department complimentary ticket policy

Everyone gets 1 COMP ticket for the performance run (not one for each night). This applies to all choreographers and dancers, faculty, grads and undergrads. Choreographers do not get more comp tickets. If you are on the Comp List, show-up early on the night you want to attend and the box office assistants will check off your name. Everyone will have to present their Buck ID and then be checked off the list (due to the university audit in 2007). There are no seat or ticket reservations. All tickets are sold at the door. Columbus State Vouchers for student performances will be accepted. Have your guests arrive as close to when the box office opens in order to avoid possible ticket sell-out. The box office table opens approximately 40 minutes before the start of a dept performance. Dept ticket prices are: $10 general admission, $5 students, senior citizens, and anyone with a Buck ID.

NOTE 1: For the Dance Film series, since each screening contains different showings. This means that all department faculty, staff, and students receiving this email will get 1 COMP for each screening.

NOTE 2: It is understood that sometimes faculty need to see student performances more than once if they are on a student’s project committee or their advisor. Those faculty names will just be checked off more than once on the Comp List, as needed, for student concerts.

graduation celebration

The graduating students lead the organization of the graduation celebration, so each class gets to make their send-off their own. Historically, the graduating Grad Rep and the Senior Rep on the Student Representatives Committee are the two leads. Classes can choose who the organizers can be, though. Graduating students should gather and organize the order of the celebration, invite at least one faculty person to do a send-off/commencement type speech, and organize food purchases for an informal reception similar to the Informance Reception. The organizers must submit a Payment Request Form to the Department Fiscal Officer for Chair’s approval during the last week of classes. This will allow enough time for purchase review/approval and for the students to arrange food gathering. One of the lead organizers should also send a more formal email invitation with some details to the Graduate Program Coordinator to send out to the entire dept during the final week of classes. Commencement info can be found here.

purchase requests

All university purchases need pre-approval by the Chair, even if reimbursement will be needed. If you need to purchase something on behalf of the department, fill out an online purchase request in eRequest. With this university system, payment initiators are emailed when the request has been approved by the dept Administrative Manager and Chair. When the eRequest is approved, the payment initiator must check any Comments in the eRequest to see if assistance is needed with the purchasing action. Please allow at least 48 business-day hours for purchase approval turnaround. For "small dollar purchases" under $999.00, a departmental credit card may be issued to you. For larger purchases over $1,000, the a university Vendor Number set-up process, OSU Accounting Requisition and Purchase Order process will be needed.

process for requesting leave

All university travel leave, sick leave, and vacation leave needs pre-approval by the Chair. As of August 1, 2011, this is done via the university system called eLeave. Employees may request past or future sick leave, or for staff vacation leave time. The system emails employees when their request has been approved by the Chair. When the leave is approved, the employee must check any comments in the eLeave to see if more information is needed. Please allow at least 48 business-day hours for leave approval turnaround.

eLeave
Please contact College of Arts and Sciences staff person in the Business Services Center, Patrick Morgan, if you have log-in problems. morgan.599@osu.edu, 297-4774

Please remember the following:

• Faculty, lecturers, and GAs do not accrue vacation time, only sick leave, since they are not on-duty during break weeks or summer term. For sick leave requests, keep checked Neither as the Leave Type and select Sick Leave and the Reason from the drop down lists.
  
  
• the Family and Medical Leave (FML) is the federal FML leave for extended health leave for self, births, deaths, and requires documentation – not for requesting sick leave hours
  


• All travel leave requests – conferences, research trips, board meetings - cannot be done via eLeave, as the university didn't add that feature. All travel leaves have to be requested in detail via email directly to the dept Chair, copying Jane for university HR purposes, ledford-adkins.1@osu.edu. You cannot make reservations or give any confirmations of participation until the Chair has approved your request. Instructors cannot miss more than 10 school days of work a quarter.
  
  – Write the email as if explaining to a university auditor
  1. departure, return, and event dates
  2. specific event title and place
  3. detailed university purpose for the trip
  4. attach to the email any related conference, trip, airfare itinerary plan details
  5. who will be your substitute teacher, and what will your classes be doing, plus what committee or student meetings will you be missing? The department is liable for all instructors teaching to students in their classes. The Chair has to know at all times who is in charge of and teaching all department classes.
  
  – For all instructors, when your travel leave or personal leave has been approved, you are responsible for finding a class substitute teacher and you are responsible for paying that person. The department will pay for a substitute teacher only if the department is sending you somewhere related to the curriculum. For further questions on this, see the Administrative Manager or Chair.
  
  
• For more information on HR paid leave programs, please refer to the Paid/Unpaid Time Off page on the HR website.
  
  
• For all instructors – Office of Academic Affairs (OAA) Operational Policies and Procedures handbook, Volume 1, Chapter 2 Unit Administration, as of 8/10/11, Page 44, sections 1.4.5.1 to 1.4.5.6 Teaching, Research and Scholarship, Service, and other instruction requirements, then page 49, section 1.4.5.7 Teaching Workload, last paragraph:
  "During on-duty quarters faculty members are expected to be accountable for interaction with students, service assignments, and other responsibilities even if they have no formal course assignment that quarter. In accordance with Faculty Rule 3335-5-08, on-duty faculty members who need to be away from campus to conduct research or other university business may do so with permission of their chair, dean, and OAA through an approved leave of absence form. [now email request and approval] Absences of more than ten days require approval by OAA."

All employees must first call the Reception Desk when they are sick. Do not send an email to the administrative staff, as they don't get to email first-thing each morning. The Reception Office notifies the Chair's office and related faculty/staff a.s.a.p. when an employee is out sick. Employees can then follow-up with others via email. If employees leave the names of people who will need to know that they are out, the office staff will make sure to let them know.

Sick leave details and reasons are private. No note needs to be submitted unless the supervisor or Chair request it. It is not necessary for employees to give details as to why they are out sick, except to say that they are not feeling well. All that can be asked for by an employer is a doctor's note upon the employee's return to the office. Details, if the employee volunteers them, should also remain private and not be publicly discussed or emailed around the department or to students to retain privacy for the employee.

2. Email other department staff or faculty that need to know. Email your students, or fellow faculty or advisees you were planning on meeting. Please copy the Administrative Manager and Chair to back-up the eLeave request that will be submitted when the employee returns to the office.

For GAs teaching studio classes, it is their responsibility to call another dance grad student to sub. That sub name and sick leave info should go on the GA Leave Form or eLeave request.

Instructors are not allowed to cancel classes. If a GA cannot find a sub or if a faculty, lecturer, or teaching staff person cannot have their class it is up to the Chair's Office to approve the class cancellation. See the department policy for canceling classes.

Since dance major classes are hard for finding matching skill subs, most of the time the classes are cancelled and the instructor emails the students with other work tasks or make-up class/class-work arrangements. For dance major technique classes, students from the sick teacher's class get dispersed into the other technique classes. Students are still required to take a 10:30 technique class if their instructor is out sick. Accompanists and other related staff and instructors are notified as soon as possible from the Reception Office or Chair's Office when a technique teacher or accompanist is out sick.

3. Fill out an eLeave request when you return to the office
Sick leave time, GA class subs, other class arrangement details should be filled out in the eLeave request when an employee returns to the office.

graduate associates leave requests
When GAs are sick, they are required to fill out an eLeave request. For all other requests for time-away from their job, they must fill out a GA Application for Leave Form from the Graduate School website or from a bin on the outside of the Administrative Manager's door. GA leave requests require 3 signatures: 1) a supervisor signature, 2) the Graduate Studies Committee Chair signature, and then 3) the Chair for final review and approval or denial.

If you have any questions regarding your department or university employment and leave programs, you can refer to the Office of Human Resources at 292-1050 or visit the HR dept website, the Benefits section. GAs may also contact the Graduate School at 292-6031. More contact info is available on the Grad School website.

workloads, FTE, and course schedules

With feedback requested from the faculty and staff, the Chair makes final schedule decisions and faculty, lecturer, and graduate associate workload assignments. The department’s Executive Committee shares the responsibility to maintain the department’s curricular goals. Course schedules are set six months to one year before a quarter begins. Sometimes there are adjustments 3-4 weeks before a quarter begins. If you have any questions on your workload at any time, please contact the Chair or the GA Supervisor.

For GAs, the department’s Graduate Studies Committee weighs in on quarterly GA workloads. GAs and all faculty and GA supervisors will receive the department Graduate Associate Workloads document a few weeks before the beginning of each quarter detailing all GA assignments and supervisors. This will come from the department HR Professional or the Faculty GA Supervisor.

FTE stands for Full-Time Equivalency. FTE is determined by the Chair in relation to the teaching load and course preparation time for each instructor. If you have any questions on your FTE, please contact the department Chair directly.

All university full-time faculty and staff are at 100% FTE. Lecturers and part-time staff can be at various ranges of FTE.

GAs are considered full-time at 50% FTE (full-time equivalency). Half-time GAs are at 25% FTE. The other 50% time for full-time GAs is for the classes they have to take as part of their graduate program course load.

general requirements for teaching any department of dance class

1. Follows the university student communication requirement and the government FERPA rules of ONLY discussing student issues with students or other university personnel through their osu.edu university email address. (for information on the the Family Education Rights and Privacy Act of 1974, go to the website of the OSU Office of the Treasurer)

2. Meets class on time and teaches for entire class meeting time. No instructor is authorized to cancel classes or end a class early, without prior approval from the Chair of the department. Refer to the department policies link on the department website for further information about this policy.

3. Prints out and regularly checks class rosters online, in compliance with FERPA rules and university data security requirements. (for more information on this, contact the college IT department or the OSU Office of Information Technology)

4. Takes roll and keeps track of attendance. (Grade books are available in the front office, SU022)

5. Is available for meetings with students who might have questions about the class material.

6. Handles or arranges any technical aspects of the class – viewing media, cueing sound, etc.

7. Prepares syllabi for class, and distributes to class at the first class meeting time. The Chair, the Teaching Associate (TA) supervisor, or the department academic advisor can provide guidance if needed.

8. Creates midterm and final material, and grades performance viewing papers, as set up in your syllabi.

9. Grades midterm and final, submits grades online. (see program coordinator in the front office for further questions about how to do this)

10. Prepares viewings of dance material, as set up in your syllabi.

11. Prepares and demonstrates dance/class material. Class prep-time is included in the number of hours you work a week and into your salary. If you have any questions regarding this, please direct them to the Chair.

12. Follows the the faculty guidelines as mandated by the university or for Teaching Associates as presented in the yearly Graduate School Handbook prepared by the Graduate School. You may go to the websites of the Office of Academic Affairs or the Graduate School, if you have further questions regarding this.

13. When cannot meet class due to illness, finds a substitute teacher for the class and informs the Reception Office, and the TA supervisor if instructor is a graduate student. When back in the office from illness, fills out an Application for Leave Form, with dates, times, reason for not meeting class, the sub for the class or the other class arrangements that were made. GAs do not accrue vacation leave, only sick leave. For further details on this policy, refer to the GA Appointment and Employment Information page.

All other requests for leave must have prior Chair approval. If you need a substitute for a class to attend a conference, accept a gig, attend a family event, or ask for any other time away from their class, you must fill out an Application for Leave Form. Faculty and lecturers must have Chair approval. TA’s must have the TA Supervisor, the Graduate Studies Committee Chair approval, and the Chair of the department approval. ALL LEAVE MUST HAVE PRIOR APPROVAL, before making any personal plans or travel arrangements.

canceling, moving or changing classes

All instructors are required to meet their classes at the designated course times and in the assigned class spaces. NO INSTRUCTOR IS ALLOWED TO CANCEL A CLASS. Canceling a class must be requested in writing by the instructor directly to the Chair with as much advanced notice as possible. Only the Chair of the department is allowed to cancel classes. If the Chair approves a class to be cancelled (for a quarter or certain class meeting times), then the instructor can relate that information and other class arrangements to their students.

If the space for your class is not conducive to learning the class material, please contact the Chair and the Department Facilities Manager. The Chair will discuss and either approve or deny the space move. The Facilities Manager will relay the space change information to the instructors.

If there are problems with the meeting times of your class, please contact the Chair directly. Although course times are set months before a quarter begins, to coincide with the rest of the department curriculum, the Chair needs to know for future course planning purposes. At this time too, the Chair will also be able to discuss any possible current quarter changes or let you know of space and department limitations.

grades, grade books, class rosters, and course outlines

The front office can give you grade books, information on accessing your class roster online, information on how to enter your grades online, and examples of course outlines for you to model a course outline for your class. Susan Heimburger is the Program Associate for both the undergraduate and graduate programs, and back-ups for faculty, teaching staff, and lecturers to assist with the university’s online grading at the end of the quarter.

student privacy and homework pick-up

Per FERPA provisions on the privacy of student information outlined here, by law students are not allowed to view another’s grades without their permission. You cannot leave homework assignments for pick up in a box in a community area or in your office mailbox.

There is a Homework Pick-up Area in the Reception Office. Students can go to the reception desk and ask for an office worker to give them their homework assignment. Assignments will be kept for the remaining time in the current quarter. If an assignment falls at the very end of a quarter, the students have until the end of the following quarter to pick them up. At the end of Spring Quarter, assignments will be kept until the end of Autumn Quarter. After these deadlines, the assignments will be thrown away.

Also, there are trays for General Pick-up in the Reception Office. Personal items (CDs, watches, pins, etc.) can be viewed by anyone. Anyone can leave or pick-up an item from the trays.

phones

General office area phones are only capable of making local and campus calls. To make a local call, must dial a 9 to get off-campus first. All campus phone extensions are 5 digits. For example if a phone number is 292-7977, from anywhere else on campus you can just dial 2-7977. Faculty members and regular staff have their own phone lines and can make business related long distance calls. Graduate Associates are not permitted to make long distance calls unless authorized by their supervisor.

incoming and outgoing local calls
If students need to contact you, please ask them to email you or leave a written message in your office mailbox. Do not tell the students to call if they cannot attend class If students cannot attend class for some emergency, they can contact you directly or explain at the next class meeting time. It is your responsibility to inform your students of this each quarter and follow through with the procedures.

Personal calls should be limited on department phones. No long distance personal calls should be made. The phone bill is reviewed monthly for departmental usage patterns.

computers and equipment
office equipment: fax, copiers, color printer; computer lab and technical equipment

medialab
The department has a Medialab (Computer Lab, Room 037) with all Macintosh computers, and it is available to all students, faculty and staff. DVD cameras, VCRs, projectors and more are available for all departmental use.The chairperson must authorize all other lab use and all special needs technical equipment use. You will be asked to sign out equipment, and you are liable for all equipment while it is in your possession. Equipment will be checked for all parts and functionality before and after each use.

other office equipment
Use of departmental fax, copiers, and printers must be limited to university business only. The access code for the fax machine is the last 4-digits of your Social Security Number. The quarterly limit for copying is 1,000 copies. After that you will be billed for 5 cents per copy. For personal issues that arise (for faxing), please ask for permission.

The copier and color printer (with paper, toner, and related items) is constantly monitored. All employees must refrain from non-work, non-teaching, and non-dept class related printing. Monthly reports are printed related to the number of sheets printed per employee. Even after-regular-business-hours printing and copying is recorded, in the Medialab, GA offices, for faculty, staff, and students.

GAs are reminded at the beginning of Autumn Quarter employment meeting with the dept HR manager that only printing related to their GA jobs should be done on the dept equipment in the Copier Room. All of their printing for classes in which they are enrolled needs to be done via the Medialab printer with the students bringing in their own paper. Employees cannot bring in their papers and enrolled course materials from the copier or color printer because the number of copies is monitored by Modern Office Methods, and the dept is charged per sheet for overage in our printing limits. This goes for faculty and staff taking other university courses as well.

For faculty and staff, please do not print out personal emails or photos from the color printer or copier for the same printing limit charge reason above. The black and white university line for business purposes is, “is it related to my job?” If it’s not, print it somewhere else.

Once you have graduated and are no longer paying college tech fees, you cannot use the Medialab computers or equipment and you cannot copy concert tapes. You also cannot ask the department staff to do this for you, either now or at a later date. It is each student's responsibility to get the performance data they will need in the future. (All the other departments in the college follow this same practice for student data.) Please note that due to certain intellectual property laws and dept contracts, some department guest artist choreography cannot be copied.

studio policy
No street shoes, food, or drink are permitted in any of the studios or stages. For the department Studio Request Policy please go here.

key policy

The department facilities manager is also the key manager. All faculty, staff, and graduate students have keys to their offices. Other keys are issued depending on the nature of the need. Anyone with departmental keys is responsible for the security of the dance equipment and facilities. Keys are not to be loaned to anyone. They need to be returned to the office key manager as soon as the pertinent need is over. University policy does not permit duplicating departmental keys. If keys are stolen or lost, notify the chair’s office or the office key manager immediately and they will notify the university Key Control department.

All employees are required to sign a Key Policy Form acknowledging that if they lose their keys, they owe the department a fine per key. For production staff, this fine will include the cost of replacing locks.

space and facilities

office space
Faculty and staff are provided with a desk, chair, mailbox, office phone, and filing space if needed. Please see the Building Coordinator for any general office supplies you need for your job duties. Any other office supplies should be requested and approved by the chair via the Purchasing and Payment Request Form.

other departmental space
For any departmental space use, please fill out the Studio Request Form. Outside Studio 2 is the Space Board and forms to request space. The forms list the space use priority levels and policy, and are to be turned into the scheduling GA for scheduling, for processing, and if needed chair approval.

no smoking policy

Smoking is not permitted in any university buildings – including restrooms. Please go outside the building to smoke if needed. State law requires 50 feet clearance from the building and no smoking near air ventilation. There are cigarette trays for disposal at proper distances away from the building. Please help us keep our facilities and building clean.

supplemental compensation (Updated by Department HR Manager, 7/21/11)

In order to complete the HR process for getting your Supplemental Compensation / Additional Pay added to your upcoming paycheck(s), the Dept of Dance is required to do the following College of Arts and Sciences' Business Services Center (BSC) and university HR process.

1. Department HR manager fills out the form.
2. Dept chair sign/approves it.
3. HR manager gives it to the employee.
4. Employee sign/approves the form.
5. Employee gives it to their supervisor or dept chair/director for signing/approval.
6. Employee returns the form to the requesting dept's HR manager. Employee's role is complete.
7. Department HR manager fills out the BSC's Addl Pay Request Form.
8. Department HR manager uploads it to the BSC with all signatures on the Supp Comp Form and any related service details documents or emails.
9. College BSC goes through its HR approval process for Addl Pay to an employee's HR record
10. A BSC HR associate enters the action into the HR system in the employee's job record.
11. Additional pay shows up on the employee's paychecks, as stated on the Supp Comp Form.
    

The additional pay is added to an employee's paycheck by the requesting department, not one's employing department. If you have a specific question regarding a Supplemental Compensation Form that you filled out, contact HR Manager in the department that requested your additional work.

Per university HR policy, employees must have department Chair approval for performing work and receiving additional university pay beyond their full-time job (anyone 75-100% FTE). Additional work may affect someone's full-time job performance. Chair approval must take place at the beginning of the request for additional work through the university's Supplemental Compensation Approval Form. The dept Chair has the authority to approve or deny additional work being asked by a dept employee by another dept. Curricular maintenance of the employee's employing unit takes precedence over another department's request for additional work.

Here are the OSU Human Resources website links regarding additional pay: Policy 3.35 Supplemental Compensation Involving Work Within the University and the Internal Supplemental Compensation Approval Form.

department course and space schedules

The Chair (with the Executive Committee) creates the quarterly department schedules. The Department Facilities Manager formats and inputs the department schedule into the Registrar’s system. The classroom space schedules are set up and handed over to a GA to process weekly rehearsal space requests.

If you have current quarter space questions, ask the scheduling GA. If you have upcoming quarter(s) space questions, please ask The Department Facilities Manager.

census date and enrollment

Department funding from the college and university is dependent on the number of students enrolled and university fees paid on the quarterly university Census Date. This date is approximately 15 calendar days into the current quarter.

The Chairperson of the department must authorize students to be added to a class beyond the Census Date. This is different than the university’s standards, that let students enroll in classes after the Census Date. As of 5pm the evening before the Census Date, students can still add department classes with Chairperson approval. On the Census Date no more students will be added to classes.

If a student taking your class is not’t enrolled, you must instruct them to stop attending the class. Students cannot take a class then retro-actively sign up for credit. They must sign up for credit and pay fees in the quarter in which they are taking the class.

“no audit” policy and process
for graduate students to take non-major classes for graduate credit

The department does not allow auditing of classes because the department's funding is dependent on course enrollment. This department policy has been in place since 2003. If a student wants to take a dance studio class as Pass/Fail, or if a graduate student wants to take a non-major class for graduate credit, here is the process. (This option is not allowed for department GEC courses.) It is the responsibility of the enrolling student to do this entire process, not the instructor or department Reception Office staff.

1. If the student cannot enroll for the class online, then they need to get a Course Enrollment Permission Form from the department's Reception Office, and fill out course information for Dance 693.05 Individual Studies in Dance (Other) under Mike Bruce.
This policy also goes for students in a class being taught by a graduate student doing a directed teaching experience, they must sign up under the graduate student's faculty advisor. During Summer Quarter, the faculty advisor for graduate student instructors is the Chair of the department.

2. The student then takes the form to his/her college advisor (Graduate School for grad students) so they can add the course.

3. In order to get a grade, the student and instructor must send an email to Michael Kelly Bruce stating who they are, which grad student is their instructor, and the class days and times. Mike and the instructor confer at the end of the quarter on the grades to be given. Then Mike gives the final grade.

Check out our non-major dance courses on our website at any time!

class drop-in policy for department alumni and community guests

This department practice was approved and formalized into a policy by the faculty in 2006. Alumni and community guests can drop in to any dance studio class on the schedule. (lecture, GEC, and other composition, theory, or technology classes are excluded) Alumni and guests must request approval from the department Chair, by calling 614-292-0984 or emailing the Chair at dance@osu.edu. The alumni or guest must have an approval letter from the Chair before going into the desired class.

Class participation and drop-in is at the instructor’s discretion. If the instructor does not’t allow the alumni or guest to take the class, the person must find another class. It is understood by the attendee that by dropping into a class, movement phrases may have already been taught. The students paying for the class get priority for teacher attention and class comments. Alumni and guests are to dance on the periphery of the class. If the alumni or approved guest are going to drop-in to a class more than 4 times in a given quarter, they have to register for the class via the Registrar’s Office, OSU Continuing Education, or the Graduate School.

During the academic year, “community guests” means dancers/artists who are passing through Columbus on tour with a show or event. During summer quarter, “community guest” means adults who may attend Parks and Recreation dance classes, and who may or may not have had any dance
training.

thanksgiving holiday

As voted and passed by the faculty in a 2007 faculty meeting, department classes will end at 12pm on the Wednesday before Thanksgiving. This means that all department classes will continue as scheduled until the end of daily technique classes at 12pm. For classes after that, if students are absent they aren't counted as using one of their absences.

The department administrative offices will close at 2pm. The university will be open until 5pm.

saturday and sunday classes

Classes taking place Monday through Friday are considered "regularly scheduled classes" by the University Registrar. Therefore, classes meeting on Saturday or Sunday are not considered to be regularly scheduled classes. While regularly scheduled classes end on Friday of the 10th week of each quarter, Saturday and Sunday classes will meet on the weekend following the last day of regularly scheduled classes.

classes and work on religious holy days
for students, staff and faculty (as of Spring 2008)

Just like any school or work day that is a holy day for any religion, students must use their available class absences if they wish to take the day off. Staff and faculty must use their available leave time (sick for faculty or vacation for staff) and fill out an Application for Leave Form, per university Human Resources policy. The university doesn't have a policy for students and faculty leave on holy days.