Drake University Faculty Manual

Section I: ORGANIZATION & ADMINISTRATION OF THE UNIVERSITY
Section II: FACULTY RESPONSIBILITIES AND RELATIONSHIPS
Section III: AIDS TO TEACHING AND RESEARCH
Section IV: APPOINTMENT, COMPENSATION, LEAVES, AND TERMINATION OF SERVICE
Section V: UNIVERSITY POLICY STATEMENTS

Section II: FACULTY RESPONSIBILITIES AND RELATIONSHIPS

Table of Contents

2.1 Teaching and Classroom Related Responsibilities and Relationships

2.11 Classroom Responsibility

2.111 General Statement of Responsibility
Faculty members are free to conduct their classes in their own manner, commensurate with the highest standards of the teaching profession. Every effort should, of course, be made to keep uppermost the objectives of the course and the general objectives of the University. 

The faculty member should seek to provide an exceptional learning environment that promotes the Drake University Mission of preparing students for meaningful personal lives, professional accomplishments, and responsible global citizenship and that is distinguished by collaborative learning, and by the integration of the liberal arts and sciences with professional preparation.

Both faculty members and students must adhere to all University policies stated in this and other official policy documents relating to admission to class, dropping or removal from class, grading, and other standards. Faculty members have the obligation to become familiar with University policy on class enrollment and all other responsibilities as presented in this manual or as otherwise communicated.

Faculty members should be familiar with and obey all University regulations and city ordinances for emergency procedures related to fire, natural disasters, medical problems, or disruptions, and should request students to do the same.

2.112 Class Lists
After the Early Registration period, class lists will be available to faculty on the Drake University Student Information System (MYDUSIS). As of the first day of classes, the official class roll can be changed only with a drop/add form.

Students who are not enrolled officially or who have been dropped are not permitted to attend class.

2.113 Recording and Reporting of Student Absences
Each faculty member is expected to monitor student attendance and class performance. Students are expected to attend all class sessions and to be punctual. Drake University expects students to complete all assignments including for class sessions they miss.

Each faculty member sets specific requirements in reference to attendance. Those requirements should be clearly written and fully explained to each class at the beginning of the term. Any absences the faculty member deems excessive should be discussed with the student. Absences that may result in failure to successfully complete the course should be reported promptly to the Dean’s Office of the student. The dean’s office will then make necessary inquiries and take appropriate action.

Faculty members are urged to provide an opportunity for students to make up work missed as result of legitimate absences such as family emergency, student illness, religious observances or university sponsored functions, where making up the work is consistent with the academic objectives of the course. Each faculty member who wishes to verify an absence may do so by requesting a verification of the legitimacy of the absence from the student.

Approved Faculty Senate November, 1999

2.12 Standards of Instruction

2.121 Length of Teaching Period
The academic year normally consists of two semesters of sixteen weeks each.  The last week of each semester is devoted to final examinations.  Classes normally meet for 50 minutes per credit hour per week. Classes are to be slotted according to the time on the Standard Schedule of Classes: http://www.drake.edu/academics/policies/pdf/standclasssched.pdf

For information concerning Summer Session, see Section 2.2.

2.122 Teaching Load
The University does not have a single, university-wide standard for teaching loads. Variations reflect differing commitments to research, administrative responsibilities, advising responsibilities, tenure and experience, types of teaching assignments, disciplinary traditions, accrediting standards, and historical circumstances. Faculty should consult with the Office of their Dean for specific information about teaching load.

2.123 Absences of Faculty Members
Each faculty member has assumed an obligation to be present for all class periods and for the full meeting each time. Classes should begin and end at the appointed times. If more than 10 minutes late, the instructor may not penalize the students for disbanding.

A faculty member unable to meet class for any reason, such as illness or emergency, should advise the Dean and department chair immediately. If possible, arrangements should be made for a qualified substitute to conduct the class.

Whether the faculty member supplies the substitute or not, information should be made available about the course content and assignments necessary to permit meaningful class sessions during the instructor's absence. If necessary the chair or Dean will attempt to find a substitute; if this is not done the Dean's office will have the responsibility for posting notification of class cancellation in the room where the class convenes.

2.13 Performance Evaluation and Grading
Each faculty member has responsibility for preparing, administering, and grading experiences that allow evaluation of the academic performance of the students. In order to accomplish this, a faculty member should assign papers, quizzes, tests, projects and other learning experiences as appropriate for the course. These evaluation processes should be designed to provide timely developmental feedback to the students and enrich the student's educational experience, as well as to help the faculty member determine a final grade.

2.131 Final Examinations
Student Records and Academic Information publishes a final examination schedule for the last week of the semester.  A two-hour exam period is designated for each class, and all classes are expected to meet at the designated time and place for a final session. If a final exam is given in a class, it must be given during the designated final exam period. Deviations from the final examination schedule require authorization of the Dean.

The last class day prior to the beginning of the final examination period is designated as a "Day Free for Study," commonly called "Dead Day." During this time, no committee meetings may be held, and classes do not normally meet. Individual colleges and faculty members may schedule voluntary review sessions for their classes, with the provision that attendance by students is voluntary and no new materials can be presented which will be included in the final examination. Laboratory reports and term papers previously assigned may be assigned due dates during the Day Free for Study. No examinations or quizzes may be given during the Day Free for Study. [The Faculty Senate submitted this policy to the University Curriculum Committee for review, Spring 2005.]

2.132 System of Grading
The following system of grading applies to undergraduates. The grading system for the Law School is found in their catalog: http://www.law.drake.edu/

A. Letter grades are awarded at the completion of the course. "Plus" and "Minus" grades are not recorded except for the Law School. The letter grade carries a meaning and a point evaluation that, along with the number of credit hours involved, determines a student's academic grade point average.

In this point system:

A (Excellent)= 4 Points CR (Credit) (Pass)
B (Good)= 3 Points NC (No Credit) (No Pass)
C (Fair)= 2 Points W (Withdrawal)
D (Poor)= 1 Point AU (Audit) - no academic credit desired
F  (Failure)= 0 Points I (Incomplete)
IP (In Progress)

B. Calculation of Acdemic Grade Point Average: The academic average is determined by dividing the number of quality points by the number of credit hours taken for which quality points are assigned, resulting in a cumulative average after the first semester. A grade of "F" is computed in the GPA but no credit toward graduation is earned.

Transfer credits are included in the total number of hours completed toward a degree, but do not enter into the grade average; only the work completed and the letter grades earned at Drake are counted in the academic average.

C. Repeating Courses: An undergraduate student may repeat a course without additional credit. Individual colleges/schools may place limits on the repeat attempts per course. The highest course grade, credits and quality points will be used in the computation of the grade point average. The lower grade for the course and the course information will remain on the official record but will be marked to indicate that it is not included in the cumulative grade point computation. The mark of "XX" appears as the replacement mark.

D. Incomplete and IP Designations: The mark “I” (Incomplete) indicates a student has not submitted all evidence required for a final grade. The student must make satisfactory arrangements with the instructor to complete the work by the end of the next semester of enrollment (excluding enrollment in summer terms). The instructor writes out the conditions that must be met to remove the incomplete. As a component of these conditions, the instructor may demand an accelerated deadline (e.g., the midterm of the following semester) or may provide an extended deadline if special circumstances warrant (e.g., a semester abroad, student teaching, etc.). The instructor will indicate the final grade for the course in the event the work is not completed. The statement is filed with the dean of the student's college or school. A copy is also given to the student. Marks of incomplete are changed to a final grade either by the instructor (upon completion of the work) or by the Office of Student Records (if the work is not completed after one semester has passed). Marks of Incomplete are not computed in the grade point average.

The mark of  “IP” (In Progress) may be given in certain courses where special conditions make the grade of Incomplete unrepresentative of the status of the students at the close of the semester. The grade of "IP" is appropriate only when the coursework could not be finished during the semester for the entire class (e.g., internships, practicums, or courses that do not fit the standard academic calendar; fieldwork or research presentations that may take place after a semester has ended; theses or dissertations; or other special situations where coursework extends beyond one semester). A grade of "IP" must be changed to a final grade by the instructor by the end of the next semester. The instructor must indicate to the appropriate dean's office in what courses students will be assigned an “IP.”

A student may not graduate/earn a degree from Drake University with an "I" (Incomplete) or an "IP" (In Progress) notation on his/her transcript. 

Passed by Faculty Senate, February 2005; Implemented Spring 2005.

2.133 Credit-No Credit Grading Program
Drake University provides an opportunity for students who have achieved sophomore standing and who meet other requirements to take courses on a credit-no credit basis.  See the Undergraduate General Catalog at here, the section on “Academic Regulations,” for full a full description of the Program.

2.134 Mid-Term and Low Grades
Grade reports are to be submitted for all First-Year students at the midpoint of the fall and spring semesters. The specific date and instructions for submitting mid-term grades will be determined and publicized by the Office of Student Records and Academic Information well in advance of the due date. Low-grade notices should be submitted electronically at mid-term for students at all academic levels. Students will be able to access mid-term and low grades electronically through MYDUSIS.

2.135 Final Grade Reports
Final grades are to be submitted on-line via the Drake University Shared Information System (MYDUSIS).  Final grades for the fall term are due 10 calendar days after the last day of the final examination period OR, if that falls during holiday break, at 10:00 am on the first day offices open after break.  Final grades for the spring term are due at 10:00 a.m. on the fifth calendar day following the last day of the final examination period. Course grades for the first and second terms of the summer session are due at 10:00 a.m. on the fourth calendar day following the last day of the term. Timely reporting of grades is essential because important decisions with respect to the status of an individual student are dependent on full and timely information about academic progress. [The Law School is an exception to these policies. See Law School Faculty Manual, section 8.53.]

2.136 Responsibility for Grades
Pursuant to the Academic Charter, Section IV .A, "Faculty members are free to conduct their classes in their own manner, commensurate with the highest standards of the teaching profession. Every effort should, of course, be made to keep uppermost the objective of the course and the general objectives of the University." In light of this, the sole responsibility for the assignment of grades rests with the instructor of the course. Any challenge to a grade assigned by an instructor is handled through the established appeal procedures of the instructor's college or school.

2.137 Changes in Grades
Faculty should request to change a grade only when an omission or error is involved or when an "I" or "IP" is changed.

2.138 President's and Dean's Lists
Undergraduate students shall be recognized for academic achievement by publication of a President's List and a Dean's List. For specific requirements, contact the Dean, Office of Student Records, or see the General Catalog on the web at: http://www.drake.edu/studentrecords/catalogs/0607undergrad/ page 3 of the section on “Academic Regulations.”

2.139 Probation Policy
The University expects students to maintain a grade point average of 2.0. A student with less than a 2.0 cumulative overall or cumulative major department grade point average is placed on probation. A student who fails to meet minimal academic requirements as specified under “Academic Probation and Suspension” in the undergraduate catalog may be suspended from the University.  Suspension decisions are made by the associate/assistant deans of each college/school. For specific conditions see the current General Catalog on the web at: http://www.drake.edu/studentrecords/catalogs/0607undergrad/ page 3 of the section on “Academic Regulations.”

2.14 Credit by Examination
Drake University participates in the College-Level Examination Program (CLEP), Advanced Placement (AP) credit, and the International Baccalaureate Program (IB). Undergraduate credit toward graduation may be earned through these CLEP, AP and IB subject examinations. For specific conditions see the current General Catalog: http://www.drake.edu/studentrecords/catalogs/0607undergrad/ page 9 of the section on “AP, IB and CLEP Credit.”

2.15 Faculty Office Hours
Each faculty member shall establish and maintain regular office hours to facilitate contact by students and staff.  At the start of each semester, office hours should be posted and should be reported to College and departmental personnel.

The number of hours and the days and times for office hours will vary, depending on the nature of the individual's assignment and the requirements of the college or department. However, these hours should be spaced, in terms of days and working hours, in such manner as to make the faculty member as accessible as possible.

2.16 Textbook Orders

2.161 Ordering Responsibility and Procedure
Faculty members are responsible for ordering books used in their courses. Orders can be placed through the University Bookstore at the corner of Forest Avenue and 30th Street. Orders may be placed on-line at: http://www.universitybook.com

Faculty members who wish to create their own course materials should refer to section 5.21 for policies regarding sale and copyright of these materials.

2.162 Desk Copies of Textbooks
Unless the college or department has other arrangements, the individual faculty member is responsible for obtaining desk copies of textbooks used each term by contacting the publishing houses and requesting copies. Often these will have been obtained as examination copies in advance of their selection as textbooks. The bookstore placing the order is not responsible for obtaining desk copies.

2.163 Sale of Examination Copies
The sale of examination copies of textbooks is unethical and has undesirable long-run effects on professors and students alike. The Faculty Senate urges that the University Administration discourage book companies and other purchasers from mail or on-campus soliciting of faculty members to sell examination copies of textbooks.

2.17 Advising

2.171 Academic Advising
Most faculty members serve as academic advisors to students.  Each college or school has a procedure for assigning advisees.  While, ideally a faculty member serves as advisor to a student throughout the student's undergraduate career, students will change advisors if they change majors, or if they develop an academic connection with another faculty member.  The number of advisees will vary with the college and department. Advisors are responsible for mentoring students in relation to selection of career goals and appropriate academic programs to achieve those goals.  Advisors also are responsible for providing advice related to selection of courses, adjustment of schedules and other curricular advising.

2.172 Organizational Advising
At Drake University, student organizational activity program is an important part of the educational process.

All organizations have faculty or staff advisors. These advisors serve as the University's liaison with the student organizations.

A faculty advisor's responsibilities are to guide the program and procedure of an organization in accordance with Code of Student Conduct; to assist the group in maintaining and achieving its aims as a contributing force to the total educational program of the University; and to offer clarification and interpretation of University policies and regulations.

2.18 Faculty Participation in Registration and Enrollment

2.181 Registration
University registrations are scheduled, organized and administered by the Student Records and Academic Information office.  Student Records and Academic Information each semester specifies a period during which students may register for the next academic term. Faculty members are expected to assist students in selection of courses appropriate for their program of study and their educational and career goals.  This advising may be of a general nature or may be within a specific major course of study.

During registration a student may register to take classes for credit or to audit classes. The tuition fee applies to courses audited in the same manner in which it applies to graded courses, and audited classes are counted as part of the total work load which students are permitted to carry.

2.182 Early Registration
Early registration for all students except first-semester students is conducted prior to the termination of the previous semester. During the period specified by Student Records for early registration, students schedule advising conferences with their advisor. Student schedule questions should be addressed at this time. Students are responsible for entering their schedules on-line using MyDUSIS.

2.183 Changes in Academic Program
In any adjustment of schedule, a student should fill out a drop/add form. This is done to add or drop a course or courses or to change the type of grading in the course (A-F, Cr/NC, Au).

University regulations state that a student has the first five days of the semester to add a class and the first ten days of the semester to drop a class without a "W" appearing on the transcript. The procedure is to procure the form from the Dean's Office, a departmental office, or the Office of Student Records; to enter the course or courses to be added and to give additional information; to confer with the advisor concerning the addition and to get the advisor's and instructor's signatures needed for entry into the class; and to deliver the form to the Dean's Office. If adjustment in tuition costs is needed, it will be made by the Student Accounts Office.

A course may be dropped after the tenth day, until the midpoint of the semester, with assignment of a grade of "W".  To drop a course after the midpoint of the semester a student must obtain approval of the instructor and/or dean's office and demonstrate extenuating circumstances that warrant the drop. [Approved by the Faculty Senate, April 18, 2001]

2.184 Maintenance of Records
Student Records and Academic Information maintains student academic records, including a permanent record of the academic work completed at Drake University and academic work completed at other institutions.  The Office retains instructor grade reports for referral in case of questions arising regarding grades.

Access to personal student records is regulated by the University's policy on the confidentiality of records, which includes adherence to federal legislation (FERPA). See Faculty Manual Section 5.19 for information about FERPA.

2.19 Off-Campus Classes
Each semester some classes, staffed by full-time Drake faculty members, designated clinical professors, or adjuncts are scheduled to meet in off-campus locations. Assignments to these classes are made on the basis of the academic need, the availability of personnel, and the preference of faculty members. For full-time faculty members, compensation for teaching these classes may be specified in the annual appointment letter or may be on an overload basis.

Where travel expenses are to be reimbursed from Des Moines to the location of the class, reimbursement will be according to University Travel Policy.   See the Business Procedure Manual:  Sections 2.6-2 through 2.6-6 for more information on the web at:  http://www.drake.edu/busfin/accounting/traveladvances.html

2.2 Summer Terms

2.21 Extent of Program
The Summer Session is comprised of a variety of terms throughout the summer. During each session on-campus, web-based, distance education, and travel courses are offered.  A variety of special interest workshops scheduled throughout the ten weeks of the summer sessions. Course offerings are determined by the Deans of colleges/schools in consultation with the department chairs, with due regard to a sound educational program, financial feasibility, and the interests of both faculty and students, with appropriate oversight exercised by the Provost. For more information, see: http://www.drake.edu/summer/

2.22 Source of Faculty
In selecting the instructional staff, preference is given to full-time faculty members, but a summer teaching appointment does not necessarily accompany a nine-month faculty appointment. Faculty members from other institutions may be invited for special courses.

2.23 Teaching Appointments
The times and compensation for faculty members chosen for Summer Session teaching will be included in a separate appointment letter issued in the Spring Semester preceding a given summer session. A normal full-time teaching load is:

a. One course or three credit hours during the interim term;
b.Two courses or six credit hours of day and/or evening courses during a single four-or five-week Term; or four courses or twelve credit hours during two four-or five-week Terms.
c.Two classes or six credit hours of day and/or evening classes during the M.B.A. and Law School terms.
d.Teaching more than two courses during the entire summer session requires the permission of the Dean and the Provost.

2.24 Student Load
Students usually are not permitted to enroll for more than six credit hours in any single term during the summer, except during the interim term where the maximum normally permitted is three hours. The maximum number of hours normally permitted during the full thirteen weeks of the Summer Session is fifteen credit hours, unless express permission has been given by the Dean of the student's college. (Hours of credit for Thesis (299) or Dissertation (399) courses are not to be included in the above maximum student loads.)

2.25 Remuneration
For information on summer remuneration, see Section 4.22 – Summer School Faculty Compensation.

2.3 Professional Responsibilities

2.31 Committee Work
A faculty member may be asked to serve on University, college/school, and department standing committees. In addition, a number of working and policy-making committees and task forces may be appointed by the Faculty Senate, the President, Provost, Deans or department chairs. .

2.32 Attendance at Academic Exercises
Academic processions are formed and led by the University Marshal, who is aided by Assistant Marshals, and College/School Marshals nominated by the colleges they represent. All full-time members of the faculty are expected to participate in the various academic exercises and part-time members are encouraged to do so. For the spring commencement and other special occasions, the trustees also join the procession.

Faculty members are required to wear cap and gown at these academic assemblies. Caps and gowns may be purchased through the University purchasing agent, or they may be rented through the University Bookstore by placing reservations well in advance. Faculty members receive reminders of the event through various campus communications.

2.33 Participation in Professional and Learned Societies

2.331 American Association of University Professors
National membership in the American Association of University Professors (AAUP) is available to faculty members at Drake University. Drake University also has a campus chapter of the AAUP.

2.332 Professional and Learned Societies
The University promotes attendance at professional meetings and provides limited funds for this purpose annually.  Direct participation in these meetings by faculty members, such as presenting papers, participating on panels, and organizing and administering programs is encouraged.

A faculty member attending and participating in a meeting has no power to bind the University in any respect.

2.34 Faculty Development
Faculty members at Drake University are encouraged to participate in personal study. If a faculty member has not completed the terminal degree, the University usually will require that the faculty member show satisfactory progress toward this degree and will try to facilitate this study. The institution also expects those who have completed the terminal degree to keep current in their respective fields. The study involved may be accomplished by formal instruction, or by attendance at institutes, conventions, conferences, etc. Faculty members are encouraged to apply for fellowships and grants to help finance their study, and are permitted to enroll, with no tuition cost, for a limited number of hours at Drake University during each academic year.

In addition to emphasizing the need for constant study within one's own area of specialization, the University encourages study in related areas.

2.4 Scholarly And Creative Activity
The University considers participation in scholarly and creative work to be part of a faculty member's commitment.  These activities are perceived to be an essential part of personal growth and of preparedness for teaching on the University level.  Externalization through publication, presentation, or performance, as appropriate, is seen as a natural and desired outgrowth of this scholarly and creative work.

No university-wide guidelines are established for what constitutes appropriate types and amounts of scholarly and creative work. Each academic unit sets standards appropriate to their disciplines. Faculty should contact their Dean’s Office for information about standards in their academic unit.

2.41 Research Opportunities
Drake University encourages research by its faculty and supports this research to the extent that sound budgeting resources will permit. The research may take the form of individual projects and contributions, group projects, or undergraduate and graduate student projects. Research activities are usually expressed and measured in publications or other creative work, but planned and unpublished research is also significant.  Faculty members should keep their Deans and the Provost advised of their research projects and of resulting achievements. If publications result, the faculty members should send copies to the University library.

2.411 Time Allotted
Most teaching schedules are arranged to allow time for professional research.  Also, sabbatical leaves are granted to qualified faculty members to allow extended and concentrated attention to research projects. In addition, most faculty members have a nine-month teaching appointment and, therefore, are often free to pursue research projects during the summer months. 

2.412 Research or Program Grants
The Deans of the various Colleges or Schools of the University have the following responsibilities and obligations in the preparation and submission of proposals, including preliminary documents that may become contractually binding at a later date.

a.  The Dean will assure that proposed research and/or training is consonant with the objectives of the University, the College or School and the overall academic mission of the institution.

b.  The Dean will assure that the quality of the proposal is sufficiently high to be a credit to the University.

c.  Where proposals are otherwise acceptable but involve entry into new or questionable fields of effort or require a substantial increase in funding, personnel, equipment, or space allocations, the Dean will assure that such proposals have been discussed with and approved by the Provost prior to being transmitted to the Office of Sponsored Programs.  This office will examine each proposal and review the contractual and/or legal agreements, the budget and other financial arrangements.

e.  The Proposal Review and Approval Form will be originated, expedited and retained by the Office of Sponsored Programs.  No proposal will be submitted to a potential sponsor until it has been reviewed and approved by:

1. appropriate Dean,
2. Provost,
3. Vice President, Business and Finance

The Office of Sponsored Programs will transmit the proposal to the appropriate sponsor.

2.42 Policies and Procedures Related to Research
Drake University has adopted and adheres to the following policies related to research.  Fuller policy discussion appears in Section 5 and polices are on the web as noted below.

a. “Copyright Policy and Rules” - Faculty Manual Section 5.21; full text is at: http://www.drake.edu/academics/policies/pdf/copyright.pdf

b. The “Statement of Policy and Rules Relating to Patents” - Faculty Manual Section 5.22.; full text is at: http://www.drake.edu/academics/policies/pdf/patents.pdf

c. The “Conflict of Interest Policy”-  Faculty Manual Section 5.23; full text is at: http://www.drake.edu/academics/policies/pdf/conflict.pdf

d. The “Statement on Plagiarism”- Faculty Manual Section 5.24 full text is at: http://www.drake.edu/academics/policies/pdf/plagiarism.pdf

e. The “Policy and Procedures for Dealing With and Reporting Possible Misconduct in Science” - Faculty Manual Section 5.25; full text is at: http://www.drake.edu/academics/policies/pdf/scimisconduct.pdf

f. The statement on “Other Professional and Scholarly Activities” Faculty Manual Section 5.26 full text is at:
http://www.drake.edu/academics/policies/pdf/other.pdf

2.5 Financial Responsibilities and Relationships
The Drake University Business Procedures Manual provides all current policies and procedures related to financial responsibilities and other business procedures.  The index to the manual is on line at:  http://www.drake.edu/busfin/bfmanualtoc.html

2.51 Travel Pay

2.511 Drake Faculty Travel Policy
The basic administration of travel policy for faculty shall rest with the office of the Dean of each college, and budget for faculty travel shall be allocated to the various colleges.

See Drake University Business Procedures Manual for rules and regulations related to travel. Topics related to travel (e.g., Travel Approval, Travel Advances, Modes of Transportation, Traveler Loyalty Programs, Travel Practices) are in the accounting section of the manual: http://www.drake.edu/busfin/accounting/travelapproval.html

2.512 General Guidelines for Reimbursement
All full-time faculty members at or above the rank of instructor are eligible to receive reimbursement for travel expenses. This eligibility applies to faculty members on sabbatical leave as well as to those on campus at the time of the request. The allotment for individual faculty members at the instructor level is not a guaranteed minimum as in the case of those above the instructor level.

The faculty member applying for travel expenses should follow procedures in their academic unit for application for funds.

Within 48 hours of completion of the travel, the applicant is to complete and submit a Travel Expense Reimbursement Form (On the web at http://www.drake.edu/busfin/bfmanualtoc.html - Section 2.13, Exhibit 9) to the individual designated in the faculty member’s academic unit.

Original receipts for hotel, registration for meetings, public transportation and any meals must be attached to the Travel Expense Reimbursement Form. When individuals other than the claimant are served meals, the names of those individuals should be listed. If receipts are not attached, the claim for reimbursement will not be allowable.  In the case of international travel, exchange rates should be listed. 

Full instructions, including specification of situations in which receipts are not required appear at: http://www.drake.edu/busfin/accounting/expenserules.html

It is important that all amounts expended on a trip be reported on the Travel Expense Reimbursement Form, even though the reimbursable amount is exceeded. This information will provide needed verification for the claimant as a deduction for tax purposes and will aid the University in assessing needs for travel.

2.513 Travel in Conjunction with Faculty Recruitment
The following guidelines are to be followed in reimbursement of department personnel for expenses incurred when attending conventions for recruitment and for professional enrichment:

a. In most instances the department chair (or a designate) who attends a national professional convention for the purpose of recruiting will have the expenses paid from the university recruiting account. Authorization requires advance approval in writing by the Provost.

b. Additional travel to additional conventions by departmental chairs and designates may be funded from the college faculty travel account.

2.52 Business Insurance
The most common insurance questions received by Business and Finance for University business, including travel and liability, with some broad guidelines on how to proceed when each presents itself are addressed on the web at: http://www.drake.edu/busfin/insurance/insurance_guidelines_for_common.htm

Contact Business and Finance (271-3116) with any insurance questions.