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Department Policies and Procedures

University Policies


Purchase Request Process

All university purchases need pre-approval by the chair, even if reimbursement will be needed. If you need to purchase something on behalf of the department, fill out an online purchase request through Workday. Within this university system, payment initiators are emailed when the request has been approved by the department manager and chair. When the request is approved, the payment initiator must check any comments in Workday to see if assistance is needed with the purchasing action. Please allow at least 48 business-day hours for purchase approval turnaround. For "small dollar purchases" under $999.99, a departmental credit card may be issued to you. For larger purchases over $1000, a university Vendor Number set-up process, Accounting Requisition and Purchase Order process is required.

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Leave Request Process

All university off-campus business leave, sick leave, and vacation leave must be pre-approved by the chair. This process is done via the Workday system. Employees can request past or future sick leave use. Staff can also request vacation leave time. The system emails employees with the status of their request; approved or not by the chair. If the leave is approved, employees must check any comments in Workday to see if more information is needed. Please allow 48 business day hours turn-a-round time for review by the chair. For additional assistance with Workday, call the Service Desk 614-688-4357 (HELP).

Please remember the following:

  • Faculty, lecturers, and GAs do not accrue vacation time, only sick leave, since they are not on-duty during break weeks or summer term. For sick leave requests, keep checked Neither as the Leave Type and select Sick Leave and the Reason from the drop down lists.
  • The Family and Medical Leave (FML) is the federal leave for extended health leave for self, births, deaths, and requires documentation – not for requesting sick leave hours.
  • All off-campus research or travel time for conferences, research trips, board meetings, must be requested via the University Business link in the top menu bar of Workday. You may not make reservations or give any confirmations of participation until the chair has approved your request. Instructors cannot miss more than ten school days of work a semester, per OSU Academic Affairs faculty policy.  
  • Write the request as if explaining to a university auditor:
  1. Departure, return, and event dates
  2. Specific event title and place
  3. Detailed university purpose for the trip
  4. Any related conference, trip, airfare itinerary plan details – upload related emails, documents, or event detail docs
  5. Who will be your substitute teacher, and what will your classes be doing, plus what committee or student meetings will you be missing? The department is liable for all instructors teaching to students in their classes. The chair has to know at all times who is in charge of and teaching all department classes. 
  • For all instructors, when your University Business Leave has been approved, you are responsible for both finding a substitute teacher and paying that person. The department will pay for a substitute teacher only if the department is sending you somewhere related to the curriculum. For further questions, see the department manager or chair.
  • For more information on HR paid leave programs, please refer to the Paid/Unpaid Time Off page on the HR website.
  • For all instructors – Office of Academic Affairs (OAA) Operational Policies and Procedures handbook, Volume 1, Chapter 2 Unit Administration, as of 8/10/11, Page 44, sections 1.4.5.1 to 1.4.5.6 Teaching, Research and Scholarship, Service, and other instruction requirements, then page 49, section 1.4.5.7 Teaching Workload, last paragraph: 
    "During on-duty quarters faculty members are expected to be accountable for interaction with students, service assignments, and other responsibilities even if they have no formal course assignment that quarter. In accordance with Faculty Rule 3335-5-08, on-duty faculty members who need to be away from campus to conduct research or other university business may do so with permission of their chair, dean, and OAA through an approved leave of absence form. [now email request and approval] Absences of more than ten days require approval by OAA."

What do I do if I am sick?

  1. Call the Reception Office at 614-292-7977– 24 hours a day, 7 days a week
    All employees must first call the Reception Desk when they are sick. Do not send an email to the administrative staff, as they don't get to email first-thing each morning. The Reception Office notifies the Chair's office and related faculty/staff as soon as possible when an employee is out sick. Employees can then follow-up with others via email. If employees leave the names of people who will need to know that they are out, the office staff will make sure to let them know.
    Sick leave details and reasons are private. No note needs to be submitted unless the supervisor or Chair request it. It is not necessary for employees to give details as to why they are out sick, except to say that they are not feeling well. All that can be asked for by an employer is a doctor's note upon the employee's return to the office. Details, if the employee volunteers them, should also remain private and not be publicly discussed or emailed around the department or to students to retain privacy for the employee. 
  1. Email other department staff or faculty that need to know. Email your students, or fellow faculty or advisees you were planning on meeting. Please copy the Administrative Manager and Chair to back-up the eLeave request that will be submitted when the employee returns to the office. For GAs teaching studio classes, it is their responsibility to call another dance grad student to sub. That sub's name and sick leave info should go on the Dance GTA Leave Request Form [doc] or Workday request.
    Instructors are not allowed to cancel classes. If a GA cannot find a sub or if a faculty, lecturer, or teaching staff person cannot have their class it is up to the Chair's Office to approve the class cancellation. See the department policy for canceling classes.
    Since dance major classes are hard for finding matching skill subs, most of the time the classes are cancelled and the instructor emails the students with other work tasks or make-up class/class-work arrangements. For dance major technique classes, students from the sick teacher's class get dispersed into the other technique classes. Students are still required to take technique class if their instructor is out sick. Accompanists and other related staff and instructors are notified as soon as possible from the Reception Office or Chair's Office when a technique teacher or accompanist is out sick. 
  1. Fill out a Workday request. Sick leave time, GA class subs, other class arrangement details should be filled out in the request when an employee returns to the office. 

Faculty and lecturers that need a substitute for a class to attend a conference, accept a gig, attend a family event, or ask for any other time away from their class must have prior Chair approval. TAs must have the TA Supervisor, the Graduate Studies Committee Chair approval, and Chair approval. All leave must have prior approval before making any personal plans or travel arrangements.

 If you have any questions regarding your department or university employment and leave programs, you can refer to the Office of Human Resources at 614-292-1050 or visit the HR department website, the Benefits section. GAs may also contact the Graduate School at 614-292-6031. More contact info is available on the Grad School website.  

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Supplemental Compensation 

In order to complete the HR process for getting your Supplemental Compensation/Additional Pay added to your upcoming paycheck(s), the department of Dance is required to do the following College of Arts and Sciences' Business Services Center (BSC) and university HR process.

  1. Department HR manager completes the form. Department Chair signs approval.
  2. HR manager gives the form to the employee. Employee signs approval.
  3. Employee gives it to their supervisor or Department Chair/director for final approval.
  4. Employee returns form to requesting department's HR manager. Employee's role is complete.
  5. Department HR manager fills out the BSC's Supplemental Compensation Form.
  6. Department HR manager uploads it to the BSC with required signatures and any related service details documents or emails.
  7. College BSC goes through its HR approval process for Supplemental Compensation to an employee's HR record
  8. A BSC HR associate enters the action into the HR system in the employee's job record.
  9. Additional pay shows up on the employee's paychecks, as stated on the Supplemental Compensation Form.

Additional pay is added to an employee's paycheck by the requesting department, not one's employing department. For specific questions regarding a Supplemental Compensation Form you completed, contact the HR Manager in the department that requested your additional work.

Per university HR policy, employees must have department chair approval for performing work and receiving additional university pay beyond their full-time job (anyone 75-100% FTE). Additional work may affect someone's full-time job performance. Chair approval must take place at the beginning of the request for additional work through the university's Supplemental Compensation Approval Form. The department chair has the authority to approve or deny additional work being asked by a department employee by another department. Curricular maintenance of the employee's employing unit takes precedence over another department's request for additional work.

OSU HR website links regarding additional pay:

Policy 3.35 [pdf]: Supplemental Compensation Involving Work Within the University
Internal Supplemental Compensation Approval Form [pdf]

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Workloads, Full-Time Equivalency and Course Schedules

Faculty: Refer to Department of Dance Patterns of Administration

Graduate Associates: Refer to the Graduate Handbook 

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General Teaching Requirements

  1. Follows the university student communication requirement and FERPA requirement of ONLY discussing student issues with students or other university personnel through their university email address.
  2. No instructor is authorized to cancel classes or end a class early without prior approval from the department Chair.
  3. Follows FERPA rules and the university's Policy on Institutional Data.
  4. Follows the faculty guidelines as outlined in the OAA Policies and Procedures Handbook and Faculty Rulebook or for GAs as outlined in the Graduate School Handbook and Department of Dance Graduate Handbook
  5. If cannot meet class due to illness, arranges a substitute teacher and informs the Reception Office. 

Any teaching questions can be directed to the department chair or academic program coordinator.  

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Copiers and Printing

Use of departmental copiers and printers must be limited to university business only. All employees must refrain from non-work, non-teaching, and non-department class related printing. Monthly reports are printed related to the number of sheets printed per employee, including after-hours. 

Scanning and faxing are unlimited. See front desk student assistants or administrative staff for assistance. 

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Key Policy

The department manager is also the brass key and key card manager. All faculty, staff, and graduate students have keys to their offices. Other keys are issued depending on the nature of the need. Those provided keys are responsible for the security of equipment and facilities. Keys are not to be loaned to anyone. Keys should be checked out and returned to the front desk or administrative staff as soon as the pertinent need is over. University policy does not allow the duplication of departmental keys. If keys are stolen or lost, notify the department manager immediately. If keys are lost, user expenses may incur.

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Space and Facilities

Office space

Faculty and staff are provided with a desk, chair, mailbox, and filing space if needed. Please check the copy room cabinets for any general office supplies you require for your job duties. Any other office supplies should be requested and approved by the department manager.

Studios

The chair (with the administrative staff) creates the department schedules. The administrative staff inputs the department schedule into the Registrar and the department's space calendars and can respond to relevant inquiries. For any departmental space use, please see our Space Reservations Form, which contains the Studio Reservation Policy.

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No Smoking Policy

Smoking is not permitted in any university buildings – including restrooms. Please go outside the building to smoke if needed. State law requires 50 feet clearance from the building and air vents. There are cigarette trays for disposal at proper distances away from the building. Please help us keep our facilities and building clean.  

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Census Date and Enrollment

Department funding from the college and university is dependent on the number of students enrolled and university fees paid on the university Census Date. This date is approximately 15 calendar days into the current semester. The chairperson of the department must authorize students to be added to a class beyond the Census Date. This policy differs from the university standard that allows students enroll in classes after the Census Date. As of 5pm the evening before the Census Date, students may still add department classes with chairperson approval. On the Census Date no more students will be added to classes. If a student taking your class is not enrolled, you must instruct them to stop attending the class. Students cannot take a class then retroactively sign up for credit. They must sign up for credit and pay fees in the quarter in which they are taking the class.

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No Audit Policy and Process

The department does not allow the auditing of movement practice classes. All graduate students who wish to enroll in movement practice class for a) graduate credit under a faculty mentor when the class is taught by another graduate student, or b) variable attendance days/times, must complete and submit the respective Alternative/Movement Practice Plan on the Handbooks, Forms and Reference page.

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Drop-in Policy

Alumni and community guests can drop in to any dance studio class on the schedule. Lecture, GEC, and other composition, theory, or technology classes are excluded. Alumni and guests must request approval from the department Chair by calling (614) 292-0984 or emailing dance@osu.edu. The alumni or guest must have an approval letter from the Chair before going into the desired class.

Class participation and drop-in is at the instructor’s discretion. If the instructor does not allow the alumni or guest to take the class, the person must find another class. It is understood by the attendee that by dropping into a class, movement phrases may have already been taught. The students paying for the class get priority for teacher attention and class comments. Alumni and guests are to dance on the periphery of the class. If the alumni or approved guest plan to drop-in to a class more than four times in a given quarter, they must register for the class via the Registrar’s Office, OSU Continuing Education, or the Graduate School. 

During the academic year, “community guests” means dancers/artists who are passing through Columbus on tour with a show or event. During summer quarter, “community guest” means adults who may attend Parks and Recreation dance classes, and who may or may not have had any dance training.

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Canceling, Moving or Changing Classes

All instructors are required to meet their classes at the designated course times and in the assigned class spaces. No instructor is allowed to cancel a class. Canceling a class must be requested in writing by the instructor directly to the Chair with as much advanced notice as possible. Only the Chair of the department is allowed to cancel classes. If the Chair approves a class to be cancelled (for a quarter or certain class meeting times), then the instructor can relate that information and other class arrangements to their students.

If the space for your class is not conducive to learning the class material, please contact the Chair and the Department Facilities Coordinator. The Chair will discuss and either approve or deny the space move. The Facilities Coordinator will relay the space change information to the instructors.If there are problems with the meeting times of your class, please contact the Chair directly. Although course times are set months before a quarter begins, to coincide with the rest of the department curriculum, the Chair needs to know for future course planning purposes. At this time too, the Chair will also be able to discuss any possible current quarter changes or let you know of space and department limitations.

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Saturday and Sunday Classes

Classes taking place Monday through Friday are considered "regularly scheduled classes" by the University Registrar. Therefore, classes meeting on Saturday or Sunday are not considered to be regularly scheduled classes. While regularly scheduled classes end on Friday of the 10th week of each quarter, Saturday and Sunday classes will meet on the weekend following the last day of regularly scheduled classes. 

Thanksgiving Holiday Week

The university is open for business 8am-5pm and classes are in session at their regular times, even in the evenings, Monday and Tuesday of the Thanksgiving Holiday Week. If students choose to leave town early for holiday travel and are not in class, they will be using their designated absences allowed in each courses’ syllabus. If GAs choose not to work, they must submit a GA Leave Request for Chair approval. If faculty, staff, or lecturers choose not work, they must submit a Workday request for Chair approval. Do not make plans, book, or pay for anything until the leave has been reviewed and approved. Faculty and lecturers must use sick leave, as their appointments do not accrue vacation leave. Staff must use vacation leave.
 

Classes and Work on Religious Holy Days

Just like any school or work day that is a holy day for any religion, students must use their available class absences if they wish to take the day off. Staff and faculty must use their available leave time (sick for faculty or vacation for staff) and fill out a Workday request, per university Human Resources policy. The university does not have a policy for students and faculty leave on holy days.

Graduation Celebration

The graduating students lead the organization of the graduation celebration, so each class gets to make their send-off their own. Historically, the graduating Grad Rep and the Senior Rep on the Student Representatives Committee are the two leads. Classes can choose who the organizers can be, however. Graduating students should gather and organize the order of the celebration, invite at least one faculty person to do a send-off/commencement type speech, and organize food purchases for an informal reception similar to the Informance Reception. The organizers must submit a Workday request the during the last week of classes. Doing so will allow enough time for purchase review/approval and for the students to arrange food and refreshments. One of the lead organizers should also send a more formal email invitation with some details to the Graduate Program Coordinator to send out to the entire department during the final week of classes. Commencement info can be found here.

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