IHC Research Focus Groups

Guidelines for Administrative Support: 2016-2017

 

Meeting and Event Organization

Events format

We recognize that each RFG has a distinct trajectory of development and preference for event formats, including public lectures, seminars, readings of new works in the field, and presentation of research by members. Central to the RFG program is a commitment to fostering dialogue and collaboration among UCSB faculty and graduate students around common research goals and trajectories. To this end, whatever the mixture of formats your RFG uses, it is expected that the group will meet at least two times per quarter and that at least half of your meetings will be devoted to research-related activities such as works in progress presentations and discussions of new works in the field.

 Room reservations

IHC meeting rooms may be reserved via the reservation link on the IHC website: www.ihc.ucsb.edu. The McCune Conference Room (6046 HSSB) seats 100 and is available for lectures and conferences. The IHC Research Seminar Room (6056 HSSB) is dedicated to RFGs and research activities directly sponsored by the IHC. We hope you will use this room routinely for RFG meetings. Policies for using these rooms are available on the website. Please note that the IHC staff is not able to move furniture or clean up after your event. It is the responsibility of the person who books the room to handle these matters.

Please note that Thursdays 2-7 PM in the McCune Room are reserved for IHC programming. RFG conveners who wish to use the McCune on a Thursday can place a request for the room, but those requests will not be finalized until 30 days before the start of the term. Exceptions will be granted by permission of the Director.

Audio/Visual equipment

The McCune Conference Room is equipped with a data projector and a podium with a built-in Mac Mini and a DVD player. The Research Seminar Room is equipped with a flat-screen monitor and media unit with a built-in Mac Mini and DVD player.  There is no charge for use of the IHC’s media equipment. However, the IHC staff does not provide technical support. If you want to test a laptop or other equipment, please do so in advance of your event. If you want to hire a technician to be on hand to provide technical support for an event, you can order this at least 48 hours in advance from Kerr Hall/Instructional Resources: 893-3549. Kerr Hall also offers free tech support over the phone. If you need emergency technical support during an event, Kerr Hall can send someone for a fee, and it may take 30 minutes for the tech to arrive.

Financial matters

Expenditure of Funds

Your RFG funds may be used towards the costs of bringing guest speakers to campus, graduate student assistance, or refreshments for your meetings. RFG funds are intended to support the core activities of your RFG, and hence are not intended to be used for co-sponsorship of departmentally-run programming initiatives. (The IHC’s Co-Sponsorship of Visiting Lectures Program is available for that purpose; visit http://www.ihc.ucsb.edu/co-sponsorship/ for details). You are welcome to use your RFG funds to cosponsor events that are central to the mission of your RFG.

 Accounting

The IHC Business Officer is the IHC source for all things financial.  The IHC normally handles the entire accounting of the expenses for the RFG, which means all receipts go to her for payment.  She keeps an accounting of all funds contributed from other campus departments for each RFG event, along with the IHC’s contribution, and processes invoices accordingly. RFG leaders are encouraged to submit a working budget to the Business Officer at the beginning of the academic year.

 Catering and entertainment reimbursements

The Program and Events Coordinator or Administrative Coordinator can advise you on catering options and university rules regarding food service. The actual catering arrangements are the event presenter’s responsibility, as is clean up after the event. The IHC has a kitchen which is available for use, with the assumption that the presenter assumes responsibility for clean up.

The campus catering policy states that on-campus providers (UCen Catering, Special Events Catering) have right of first refusal for any catering on campus that uses department funds. If on-campus providers are unable to cater the event, the group must select a caterer from the University’s list of approved caterers. Details on the catering policy are found here:

http://www.ehs.ucsb.edu/riskmanagement/catering

UCSB accounting makes a distinction between catering arrangements where an off-campus provider brings food to the campus, and situations in which food is purchased off-campus by faculty or staff and brought to campus; the latter is NOT considered catering, and is not covered by the campus catering policy discussed above.

If RFG conveners would like to be reimbursed for food they have purchased and brought to campus, or if they would like to be reimbursed for a meal in a restaurant, they should submit the following to the IHC Business Officer:

  • The IHC’s Entertainment Reimbursement Form, found here:

http://www.ihc.ucsb.edu/ihcresearch/rfgs/financial-forms/

  • original itemized receipts
  • a flyer or printout of a webpage describing the public event

RFG funds may not be used to purchase alcohol. Note that as a consequence of budget constraints, a maximum of 40% of your total RFG funds for the year may be used toward expenses for refreshments and meals. For an event that is internal to the RFG’s membership like a works in progress session or a reading of new work in the field, we ask that you spend no more than $40 on refreshments. If your RFG’s refreshment costs reach this maximum, further expenses will not be reimbursed.

Graduate Student Assistance

Some RFGs choose to hire a graduate student to help with the RFG’s administrative labor. If you would like to hire a student, please email the IHC Business Officer in advance so the appropriate hiring paperwork can be processed. Include in your email:

  • the student’s name and home department
  • whether or not the student is currently employed as a TA or RA, and the percentage of time the student is employed.
  • the nature of the work to be done (this can simply be “administrative work”)
  • the pay rate
  • the number of hours you plan to have the student work
  • the start and end dates of his or her employment

Honoraria

To process an honorarium check, the IHC Business Officer will need four weeks notice unless the RFG is willing to pay a rush fee to Accounting for expedited processing. Please complete an honorarium form and return to the IHC Business Officer:

http://www.ihc.ucsb.edu/wordpress/wp-content/uploads/2011/05/Honorarium-Request-Form2011.pdf

The Business Officer will need a copy of a letter of agreement between the RFG and the speaker; this can be an email. The letter should state the amount of the honorarium, the date of the event, and the form of compensation or reimbursement offered to the speaker (honorarium, travel, hotel etc.). Honoraria for foreign visitors are very time-consuming to process, so the IHC will only process honoraria over $1000 for foreign nationals. The best way to compensate foreign travelers is through travel reimbursements.

Hotel reimbursements

Some area hotels have discounted rates for UCSB; be sure to ask for any discounts when you reserve rooms for your guests. Some hotels have the ability to bill the IHC directly; if you would like to explore this option, please contact the IHC Business Officer. In order to receive reimbursement for a hotel expense, please submit an itemized hotel receipt (also known as a folio) to the IHC Business Officer.

 Travel reimbursements

RFGs should book their own travel and hotel accommodations for visitors.  The IHC can reimburse your visitors for their travel expenses. For domestic travel, the visitor will need to fill out a Domestic Travel Expense Worksheet, and foreign travel, the visitor will fill out a Foreign Travel Expense Worksheet which may be found here: http://www.ihc.ucsb.edu/ihcresearch/rfgs/financial-forms/

Visitors should fill in their personal data at the top of the worksheet. They do not need to complete the account number or vendor ID. They should be sure to complete the address section clearly as this address will be used for mailing their reimbursements, and sign the form in the space indicated.

Visitors must provide original, itemized receipts for each expense; this includes hotel bills, rental vehicle agreements, or gas receipts for a rental vehicle. For airplanes, trains or buses, they must provide proof of travel in the form of a boarding pass or ticket stub. Private car mileage may be reimbursed at the rate of 57.5 cents per mile. To claim mileage, visitors should be sure to include number of miles driven round trip and their license plate numbers. Visitors must check the box marked “Check here to confirm your liability insurance” to indicate that they have liability insurance; otherwise payment will be delayed. If visitors receive reimbursement for mileage, they cannot request reimbursement for gas as well.

If the traveler is a nonresident alien who is not a UC employee, please submit a copy of the visitor’s visa or passport, and a “Declaration of Immigration Status” form, which may be found here:

http://www.bfs.ucsb.edu/forms

For questions regarding travel reimbursements, please see the IHC Business Officer.

Publicity

Some RFG meetings may be for members only, in which case a simple email notification can be used to announce the event. When RFG events are open to the public, the RFGs can use the IHC’s publicity process. Once the basic details of an event are finalized, please submit a publicity request form through the IHC’s website: http://www.ihc.ucsb.edu/publicity-request-form/ and send a high-resolution image to the IHC Senior Artist. If you are unable to find a high-resolution image, you may also send a description of the type of image you would like to use in the “comments” section of the publicity request form. The submission of this material triggers the following:

 

  • IHC monthly print calendar: the print calendar is distributed to campus departments and to a mailing list of 2000 members. For inclusion in the print calendar, submit your publicity request no later than 10th of the previous month. Note that even if you cannot submit your information in time for the calendar, you should still fill out the publicity request form to take advantage of the IHC’s other publicity mechanisms.

 

  • IHC website: your event will be posted to the current events listing on the IHC’s website.

 

  • Weekly events email digest: your event will appear in the IHC’s weekly events email digest, which is distributed to campus distribution lists and to the IHC email list.

 

  • Design and production of hard copy and electronic flyers (upon request): If you check the appropriate box on the website, the IHC will produce a flyer for your event.       Flyers must be requested at least three weeks prior to your event. You may submit your own image for your flyer or ask the Senior Artist to choose one for you. Images should be high resolution, at least 300 dpi. The Senior Artist will provide a PDF proof for your approval before the flyer is printed.

 

Flyers are automatically distributed to campus departments via Mail Services. The IHC’s student assistants post flyers on official campus kiosks, and will display them in the IHC publicity rack. The IHC can provide hard copies of flyers for your own distribution. The Senior Artist will provide you with an electronic copy of your flyer for email distribution.

 

  • Online calendars and local press: each month, the IHC submits its events calendar to local media and to local and campus online calendars.

 

Corrections to events: please send any corrections or changes to your events to the Program and Events Coordinator. Although the print calendar cannot be altered once it is distributed, the IHC can circulate corrections via our website and email digest.

Membership list management: conveners of RFGs manage their own membership lists. Some RFGs choose to use an Excel file to maintain a list of members and email addresses. Others create distribution lists by using “mailman,” a listserve option offered through LSIT. To sign up for the service, go to http://www.lsit.ucsb.edu/forms?group=mailman. Once mailman is established, RFG members can easily subscribe, unsubscribe and update addresses. Faculty conveners can be designated as list managers. If you have questions about using a mailman list, please contact the Program and Events Coordinator.

RFG Development

The IHC is committed to fostering and nurturing the Research Focus Groups, for it is in the intellectual exchange among colleagues that the Center’s mission is fulfilled. The Director and Associate Director are interested in working with conveners as they conceptualize research trajectories, themes, conferences, and publications. Feedback and suggestions on the IHC’s administrative support of the Research Focus Groups is also welcome.

Interdisciplinary Classes

The Interdisciplinary Humanities Center is interested in connecting our work more directly with graduate and undergraduate teaching. We invite you to consider using these course rubrics, as they can be very helpful in terms of drawing a more interdisciplinary student body to your classes, or connecting the work of your RFG or Research Sub-unit to the teaching mission of the campus.

There are a number of ways to use these classes. For instance:

RFGs may offer 1-2 units of credit through INT594 for graduate students who regularly participate in RFG activities. This can be very helpful on graduate student transcripts in terms of showing their sustained interest in a particular area.

 

  • If you are offering a grad or undergrad seminar in your home department, you might consider offering the course concurrently with INT185 (undergraduate seminar) or INT201 (graduate seminar). This means that students can enroll either through your department or through Interdisciplinary Studies for the same class. This concurrent listing helps highlight the interdisciplinary scope of your teaching, and helps attract students who might not otherwise enroll in your course. We will list these courses on the IHC website, and thereby help you advertise.

 

  • Certain INT classes can be taught as independent courses, either at the undergrad or graduate level; that is, the course would not be cross-listed with your home department. However, this requires that your home department release you to teach the class; the IHC does not have course buyout funds. However, we will be able to see that all student enrollment credits revert back to your home department, so your department will not lose these credits. If you are interested in learning more about this teaching option, please contact the Associate Director. The IHC’s seminar room is available to you for seminars taught through Interdisciplinary Studies.

 

Each RFG has its own page on the IHC website; RFG websites are located here: http://www.ihc.ucsb.edu/ihcresearch/rfgs. The Program and Events Coordinator can assist you with simple updates to your RFG’s page, or you can maintain the page yourself using the directions at the end of this document. On your webpage, a wide variety of information can be listed, including descriptive copy on the RFG, contact information and a list of members, electronic flyers, PDF copies of articles for distribution, and archive information about the RFG’s activities.

Guidelines for RFG website updates:

If you would like to update your own page on the IHC’s website, please go to: www.ihc.ucsb.edu/wordpress/wp-admin

Logon with your RFG username and password – if you have misplaced your RFG’s username and password, please email the Program & Events Coordinator.

RFG guidelines screen shot

This page will let you visually edit the content on your RFG page. WordPress makes it easy to format the text, add links, and manage images. The area highlighted in pink is the only area that you would update. All other fields like category, title and tags have been added for you and will not need to be changed.

Update and enter text as you desire. You can use the tools at the top of the page to upload PDFs, images, sound files and other media into your page. After you make any update be sure to hit the blue UPDATE button to save your changes. You can also hit the “View Post” button at the top of the page to see how your changes look on the web

For more information on the functions available to you, visit:

And for more information about adding images and other media, visit:

 

If you would prefer that the IHC make updates to your website, we’re happy to help you.  Please email the Program and Events Coordinator for assistance.

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