Department Policy and Procedure

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Departmental Policy Documents:

English Department Pattern of Administration [pdf]

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Policies and Procedures for All of Us

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The English Department listservs are  

The department listservs are designed to support the research, teaching, and working functions and intellectual engagement of members of the department. The five listservs combined reach a broad and diverse audience of nearly 400 readers. The following recommended practices aim to help us use the listservs efficiently and respectfully as a shared online space.  

  1. Determine whether the listserv is the most appropriate medium for posing your question, concern, comment, or announcement. Could you write a direct email or stop by someone’s office to convey the information? If the information is only tangentially related to the department or unrelated to it, could you instead post your message through a non-business service, such as Facebook, Instagram, or Twitter?  
  2. Include a descriptive subject line for your message.  
  3. For announcements that would benefit the entire department, include all five listservs (listed above). Narrow the audience of your message to fewer listservs when appropriate.  
  4.  If your message is intended for a specific recipient, email that recipient directly—even if the conversation began as a message to the entire listserv.  
  5. Please do not forward personal emails from another party without the sender’s permission.  
  6. The university allows employees to use its computing resources for minimal personal use that does not interfere with work. But users should “refrain from using those resources for personal commercial purposes or for personal financial or other gain.” For more information, see the university’s Responsible Use of University Computing and Network Resources Policy.  
  7. Consider that what you assert as a practice of free speech, humor, or opinion actually may create an unwelcoming or hostile environment for some recipients of your message. Do not assume that everyone shares your perspective. 
  8. The listserv will remain free of hate speech, including generalizations, mischaracterizations, and attacks on individuals or groups based on race, class, gender, gender expression, sexual orientation, ethnicity, national origin, language(s), ability, religious belief, or veteran status.  
  9. Personal attacks are unacceptable on the listserv and sustained disagreements should be addressed discreetly.  
  10. The listserv and email communication through or to university accounts may not contain libel, infringe on copyright laws or invade employee or student privacy [pdf]. For more information, see Virtual Legality: An Overview of Your Rights and Responsibilities in Cyberspace.  
  11. Remember that because The Ohio State University is a public institution, email and listserv communications can be matters of public record. 

 

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Each faculty member, staff member and graduate student has a profile page (People page) in the English Department Directory

If you need to create a profile for the first time:

  • Fill out a People page submission form
  • If you would like to have a profile photo on your People page, upload your photo separately to OpicThat image will automatically populate on your People page.

If you need to update your profile:

  • Email english.communications@osu.edu with any changes you'd like.
  • If you want to change your profile photo, please do so at Opic.
  • If your role in the department changes (e.g., you were a GTA and are now Associated Faculty), please check your profile page for errors and outdated information, and send updates to english.communications@osu.edu.

If you were a student staff member or graduate student, and have graduated:

  • Your People page will be taken down no more than a semester after you graduate.
  • You will receive an email reminding you that your People page will be taken down, and will receive information on other venues to create a professional profile.
  • For additional information on creating professional profile pages, see Professional Development Resources.
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NOTE: Due to the COVID 19 pandemic, copying and printing services are not currently available through the English department in Denney Hall.

Copy Allowances

All faculty, staff and graduate students are given access to email, phones, computers and copiers upon arrival at Ohio State. For your convenience, the department has multifunction devices (scan/print/copy/fax) located in Denney Hall rooms 421 and 572. For conservation purposes, all instructors are encouraged to utilize, as much as possible, Carmen for teaching and BuckeyeBox for research. To support teaching, research and service, the department has provided the following annual copy allocations:

Tenure-Track Faculty: 4,000

Associated Faculty: 750 per class assigned

Graduate Students: 2,500

Program Directors and Professional Staff receive an annual allocation sufficient to meet their administrative responsibilities. All copy allowances will be reset each year on July 1. Anyone exceeding the annual allowance will need to request more by emailing the Administrative Manager, Wayne Lovely (.9) a brief rationale (150 words or less) detailing the necessity and specific research, teaching, or business purpose for the additional request.  If copy usage greatly exceeds the maximum allocation, the cost may be discounted from the individual’s travel/research allowance either in the current year or the following year.

Follow Me Printing and Copier Support

We now have access to Follow Me Printing, a service that allows you to send documents to the cloud and be released for printing at your convenience. Follow instructions for Xerox Printers to use the printer in 421 Denney Hall. You will need your BuckID to print and copy.

For students:

Instructions for students to download and use Follow Me Printing [pdf]

For faculty and staff:

UniPrint Faculty and Staff instructions for using Follow Me Printing

For assistance with the department copiers, please contact the front desk staff in 421 Denney Hall in person, by phone (614-292-6065) or by email

 

Copy Requests

Copy requests may be submitted using the copy request log at the front desk of 421 Denney Hall. Copy requests will be fulfilled within 48 hours. With the goal of adhering to copyright/fair use best practices coupled with managing the workload of the front desk staff, copy limits have been set to a limit of 20% of a publication. 

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Service and Committees

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Associated Faculty are in no way obligated to perform departmental service, but in recent years, many Associated Faculty have been eager to serve on committees, both to accumulate more diverse professional experience and to become better integrated into the English Department community.  

  • Associated Faculty will elect, from a list of volunteers, AF representatives to the Executive Committee (2 reps) and the Undergraduate Studies Committee (2 reps), as well as at-large English Department Council reps (2 reps). These reps are voting members of these committees and should be prepared to engage fully in committee work. Although all Associated Faculty have voting rights in the EDC, the department has retained the two official at-large reps for volunteers who want to commit to attending the meetings and keeping other associated faculty apprised of departmental business.  

  • Associated Faculty will elect, from a list of volunteers, one AF liaison to the Lectures and Events Committee and one AF liaison to the Diversity and Inclusion Committee. These liaisons are voting members but do not have to commit to service beyond attending meetings, unless they want to. 

  • All Associated Faculty, not only the elected representatives, have the right to vote as part of the EDC; for details, consult the updated Pattern of Administration (POA) document [pdf]. Associated Faculty are therefore eligible to vote at EDC meetings, but faculty at these ranks will not be penalized in any way for not attending or voting at EDC meetings. Involvement is deeply valued but entirely voluntary. 

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Instructional Policies and Procedures

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Student Evaluations of Instruction: online and discursive formats 

Near the end of the semester, your students will submit two types of evaluation of your teaching. Both forms of feedback will become part of your dossier. 

  1. There is an online, numeric Student Evaluation of Instruction (SEI) form that students can access on their own during the last couple of weeks of the term, but it is to your advantage to remind your students frequently to fill them out or to give them class time to complete the SEI on their laptops, tablets, or phones. If you give students class time to fill out the SEI, please leave the room while they do so. Students now fill out the SEI through Carmen, and you are now able to track real-time response rates so you can continue to encourage students to complete them when needed (or stop bugging them when they do!). You will receive emails each semester regarding SEIs for courses you are teaching. 
  2. All instructors of English Department classes are required to administer discursive evaluations during class time.  Sample discursive evaluations are included in the PDF linked below. If you are designing your own discursive evaluation form for a course that does not use a standard form (1110, 2367 have standard forms), please develop questions for your customized form that will truly elicit useful information about the strengths and weaknesses of the course design and your instruction. 

Prior to the period at the end of the semester in which the students will fill out the discursive evaluations, you will receive in your mailbox in Denney 421 a campus mail envelope for each of your classes, clearly marked with the address of the person who will keep your discursives until after you’ve submitted final grades.  When you administer the evaluation forms in class, please leave the classroom and give one student this pre-addressed envelope.  The student should put the completed discursives in the envelope and take it immediately to the front desk assistant in Denney 421 if possible, or to a Campus Mail box if your classroom is far from Denney Hall.

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Annual Review Policies

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In 2011 the English Department instituted some new policies that have already improved our ability to support the (qualitatively and quantitatively) tremendous workload carried by our Associated Faculty in the classroom, specifically by way of teaching observations and annual reviews. 

FAQs about Teaching Observations and Annual Reviews:

When should you arrange for a teaching observation? 

  • Please arrange for a teaching observation in every course that you are teaching for the first time in the department of English at OSU.    

  • If you are only teaching courses in which you have been observed before, please arrange for one teaching observation every three years, in a course of your choice. For example, if you are observed in 2017, you are next required to be observed in 2020.  

  • When you feel like you could use feedback or additional documentation for your professional portfolio. Even when you’re not required to have an official observation, it can be arranged for a faculty member to visit your class.  

Who should perform your teaching observation? 

Faculty in associated fields are already expecting to be approached about scheduling observations, so please don’t hesitate to contact them directly.  Alternatively, if you are planning to go on the job market, consider asking a faculty member who is familiar with your research, so that person can address both your teaching and research in the same letter.  If you are uncertain about whom to ask, or if you would like someone else to make the initial contact with a potential observer, e-mail one of the on-duty Associated Faculty co-coordinators for assistance. 

What does a teaching observation consist of? 

Once arrangements have been made, you send your observer a copy of the syllabus and make accessible any reading materials or worksheets that you think it would be useful to have during class.  The observer will write up a short description and evaluation of your instruction on that day, perhaps along with comments about your syllabus or other materials you shared.  The observer should share a draft of this write-up with you, and ask you to correct any factual errors (such as the date of the observation or the number of students enrolled in the class), before submitting it electronically to the Co-Coordinators of Associated Faculty and to Megan Lemming (.5). 

When you approach a potential observer to request an observation, you are encouraged to remind them that an observation write-up for an Associated Faculty member does not have to be as elaborately detailed as an observation that will be used for Promotion and Tenure purposes.  The write-up does not need to include a step-by-step account of everything that goes on in the classroom; it should be about 1-2 pages and include a summary of strengths and weaknesses, including unusually excellent teaching that should be taken into account when Honors classes are being assigned and award nominations are being made, as well as difficulties that might be remedied by utilizing the services of the Michael V. Drake Institute for Teaching and Learning or other means of support. 

What is an annual review? 

Like all faculty, you will be asked to submit a dossier to the department once a year. These materials will be due around February 1 to an account that will be set up on Box. The dossier will consist of the previous calendar year’s records of your teaching and your students’ evaluations along with a CV, any observation letters that have been generated, and a brief summary of one set of discursive evaluations. The Co-Coordinators of the Associated Faculty will then summarize the information in an annual review letter. 

You are only required to have an in-person annual review meeting every third year. However, if you find an in-person meeting valuable, you can request to schedule one with a Co-coordinator to discuss the contents of the dossier. You also may request that the Chair of the English Department be present at that meeting as well.  

A letter based on this meeting will be generated for your file.  The letter will be used within the department when hiring and renewal decisions are made and may be consulted by the scheduler as well. 

Annual review letters as well as other personnel materials, such as letters of commendation, will be kept in a departmental personnel file. You may access this file at any time by making a request of the Chair and Chair’s assistant (Megan Lemming (.5)). 

When does the dossier need to be assembled? 

At the beginning of spring semester, you will receive an e-mail containing detailed instructions about how to assemble your dossier, how to schedule your review meeting (if needed that year), and the information for submitting materials to Box by February 1. Review meetings can take place any time after February 1 through the end of April. If you have not received your discursive evaluations from the previous semester at the beginning of the following one, please let the co-coordinators know so that they can help track them down. 

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[pdf] - Some links on this page are to Adobe .pdf files requiring the use of Adobe Reader. If you need these files in a more accessible format, please contact english.admin@osu.edu.