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Chapter Topics: [ I. Administration & Governance] [ II. Funding, Budget and Operations] [ III. Personnel ] [ IV. Other Personnel Policies ] [ V. Curriculum and Related Policies ] [ VI. Student Academic Affairs ] [ VII. College Relations ] [ VIII. Resources & Services ] [ Glossary of L&S Terms ]
Chapter I Contents: [ I.1 The L&S Mission ] [ I.2 L&S Academic Planning Council ] [ I.3 L&S Curriculum Committee ] [ I.4 L&S Faculty Senate ] [ I.5 L&S Administrative Structure ] [ I.6 Academic Associate Deans ] [ I.7 Units within the L&S Administration ] [ I.8 Current L&S Administrative Staff ] [ I.9 Paper and Request Flow ] [ I.10 Calendar: Projected Dates & Deadlines ] [ I.11 Committees ] [ I.12 Preferential Balloting ] [ I.13 Quorum and Parliamentary Procedure ] [ I.14 Resources for Dept. Chairs ] [ I.15 Open Meetings ] [ I.16 Public Records ] [ I.17 Honorary Degrees ] [ I.18 University & College Policy Documents ] [ I.19 E-Mail Protocol ] [ I.20 Employee Political Activities ] [ I.21  Statement on Restructuring, Creation, or Discontinuance ]

Sections of this chart:

Staffing, Recruitment and Personnel
Research
Instructional and Curricular Issues
Business Services - Travel, Reimbursements, and Other Processes
Facilities
Parking
Other

This page was last updated on August 12, 2008.
Colleagues are invited to submit additional revisions to Elaine ASAP!

Staffing and Recruitment

What to Send

To Whom

Handbook Reference

request to search for new faculty (tenured or tenure track) memo Academic Associate Dean/xc Dean III.4
request to search for short term instructional academic staff (all funds) memo Associate Deans c/o James Hovland  
-visiting, adjunct, emeritus, L/I  faculty (all funds) Staffing Request Form Associate Deans c/o James Hovland

For Summer Sessions Only: send materials directly to Nancy Westphal-Johnson, c/o James Hovland.
-volunteer faculty Memo Academic Associate Dean III.11
-permanent academic staff on 101, 104, 402 funds memo, PVL, New Academic Staff Position form with organizational chart (if new Category A position) Academic Associate Dean/xc Maggie Sullivan III.5
-academic staff on gift/grant funds PVL, New Academic Staff Position form with organizational chart (if new Category A position) Maggie Sullivan III.5
request to bring prospective faculty member for campus interview memo, vita Academic Associate Dean c/o 301 South Hall staff III.1, III.4
request to make an offer to:
-faculty memo, vita, letters of reference memo to Dean, xc Assoc Dean;
11 copies of memo, CV and letters of reference to Assoc Dean		 III.4
-visiting, emeritus, L/I  faculty (short-term instructional, all funding sources) Memo,  vita, draft letter Associate Deans c/o James Hovland III.5
-volunteer faculty Offer letter, vita James Hovland III.11
-visiting faculty, zero dollar memo, vita Joyce Helt III.6
-non-instructional visiting faculty, extramural funds memo, vita Maggie Sullivan III.5
-adjunct faculty, zero dollar memo, vita Joyce Helt  
-adjunct faculty, all funds memo, vita James Hovland  
-other 101-funded, non-instructional, long-term academic staff memo, vita, draft letter Academic Associate Dean/xc Maggie Sullivan III.5
-PA on funds other than 133 or 144; 101- funded RA memo Brian Bubenzer III.9
- Faculty Assistant PVL, request, vita, draft letter James Hovland III.9, III.10
-UA (Undergraduate Assistant) request, draft letter Brian Bubenzer III.9, III.10
-TA or PA non-101 funding request, draft letter if different from formats provided Nancy Westphal-Johnson III.9, III.10
-PA (101 funding) memo , xc Brian Bubenzer Academic Associate Dean III.9, III.10
-honorary fellow memo, vita (if new appointment) Joyce Helt III.6
-non-instructional academic staff on gift/grant funds vita, draft letter Maggie Sullivan III.5
-Faculty Joint Governance/ Affiliate memo, vita Dean IV.4
classified staff reclassifications
-advice phone call Diana Allaby (3-4964) III.8
-proposals Enter into Classified Human Resource Information System (CHRIS) Diana Allaby (3-4964) III.8
request to extend appointment of
-probationary faculty member memo, draft reappointment letter, review committee report, vita Dean III.4
retirement
general questions, all employees phone call Employee Compensation & Benefits Services, 26 2-5650 IV.3
questions about post- retirement agreements      
-faculty phone call or memo Academic Associate Dean/xc Dean III.7
-academic staff phone call or memo Maggie Sullivan (3-2315) III.7
-classified staff phone call or memo Diana Allaby (3-4964) III.7
questions on emeritus status for faculty and academic staff phone call or memo Joyce Helt (3-2312); see also Chapter 20.01IV.C of the UW Madison Personnel Handbook (http://www.ohr.wisc.edu/ /polproced/UPPP/upppch2001.html). III.7
-proposal for emeritus status for faculty or academic staff memo, retirement letter, and summary of professional accomplishments Dean III.7
- retirement certificates request form from http://www.ohr.wisc.edu/retirement_certificate.htm
(allow 14 days to process)		   III.7
faculty promotion
-question about tenure clock phone call Joyce Helt (3-2312) III.4.1
-request to extend tenure clock (for childbirth) memo, vita, faculty member's request Provost, with copy to Dean IV.15
-request to extend tenure clock (other than for childbirth) memo, vita, faculty member's request Dean IV.15
-proposal for probationary faculty to associate professor with tenure memo, supporting documentation (see also Divisional Committee guidelines) Dean III.4.1
-proposal for promotion to full professor memo and supporting documentation Dean III.4.1
-post-tenure reviews memo, brief summary of review(s) Dean IV.7
proposal for academic staff promotion
-indefinite appointment memo requesting permission to consider Associate Academic Dean/xc Maggie Sullivan

III.5
-new or lengthened rolling horizon appointment memo explaining basis for request; vita Maggie Sullivan, who will coordinate with Academic Associate Dean III.5
-rate or title change/promotion memo Maggie Sullivan, who will coordinate with Academic Associate Dean III.5
-distinguished prefix memo Maggie Sullivan, who will coordinate with Academic Associate Dean III.5
-honorific professorial title materials per http://www.secfac.wisc.edu/committees/honorifictitles/Guidelines.htm Maggie Sullivan, who will coordinate with Academic Associate Dean III.5
leave request
-for all faculty memo w/Executive Committee vote and faculty member's request Dean IV.14
-academic staff leave request form and memo Maggie Sullivan (who will coordinate with Academic Associate Dean) IV.14
general concern about following correct procedures regarding nonrenewal, layoff, other termination of...
-faculty phone call Joyce Helt (3-2312)  
-academic staff, non-instructional and/or long-term phone call Maggie Sullivan (3-2315) IV.14
-academic staff, short-term instructional phone call James Hovland (3-7221), who will coordinate with Maggie Sullivan  
-classified staff phone call Diana Allaby (3-4964)  
request for an overload
-for faculty memo or appropriate form Joyce Helt IV.9
-for academic staff memo or appropriate form Daun Wheeler IV.9
-for graduate assistants phone call Nancy Westphal-Johnson (3-2506) or Brian Bubenzer (5-0603)  
question about an over-2/9 form
-for faculty   Joyce Helt IV.9
-for academic staff or graduate assistants on non-101 funds phone call Maggie Sullivan IV.9
need to complete an Inter-Institutional Agreement (IIA)
-to discuss potential use of IIA as coverage for staffing memo or phone call the appropriate staff member for the type of staffing (see above) III.5
-all other IIA phone call Daun Wheeler (3-2591) III.5
sick leave/ parental leave
-questions about balance phone call Daun Wheeler IV.13, IV.14
-questions for faculty phone call Academic Associate Dean (3-7221) IV.13, IV.14
-need to determine sick leave charge for faculty memo Academic Associate Dean (3-7221) IV.13, IV.14
-question for instructional academic staff phone call Academic Associate Dean (3-7221) IV.13, IV.14
-question for non-instructional academic staff phone call Maggie Sullivan (3-2315) IV.13, IV.14
-question for TA or PA phone call Nancy Westphal-Johnson (3-2506) or Brian Bubenzer (5-0603) IV.13
Americans with Disabilities Act (ADA) requests      
-Students phone call Equity and Diversity Resource Center (3-2378); McBurney Disability Resource Center (3-2741); Campus ADA Coordinator (3-7400) VI.28
-Classified Staff phone call Diana Allaby (3-4964) IV.17
-Unclassified Staff,
Employees-in-training 		phone call Maggie Sullivan (3-2315) IV.17
-TA/PA phone call Brian Bubenzer
(5-0603) 		 
Concerns about Misconduct      
questions about ethical behavior, academic misconduct phone call Academic Associate Dean first (3-7221), who may refer you to Administrative Legal Services  
concerns about sexual harassment or prohibited discrimination phone call Academic Associate Dean (3-7221); the Equity and Diversity Resource Center (3-2378); student questions should be referred to Linda McCarroll, Jutta Joachim, or Christopher Lee at Student Academic Affairs (2-2644) IV.10

Research

What to Send

To Whom

Handbook
Reference

Assoc. Dean's calendar  email Lil Larson
(llarson@ls.admin.wisc.edu)  		 
grant proposal see instructions at http://www.ls.wisc.edu/oros/Pre_Award/PreAw_Steps.htm Linda Johnson  (5-9655) II.20
88-1's (request for account number in advance of award) form; available at
http://www.rsp.wisc.edu/forms/88-1.pdf 		Linda Johnson (5-9655)  
Requests for Research Space e-mail Chris Bruhn (bruhn@ls.admin.wisc.edu)   
Requests for Approval of PI Status form; see instructions at
http://info.gradsch.wisc.edu/research/limitedpi.html 		Linda Johnson (5-9655)  
research proposal involving animals animal use protocol Rick Lane, 121 Vet. Science (2-0400) II.20
research proposal involving human subjects human subjects protocols, as directed on http://www.ls.wisc.edu/oros/HumanSubjects/HumSub_Home.htm electronic mailbox (via IRB Webkit)
II.20

 Instructional and Curricular Issues

What to Send

To Whom

Handbook
Reference

Course Proposals (New, Changed, Deleted) 3 copies of complete proposal for initial review; when revisions (if required) are complete, 20 copies for each Divisional Executive Committee involved (copies are forwarded with dean's letter) L&S Curriculum Committee, c/o Elaine Klein, 307B South Hall I.3
Request to Create New Major/Degree/Certificate Programs initial contact by e-mail or phone call

for proposal contents, see http://apa.wisc.edu/approvals.html 		Associate Dean, copy to Elaine Klein V.5
Request to Change Existing Major/Degree/Certificate Programs Proposal as instructed in L&S Curriculum Committee Procedure L&S Curriculum Committee Chair (Professor Greg Downey, Schools of Journalism and Mass Communication and of Library and Information Studies), c/o Elaine Klein (307E South Hall) I.3 "Curriculum Committee Guidelines for Curricular Change "
request to establish a center or institute memo detailing mission, funding, personnel, space requirements, expected lifetime (see http://apa.wisc.edu/uapccenters.html for the university's guidelines) Dean (cc: Elaine Klein); proposals are considered by the College Academic Planning Council and forwarded to the university APC I.2
Extended Time Table (ETT) or Credit Outreach courses or funding e-mail or phone call  Nancy Westphal-Johnson (westphal@ls.admin.wisc.edu,
3-2506)		 VIII.2
Copy instructional materials at L&S Copy Centers (Course Packs) e-mail containing bibliography of materials to be copied Brian Bubenzer
(bubenzer@ls.admin.wisc.edu) 		V.11
Special Course Fees e-mail or phone call Nancy Westphal-Johnson (westphal@ls.admin.wisc.edu,
3-2506)		 V.12
Create new or modify existing course to add Service Learning and/or Community-Based Research (SL/CBR) consultation by e-mail or phone call Tess Arenas (tarenas@ls.admin.wisc.edu,
890-0876) 		V.10
Identify community agency partner for SL/CBR courses consultation by e-mail or phone call Tess Arenas (tarenas@ls.admin.wisc.edu,
890-0876) 		V.10
       

Business Services

What to Send

To Whom

Handbook
Reference

emergency transactions ET form, signed by Chair Business Office, 108 South Hall; must arrive before 9:45 a.m. II.1
requisition External Requisition, multi-part form, signed by Chair or Designee Business Office, 108 South Hall II.1
request for an alcohol permit L&S alcohol permit application form, signed by Chair Anne Gunther, 201 South Hall II.11
Travel, Reimbursement, and Other Payments
-advance Travel Advance Form, signed by traveler and Chair Business Office, 108 South Hall II.1, II.5
-direct billed travel invoice Travel Invoice, with charge coding and reason for travel, signed by Chair, 1 original and 2 copies Business Office, 108 South Hall II.1, II.5
-expense report Travel Expense Report (TER) and receipts, signed by traveler and Chair, 1 original and 1 copy (non-employees do not need to sign) Business Office, 108 South Hall II.1, II.5
approval for moving expense reimbursement
(written approval is required before the move is completed) 		Faculty:  approval is obtained with the Dean's office approval of the offer letter.  The offer letter constitutes written approval.
Other permanent staff:  e-mail request or "Request for Reimbursement of Relocation Expenses" form. 		Faculty:  Academic Associate Dean

Other permanent staff and amendments:  Anne Gunther (3-2317)

 II.7
moving expense reimbursement TER, signed by new hire and Chair.  Attach the written approval; receipts and estimates as needed. Business Office, 108 South Hall II.7
payment to individuals (non-salary) Payment to individuals report (PIR), signed by Chair, 1 original and 2 copies. Business Office, 108 South Hall II.6
non-travel cash advance Internal requisition and custodian agreement, signed by employee and Chair Business Office, 108 South Hall  
non-salary payment transfer Non-salary payment transfer form, signed by Chair or Designee,
1 original and 2 copies.
Transfers to fund 161 also require copies of the original payment documents, invoices, etc. 		Business Office, 108 South Hall  
request for direct payment by UW Foundation auditable material; copies to sign Michelle Massen, 203 South Hall II.15
memberships/subscriptions Original Membership/subscription form or invoice and 2 copies with the Department charge coding and signatures.  Highlight to whom payable and mailing address.  Department charge coding and signatures go on the copies not on the original. Use direct pay form. Business Office, 108 South Hall  
registrations The original, completed registration form and 2 copies with the Department charge coding and signatures.  Highlight to whom payable and mailing address.  Department charge coding and signatures go on the copies, not on the original.  
Internal registrations (to UW departments):  use an internal requisition or direct pay form. 		Business Office, 108 South Hall  
creation or modification of Fund 136 accounts phone call Mary Machaj (3-7593) II.3, II.14

Facilities 

What to Send

To Whom

Handbook
Reference

Instructional Laboratory Modernization request memo and completed form in response to announcement Chris Bruhn  
remodeling plans to sign one set of plans signed by chair Chris Bruhn II.22
Request to name a portion of a building (room, wing, exterior amenity) cover memo, brief biography of honoree, supporting letters from affected departments (if applicable) Consultation w/ Chris Bruhn; request to Dean (cc: Elaine Klein) VIII.5
Space and Remodeling request  - initial memo or all copies of S-1 for space requests and of Request for Remodeling form, with relevant departmental signatures, for remodeling proposals. Chris Bruhn II.21

Parking 

What to Send

To Whom

Handbook
Reference

Parking -- annual, temporary, UW disabled, department vehicle permits, business alternate or other policy issues e-mail or phone call Chris Bruhn or Lil Larson VIII.3

Other

What to Send

To Whom

Handbook
Reference

adjustments to departmental budget (supplies, capital equipment, personnel) memo or phone call Academic Associate Dean (3-7221) II.1
Authorization to Access Administrative Systems
Different systems require submission of different forms. (See below)  
  ISIS Authorization form (Integrated Student Information System) Anne Gunther, 201 South Hall  
  3270 Authorization form (access to DoIT mainframe) Anne Gunther, 201 South Hall  
  DARS Authorization form (Degree Audit Reporting System) Anne Gunther, 201 South Hall  
  PVL Authorization form Daun Wheeler, 207 South Hall  
  Student Appointment/Payroll System Authorization form Sandra Englesby, 212 South Hall  
  WISDM Authorization form Assistant Dean, 108 South Hall  

 

 

It is the nature of this document to be a work in progress.

The L&S Handbook is produced and hosted by the UW-Madison College of Letters and Science.
South Hall, 1055 Bascom Mall, Madison WI  53706
This document is updated annually each summer; however, significant additions may be made at any time. Departments
will be alerted to these when they are made. Annual updates are underway as of August 1, 2008.
Contact:  Elaine M. Klein, Webmaster/Editor, L&S Online Handbook
klein@ls.admin.wisc.edu or (608) 265-8484
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