drake for at least six years. Department chairs may not serve on the Promotion and Tenure Committee. Faculty members who commit to presenting their case for promotion are ineligible to serve on the Committee. Only one faculty member from a single department and only two faculty members from a single division or school may serve at any one time on the Promotion and Tenure Committee.
Members are elected for two-year terms. Each of the three academic units -- the combined divisions of Humanities and Social Sciences, Natural Sciences, and the School of Fine Arts -- is represented by two faculty members each. All committee members are elected by the whole faculty. After serving one two-year term, a faculty member may be re-elected to the Committee only after the lapse of one year.
It shall be required that for all elections to the Promotion and Tenure Committee, the names of at least two persons eligible to be elected to a given position on the Committee shall appear on the ballot. To satisfy this requirement, the Faculty Cabinet is authorized to waive the requirement that a faculty member "may be re-elected to the Committee only after the lapse of one year," allowing for the election to a one-year term of a person whose two-year term has expired.
The election of Promotion and Tenure Committee members is held each Spring in accordance with the College's election procedures. At its organizational meeting in the subsequent Fall, convened by the Dean of the College, a faculty member shall be elected by the Committee to chair the Promotion and Tenure Committee for that academic year.
2.6 Technology Planning Committee
The Arts and Sciences Technology Committee serves in an advisory capacity to the Dean of the College of Arts and Sciences on issues related to technology planning and implementation in the College. The Committee is responsible for working with the Dean to establish and annually updating a technology plan that sets forth general goals for technology development and support in the College. The Committee provides advice to the Dean concerning implementation of the plan and allocation of computers and other technology equipment. The Committee is responsible for oversight and administration of the Student Technology Fees distributed to the College of Arts and Sciences. The Committee also advises the Dean concerning prioritization of Capital Equipment requests, and faculty computer upgrades.
In relation to Student Technology Fees, the committee will review the criterion and guidelines each fall and update as needed. The Committee will receive applications, according to the schedule established in the Student Technology Fees Guidelines and will make recommendations to the Dean concerning allocation of Student Technology Fees.
The Technology Committee consists of four faculty members, each appointed for a three-year term. One member each is from the School of Fine Arts, the Natural Sciences division, the Social Sciences division, and the Humanities division. Appointments are staggered such that one new member is appointed each year. The individual serving in his/her third year shall be Chair. The Dean, or his or her designee, serves ex-officio. The Educational Technologist also serves ex-officio. The members are appointed using the standard procedures for appointment of standing committees.
2.6.3 Student Technology Fees Allocations
The criteria for expenditure of funds as establish in the Provost's Guidelines, state: "All expenditures must enhance or maintain the fundamental core business of the University, student learning. Accordingly, all expenditures must be approved by the Provost and/or the Deans' Council. Each College and the University Library will submit an annual program plan indicating how expenditures will be directed."
Criteria for Evaluation of Proposals shall include, but not be limited to:
2.6.31 Proposal Timelines and Procedures
Each semester the Dean will issue a call for proposals for Student Technology Funds. The dates and specifications for proposals are outlines in the Arts and Sciences Administrative Procedures Handbook: Part I. All proposals submitted to the Technology Committee must be approved by the Department or Program chair.
Faculty Office Computers
The College of Arts and Sciences purchases and maintains computers for use in faculty offices. These machines are purchased and assigned differently based on the status of the faculty member.
Tenured and tenure-track faculty members will be provided new computers by the Arts and Sciences Dean’s office when they are hired to serve as a primary office computer. A replacement computer will be offered when the primary office computer has been in use four years or longer. A faculty member will be contacted by e-mail when they are eligible for computer replacement, and will need to respond within the allotted time to receive a replacement in that update cycle. When the replacement computer is installed and the user’s data transferred, the older machine will be reclaimed by the College to have the data erased and the computer reassigned for use elsewhere.
For tenure and tenure-track computer updates, qualified individuals will be given several standard computer configurations from which to choose. These configurations are selected to be able to execute a variety of tasks quickly and efficiently, and should be more than adequate for the majority of faculty members. However, where there is need, a different configuration may be requested. These requests must be approved by the faculty member’s department, and will be evaluated based on need and available funding. If available, another funding source such as departmental funds or grant money may be named in the request to cover costs beyond the standard configuration. While requests that name another funding sources will always be granted, it must be noted that machines partially paid from other funding sources must still be returned to the College for reassignment when replaced.
Visiting faculty members will be assigned computers from the pool created by the machines removed from tenured and tenure-track faculty offices. These machines will be updated as available equipment allows.
Office computers for adjunct faculty cannot be guaranteed by the College, and will not be supplied automatically. However, requests for computers for adjunct use will granted by the College as available equipment allows.
The College of Arts and Sciences will only provide and maintain a single machine to any faculty member for office use. Also, the College will not be responsible for the purchase of peripherals or upgrades, such as third-party input devices or additional monitors. Any additional needs must be met from another funding source.
Student Technology Fee Purchases
The process for obtaining a tech fee grant is covered in depth in the faculty handbook and will not be covered here. Once the grant is obtained, purchase of computer equipment should be coordinated with the Educational Technologist, as grant items can often be combined for greater discounts.
Reassignment of computer equipment purchased with Student Tech Fee grants must be coordinated with the Educational Technologist. This is done to ensure that technology utilization across the college is consistent and current.
Departmental or Grant Purchases of Computer Technology
It is highly recommended that computer equipment purchased with departmental funds or grants be coordinated with the Educational Technologist to ensure that the technology purchased will meet the needs of the purchaser, that the optimal pricing is obtained, and that the equipment purchased is properly inventoried.
Equipment purchased in this way may be reassigned according to the needs of the purchaser, however, it is useful to let the Dean’s Office know when this equipment moves for the purposes of keeping an accurate inventory.
Any single piece of equipment with a cost greater than $499.00 must be obtained via purchase order.
Requests for Replacement/Additional Computer Equipment
Requests for replacement or additional computer equipment may be directed to the dean’s office and will be evaluated based on available budget and equipment.
Usage of computers provided by the College of Arts and Sciences must comply with the university acceptable use policy.
Computer usage is not monitored, and restrictions are not placed on usage. University support personnel will not be expected to support computer usage that is not directly related to the user’s job functions. This may include damage to machines taken off campus for non-University related purposes. Users may be held liable for such damage.
Also, any central network services or peer to peer services that are enabled on office computers will not be supported. This includes, but is not limited to, web services, file sharing, database sharing, or peer-to-peer networks. These functions should always be moved to dedicated servers. Arts and Sciences and OIT maintain several servers for this purpose.
Creation of New Computing Facilities
When creating new computing facilities, which may be planning a computer lab or a new faculty office, it must be coordinated with the Educational Technologist. If there is any expectation of funding via student technology fees, the planning must also be coordinated with the Faculty Technology Committee.
Computing facilities must contain adequate power, networking, and space before computer technology may be committed for use by that facility.
Planning for any computer lab with greater than 9 stations and a creation date later than May 31, 2009, must include plans for open student hours that equate to at least 20% of the lab’s overall scheduled time.
Required Technology for Planned Curriculum
Software and hardware that will be required for upcoming curricula must be submitted to the Educational Technologist no later than the beginning of the semester prior to implementation. This is only required if the software or hardware has any expectation of financial or technical support at the college or university level.
If student access to particular technological resources is required, access must be provided or arranged by the academic unit making the requirement. Students may not be required by academic units to obtain by their own means equipment or software without the review and approval of the Faculty Technology Committee. A list of approved items will be maintained by the Educational Technologist.
When computers are disposed via e-waste collection or other means, the serial numbers of the equipment being disposed should be sent to the Educational Technologist for removal from inventory.
Administrator Access and User Privacy
In order to ensure proper functioning of computer equipment and the security of the Drake Network as a whole, computer administrators must have complete access to machines that they support. While private data (documents, pictures, email, etc.) on Drake University computers is only accessible by the data’s owner, administrators, by necessity, also have access to this data. This includes remote access to settings and files stored on office computers.
Non-private files, such as system and configuration files, are routinely accessed by computer administrators both directly and remotely for the purposes of maintenance. This may include virus or other security updates, installs necessary for University services, or repair of reported user issues.
Maintenance or other work that is done by The College of Arts and Sciences on university machines assigned to individuals that may require a computer administrator to access personal data will not be done without prior disclosure. Furthermore, computer usage will not be monitored by The College of Arts and Sciences for any reason on computers that are assigned to individual users without prior disclosure.
Computer administrators may be compelled by legal means to access private files in the course of a criminal investigation.
Approved by A&S Council 03/24/2010
Guidelines for travel grants are printed on the reverse side of the application form. The guidelines may be adapted each year to accommodate the volume of requests received in relation to the funds available for granting. Thus, they are simply guidelines, not guarantees.
The travel expense voucher must be submitted immediately upon return to campus. All original receipts (photocopies are not acceptable) must accompany the voucher, taped to an 8.5x11 sheet of paper and properly identified. If traveling internationally all receipts must have the exchange rate indicated. Other materials specified in the guidelines also must accompany the voucher.
Travel Grant Allocation Guidelines
Requests for travel assistance always exceed available funds. The guidelines used in past years have proven workable, but they are modified each year to reflect the size of the College's travel budget. The guidelines stated here will provide the starting point for the allocations this year, but they will be adjusted as circumstances require. In other words, at this point there are no guarantees that the amounts indicated will be possible.
To give a scholarly presentation or an artistic performance at a professional meeting:
To participate in a scholarly conference as critic or discussant:
To participate in a scholarly conference as a session organizer/chair of a session:
These considerations are also part of the allocation process:
* Travel vouchers must be submitted as soon as possible after the travel occurs, ordinarily within a week (see note below). Those not submitted within three weeks may run the risk of having the committed funds reallocated for other purposes.
* Travel vouchers for funds allocated in category A must be accompanied by a copy of the presentation. Vouchers in categories B, C, and D must be accompanied by photocopied pages from conference programs showing the session in which the presentation occurred.
* Requests for converting an allocation from E to A, B, or C must include the appropriate letter of notification.
* Applications for travel grants should estimate the full costs of the travel, not simply the amount requested from the University.
* Except in unusual circumstances, visiting faculty are eligible for a single grant of up to $600.
Important Notice from the Controller: An IRS regulation, effective July 1, 1990, requires the University to tax recipients of travel advances for FICA and federal income tax on the amount of the entire advance ONLY if the vouchers and excess advance are not returned in a timely fashion. Drake University policy requires submitting an approved travel voucher and return of excess advance within one week of the trip. Please be aware of this requirement so that you can avoid additional and unnecessary taxation.
Also: The "Expense Reimbursement Policy of Drake University" must be honored The latest version of the reimbursement policy and form are available online at: Policy and Form
Instructions for Completing Travel Expense Voucher
Instructions for completing the Travel Expense Voucher are detailed on the back of the voucher. Note that the per diem in this instance means actual meal costs. Original receipts must be attached for ALL expenditures - except for meals UNLESS the meal is: a. $25 or more or b. for more than one person. In both instances, (a. and b.) a receipt is ALWAYS necessary. Hotel receipts must be itemized. The quick check-out receipts that do not itemize charges are not acceptable. Original receipts for hotel, registration for meetings, public transportation and any meals when other than the claimant are served must be attached to the Travel Expense Voucher. The IRS requires that each single expense item of $25 or more be accompanied by an original receipt.
Those individuals with University corporate credit cards need to complete a Travel Voucher form detailing the expenditures that were charged to the corporate card. Receipts must be attached to the Travel Voucher.
When individuals other than the claimant are served meals, the names of those individuals should be listed. If receipts are not attached, the claim for reimbursement will not be allowable.
It is important that all amounts expended on a trip be reported on the Travel Expense Voucher, even though the reimbursable amount is exceeded. This information will provide needed verification for the claimant as a deduction for tax purposes and will aid the University in assessing needs for travel.
The traveler should always keep a copy of the travel voucher and a copy of the documentation for her/his records.