2 Section 2: General Information
Section 2
General Information
General information
A. Etiquette – email and otherwise
In an effort to encourage collegiality among faculty and students, please apply the Golden Rule and remember that adverse circumstances beyond your knowledge may be affecting your faculty members or peers. Patience, understanding, and civility should be automatic. The AI office is shared by a large number of people so the simple courtesy of not monopolizing the desks, “claiming” most of the bookshelf space, or leaving food items in the fridge until they turn into science experiments will be greatly appreciated by your office mates.
Courtesy dictates that major requests to faculty members – such as (but not limited to) requests to serve on committees, to provide reference letters, or to discuss concerns regarding classes or coursework − are best made in person and not through email. Use email to schedule an appointment to discuss the issue, not to present your full case. All requests for letters of reference should be made at least two weeks prior to the deadline for submission of application materials (but much farther in advance during the summer). Provide the faculty member with a copy of your curriculum vitae and the position listing so that your letter can be worded appropriately. A reasonable time period should also be allotted for the consideration of other requests which add to faculty workloads.
All AIs should work cooperatively to keep the AI office clean. Please keep your papers, books, and equipment organized and compact so that there is space for others to work. Please police the area and pick any papers or other trash that falls to the floor. The fridge and microwave are not university equipment and have been donated by previous AIs for use by their successors. If either piece of equipment dies, it will be up to the collected AIs to decide how it should be replaced. If your food overflows or spills in either the fridge or microwave, please wipe it up immediately; no one is assigned to clean these so you must clean up after yourself. Due to budgetary constraints, the office trash cans are only emptied once a week. Please do not put left-over food or partially filled beverage containers in these cans; carry those out to the can in the outer hallway which is emptied daily. Insect, rodent, and odor problems have developed in the past, much to everyone’s discomfort. Items that go in the blue recycling bins are: office paper and envelopes, empty plastic beverage bottles or aluminum cans, clean and empty plastic microwave food trays, cardboard, newspapers, and magazines. Do not put tissues, paper towels, napkins, grease-stained food bags or wrappers, or pizza boxes in the recycling. If a recycling bin has “trash” in it, the whole batch will be discarded rather than recycled.
C. Key contracts, lockers, and instrumental rental
Key contracts are issued through the JSoM Office of Operations/Facilities Office, Simon Music Building Room C-039 (see https://intranet.music.indiana.edu/departments/offices/business-affairs/facilites/key-policy.shtml). Key requests are submitted by the Music Education Office for all Music Education students, faculty, and AIs. Key needs should be communicated to the Music Education Office as early as possible. Keys are usually authorized for the academic year. You are required to return your keys by the end of finals week in May or you will be billed a late fee unless:
1. You notify the Music Education Office before the beginning of finals week for Spring Semester that you will be working on campus over the summer and need to extend your key contract, AND
2. You sign a new key contract covering the summer session with the Facilities Office before the expiration date on your current contract. Under some circumstances, you may be asked to pay a deposit ($150) for the keys you request for summer use.
Keys not returned will result in your Bursar account being billed a hefty sum (in excess of $350 for each affected lock) to cover the expense of rekeying each door and issuing new keys to other authorized users.
All AIs are issued keys to the AI Office (M145B). AIs who teach MUS-E241 and EDUC-M323 are also issued keys to the instrument storage room (M352) on the third floor. Selected AIs who will be teaching in M149C are issued a key for that room. Please keep track of your keys so you don’t get locked out of the AI Office; the Music Education Office hours vary and the Office is not staffed full-time.
The Facilities Office also manages locker rentals. Please see – https://intranet.music.indiana.edu/departments/offices/facilites/locker-policy.html – for details.
The JSoM has instruments available for rental. Currently these are issued free of charge to students in good standing. Please see the Instrument Rental website – https://intranet.music.indiana.edu/departments/offices/instrumental-rental/index.shtml – for rules and procedures.
D. Door locking and other security concerns
In the past the Jacobs School of Music experienced several waves of thefts. Everyone who has been issued keys is asked to be particularly vigilant about keeping track of your keys and re-locking rooms when you leave if they were locked when you entered. Keys for M149C are only issued to those AIs who teach in the room and to the graduate hourly who works in the Curriculum Library. M149A, B, and C are to be kept locked at all times. You MUST check the door as your class ends to make sure it is locked and closed completely. The electronic equipment in the room is not wired for security, and we have no way to prevent its theft except by keeping the space secure.
If you need access to the Curriculum Library and don’t have a key, check with the Music Education Office well in advance to arrange to borrow a key.
Use your IU-issued username to gain access to operate the computer/AV equipment in any of the “smart” classrooms. The Reference Desk in the Cook Music Library may be able to help with any problems you have with the equipment.
The Department has two sets of video equipment consisting of a digital video camera, USB adapter, and tripod. The cameras in the Music Education Office contain resident SD cards which are wiped after each use. Please communicate with the Music Education Office whether you will be downloading the videos yourself from the camera of if you will need them uploaded to Google Drive by the Administrative Assistant. You should make reservations with the Music Education Office several weeks in advance if at all possible, or at the beginning of the semester for recurring reservations. Due to heavy use, you must make arrangements to return the equipment at the scheduled time if you are not able to do it yourself.
Room needs for AIs including class study sessions, make-up exams, or performance checks should be scheduled via the Music Education Office. Other room needs may be arranged with the Scheduling Office, musched@indiana.edu. The Music Education Office manages the schedule for M145A as well as M149B at the back of the Curriculum Library. The testing room is available for AI use prioritized as follows: faculty/graduate student research, teaching/testing related to AI duties, other (private) teaching or lessons, personal instrument practice. Reservations for personal reasons cannot be made until the Friday before the week during which you wish to use the room.
The Department supplies stationery, chalk, whiteboard markers, pencils, pens, blue books, and other supplies required for teaching-related purposes. Contact the Music Education Office to find supplies and make any additional requests. These items are not for personal use and need to be checked out through the Music Education Office.
The Department covers the expense to copy materials that are used in the sections you teach. Please plan ahead: If you need 10 or more copies of any item, that job must sent to the Music Education Office for duplication 24 hours in advance. Send an email to the Music Education Office containing the PDF/docx file for your print job as well as the quantity, due date, and any additional instructions (stapling, folding, cutting, etc.). Your faculty supervisor can give you the appropriate account number if printing outside of the standard Departmental needs. Copies will be placed in your AI Office Mailbox; pickup from the Music Education Office will be arranged for any large print orders that will not fit. For bigger jobs that require binding (i.e., course packets), we recommend that these be prepared before the beginning of the semester so that they can be available for purchase by students at the bookstores (both TIS and IMU). Our contact with ClassPaks, the IMU bookstore’s printing branch, is Dave Stewart, daestewa@indiana.edu. He will pick up camera ready copy here in our offices and work with you on copyright issues and production schedules.
I. Grade rosters and grade confidentiality
All freshmen receive mid-term grades. These, as well as final grades, are submitted electronically; contact your course coordinator or faculty supervisor for the preferred procedures.
According to University policy, no items which contain grades should be left in unsecured locations, meaning that graded projects and binders should not be left outside the AI office to be rifled through by any passers-by. These need to be kept inside the AI Office. You will need to give your students specific dates and times to pick up graded projects from you or from one of your peer instructors. Inform your students that they need to pick up their work before they leave campus for the semester and note that binders and other graded work is only kept for one semester before it is destroyed.
Because of the University’s policy regarding confidentiality of personal information and federal law, you need to remember that you are not authorized to discuss grades, progress on course work, or behavior/attendance issues relating to a specific student with other people (and “people” here includes the parents, even if they’re paying the bills) without the written permission of that student. You may discuss these issues with the faculty supervisor of the course you are teaching and with other administrative personnel whose assistance is needed to address/resolve a situation. See http://registrar.indiana.edu/policies/ferpa/student-privacy-faq.shtml for full details.
We prefer to use your IU-issued email accounts in order to have emails scanned for security threats. If you prefer to use an external account (gmail, yahoo, hotmail, etc.), you will still need to check your IU account or have your mail automatically forwarded to your preferred location. However, you must use your institutional email accounts (IU Exchange) to send and receive work-related messages that contain any sensitive information – for example, those of you who are associate instructors must use Exchange for email to or about student grades or class performance.
To learn more about sensitive data and how it is protected by law, see: http://kb.iu.edu/data/augs.html
Some faculty members sometimes make reprints and books needed by their classes available for short-term loans. These “in-house reserves” are kept in the Music Education Office in a standing file on top of the file cabinets. Contact the Music Education Office directly to borrow these reserves. The standard loan term is 2 hours, subject to the Music Education Office Hours.
The Music Education suite is normally open 8 AM to 5 PM, Monday through Friday. Office hours for the Music Education Office (M145 J) vary by semester and by day. Faculty schedules vary and are usually posted outside their offices. If you will be establishing your own office hours, please coordinate with the rest of the AIs so that your hours are not in conflict. It will help us all if you post your hours in the office and give a copy to the Music Education Office so they can assist if your students come looking for you.
Students participating in field experiences and student teaching are required to provide a background check to their placement school that is updated every 12 months*.
For all field experiences and most student teaching placements, students will need to order their checks through A HireRight Self-Pay Process for Indiana University Students Volunteers in Programs Involving Children. This vendor has partnered with Indiana University to provide a consistent way to achieve compliance with the nationwide and multi-county level background checks school corporations require.
Some school corporations (e.g., Caramel Clay) require an additional check from their vendor, which will result in the need to purchase an additional check for placements in those districts.
Please plan accordingly—these checks vary in cost based on your residence:
Lived in Indiana only: $27.95***
Lived outside Indiana, not including New York: $32.00***
Lived outside Indiana, including New York: $56.95***
*Some schools, including Indianapolis Public Schools, require background checks be completed once every six months.
***Prices may increase after this Handbook is printed. Some counties charge additional fees to process checks.
To request an order invitation, visit the link below and click the “Request an order invitation” button. After you request an order invitation, it will be sent within one week. If you do not receive the invitation, please check your junk mail, and then email stuteach@indiana.edu and they will follow up.
Background checks are only good for one year from date of issue. Please plan to have your recheck completed well in advance of the expiration of last year’s check.
Incoming Mail — Mail service for the entire Jacobs School of Music is delivered to the Mail Room in the JSoM Office of Operations, Simon Music Building Room C-039. If you need to have something sent to you here, please have your correspondent use this address (in its entirety):
Music Education Department
Indiana University Jacobs School of Music
200 S. Eagleson Avenue
Bloomington IN 47405
Mail labeled for anyone in the Music Education Department is put into our departmental box and is collected daily by a staff member. You have a personal slot in the AI Office to which your departmental mail will be delivered. However, the School also sets up a folder for you in a file cabinet in Clouse Lounge. You should plan on checking both locations regularly as several other offices in the School place items only into the folders in Clouse Lounge because most AIs do not receive their mail through a central location within their departments.
Outgoing mail – either campus mail or stamped US mail – should be taken to the mail room in the JSoM Office of Operations, Simon Music Building Room C-039 and put in the appropriate slot for outgoing mail. If your outgoing mail is related to your duties as an AI and you think it requires US postage, check with the Music Education Office to confirm whether it is eligible for university metering.