Weaver Faculty Orientation Guide

Weaver Faculty Orientation Guide

ACADEMIC ADVISING

The Weaver Units are very fortunate to have an Academic Adviser assigned to the History, CAMS, Jewish Studies, Medieval Studies, Latin American Studies, and Latino/a Studies Majors, and various minors.

Sarah McDonald is no longer on the second floor of Weaver Building due to the centralization of Academic Advisers. Her office is now in Pond Laboratory. Her contact is sam5519@psu.edu.

ADVISING AFTER THE FIRST WEEK (STARTING TUESDAY, JANUARY 20)

My Spring 2026 Drop-In Advising Hours (no appointment needed):

• Tuesdays | 1:30–3:30 p.m. | In-Person Only in 220 Pond Laboratory
• Wednesdays | 1:30–3:30 p.m. | In-Person Only in 220 Pond Laboratory
• Thursdays | 1:30–3:30 p.m. | Virtual (Zoom) Only at tinyurl.com/ladropins
• Important: When checking in, please include your major(s) and minor(s) and note that you’d like to meet with me.

Scheduling Appointments with Me:

• If a student is one of my assigned advisees, they can schedule an appointment with me through Starfish.
• If a student is not one of my assigned advisees, they can attend drop-ins or request an appointment.

Liberal Arts Peer Advising (no appointment needed):

• Our trained Peer Advisers are experts at helping with LionPATH, Schedule Builder, and general advising tools.
• They are available Monday–Friday from 10:00 a.m.–4:00 p.m. in 119 Sparks Building

Hours: 9:00–11:30 a.m. and 1:30–3:30 p.m.

Location Options:
• In-Person: 220 Pond Laboratory
• Virtual: tinyurl.com/ladropins

Drop-In Advising with any Adviser: Tuesdays, Wednesdays, and Thursdays

1:30–3:30 p.m.

In Person: 220 Pond Laboratory
Virtual: tinyurl.com/ladropins

Please view each guide per category on the next best steps for your needs:

ADVISERS

INSTRUCTORS

STUDENTS

CLASS CANCELLATION POLICY

Please visit the College’s Policy on Cancelling Class under “Instructor Absences from Class”.

You may also find it necessary to cancel or delay class due to severe weather. This is at the instructor’s discretion, but notification to the students enrolled must be handled by the instructor via email (LionPath or CANVAS). The departmental staff cannot be the communicator of the cancellation. You should also consider timeliness when notifying students of a cancellation. Many students commute, so learning that a class will be cancelled a few minutes prior to the start is a situation that should be avoided if possible. Please do not ask staff to walk to your classroom and post a note on the door.

We understand that there are extreme emergencies that come up and we will determine the best way to manage those on a case-by-case basis.

CLASSROOM SCHEDULING FOR COURSES

You will receive an email from your Faculty Scheduling Officer when it is time to schedule courses for the new semester. You will communicate the following information to your scheduling officer:

• Preferred days (Mondays, Wednesdays, and Fridays or Tuesdays and Thursdays)
• Preferred timeslots
• Preferred courses
• If you prefer to teach back-to-back courses
• Preferred technology (ITEC = full technology, STEC = individual computers)
• Special requests

You will receive another notification message soon after the schedule is published on LionPath.psu.edu. Please examine your courses within a week of receiving this announcement to make sure everything is accurate. If there seems to be an error, please contact your scheduling officer.

One semester Honors courses and Special Topics courses must go through an approval process. To request one of these courses, please provide the undergraduate staff assistant with the following:

• Copy of syllabus
• Gen Ed – yes or no
• Interdomain yes or no
• General Education One-semester Domains/Foundations *
  • GA
  • GH
  • GHW
  • GN
  • GQ
  • GS
  • GWS
  • (Inter-domain select two)

If you need to schedule a classroom for a one-time event (review session, exam) please email the Undergraduate staff assistant with the following information:

• Number of seats needed.
• Technology needed.
• Date and time range needed.
• Preferred location (not guaranteed).

If you have any questions regarding scheduling classrooms, please email the Undergraduate staff assistant (lmc5897@psu.edu)

COMPUTER SUPPORT

Liberal Arts has centralized computer support for faculty, staff, and students. To learn more, including how to submit a help request, please visit: it.la.psu.edu/

Please submit a help desk ticket prior to any type of computer peripheral or software purchase. If you are not sure if your request requires a ticket, ask one of the staff about it.

CONFERENCE ROOMS

We have two conference rooms in the Weaver Building. 102 Weaver Building and 415 Weaver Building can be reserved for group meetings by emailing Kaycie Gallaher or any other staff member.

102 Weaver Building

• This room is NOT used for class.
• Evening and weekend events will have to be approved by a secondary approver since a special key will need to be loaned out and for liability reasons, the event must be “university sanctioned.”
• Under no circumstances will a key to this room be loaned out for an overnight or weekend without an approved reservation.
• This room is for speakers, meetings, and conferences.
• The departments in our building have precedence over outside colleges and/or departments.
• This room can be reserved for use by people outside our departments. In those cases, the event must be over by 4:30 p.m., and it is with the understanding that you may be asked to find another room if a departmental function unexpectedly comes up.

415 Weaver Building

• This room may be reserved for holding graduate classes (Section 500 and up).
• This room is also used for meetings.

COPY POLICY

1. A “copy request form” is available on the shelf at the front desk in 108 Weaver Building. The form should be filled out and placed in the bin on top of the shelves at the front desk. Email requests are not possible. *24-HOUR NOTICE PLEASE.
   • If you miss the 24-hour notice window, you may do your own copying on the faculty copy machine. This would count toward your total allotment for the year.
     • If you are using the faculty copier, you MUST be finished by 4:45 p.m. before the office closes. Policy states that we may NOT allow anyone inside the office when we lock up for the night.
2. Kaycie AND work study students CANNOT copy study chapters in books (copyright policy) policy.psu.edu/policies/IP05 unless it is a book or article the instructor has written themselves.NOTE: Exams and Quizzes need to be given directly to a staff person. Work study students CANNOT copy these.
3. You may pick up your copies either in your mailbox (if syllabi) or behind the front desk in 108 Weaver Building (if exams or quizzes or if the copy job is too large to fit in the mailbox). There will be a slip put in your mailbox if you need to pick them up in 108 Weaver Building.Using the faculty copier in the back of the mailroom (105):
   • Your code for the copier will be the last 4 digits of your (9 digit) PSU ID. This will already be in the copier. This code is used for both copying and scanning.

   *(WEAVER BUILDING POLICY, effective July 1, 2012)
   The only documents for classroom use that will be photocopied by the office staff are syllabi and quizzes/exams. Kaycie will not accept any other documents for duplication. Requests for copying MUST be submitted in person in 108 Weaver Building. All handouts and other documents that you wish to distribute to your classes should be digitized and uploaded to CANVAS for student use or be organized into a course packet to be purchased by the students. If you are not yet using CANVAS, please start doing so. Please see page 2 of this guide for the link to tutorials for using CANVAS. Although faculty have access to the faculty copy machine for the purposes of research, faculty should not use their research copy account for classroom purposes, as we continue to enforce the 200 page/month or 2400 page/yr maximum and charge faculty for any copying more than those numbers. Along with continuing to go green, a goal of the University’s sustainability plan, these limits produce savings of at least $5,000 a year. This money is reinvested into facilities improvement for Weaver communal areas and faculty offices. Thank you for helping us reinvest in benefits for the whole Weaver community while also helping the environment.

EVENTS

Weaver staff are available to assist you if you are holding an event (special workshop, guest speaker, etc.). To get started, you should complete an Event Information Form. This form is submitted to the Weaver event staff (Anna Zuckerman). If you need the form, please contact Anna (acz5079@psu.ed). Upon receipt of the completed form, a staff member will contact you to begin the planning process.

Forms can be found at the following locations:

• Event Information Form

Flyer Policy: Any printed or digital materials that are promotional in nature require a UBR number. This includes annual reports; calendars; catalogs; continuing education materials; course guides; fundraising materials; general informational pieces and viewbooks; handbooks; home pages and all promotional publications in electronic format; maps; newsletters, magazines, and periodicals; posters and flyers; programs and invitations for University-sponsored events; schedules of classes; and recruitment brochures.

EXAM SCHEDULING

Each semester, you will receive an email from the Undergraduate staff assistant asking if you would like to schedule a final exam for your course. The department has no control as to when or where the exam is scheduled; the registrar’s office uses a program to assign exam days, times, and locations.

Once the exam schedule is published, you will be able to view it in LionPath.

Make-up Exam Room Reservation

PLEASE NOTICE CHANGES TO THIS POLICY EFFECTIVE 3/10/2017

This policy has been put in place to provide accommodation for instructors when a student must take an exam separately from the rest of the class for any reason.

Please carefully read the University Exam Policies.

For students requesting accommodations due to a documented disability, please read the instructions to students and faculty.

Instructors are responsible for adjusting for students who request accommodation.

Do not forget to check into the Testing Center since this can be a valuable resource and offers solutions to exams with special accommodations. testing.psu.edu/

Make-Up Exam Procedure for exams held in Weaver Building

At least twenty hour hours prior to the requested date of exam. Contact the undergraduate staff assistant (Jen is the primary lead on this, Anna is the back-up), they will reserve a room for you during the time and day you specify.

Instructors must indicate whether the exam is simply a make-up (for a time conflict or a one-time special arrangement), or an accommodation due to a disability. Please be sure to specify special accommodation.

If the student is requesting accommodation due to a disability, a general-purpose classroom or 415 Weaver Building will be reserved for that period (depending on availability). The instructor will need to proctor or arrange for a proctor. It is important to know that staff cannot serve as proctors for your exam.

Please do not expect staff to monitor backpacks, check on students, or ensure no Academic Integrity violations occur. Staff cannot “time” exams. You must return to collect the student’s exam at the end of the exam period.

Please contact Lynn Monoski (lrd131@psu.edu) if you have questions or concerns regarding the policy or procedure.

GRADES

The LionPath system is used in order to post grades. Final course grades are required to be submitted no later than forty eight hours after the final exam period and are submitted using LionPath. Because this is a web-based application, grades can be submitted from any computer with internet access. Please contact the Undergraduate staff assistant with any questions regarding grades.

Please visit the registrar’s page for the policies and procedures related to grades: registrar.psu.edu/grades/

GRANTS AND CONTRACTS

At the beginning of the process of submitting a proposal for a grant, please contact the college’s research office (la.psu.edu/research/). They provide services that may be helpful to you.

Please also inform Lynn Monoski as soon as you become aware that you will be awarded a grant or fellowship. Many times, paperwork and processes that need to take place are required in order for the funds to be directed appropriately.

INTERNATIONAL SCHOLARS AND FACULTY VISA SERVICES

International Student and Scholar Advising periodically holds an orientation session for new international scholars and faculty. The session covers assorted topics, including campus safety, childcare, U.S. cultures and customs, and health matters. Lynn Carey manages departmental VISAs.

LISTSERV

Each department has several listserv groups (mass email lists). Please send announcements to be sent to a group to a staff member. Please note that only official, university-approved events will be announced on the Weaver Building listserv. If you need to be added to a certain group, please contact Kaycie Gallaher.

MAINTENANCE ISSUES

If you have a maintenance problem in your office, contact Kaycie and she will call Physical Plant to put in a work request.

If Kaycie is unavailable, any staff member will be happy to assist you.

MEALS

If the department asks you to go out to eat for a meal, with job candidates, visitors, or a lunch meeting you should arrange beforehand among the faculty participating who will pay for the meal. (The College will not approve group meals for just Penn State employees unless there is a special justification, which is exceedingly rare.)

1. Be sure to bring back TWO receipts: the itemized receipt and the credit card receipt to turn in for your reimbursement. Please sign and date the bottom of both receipts and list the names of the other attendees on the back of one receipt. Return the receipts to the staff person you are working with (i.e., Lynn if it is a faculty search, Anna if it is an event, etc.).
2. Meetings over meals with more than four people (three plus the candidate) in attendance will not be supported by university funds because of both cost and logistics—it is hard for a group of five or more to have a meaningful conversation. Any meal that is scheduled for more than four people must be approved in advance by Rod Ilgen (jsl17). The cost of the meal must also be approved in advance by Rod Ilgen if it is anticipated that the meal will cost more than $69 per person or $276 in total including alcoholic beverages (see below) and tip.
3. Alcoholic beverages: Faculty must pay for their own alcoholic beverages at dinners with candidates/speakers. Until further notice, no alcoholic beverages should be charged to University Funds. If you have questions about this, please speak with Lynn Monoski or your Department Head.

For the official university policy, please see: policy.psu.edu/policies/FN10.

EARLY PROGRESS REPORTS and MID-SEMESTER PROGRESS REPORTS

Starfish allows instructors to provide feedback to students at any time of the semester through the Flag and Kudos buttons. At critical times of the year, a subset of Flags and Kudos are packaged into progress reports. See the complete set of available to instructors. 

Your feedback matters to students

• Article with strategies to support student success
• Article about positive feedback to students

OFFICE HOURS

The main office is open from 8:00 a.m. to 5:00 p.m., Monday through Friday.

OFFICE SUPPLIES

Contact Kaycie to purchase office supplies. We use Penn State PSUBuy for most office supply purchases. We also have a supply closet where we keep frequently used items. Please see any staff person for access to the supply cabinet. If we do not have what you are looking for, we will order it.

ORDERING BOOKS FOR YOUR CLASSES

If you miss the book adoption deadline, you may contact Kaycie with the book you are requesting and the course number. Kaycie will contact the bookstore to make updates.

The new website for textbook adoptions is Adoption and Insights Portal (AIP for short), which replaced FacultyEnlight. The first time you login, you will not see the course listings; it will just establish your user account. Contact Thomas Frankhauser (tmf2@psu.edu) after you login and I will update your user status so you can see the listings and submit textbook requests. Faculty are already users of AIP, so they can login, view, and submit textbook requests for their courses.

Below is the website link and you use your Penn State Access account information to login

sso.bncollege.com/bes-sp/bessso/saml/psuedu/aip/logon

PARKING PERMITS

Please go to the Dean’s Office in 111 Sparks Building for information on parking permits. You must have your Penn State ID AND License Plate Numbers to get a permit.

An alternative to a parking pass is a RIDEpass available for $23 a month that is automatically deducted from your paycheck. You can apply for a pass here. For more information, please check the transportation website: transportation.psu.edu

PHONE

The landline phone in your office has been disconnected, as the University is switching to Teams.

Your old landline phone number is transferred over to Teams, where you can make phone calls and send instant messages.

Kaycie is the staff person in charge of assigning phones and reporting issues to the Telecommunications Office.

PURCHASING BOOKS ON RESEARCH FUNDS

Please read the colleges Book Purchasing Policy.

When you use university research funding to order books, you may do so with Kaycie’s assistance. Kaycie will use her purchasing card to complete the transaction, but you must be specific about what the book is being used for. If it is being used for a class, she will need to know which class. If it is being used for a research project, she will need to know the name of the research project. There is no “departmental” book fund, but faculty can use research funding for this purpose with prior permission (see your offer letter). Kaycie includes “book plates” as described in item B in this policy for each book for which she has placed an order once it arrives. If you do your own purchase of books and submit receipts to be reimbursed, that is perfectly fine. Please just ask Kaycie for a few of the book plates to add to your books purchased with university funds.

SEEQs

The Student Educational Experience Questionnaire is Penn State’s locally developed instrument for gathering feedback from students at the end of the course. SEEQs were approved by the University Faculty Senate in 1985 and are administered by the Office of the Vice Provost for Academic Affairs. The Schreyer Institute for Teaching Excellence manages the SEEQ process and helps facilitate appropriate use of SEEQ data.

Students can access their SEEQs for their courses through their LionPath profile page. The SEEQ system generates an email to students to announce the availability of their SEEQs. This message includes instructions on where to complete them and how long they are available. Email reminder messages are sent to students who have outstanding forms to complete.

For more information or questions on the SEEQ process, visit Student Rating of Teaching Effectiveness – Student Rating of Teaching Effectiveness Home Page or see the Undergraduate staff assistant.

STUDENT RECORDS

NOTE: Student educational records are defined as those records (any format) which contain information directly related to a student and are maintained by the University or by a person acting for the University pursuant to University, college, campus, or departmental policy. (See also Policy AD11 .)

Student educational records are subject to the constraints of the Family Educational Rights and Privacy Act (Buckley Amendment); you will invariably hear it referred to as FERPA. They do not include records of instructional, supervisory, and administrative personnel and ancillary educational personnel which are in the sole possession of the maker and which are not accessible or revealed to any other person except a designated substitute. Other exclusions include:

• Notes of a professor/staff member concerning a student and intended for the professor’s/staff member’s own use are not subject to inspection, disclosure, or challenge.
• Records of the University Safety/Police Services Records Division, except in those instances where they are transmitted within the University for administrative purposes.
• Records relating to an individual who is employed by an educational agency or institution not because of his/her status as a student which:
  1. 1. Create and maintain the normal course of business.
     2. Relate exclusively to the individual in that individual’s capacity as an employee; and
     3. Are not available for use for any other purpose.

  However, employment records relating to university students, who are employed because of their status as students, are considered educational records.

• Records on students which are created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting or assisting in that capacity are not subject to the provisions of access, disclosure, and challenge. Such records, however, must be created, maintained, or used only in connection with the provision of treatment to the student and are not available to anyone other than the persons providing such treatment or a substitute. Such records may be personally reviewed by a physician or other appropriate professional of the student’s choice.
• Application records of students not admitted to the University; however, once a student has enrolled in an academic offering of the University, application information becomes part of the student’s educational records.
• Alumni records.

Student records should always be destroyed by shredding. To have student records shredded, see a staff member.

SYLLABI

The following information should be listed on the syllabus:

• Prerequisites
• Grading, exam, and attendance policies
• Academic Integrity Statement
• Disability Access Statement
• Information regarding if AI usage is permissible for class work

General Tips:

• Be specific – Specify details about upcoming assignments, readings, grading policies, attendance, course goals and other information and expectations. This can include due dates, page length, samples, and more. In some cases, it may be more sensible to provide some details later but even specifying that details are coming in the syllabus can ease student anxieties.
• Maintain a Friendly Tone – A syllabus should not frighten a student with excessive warnings or threats. A syllabus which clearly lays out policy but maintains a friendly tone will make students more comfortable from the beginning.
• Review the syllabus on the first day of class – During your first class, you should discuss the syllabus. Even though your policies are carefully stated, they will often need clarification, and students appreciate your openness in discussing the rationale behind them. In some cases, their questions may lead to a beneficial exchange about course goals and philosophies.
• Announce Changes in E-Mail – If for some reason, a date or other item in the syllabus must be changed, you may want to consider a general e-mail message to your students to have a “written” record, as well as announcing it in class.

STATE MANDATED COLLECTION SYSTEM

The State Mandated Collection System (is a data collection system for collecting the average hours per week spent in university-related activities, stating specifically hours spent in undergraduate classroom contact and graduate classroom contact, hours spent for classroom preparation, hours spent in research, and hours spent in public service. This data is being collected via a web form. The SMCS forms have on them the minimum categories of information required to answer mandated requests from the Legislature of the Commonwealth of Pennsylvania for faculty weekly workload data. Every semester, faculty activity data is collected by area and department to meet reporting requirements for our state appropriations. Faculty members will receive an email from Deanna announcing that it is time to complete the forms, and the links will be shared.

TEACHING SUPPORT

The Schreyer Institute for Teaching Excellence (SITE) offers services and resources to anyone who teaches at Penn State. It provides services for all campuses, not just University Park. All instructors are welcome to visit the website at schreyerinstitute.psu.edu/, which has recently been redesigned to provide a wide variety of tools to enhance teaching and improve learning. Every department, division, campus, and college have a designated contact within the teaching institute. The Institute offers a wide array of services including individual consultations, customized workshops, and test scoring services. All faculty, administrators, and staff are welcome to send queries to site@psu.edu.

TRASH/RECYCLING

The University recycles mixed paper and newspaper, glass, metal, plastic bottles and film, miscellaneous plastic, and compost. Bins for depositing these materials are clearly marked and centrally located throughout our building. Please use them and use them appropriately—that is, according to their labels. Please remove paper clips from paper before recycling.

For more, see Penn State’s Recycling Guidelines.

TRAVEL

Each department/program may provide funds for traveling to each standing faculty member. In some cases, faculty also has additional research funds available to use for travel. Please contact Lynn Monoski to inquire about travel funds available to you and the conditions for using those funds.

The University has Fleet Vehicles that can be reserved in lieu of using a personal car for university travel. Kaycie will make that reservation for you. You are provided with a university gas credit card. If you use a personal car, you may request reimbursement for mileage at the going University rate.

If you need to use an actual rental car, the University has a contract with National Car Rental, and you must make your reservations through them. You can reach their website through the link on the Travel Services website. If National is not available in the area you will be traveling to, you may use another vendor for the rental.

When booking a flight using departmental or research funds, you have the option of contacting our travel agent, Anthony Travel (NOTE THAT THIS HAS CHANGED AS OF 11/4/2016) to arrange the flight and use the departmental travel credit card which is in Kaycie’s name.

If booking on your own, please use pennstate@anthonytravel.com. You may book on another site such as Expedia or Orbitz, but you will not receive the assistance with re-booking or travel issues available when you use Travel OnLion. If you book with an external company and you fly out of SCE, the flight must be under $1,000 to not require a flight comparison from Anthony Travel. Any flights over $1,000 must receive a flight comparison BEFORE travel and provided with your reimbursement receipts. As of March 2025, you are not able to be reimbursed early for flights. Flight receipts must be turned in with all receipts and the end of travel, including per diem. You may only claim early reimbursement for flights if you are a Graduate Student, or if the faculty is claiming financial hardship. It is recommended that the airfare and conference registration be paid on a pcard and reconciled AFTER the trip has occurred. For more information, please see the policy. All receipts must be turned in within sixty days of return. Anything past, you will need permission from Rod Ilgen.

If financially necessary for travel in the continental United States, you can obtain a travel advance for meal per diems only. Should you be traveling out of the country you may obtain a travel advance for meals and lodging according to these rates. Once in the site, go to Reimbursement Rates and proceed from there to find the rate allocated to the area to which you are traveling. These advances should be settled within five days of returning from traveling. Personal expenses such as laundry, dry cleaning, pay-per-view movies, childcare, and pet sitting/boarding, are not reimbursable or payable by university funds. If booking a flight on your own, you must include flight comparison using Concur. Cheaper flight price will be reimbursed.

Please note that when you are traveling you do not need to keep meal receipts. The location you travel to will have an assigned per diem amount. The exception to this would be if you hosted a group meal while in travel status. A group meal cannot be charged for Penn State personnel only. Group meals must have a list of attendees.

Prior to inviting any job candidates, consultants, lecturers, speakers please check with either Denise or Anna as to the necessary paperwork that must be completed prior to making any arrangements for their travel to Penn State. All visitors, regardless of the purpose of their visit, must complete a Non-Employee Information Form and a Non-employee travel reimbursement form. For international visitors please consult the Non-U.S. Citizen Payment Guidelines found in guru.psu.edu. If a guest is receiving an honorarium, he/she must register in SIMBA.

Lynn Monoski and Kaycie are the contact persons for requesting reimbursement for travel for the Weaver Units. All reimbursements must be turned into Lynn Monoski or Kaycie. Be specific about what the reimbursement is for so that a 5W form can be completed. Please use the Weaver Units Travel Form to submit.

FOREIGN TRAVEL

Effective 6/17/15

It is REQUIRED that prior to faculty/staff/students traveling to a foreign country, they complete the GSN form. The finance office will not be able to reimburse expenses without the TSR that you receive from GSN.

It is HIGHLY RECOMMENDED that prior to faculty/staff/students traveling to a “restricted” destination, they complete a Restricted Travel Petition. Further information can be found at gsn.psu.edu/login. If this is not completed, they will risk the possibility of non-reimbursement.

Foreign Travel Export Compliance Reviews

It is the stated policy of the University under RA18 that all University academic and research activities be operated in accordance with applicable federal regulations governing export controls, including any foreign travel conducted for university purposes. Best practices in the educational research community are to perform a pre-travel review of all proposed foreign travel to confirm that the proposed foreign travel related activities will not result in any violation of the ITAR (Department of State), EAR (Department of Commerce) or OFAC (Department of the Treasury) laws, regulations or guidelines governing U.S. exports. Foreign travel expressly listed in existing Sponsored Research Awards should have been reviewed at the time of award acceptance. Any foreign travel in support of or funded under a sponsored research award, whether a part of a gift, grant or contract, not previously reviewed (either due to funding reallocation or changes in project scope or activities) should be forwarded to the Office of Sponsored Programs Export Compliance Staff for additional review (export-osp@psu.edu). All other foreign travel review requests can be directed to the University Export Compliance Officer at Export@psu.edu. To facilitate a

UECO pre-travel review for export compliance purposes, please provide at a minimum the following information:

1. Name and Department of Penn State Faculty/Staff initiating the foreign travel.
2. A listing of all destinations, including, as known, any specific individuals with whom the Penn State Faculty/Staff will be working with while abroad.
3. A brief description of the work/research to be performed and/or the area of research/academic focus for any research/academic activities to be conducted abroad.
4. A list/description of any equipment, materials, software, records, files or data which will be taken abroad by the traveling Penn State Faculty/Staff.

In addition to the above, if known, please provide the following additional information:

1. For travel to international conferences, meetings or seminars, the name of the entity/institution or group sponsoring the event; and
2. The dates of travel, including any personal travel dates/destinations which precede or follow the University related foreign travel activities.

Review requests may be submitted directly to the UECO or via the general export compliance contact email address at Export@psu.edu. While most reviews are generally completed in less than seventy-two hours of submission, we recommend that you allow a minimum of five to seven business days for processing of a review request. For additional questions about export compliance at Penn State or to arrange training for faculty, staff or students, please feel free to contact me directly.

REIMBURSEMENT REQUIRED FORMS

• GSN (when traveling outside of the United States)
• Receipts for purchases
  • Receipt MUST show last four numbers of card used
  • If receipt does not show the card number used, please send bank statement
  • Receipts that are not in English need to be translated
• Reason for travel or purchase
  • If research, please provide research title or description of research
• Funds being used
• Use Anthony Travel for flights
  • If traveling outside of State College, please obtain a flight comparison from Anthony Travel
  • If you plan on using another agency for a flight, you MUST include a cost comparison from Anthony Travel
• If you are not flying and requesting mileage, please send an arrival/departure spreadsheet.
• If requesting reimbursement for a conference you attended, you must also send a copy of the conference flyer or a usable link.
• When catering food for an event or meeting, provide a sign in sheet at the time of the event and send it to someone from the staff to receive reimbursement towards to food.

VISITING SCHOLARS

It is the stated policy of the University under RA18 that all University academic and Research activities be operated in accordance with applicable federal regulations governing interactions with foreign persons/foreign nationals, including the invitation, processing and management of foreign visiting faculty/scholars. Best practices in the educational research community are to perform pre-invitation screening of all proposed foreign visiting scholars/foreign visitors to confirm that the proposed visitors/visiting activities will not result in any violation of the ITAR (Department of State), EAR (Department of Commerce) or OFAC (Department of the Treasury) laws, regulations or guidelines governing U.S. exports. Such screenings are separate from the internal iStart system or the U.S. Government Visa issuance process. Specific questions about export compliance considerations related to the invitation of Foreign Visiting Scholars/Foreign Visitors can be directed to the University Export Compliance Officer at Export@psu.edu. Please visit their website for more information. Any questions can be directed to Lynn Monoski at lrd131@psu.edu.

WAITLISTS FOR STUDENTS IN LIONPATH

A feature in LionPath to make the process of allowing students to enroll in a course that is full when another student drops is called the “Waitlist”. If a student wishes to enroll in a course that is already full, they can elect to be placed on the waitlist and the system will automatically enroll them when a seat becomes available.

Because this feature is designed to be fair, the undergraduate staff assistant can no longer “override” the system to allow a student into a class that is full. If you are having requests from students to sign a drop/add form to allow them to enroll, please tell them that they should instead add their name to the waitlist. If many students are asking, it could indicate a need to offer additional sections of certain courses, and you should discuss this with your Department Head or Director of Undergraduate Studies.

Once the regular drop/add period is over they can use the drop add form to late drop/add a class. registrar.psu.edu/faculty-staff/forms/registration-drop-add.pdf

WEBSITES

Each department has a website where you can find the following information:

• Directory
• News and Events
• Graduate Program
• Undergraduate Program
• Faculty and student forms

For questions, please contact Kaycie at kfh5329@psu.edu.

WHO DOES WHAT IN THE OFFICE

Lynn Monoski – Office Manager

Back up: Lynn Carey

• Manage administrative activities
• Establish policies and procedure in conjunction with Dept/Prog officers
• Assist Heads and Director in planning
• Act in lieu of Heads and Director when required
• Act as Liaison with College and Univ offices
• Manage budgets, grants and contracts for – HIST/JST/CAMS
• Workload
• Supervise and oversee all human resource functions
• Recommend priorities/workload for staff
• Office space allocation
• Prepare summaries of admin activities (SRDPs) and salary histories for annual recommendations
• Liaison to CLA Development
  • Endowment Management
  • Donor Relations
• VISA Process for Foreign Nationals
• Long term visitors

Denise Poorman (TEMP) – Financial Assistant

Back up: Denise Poorman

• Responsible for expenditures in History, Jewish Studies, CAMS, Sociology, Criminology, and Political Science departments
• Prepare/process travel/other reimbursements for departments
• Prepare and reconcile purchasing card charges
• Prepare and submit IDCC’s, SRFC’s, JVDP’s
• Process wage payroll timecards

Kristi Brinker – Graduate Program Coordinator

Back up: Lynn Carey and Lynn Monoski

• Provide support to DGS/calendar, schedule meetings
• Keep records and maintain contact with prospective students during admissions process
• Appointments graduate students/summer
• Assistantships
• Reporting and data analysis
  • Maintain database on graduate students
• Travel arrangements for enrolled graduate students and visiting students
• Submit reimbursements for graduate students

Lynn Carey – Department Head Assistant/Faculty Affairs Coordinator

Back up: Lynn Monoski

• Assistant to All Heads
  • Keep calendar for heads
  • Backup to Administrative Assistant
• Attend faculty meetings/minutes
  • Tenure and Promotion dossiers
  • Appointments
  • Annual Faculty Review reports
  • Conducting/arranging faculty searches
  • Hire/supervise work study/wage payroll, FT1, FT2, and Standing Faculty Positions
• VISA Process for Foreign Nationals

Jennifer Contreras – Undergraduate Coordinator

Back up: Anna Zuckerman and Kristi Brinker

• Graduation services
• Student record maintenance
• Administrative Course Cancellations
• Final Exam Scheduling
• Course Scheduling
  • Honors and Special Topics Courses
  • Classroom scheduling
  • Adding/dropping courses
• Reporting and data analysis
• Major and minor proposals/curricular affair SEEQs
• SEEQs
• Assistant to the Director of Undergraduate Studies
• Make up Exam Scheduling

Anna Zuckerman – Events Coordinator

Back up: Kaycie Gallaher and Jennifer Contreras

• Organize events and talks/lectures
  • Make travel arrangements
  • Help guest fill out necessary paperwork
  • Honorarium paperwork
  • Booking rooms for events
  • Assist Cathleen Cahill with social media

Kaycie Gallaher – Front Desk

Back up: Anna Zuckerman and Jennifer Contreras

• Plan/schedule Events
• Reception
• Textbook ordering as needed
• Copying
• Filing
• Equipment maintenance
• Events/Mtg Room calendar
• Ordering supplies and equipment
• Mailroom
  • Outgoing Mail
  • Establishing mailboxes
  • Distribute mail
• Key inventory
  • Monitor keys in/out
  • Order keys
• Facilities requests /OPP work orders/Telephone updates/changes
• Secure ID’s
• Listserv maintenance
• Travel and Conference Reimbursement
• Late book adoption for bookstore
• Manage Department website
  • Make updates as needed
• Copier/Printer maintenance request
• Book travel arrangements for Faculty/Grad students/ Guest speakers

USEFUL WEBSITES

Benefits Information: hr.psu.edu/current-employee/benefits

Calendar (Today at University Park): studentaffairs.psu.edu/events

Campus Maps: psu.edu/maps

Teams User Guide: office365.psu.edu/teams/

Classroom Search: lionspacefis.psu.edu/invision/home/

Computer Problems/Service Requests/Help: it.la.psu.edu/

Curriculum Information: senate.psu.edu/curriculum/

Curriculum procederes: senate.psu.edu/curriculum/guide-to-curricular-procedures/

Employee Reimbursement System: sapconcur.psu.edu/

Faculty and Staff Services, Reference, Links: psu.edu/faculty-and-staff

Faculty Senate: senate.psu.edu/

Fleet-Transportation Services: transportation.psu.edu/fleet

Graduate School Homepage: psu.edu/academics/graduate

GURU (General University Reference Utility): guru.psu.edu/

Human Resources: hr.psu.edu/

Information on Classrooms: registrar.psu.edu/faculty-staff/scheduling/class-scheduling/

Liberal Arts College Homepage: la.psu.edu/

Libraries Homepage: libraries.psu.edu/

LionPATH: lionpath.psu.edu

Media Services: https://www.it.psu.edu/services/mediatech/

Parking Office: transportation.psu.edu/parking

Penn State Map: map.psu.edu/?id=1134#!ct/25403,26748,26749,26750,27255?s/

Purchasing Card Homepage: procurement.psu.edu/purchasing-card

Registrar: registrar.psu.edu/

Travel Reimbursement Rates: https://procurement.psu.edu/travel-reimbursements

Travel Services: procurement.psu.edu/travel

University Directory: directory.psu.edu/

911 Addresses: lionspacefis.psu.edu/invision/home/