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Introduction: Roles and Responsibilities of the
Chair
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Faculty
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Curriculum
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Students
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Administration
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College Policies
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Disclaimer and Referral
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Appendices
Department Chairs'
Timeline
Forms - Quick links to forms
V. Administration
A.
Annual Instruction Budget
B.
Chair's Year-End Report for Personnel and Salary
Reviews
C.
Hiring and Supervision of Non-Faculty Personnel and
Students
D.
Chairs' Meetings
E.
Communication with Counterpart CU Department
F.
Academic Program Review
G.
Facilities
H.
Purchasing and Stores
I.
Campus Reservations
J.
Overnight Accommodations for College Guests
K.
Computer Support
L.
Purchase of Computer Equipment
A. Annual
Instruction Budget
The budget preparation cycle for the following year
begins in November, when the Provost sends a budget
planning memo to all Chairs. The budget memo
provides detailed instructions, and, at a minimum,
requests staffing projections for two years,
including planned teaching assignments for all
faculty; anticipated leaves, retirements and
departures; requests and justifications for
equipment and start-up costs for new faculty; and
requests and justifications for leave replacements
and other changes.
This budget information
must be submitted to the Provost by mid-December.
Early in the spring
semester, usually in March, preliminary department
budgets for the coming year are distributed to
Chairs for review. Chairs should submit
corrections, changes and comments to the Provost by
early April. If any other changes with budgetary
implications arise after that date, the Provost
should be notified immediately.
Final budgets with new
salary adjustments for the coming academic year are
usually distributed in July.
Budget status reports
and purchasing activity can be accessed through
ebear at
http://ebear.barnard.edu/. Reports posted
on the Web will be as current as the prior evening's
close (all transactions posted by 5pm the previous
day will appear).
This secure link,
http://ebear.barnard.edu/, is accessible only
to Chairs and their designated budget coordinators.
To access the site, the following steps are
required:
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Go to ebear, which
is linked from the main Barnard College webpage and available here
http://ebear.barnard.edu/
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To
enter the site, type your e-mail name (e.g.,
gsmith) and your e-mail password. Click 'submit';
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Choose the year for
which you want fiscal information;
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Click
'submit' to reach the page that lists the accounts to
which you have access. They appear in a
drop-down box. If you have more than one
budget, subsequent listings can be accessed by
clicking the arrow on the right-hand side of the
box, and then selecting an account. Lists of
many accounts are ordered by fund and unit, so
that unrestricted funds ('0'
- most common type of
fund) are listed first, gift funds ('1')
are next, and endowed funds ('2')
are last. To jump down to the 1 or 2 funds,
type a 1 or 2 in the box.
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Once you select an
account to view, click 'submit' and the program will take you to a summary page
which displays the status of each line item of
the account. To see the activity (purchases and
encumbrances) for each item, e.g., all items
under #4301, 'Office
Sup and Exp,' click on
the blue highlighted 4301 object code.
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Use the
'Back'
button to return if you wish to select another
fiscal year or account.
These budget status
reports include accounts for sponsored research
grants; however, they correspond to the College's
fiscal year, not the grant year. To view the
most recent grant information enter the current
fiscal year date. (Contact: Controller x47732)
B. Chair's Year-End Report for Personnel and Salary
Reviews
The Chair's report should
be submitted to the Provost by May 15. In the
report, the Chair should:
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Comment on and
evaluate the professional contributions of each
faculty member in the areas of teaching,
research, and service (1-2 paragraphs per
person, max);
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Point out the
significance of accomplishments
- e.g. article
published in top journal in field, election to
prestigious editorial board;
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Not
repeat what is on the individual personnel form
or c.v.; and
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Give recommendations
concerning next raise for tenured faculty.
C. Hiring and Supervision of Non-Faculty Personnel
and Students
There are three administrative offices involved in
hiring College employees, and it is important to
distinguish among them.
The hiring process for
faculty, graduate students who serve as TA's,
Graders, Readers, and Lab Associates begin with the
department chair, and in consultation with the
Provost Office. Faculty, full-time and part-time,
and graduate students are hired and terminated by
completing an appointment form, signed by the Chair
and submitted to the Provost's
Office (see Appendix A for the appointment form and
its instructions). For new appointments, a current
CV must be included with the appointment form. The
complete appointment form includes the individual's
personal information as well as the courses to which
they are assigned. Contact the Manager of Academic
Administration (x42709) if you have any questions.
Barnard and Columbia
undergraduate students are hired through the Office
of Career Development. Contact the
Associate Director, Student Employment, x47745, for
information on hiring student assistants, including
salary ranges and rules. For the
policy on students workers see:
http://www.barnard.edu/provost/studentworkers.htm
Human Resources, has responsibility
for the hiring of administrators, administrative
support staff, facilities and security staffs, and
grant-related hires. The policies and practices of
the Office of Human Resources, along with the
required forms, are found in
Appendix L. (Contact: Associate Director of
Human Resources, x42660)
D. Chairs' Meetings
Lunch meetings for all Chairs and program directors,
organized by the Provost, are held once a month,
from noon to 2 pm, usually on the Wednesday
preceding the Monday of the monthly Faculty
Meeting. Chairs are urged to attend, or to send a
designated replacement. The Chairs designate two
representatives to the Faculty Advisory Committee to
advise and consult with the Provost regarding agenda
items and other concerns of the Chairs.
E. Communication with Counterpart CU Department
Communication and interaction with the counterpart
Columbia department vary from department to
department, but usually involve such matters as
faculty searches, curriculum, tenure nominations,
and graduate teaching. See
Appendix M for sample letter from Provost on
tenure evaluation of candidates from the counterpart
CU department.
F. Academic
Program Review
See
Appendix N for Guidelines for Academic Program
Review.
G. Facilities
The Facilities Services Department is
responsible for serving the Barnard community's
maintenance and custodial needs as well as campus
planning and construction. It is located in 105M
Barnard Hall and hours of operation are 8:00 A.M. to
5:00 P.M. Service requests can be submitted
utilizing the electronic service request form
located at http:/142.176.4.6/barnard.htm.
After hour emergencies
should be called into Security, x43362, who will
contact the manager on duty.
Key requests are handled
by the Facilities Services Department. All requests
must be accompanied by a signed/dated request from
the Chair. When keys are ready, they may be
collected at the Facilities office, where a key
release form must be signed.
H. Purchasing and
Stores
See
Appendix O (1-4) for Stores Requisitions,
Purchase Requisitions, Purchase Orders, Check
Requests, and Tax Exemption Forms. Refer to the back
of the
A Faculty Guide to Barnard College for
additional information on Purchasing and Stores
procedures.
I. Campus
Reservations
Classrooms and Special Function
Spaces - Academic Year
Contact Special Events
Services for Room Reservations, Audio Visual
Service, and College Calendar. Classrooms for the
weekend use are reserved through Special Events
twelve months a year. The Registrar's
Office reserves classroom space, for use Monday
through Friday, the first 2 weeks of each semester, and during reading periods and final exams. Outside
of these periods, classroom space in reserved
through Special Events. For more information logon
to ebear and under the tab for 'Other' is a link to Special Events.
Summer Reservations
During the summer
months, reservations for
all campus spaces are made through Special Events
Services, x48021 or x47005.
J. Overnight Accommodations for College Guests
The preferred accommodations for Barnard guests are
located at the
Landmark Guest Rooms at Union Theological Seminary.
For guests whose visit is being funded directly from
the Provost's Office, e.g. search candidates and
Forum on Migration lecturers, departments should
make reservations and send invoices to the Provost's
Office.
Barnard
alumnae, Columbia University guests and Barnard
College guests whose stay is not directly funded by
the Provost's Office should make their reservation
with Landmark directly (212-280-1313).
Landmark Guest Rooms
3041 Broadway, New York, NY 10027
121st Street and Broadway
Telephone: 212-280-1313 (Sun-Sat 9 am -
5 pm);
Fax:
212-280-1488
Directions from the major airports are
in
Appendix O-16.
Amenities:
Cable Television
24-hour front desk attendant
Telephone in room. Free local calls;
long distance calls
required calling card
Message Center: (212) 280-1427
Complimentary continental breakfast in
UTS commons.
Upon
arrival, guests should go to the Security Desk of
UTS at the main entrance at 121st and Broadway. UTS
Security will notify Landmark that the guest has
arrived. Check-in is anytime after 2 pm, and check
out anytime before 11 am. There is a $30 charge for
check out between 11 o'clock
and 1 o'clock. After 1 o'clock
there is an additional charge. Smoking is not
allowed in the room but is permitted in the garden
area. Breakfast is served Monday through Friday,
7:45-10:30 in The Pit dining room and Saturday and
Sunday in the Johnson Lounge. Daily housekeeping
service is provided between 9 am and 6pm.
If
guests are staying for an extended period and need
mail or Federal Express deliveries, the mail or
delivery should clearly say "Landmark."
K. Computer Support
Academic
Technologies provides computer support to Barnard
faculty, students and administration and operates
five computer centers and the Hughes Computer
Classroom (401 Altschul). Users should direct
computing and network questions or problems as well
as requests for training to the Help Desk by calling
x47172 or sending e-mail to
help@barnard.edu.
Faculty
and administrative offices and many classrooms, are
wired for network access. The Barnard College
network also has wireless connection capabilities in
a number of building locations as well as throughout
the College's common areas. See the
MINS
website for specific information. Every Barnard faculty
member has a Barnard e-mail account which is also
available as Webmail. The same login also provides
access to the College portal, eBear, which
allows Barnard faculty to use internal online
resources including Advisor Online and the online
grading system. In addition, the College provides
space on a file server where faculty can store their
documents or share files with members of the
department. Faculty members are also provided with
Columbia email accounts.
The College’s Microsoft
Campus Agreement allows Academic Technologies to
make the latest versions of Microsoft operating
system software and Microsoft Office applications
(Word, Excel, and Power Point) available to all
faculty. Other components of the standard software
package include: Firefox, Internet Explorer,
Symantec Anti-Virus and Thunderbird. In addition AT
supports site licenses to SPSS and Mathematica which
are available in the computer labs and on selected
departmental computers. Upon request, full-time AT
staff provide training to faculty on Microsoft
Office, e-mail, file management and web page
development.
The main computer
center, located in 112 Lehman, houses 23 PCs, 5
Macintosh computers, two scanners, one specialized
software station and 2 laser printers. The Hughes
Computer Classroom, 401 Altschul, has 23 student
PCs, one instructor PC, a laser printer, and a
ceiling-mounted data projector. Classes that require
this capability are assigned to this room by the
Registrar's Office. When the room is not in use for
classroom instruction, it may be scheduled for other
types of presentations or events; those arrangements
can be made by calling x46933.
Several other classrooms
have computer capability for the instructor; consult
Media Services, x42418 or the Registrar,
x42011. Click
here for a list of media-equipped classrooms.
Many other classrooms have network connections which
allow faculty to bring in a computer and plug into
the network. Instructors may provide their own
computer or arrange to borrow one from Media
Services (x42418). Media Services staff can provide
training and assistance in using the equipment in
any of these rooms.
L.
Purchase of Computer Equipment
In general, the College purchases Dell computers for
staff and faculty, under a special pricing
arrangement with Dell as part of the Columbia
University contract. Computer purchases are
initiated by the Chair. An overview of the
purchasing process is available on the Academic
Technologies website:
http://www.barnard.edu/at.
There are several
scenarios and funding sources: (1) initial purchase
of a standard office set-up for new faculty members,
with funding provided through the Provost's Office;
(2) replacement computer for obsolete equipment,
with funding through the Provost's Office or the
Departmental budget; and (3) special workstation for
an unusual software application, often funded
through outside grants.
Academic
Technologies can assist with an audit of computer
equipment in your department, advice on the
appropriate computer and software, and information
about site licenses for software.
Purchasing will handle creating the official College
Purchase Order, tracking delivery of the equipment
from the vendor, notification of user when the
computer arrives on campus, and payment of vendor
The
buyer's responsibilities are to identify funding,
oversee delivery, installation and securing of the
computer, and arrange for the removal of the
obsolete equipment following the Recycling
Guidelines. For further information, visit the
website at
http://www.barnard.edu/at.
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