CS Faculty Resource Page

This page contains information and useful links to assist CS faculty with administrative responsibilities related to event planning, student employment, travel reimbursement, room scheduling, purchasing and many other tasks.

Important Campus Phone Numbers

Contact PhoneEmail
Classroom and course scheduling x2307registrar@wellesley.edu
CLCE funded lecturesCorinne Fraserx2200cfrazer
College Club reservations x2700 
Events planning - Science CenterDeborah Nickersonx3114dnicker
Faculty grantsJim Sullivanx2250jsulliva
Help Desk x3333 
PayrollJuanita Brownx2797jbrown1
Phone problemsTeddie Boreyx3216tborey
Provost Office - faculty awardsBeccah Sparkesx2258rsparkes
Provost Office - faculty awards accountingJessica Gaudreaux3573jgaudrea
Science Center maintenanceCarol Gagosianx3057cgagosia
Science Center Office/student travel awardsJoNan Bilodeaux3000jbilodea
Science Center FAX #781-283-3642

Course Materials

CS copy machine code - 2799

Faculty are responsible for preparation, copying and distribution of all course materials, including distribution and collection of final exams. Please use the Science Center copy machines for copying course materials whenever possible, because there is no charge to the department. See Rita or Brian for copy code. If you need assistance with copying, please use the Just In Time Student Assistants jitsa@wellesley.edu. Student assistants will be available 4 hours every weekday to help out with copying, scanning files to computers, mailing, basic internet searches, creating spam to advertise classes and events, post announcements on the Science Center plasma TVs and on bulletin boards and any other simple office needs. They will make every effort to complete requests in the order in which they are received, the same or next business day. They are located next to JoNan’s desk in the mini-focus. Please drop in with your projects during their office hours.

JITSA Fall 2016 Office Hours

Monday: 8:30-4:30pm
Tuesday: 8:30-12:00pm
Wednesday: 8:30-4:30pm
Thursday: 8:30-4:30pm
Friday: 8:30-12:00pm & 1:00-4:30pm

Event Planning

Setting the date

Before setting a date for an event, please check the Calendars on the College homepage and the CS Faculty Calendar in Google calendars. Also check with the CS club to see if they have anything scheduled.

Administrative assistance

Contact Deborah Nickerson, Co-Curricular Program Coordinator (dnicker@wellesley.edu, x3114) for events planning. She will book rooms, order food (Deborah has the CS ProCard number) and handle setup and cleanup of food. Events that can be booked through Deborah include department colloquia, senior seminars, alumnae panels, faculty search talks, and social events. She will also order food for other meetings if given a two-week notice. Deborah's hours are 8:30am-4:30pm. If Deborah is unable to hire a student worker to help with setup or cleanup for events that begin or end after 4:30pm, faculty will be responsible for this.

The faculty member hosting the event is responsible for making the poster and advertising. Posters should not have more than 40 characters and should include the Wellesley logo http://www.wellesley.edu/creativeservices/logo, date, time, short description, contact name and disc: jwice at the bottom of the page. If faculty do not have time to do a poster, they can ask a Just In Time Student Assistant (JITSA) to create one by sending an email to: jitsa@wellesley.edu The JITSA will can also upload the poster to the plasma TVs in the Science Center. Announcements should be sent to the CS Students Google group. For events that may be of interest to the college community, posters should be sent to Faculty-Staff Announcements and Community Announcements Google groups. Other places announcements can be posted:

Honoraria

In order for a speaker to receive payment, faculty need to have them fill out and sign the New Vendor/Accounts Payable Questionnaire, available at http://www.wellesley.edu/controller/forms. Forms must have an original signature (electronic signatures are not accepted). Please give the completed form and budget number or name to be charged to Rita, who will submit a check request. It takes Accounts Payable 7-10 days to process a check, so please keep this in mind if you would like to give this check to the speaker on the day of their talk.

Classroom lectures

Faculty are allowed up to $500/year for invited classroom lecturers (2 lectures/year). Funds only cover honoraria and travel expenses and are paid directly to the speaker. Food for classroom lectures or meals with the lecturer are not covered by the CLCE. An Application for Classroom Lecture Funds, available at http://www.wellesley.edu/CLCE/lectureapplication, must be filled out and submitted to the CLCE in advance of the talk. The CLCE WILL NOT COVER classroom lecture expenses after the fact. If lecturer is to receive an honorarium, faculty need to have the speaker fill out and sign the New Vendor/Accounts Payable Questionnaire at (must have the speaker's original signature). The Application for Classroom Lecture Funds should be sent along with the honorarium paperwork to Corinne Frazer, CLCE Administrative Director, Physical Plant. For additional information, contact Corinne, cfrazer@wellesley.edu, x2200.

Meals

Catered meals for on-campus events/meetings

If you need to order food from a local restaurant for an on-campus event, meeting, etc., see Rita or Brian for the ProCard number (note: Wellesley Bakery does not take the ProCard). If you purchased food on the ProCard, please provide Rita with the following:

  1. Original itemized receipt that shows what was purchased.
  2. Original credit card receipt with tip and total clearly indicated.
  3. Write on the receipt:
    • approximately how many people ate the food (list names if it’s a small group)
    • purpose of the meal
    • budget to be charged

Food can also be ordered from these on-campus venues:

Off-campus meals

If you would like to take an invited speaker or search candidate to a local restaurant, please see Rita for the ProCard. Upon your return, please give her the following:

  1. Original itemized receipt that shows what was purchased.
  2. Original credit card receipt with tip and total clearly indicated.
  3. Circle alcohol on the receipt.
  4. Write on the receipt:
    • List names of the attendees on back of receipt
    • purpose of the meal
    • budget to be charged

On-campus dining

If you would like to take an invited speaker or search candidate to an on-campus dining facility such as the Leaky Beaker, Bae Pao Lu Chow (4th floor, Wang Center), Emporium (2nd floor, Wang Center), or Collins Cafe (across from Davis Museum), you can charge your meal to the department budget. See Rita for a charge slip. Tell the cashier before making your transaction that you will need a cash register receipt. Please give the receipt to Rita upon your return. Names should be listed on the back of receipt.

College Club

Call x2700 to make reservations for lunch at the College Club. Lunch buffet (Fresh Salad Bar, Sandwiches, Hot Entrees, Soup and Dessert) is served Tuesdays-Fridays, 11:30am-2pm (dinner is no longer offered at the Club except for special events). Meals can be charged to the budget number found on the CS Budget Numbers Google doc. For reservations and updates http://www.wellesleycollegeclub.com/restaurant/.

Scheduling rooms

Faculty are responsible for scheduling rooms for classes, thesis presentations, tutor meetings, review sessions, make-up classes, exams, and outdoor social events. The department seminar coordinator will book rooms for department seminars. Rita will book rooms for faculty search talks and indoor social events. All space on campus is available to the WC community including CS departmental spaces E101 and 160A (CS is given priority). All requests across campus for E101 and 160A are filtered through Rita. Below is a list of all department owned spaces in the Science Center and the academic administrative assistant to contact in advance if you would like to check availability. All rooms should be requested through 25Live, regardless if it is a departmental space. Student groups such as the CS Club are to schedule rooms through the Student Activities Office, not through our department.

Astronomy: Carol Gagosian, x3075
OBS 114, OBS 123

Biology, BioChem, Neuroscience: Karin Thomason, x3154 or Mary Helen McCollister, x3154
Bio: SCI 155, 267, 267A
Neuro: SCI 261A

Chemistry: Deborah Nickerson, x3114
SCI 215, 220, 230 (PC Lab), 273, SCI Penthouse

Computer Science and Geosciences: Rita Purcell, x3147
CS: SCI 160A, E101, Microfocus (see Google calendar)
GEOS: SCI 200, 200A (PC Lab)

Math and Physics: Melanie Chamberlin, x3148
Math: SCI 362
Physics: SCI 269

Psychogy: Karen Blake, x3022
SCI 450, 468, 558, 569

Creighton Room, Friends of Horticulture, Greenhouse: Gail Kahn, x3504

Classroom Preferences

SENTA, which is accessible through MyWellesley, is used to enter Fall/Spring classroom, auditing, and final exam preferences. Brian will enter classroom preferences for classes to be scheduled in departmental spaces (E101, 160A, 173, E125, 257, and Microfocus). All other classroom preferences should be entered by the instructor. All instructors are responsible for entering auditing and final exam preferences in SENTA each semester. Contact Cindi Voorhees at cvoorhee@wellesley.edu for all classroom assignment changes and questions.

Student Employment

Academic Payroll Period: August 28, 2016 — May 20, 2017

Tutors and graders

If you would like to hire a tutor and/or grader, contact Sohie Lee, department student tutor coordinator. She will give the information to Rita who will submit the hiring paperwork for all CS graders and course tutors who are paid by the department. Rita approves timesheets and deals with all payroll issues.

Student jobs are classified by levels depending on the responsibility, experience, and skills required. Pay rates beyond these ranges must be approved by the Student Employment Office prior to a student being hired for a job. A student who is new to a job will be paid at the starting rate for the range. Students who return the following academic year in the same position will get a $.25/hr increase in pay. Increases are given per academic year, not per semester. If possible, students with work-study awards should be given priority for jobs.

CS Student starting pay rates August 28 - December 31, 2016

$10/hr. - All CS tutors/graders

$11/hr. - System Administrators

$12-13/hr. - Research Students

CS Student pay rates as of January 1, 2017

$11/hr. - All CS tutors/graders

$12/hr. - System Administrators

$12.50-13/hr. - Research Students

Student assistant or researcher

If you would like to hire a student assistant or student researcher who will be paid from the CS budget or a faculty grant for which Rita has signing privileges, please send e-mail to Rita with the student's name and ID#, job title, hours/week, pay rate (see above), duration of job, and budget name or number to be charged. If the position is new, also send a job description and qualifications. If you hire a student who has not previously worked on campus, please let them know at the time of hiring, that they must have I-9 and student direct deposit forms filled out before they can be hired and paid. These forms can be filled out at hte Student Employment Office. For more information http://www.wellesley.edu/sites/default/files/assets/student_employment_work_documents_orientation_1516_1.pdf. For further questions about student employment, contact Laura Till, Student Financial Services, ltill@wellesley.edu, x2350.

Hours per week

While school is in session, a student's job should not exceed 15 hours per week, with most jobs at 8-10 hours/week. If additional hours are needed, consideration should be made to hire additional students. International students are not permitted to work more than a combined total of 20 hours/week while school is in session or they will be in violation of their visa restrictions. Full time work hours are permitted when classes are not in session.

More info

For further questions about student employment information, contact Laura Till, Student Financial Services, ltill@wellesley.edu, x2350.

Travel

For complete information on College policies and procedures related to travel, see the Wellesley College Travel Policy document at http://www.wellesley.edu/purchasing/travel.

Travel reimbursements

For travel reimbursements for institutional research, travel to conferences, and departmental field trips, fill out the Travel Expense Report available at http://www.wellesley.edu/controller/forms (forms are updated every fiscal year) no later than 60 days after the completed trip. Reimbursable expenses include transportation, hotels, conference registration (if not charged to the ProCard), meals, tolls, mileage (gas is not reimbursed unless using the College van), parking, and museum admission for student field trips. Confernece registrations and museum admissions are the only travel expenses that can be charged to the department ProCard. The College will not reimburse employees for any expenses of family members or friends of the traveler. Please attach boarding passes and original receipts If missing a receipt over $15, fill out a Lost Receipt Form available at http://www.wellesley.edu/controller/forms. For faculty awards (http://www.wellesley.edu/provost/facinfo/awards) or funds overseen by the Provost's Office, send travel expense report to Jessica Gaudreau in the Provost's Office. For travel charged to a gift or fund for which Rita has signing privileges, please give the travel expense report to Rita with the budget name or number to be charged.

Conference registration

Registration for conferences can be paid with the department ProCard. See Rita for the number. After the transaction has been completed, please print out the receipt, write the budget name or number to be charged, and give it to Rita.

Travel advance

A cash advance can be issued for travel where payments must be made prior to the actual travel (e.g. airline tickets and hotel reservations). To request a travel advance, submit a Travel Advance Form available at http://www.wellesley.edu/controller/forms, have it approved by the person who oversees the budget to be charged, and forward the form to Accounts Payable for processing. For faculty travel awards, send the form to Jessica Gaudreau, Provost's Office; CS budgetss, Rita. For requests over $200, an itemization of expenses must be included on the travel advance form. Allow 7-10 business days for processing. It is the employee's responsibility to complete the expense report within 60 days from the travel date. Any travel cash advance made without the completed expense report will be repaid to the College as a payroll deduction. No additional travel expenses may be made until the overdue expense report has been completed.

Faculty travel card

As a convenience to faculty who are frequent travelers, the College provides the Wells Fargo Cash Back Card. For more information about this option, see the Wellesley College Travel Policy document at http://www.wellesley.edu/purchasing/travel. If you have questions about this card, contact Tina Dolan, Director of Purchasing (cdolan@wellesley.edu, x3501).

NEW FY15-16 Car Rentals for personal travel

Wellesley College has updated contracts with their preferred car rentals from Enterprise and National that can be now be used for local, national, and personal travel. Information on the Wellesley accounts and how to book your car rental can be found in this secure Google Drive: https://drive.google.com/open?id=0B8_7xeuyQzjoaXpWaTVOWTNYS1k.

Student conference travel

Qualifications: Travel support is available only to currently enrolled students presenting academic work or research as first or second authors.

Type of awards:

Application: The form is available at http://www.wellesley.edu/sciencecenter/students/opportunities/conference must be submitted by the application deadlines listed below. This application can be used for the travel awards listed above. Faculty advisors should upload completed student applications as a single PDF to the Google Group sci-ctr-student-travel@wellesley.edu by the application deadline. Please include student/faculty last name in subject line. If you have questions, contact JoNan Bilodeau at jbilodea@wellesley.edu.

Application deadlines: Sept. 15, Jan. 15, and May 15 (or next business day if due date falls on a weekend or holiday). Note that these deadlines sometimes come up before a student knows whether they will be presenting their work at a particular conference. The application must be submitted in advance of the travel time, so if students are presenting at conferences like NEUCS and CCSCNE in the spring, they need to apply for travel funding by the Jan. 15 deadline.

Students are responsible for completing a travel expense report immediately after travel has been completed. They must submit original receipts for all travel expenses. All expense reports should be signed by the person who has signing privileges on the award(s) covering the expenses. Student Travel Awards managed by the Science Center Office should be signed by JoNan Bilodeau. If a portion of the a student's travel is also funded by a CS faculty award or department budget, the expense report should also be signed by Rita. For student travel supported entirely by the CS department, Rita will sign the expense report. Note that the CS department has limited funds to support student travel.

Field Trips

There are a number of vans on campus available for faculty who would like to take students on a field trip. The Geosciences van seats 14 people + driver and can be booked through Rita. if Rita is not available, contact Dan Brabander, Geosciences Chair. Please arrange pick up time of Geos van key with Rita in advance. The Biology bus seats 14 + driver and is booked through the Biology Administrative Assistants, Mary Helen McCollister (mmccolli@wellesley.edu) or Karin Thomason (kthomaso@wellesley.edu). Motor Pool has a number of mini-vans that can be booked through John Muhall jmulhall@wellesley.edu x3280. PLEASE NOTE: All 14 passenger van drivers who have not previously driven these vans must take a very brief driver's test around campus with Wayne Bouchard in Motor Pool before they can take them out. Please contact Wayne to set an appointment at least a week before you plan to take it out. Also new drivers, a week in advance of taking out any van (including mini-vans), must contact Jodi Williams, Risk and Compliance Manager x3696 to give her your license information. IMPORTANT: Due to safety concerns and liability to the college, under no circumstances are students are allowed to drive the 14 passenger vans. For additional information on using college vehicles or your personal vehicle for college business http://www.wellesley.edu/risk/facstaff.

ProCard

Rita has a department ProCard (VISA). If you would like to make a purchase, contact Rita for the number (see Brian if Rita is not available). The ProCard can be used for meals (see section on Meals) and online purchases including memberships and conference registrations (see travel policy). Purchases must be tax deductible except for meals (see http://www.wellesley.edu/purchasing/forms for a tax exempt certificate to send to a vendor). Rita is required to reconcile ProCard expenses monthly. Therefor, immediately after making your purchase, print out the receipt, write the budget name or number to be charged on the receipt, and then give the receipt to Rita. Receipts should show your name, vendor, items purchased, total amount of the purchase and proof of payment (see Meals for receipt information). If you are receiving materials, please give Rita the packing slip. For all returns, items should be credited back to the ProCard (please give Rita the credit slips). The billing address for the ProCard is Rita N. Purcell, Computer Science, Wellesley College, 106 Central Street, Wellesley, MA 02481; phone 781-283-3147. Information and policies regarding the Wellesley College ProCard program can be found at http://www.wellesley.edu/purchasing/procard. For questions about purchasing at Wellesley, contact Tina Dolan, Director of Purchasing, cdolan@wellesley.edu, x3501.

Faculty Rembursements

Receipts for reimbursement should be submitted to Rita with your name, reason for purchase, and the budget to be charged. Original itemized receipt that shows proof of payment is required for reimbursement. If itemized receipt is missing, you must fill out a Lost Receipt Form at http://www.wellesley.edu/controller/forms. If proof of payment is missing, you must submit one of the following depending on how you paid: credit card statement, front and back of a cancelled check, or for cash, the Lost Receipt Form. The College will reimburse up to $5/receipt for sales tax. Whenever possible when making purchases, please present the College's tax-exempt certificate found at http://www.wellesley.edu/purchasing/forms.

Bookstore Purchases

If you would like to make a department purchase at the bookstore, please see the CS Budget Numbers Google doc that was shared with faculty. The cashier will fill out a charge slip. Please give a copy of this charge slip to Rita. The bookstore gives employees a 10% discount on clothing and gifts (only) when you present your Wellesley ID.

Science Center Stockroom Purchases

The Science Center stockroom has batteries, CDs, jewel cases, etc. To enter the stockroom, you will need your Wellesley ID. Key entry is to the left of the door. There is usually someone working in the stockroom who can assist you. After picking up your items, please fill out a requisition form located on the desk. See the CS Budget Numbers Google doc for the budget number. Give the bottom copy of the requisition form to Rita and leave the remaining copies in the bin.

Moving Items on Campus

Large items: Fill out a service request at http://www.wellesley.edu/facilities/ with the following information:

Small items: Fill out a move slip for each box/item (get slips from Rita or Martha Robbins). Leave item(s) on the table near the door to the loading dock.

MAIL/FEDEX/UPS

Mail services delivers mail and packages to the loading dock of the Science Center once each day around 10:30 am. If you are expecting a large package, check with Martha Robbins, Science Center Buyer, ground floor, next to loading dock, x3138. Smaller packages will be delivered to the mailroom and a slip will be put in your mailbox. Campus and business related mail requiring postage go in the upper orange bin in the mailroom; stamped or metered mail in the lower bin.

FEDEX: Please call them to schedule a pick-up. They do not regularly stop at the Science Center. Pick-up from the Science Center loading dock must be before the doors lock at 4:30 pm. Small items can be drop off before 6 pm at the FEDEX box near the Founder's lot visitor parking. All packages must have a FEDEX shipping form attached to them. See Martha Robbins, Science Center Buyer, for forms.

UPS: Shipments go through the campus Distribution Center. To ship UPS, fill out a UPS form and a college move ticket (see Martha Robins), and attach to the package. Packages can be left on the table next to the loading dock. The college mail truck will bring your package to the Distribution Center.

NOTE: If you plan to ship a package via FEDEX or UPS and charge it to the department, I need a copy of the charge slip if possible.

Printer Problems

CS department color printer in 121A, HP3700n (psci1b). Contact Rita if toner or paper supplies are low. Please do not leave the printer jammed - try to clear it. If you are unsuccessful, contact Rita. If she is not available, call the Help Desk, x3333, and request that Wayne Randall check the printer.

E-corridor printer (near Ellen's office), HP4014n (psci1H). Contact Carol Gagosian, Science Center Office, cgagosia@wellesley.edu, x3075, if the printer needs toner or is not working properly. Paper for the printer is in room 121A.

Note: students are not allowed to use either the 121A or E-corridor faculty printers. Please refer them to one of the public printers either in the micro focus or Science Center library. The department does not provide paper to students.

Reporting Room Problems

To report problems with rooms in the Science Center, such as problems with pipe or roof leaks, heat or air conditioning, cleanliness or custodial issues (e.g. requests for vacuuming, dumping trash, or cleaning whiteboards), or broken locks, contact Carol Gagosian, Science Center Office (cgagosia@wellesley.edu, x3057). If Carol is not available, contact JoNan Bilodeau, Science Center Office Manager (jbilodea@wellesley.edu, x3000).

Science Center Keys

To order a key for a specific room in the Science Center, contact Carol Gagosian, Science Center Office (cgagosia@wellesley.edu, x3057). The department has a master key in case you lock yourself out of your office or need to get into a classroom. Please ask Ellen or Rita about signing it out. Master keys are not available through the Science Center Office.

College Stationary and Logo

Online college stationary and logo can be found at http://www.wellesley.edu/creativeservices. The CS department has a supply of 10 inch mailing envelopes in the top drawer of our supply cabinet.

Desk Copies of Textbooks

Faculty are responsible for ordering textbook desk copies. These can be done through the publisher's website, and desk copies are available at no charge.