CCE Employee Handbook

Welcome

Welcome to the School of Civil and Construction Engineering (CCE) in Oregon State University's College of Engineering. This page is intended answer some of the questions you may have as a new faculty or staff member in our school. Please feel free to ask for help if you are unable to locate the resources you need.

We are excited you're here!

W. Jason Weiss

Head of the School of Civil and Construction Engineering
Professor and Edwards Distinguished Chair in Engineering
Director of the Kiewit Center for Infrastructure and Transportation Research 

Employee Resources

Additional Resources and Services

Equal Opportunity and Access (EOA):

EOA is responsible for overseeing compliance with civil rights and affirmative action laws, regulations, and policies.

 

OSU Communications:

OSU Today

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LIFE@OSU

Daily Barometer

 

Additional Resources:

OSU Work-Life

OSU Faculty Policies & Procedure Manual

Campus Tours

Professional Development

Civil and Construction Engineering (CCE) Resources

College of Engineering (COE) Resources

Visit the College of Engineering to familiarize yourself with additional information and resources.

Key Links:

Finance and Accounting

Purchasing

Several options listed below exist for purchasing supplies for OSU. Please contact the School Accountant or Grant Accountant to help you get started.

Autopay Vendors

OSU has store accounts at various local businesses where OSU faculty and staff may charge business expenses. The monthly statement of all invoices from the vendor is processed by central Accounts Payable rather than by individual departments or schools.

Obtain Index and Activity codes from School Accountant before using a store account. Vendors will require OSU ID when making a purchase. Upon making a purchase, obtain an itemized receipt and forward to School Accountant.

OSU Internal Services/Supplies

Below are OSU departments who provide supplies or services to other OSU departments and bill the receiving department. Check with your School Accountant before you purchase or make reservations for:

Direct Bill

Vendors send individual invoices to OSU departments for supplies or services purchased by authorized personnel for operations.

  • Check with vendors to ensure they will bill OSU before ordering.
  • Check with School Accountant for purchasing procedures.
  • Make purchase and submit receipts/packing slips to School Accountant.
  • School Accountant will process individual invoices for payment as they are received. 

Personal Reimbursements

Use of a Departmental Procurement Card or OSU’s Auto Pay Vendors are the preferred methods for OSU business related purchases. On the occasion when logistical reasons or extenuating circumstances occur that preclude the use of normal OSU purchasing processes or protocols, employees may (with approval from their manager) make small purchases (normally less than $100) with personal funds and then subsequently be reimbursed by OSU.

  • Only purchases related to OSU business purpose will be reimbursed.
  • Get itemized receipts, a personal credit card charge slip alone is NOT valid.
  • Submit reimbursement request and backup documents to School Accountant for processing.
  • All reimbursements must be submitted for payment within 60 days of incurring the cost or within 60 days after the conclusion of the travel/field-work during which the expenditure was made

 Restrictions:

  • NOT for purchase of gift certificates
  • NOT for test incentive payments
  • NOT for incentive payments to Institutional Review Board (IRB) human subjects
  • NOT for equipment rental

 Purchases that have been made with personal funds will be reimbursed by OSU when the following documentation is provided:

  • Documentation showing purchase and payment by the employee,
  • Statement of University business purpose, including intended use.

Travel

Conference Registration

Conference registration can be prepaid using the departmental procurement card. See your School Accountant for instructions. If registration is processed on a personal card, you will be able to claim reimbursement only AFTER completion of the trip.

Foreign Travel

International travel on grant funding: This travel should be authorized through OPAA (Office for Post Award Administration). Submit a Foreign Travel Authorization form to your School Accountant prior to making travel plans.

Restrictions apply to airfare, check with department accountant, and see Fly America Act.

Air Travel

The University recommends that airfare for university-related travel is booked through one of the contracted travel agencies for direct billing to the university. Travel Agent contact information:

Mileage In Lieu of Airfare

See your school accountant to verify whether specific trips are allowable using mileage in lieu of airfare. A quote for the airfare that would be purchased for the business trip is required. OSU will reimburse mileage up to the amount of the airfare and associated expenses that would have been paid for air travel.

Ground Transportation

  • Vehicle rental: Cars can be rented through the University Motor Pool or billed through Enterprise. See your School accountant for billing instructions. Rental should be for economy or compact rate whenever possible.
  • Personal vehicle: Private vehicle mileage is reimbursed at the current published Business Affairs rate. As of 1/1/2017, the current rate is $0.535/mile.
  • Parking: Employees are expected to utilize cost effective parking while in travel status. Parking at Portland airport is authorized up to the Economy Lot rate ($10/day).

Per Diem

Meals while in overnight travel status can be reimbursed at current per diem rates. Meal per diem varies by locality. Current rate by city and state can be viewed here.

On one day trips with no overnight stay, breakfast and/or dinner are reimbursable to the employee as a taxable benefit when their itinerary supports departure/return time as 2 hours prior to/after their regular work shift. Per diem rates may be used. Lunch is not reimbursed on a one day trip unless it is a part of the meeting and the menu and cost are arranged by event organizers.

Lodging

Itemized receipts are required for lodging. Reimbursement can be approved up to the maximum per diem lodging amount. An exception for higher rates can be made for conference lodging with documentation showing conference lodging rate. Current rate by city and state can be viewed here.

Travel Reimbursements

Travel reimbursements are completed used the Travel Reimbursement Entry System (TRES). A quick training can be found here. For assistance or questions, please contact the School’s Accountant or Finance Coordinator.

Reimbursement of allowable expenses must be submitted within 60 days of conclusion of travel. These expenses include, but are not limited to, lodging, meal per diem, mileage, car rental, parking, and commercial ground transportation. For receipt requirements or more information, contact the school accountant or finance coordinator.

Getting Settled

If you have not already done so, please complete all necessary new hire formss with Kathy Westberg in Kearney 101.

Check out the OSU guide to “Getting off to a Great Start.”

Additional Human Resource Information

ONID Accounts

ONID is your OSU Network ID. Everyone is assigned an ONID account.

Use your ONID username and password to access email, online course materials, grades, and financial accounts.

ONID Support

Support documentation and several video tutorials are posted at the Helpdocs website.

Phone and email support for ONID is provided by the OSU Computer Helpdesk, 541-737-3474. 

OSU ID Card

All OSU faculty must obtain an identification card. Corvallis campus faculty must visit the ID Center in Memorial Union, 103. Photo identification is required (state issued driver's license or ID, passport, or military ID). The OSU ID card is your official identification for using campus services, facilities (door access) and activities, and is valid as long as you work at OSU.

New Employee Orientation and Training

OSU holds orientation and training sessions throughout the school year. These sessions do not require registration and you may attend when it fits your schedule. Please review the schedule to find a date and time that will work with your schedule.

Additional Training Options

  • TRES
  • CANVAS

Building Access

Keys

Key forms may be picked up in Kearney 101. The forms must then be taken to the Key Shop where you must present your faculty ID. The Key Shop is located behind Kerr Administration Building, between McAlexander Fieldhouse and the Facilities Shops. It is open Monday through Friday, 1100 – 1500.

The security of your keys is important for everyone’s safety. It is imperative that any loss of keys be reported immediately to the Main Office. You are requested to exercise the utmost care in the use of your keys. Under no circumstances should you lend your keys to your students or visitors. 

Mailboxes

Each faculty member is assigned a mailbox located in Kearney Hall 202. U.S. mail is delivered directly to the Printing and Mailing Center where it is sorted and distributed to the remainder of campus. Campus mail arrives once daily at approximately 0900. U.P.S., FedEx, and other freight carriers deliver directly to Kearney Hall 101 throughout the course of the day. Please check your mailbox regularly for mail, package notifications, returned homework, school circulars, and other information.

All packages are received in Kearney Hall 101. They will remain in the main office until you pick them up. Office hours are 8:00 a.m. – 5:00 p.m. (closed from Noon-1 p.m. daily), Monday through Friday.

Be sure that all packages and correspondence are addressed properly. The correct address for all mailing or shipping to CCE is the following:

<YOUR NAME>
School of Civil and Construction Engineering
Kearney Hall 101
Oregon State University
Corvallis, OR 97331 

Telephones

Long Distance Calls

An authorization code is required to make long distance telephone calls. The authorization code is unique and is intended for use only by the person to whom it is assigned.

Authorization codes must be kept secure and not given to other persons. Codes must not be used for personal calls or purposes other than those intended.

Fax Machine

A fax machine (541-737-3052) is available for work-related purposes. Long distance numbers require an authorization code. The fax machine is located in Kearney Hall 101. Please see the Main Office staff for assistance.

Copies/Scanning/Office Supplies

The School provides a copier and document scanner, intended for research or teaching purposes, in Kearney Hall 101 and Owen Hall 200. Anyone desiring to make personal copies will need to utilize resources available on the main floor of the Valley Library. Maintaining the cleanliness and organization of the copy room is important; please do your part.

Office supplies are located in Kearney Hall 101 and are for the use of faculty and staff members only. Please do not direct students to the office for supplies.

Computer Use

Computer labs are available in most engineering buildings. They require an engineering account to log in. These computers maintain software for word processing, spreadsheet, and Internet connectivity applications. Options are available for remotely accessing research and other database or modeling software.

Do not copy ANY software onto the school’s computer hard disks without approval from the School Head and the Network Administrator. Software licensing and disk space availability are two issues that must be considered. The installation of your own personal copies of software on the School’s machines without permission exposes the School to an unacceptable potential liability and therefore cannot be allowed. Please ask permission for the installation and use of your personal software if it is important to your research or course work. Also, please do not copy any software from the School’s computers without permission. This action, again, violates software licensing agreements.

If you have any general questions about using University computers, please contact Paul Montagne in Owen 236 (541-737-3319), or e-mail support@engr.orst.edu for assistance.

Computer Use Policy

All use of OSU computer systems must conform to the University’s Policy on Acceptable Use of University Computing Facilities.

OSU computer systems must not be used for any illegal activity, or for storage or distribution of copyrighted material (e.g., music, videos, e-books, etc.).

Parking

Parking Map

Except in the open or pay lots, all motor vehicles parked on campus from 7 a.m. to 5 p.m., Monday through Friday, must display a valid parking permit. On-street parking is available for up to 2 hours/day in the neighborhoods surrounding the OSU campus, and metered parking is available on Monroe St. (parking in these areas is enforced by Corvallis Police). All parking rules are enforced during posted hours, and citations will be given for unauthorized parking on or around campus.

For more information contact Parking Services at 541-737-2583, or visit their website.

CCE Reserved Parking Spaces

There are three reserved day-use only spots available for School use when bringing in special guests and visitors. Contact the Office Coordinator in the main office to reserve the spots. 

Business Cards

Contact the main office staff for information on how to order business cards.

Campus Emergency Response Information

Campus Emergency: 911  OR 541-737-7000

Campus Non-Emergency: 541-737-3010

For additional information, visit Campus Safety's website

Promotion and Tenure

Guidelines and Procedures

OSU Promotion and Tenure

COE Promotion and Tenure

CCE Promotion and Tenure

These guidelines supplement the Oregon State University Promotion and Tenure Guidelines found in the OSU Faculty Handbook here: oregonstate.edu/facultystaff/handbook/promo.html

Specific deadlines for the promotion and tenure process varies from year to year. Typically the candidate, in consultation with the School Head, will decide to move their case forward in the Spring term to begin preparation. The candidate should have their portion of the dossier completed and ready for submission by the end of June. All dossiers are generally due to the College from the School in June for tenure and/or promotion or in January for mid-tenure. Specific calendar dates are provided by the University and should be consulted.

  1. The School Promotion and Tenure Committee (SPTC) will consist of all tenured faculty in the School.
  2. Faculty eligible to vote on each case are defined in the OSU Faculty Handbook.
  3. For each promotion and tenure case, an Ad-Hoc Sub-Committee (AHSC) will be formed to present the candidate’s dossier, to solicit input on the strengths and weaknesses of each candidate, and to write the draft letter for the dossier on behalf of the SPTC representing the strengths and weaknesses of the candidate as well as the outcome of the vote. The School Head will appoint the Ad-Hoc Sub-Committee, as well as its Chair. The AHSC will consist of at least 3 members representing a diverse group of the SPTC. The AHSC will generally consist of one member knowledgeable in the candidate’s general area of expertise, one at large member, and a chair of the committee. The AHSC will normally be composed of eligible SPTC voting members for each case; however, the Chair will appoint non-voting SPTC members, or experts from outside the SPTC, if needed in order to provide representation of the candidate’s general area of expertise on the AHSC. The School Head will present the members of the AHSC with the SPTC at a faculty meeting.
  4. External letters of evaluation will be solicited by the School Head. The School Head will select at least 3 evaluators from a list provided by the candidate. The remaining letters will be selected by the School Head with input from the SPTC members.
  5. Student letters of evaluation will be solicited by the School Head. The School Head will select at least 3 evaluators from a list provided by the candidate. The remaining letters will be selected by the School Head with input from the AHSC members familiar with the candidates teaching. The School Head will share the final list of student evaluators with the AHSC and evaluators will be finalized at that time. Student groups will be asked to provide a summary of the individual student letters.
  6. The School Head will appoint a teaching evaluation committee (TEC) to provide an annual review of Assistant Professors and biennial review of Associate Professors to conduct a peer evaluation of the candidate’s teaching; a summary of these observations will be included in the dossier.
  7. The complete dossier, including all external letters, will only be available for review by the AHSC and the eligible voting members for each case.
  8. The AHSC will present a summary of the candidate’s dossier at a meeting of both the eligible SPTC voting members and School faculty at the same academic rank as the candidate. The purpose of this presentation is to promote an open process to provide an overview of the candidate’s case and to solicit broad input on the candidate’s promotion case from beyond just eligible SPTC voting members. The focus of this presentation will be on the candidate’s scholarly activities, teaching, and service as presented in the dossier. Only the consensus of external and student reviewer letters will be presented, i.e. do they overall support promotion and tenure or not. No direct quotes or information about the reviewers will be discussed or presented and care will be taken to make sure reviewers are not identified in the letter. Following this presentation, the AHSC and eligible SPTC voting members will have a meeting to discuss the merits of the case and to develop a letter.
  9. All eligible faculty will have one week to vote on the case following the AHSC and SPTC meeting. The vote will be by secret ballot and will be counted by the AHSC or their designates.
  10. The SPTC letter for the candidates’ dossier will include the SPTC vote tally for the candidate. In the case that the candidate does not get at least 2/3 of the eligible faculty voting in favor of promotion or tenure, the dissenting faculty have the option to include a single letter in the dossier that explains their reasons for the dissent.
  11. A statement will be added to the letter stating that signatures on the letter is intended to affirm that the letter reflects the vote and discussion by the SPTC.
  12. After completion of the SPTC letter, the School Head’s evaluation will be conducted.
  13. The candidate will review the SPTC letter and School Head’s letter.

These guidelines were approved by CCE faculty by a majority vote at a meeting of tenured faculty, tenure-track faculty, and instructors on June 3, 2016.

Research Resources

For access to Cayuse (proposal submission system): Complete a Cayuse-New-User-Registration-Form  located on the Office of Sponsored Research and Award Administration (OSRAA) website.

Key Contacts

OSU - Office for Sponsored Research and Award Administration (OSRAA)

B308 Kerr, Corvallis, OR 97331

Phone: (541) 737-4933   Fax: (541) 737-3093

research.oregonstate.edu/osraa

 

College of Engineering – Office of Research

Covell Hall 116, Corvallis, OR 97331
Phone: (541) 737-6523, Fax: (541) 737-1805

red.engr.oregonstate.edu

COE.preawards@oregonstate.edu

 

COE Proposal Support

Research office staff assist with pre-award proposal functions; visit their website  for more information. The Proposal Support page will outline support functions further.

Faculty Development Resources

The COE Office of Research provides a Faculty Development Workshop series featuring discussions on a range of topics such as industry relations, proposal basics, student mentoring, and time management. Yearly schedules can be found on their website.

Another part of the Office of Research mission is to help faculty find and apply for funding. They have compiled a selection federal, state, and university opportunities for anyone to browse in Grant Resources and Opportunities section of the website. There is also a list of funding agencies with opportunities geared from early career faculty in the Young Faculty Grant Opportunities. 

Post-Proposal Support

Work directly with the School’s Finance Coordinator regarding use of funds.

Teaching and Advising Resources

Undergraduate Advising

Curriculum Plans

Graduate Advising

  • An Annual Assessment of Graduate Student Academic Progress will be completed for each graduate student on an annual basis. Instructions and forms will be emailed to students for their initial input before faculty completion.
  • Office and desk space needs to be requested by the faculty advisor to the Graduate Coordinator.
  • Master's Degree Completion Flow Chart
  • PhD Completion Flow Chart

See the graduate coordinator or associate head of graduate affairs for specific questions pertaining to graduate students. 

Teaching Evaluation Committee

  • Objective: The objective of this committee is to implement a consistent methodology for the observation and assessment of faculty teaching in the School of Civil and Construction Engineering.  This information will be used in promotion and tenure documentation; it will also be used to foster and promote continuous improvement.
  • Teaching: is defined as the holistic act of planning, implementing, and evaluating a course. 
  • Components: These efforts will include both assessment and evaluation.
    • Assessment: Gathering data on the practice of teaching and using this data to provide feedback to faculty to continuously improve their teaching.
    • Evaluation: Using assessment data collected by the TEC to prepare documentation to the school head for inclusion in the annual review and promotion and tenure processes.
  • Who will do the reviews: Members of the TEC.
  • TEC Appointments: There are six members of the TEC, all of whom were appointed by the CCE school head. Appointment duration is 3 years.
  • Suggested review schedule:
    • All new faculty are evaluated annually for first three years, regardless of rank.
    • All un-tenured tenure track faculty are evaluated annually
    • All tenured associate professors are evaluated every three years
    • All full professors can be reviewed upon request
    • All instructors are evaluated every three years.

TEC Processes

In summary, three data collection processes are used, lecture observation, review of course learning outcomes in syllabus, and student open-ended surveys. Information gathered from all processes is provided to faculty being reviewed and discussed with that faculty.  Summary information is provided to school head annually.  The TEC prepares letters for the mid-tenure, tenure and promotion processes, which summarize all information gathered to date by the TEC. Details of TEC processes are below.

  • Peer observation and review of course syllabus: One of the TEC members observes a lecture period. An observation protocol is used to facilitate these observations.  The same TEC member reviews course syllabus learning outcomes (and objectives if applicable) with a focus on student learning outcomes.
  • Peer review letter: The TEC member writes a letter summarizing the course observations and review of the syllabus, including and making recommendations for improvement. The TEC has developed a template for the letter. The letter is provided to the faculty being reviewed and to the school head.
  • Faculty meeting: The TEC member who prepared the letter meets with the faculty soon after the course observation to discuss strengths and areas for improvement.
  •  Student surveys: The TEC conducts a survey with students from the course being evaluated. The students are asked open-ended questions about lecture, assignments, feedback, and office hours. All students are sent the survey. Surveys are conducted mid-term.
    • Survey memorandum: A memorandum is prepared to summarize the student surveys and provided to the teacher being reviewed and to the school head
    • Faculty meeting: The TEC member who prepared the memorandum meets with the faculty soon after the mid-term survey to discuss strengths and areas for improvement.
  • Mid-tenure, tenure, and promotion letter: The TEC prepares letters at the mid-tenure, tenure, and promotion stage document that summarize all data collected by the TEC since the previous stage. This letter is provided to the CCE school head.
  • Student letters: Letters from students are not included in this process.

 Last update: October 11, 2016 

Additional Resources

ESET Scores - where are these located? How to access?

Refer to OSU’s policies related to disability and the Disability Access Services Faculty and Staff Guidelines for more information.

OSU’s Nondiscrimination on the Basis of Disability policy states:

“...no qualified person shall, solely by reason of disability, be denied access to, participation in, or the benefits of, any program or activity provided by the University. Each qualified person shall receive the reasonable accommodations needed to ensure equal access to employment, educational opportunities, programs and activities in the most integrated setting feasible.”

Online Training

Towards the goal of meeting our legal obligations and institutional aspirations, we offer a concise (30 minute) self-paced online training, designed to address many of the questions faculty have asked, as well as all of our responsibilities. The training can be completed at any time, though it should be completed as close to the beginning of the term as possible.

Register for and view the Disability Access Services Training.

Accommodation Process Changes

In response to the developing legal landscape, Disability Access Services (DAS) has worked to update the official accessibility syllabus statement. This change was approved by the OSU Faculty Senate, and all faculty members need to include this statement in their course syllabi.

The updated syllabus statement reads:

“Accommodations for students with disabilities are determined and approved by Disability Access Services (DAS). If you, as a student, believe you are eligible for accommodations but have not obtained approval please contact DAS immediately at 541-737-4098 or at http://ds.oregonstate.edu. DAS notifies students and faculty members of approved academic accommodations and coordinates implementation of those accommodations. While not required, students and faculty members are encouraged to discuss details of the implementation of individual accommodations.”

The updated syllabus statement can be found here.

Counseling and Psychological Services (CAPS):

CAPS provides individual, couples, and group counseling for OSU students, as well as outreach and education to OSU and the surrounding communities.