Internal Procedures and Resources
- Buildings & Campus Map
- Fire Drills
- Hiring Independent Contractors
- Important Dates
- Lost & Found
- Parking at UT
- UT Directory
- Departmental Letterhead
- Department Website
- Calling & Faxing
- Film Library
- Help Sheet Download
- Office Supplies
- Posters, Flyers & Brochures
- Printing & Copy Jobs
- Production Release Form
- Room Reservations
- Table of Operations
- Staff Contacts
Faculty and Graduate Student Information
- Cash Advances
- College Research Fellowships
- Faculty Leave
- Profile Page (Sandbox)
- Signature Course Proposals
- Teaching Awards
- Updating Office Hours
Classes & Students
- Conference Courses
- Course Instructor Surveys
- Flag Courses
- Student Travel - OGS Awards
Maintenance & Tech Support
- Classroom Console Assistance
- EID Help
- ITS Help
- Media Support
- Phone Support
- Reporting Building Issues
- Student Computers
The University of Texas website provides a wide range of maps online, including both interactive and printable. The UT Austin Buildings List includes buildings located on the UT Austin main campus (in some cases, buildings located near, but not on, the main campus are included in the main campus list), the J.J. Pickle Resaerch Campus, the McDonald Observatory, the Marine Science Institute and at various other locations around the state of Texas. Also included are buildings where UT Austin is leasing all or a portion of the building (some of these may be out of state). The UT Austin Buildings List content is based on availiable information and is current as of January in the year indicated. Updated listings are posted yearly. However, should you require more up-to-date building information, please contact the Office of Information Management and Analysis.
For current maps of Homer Rainey Hall, including office assignments, please see departmental staff.
Hosting a conference in Liberal Arts is a financial activity of the University and conference coordinators must comply with University guidelines. Conferences have the following components.
- Coordinate conference-related activities
- Negotiate and purchase goods and services for the conference
- Negotiate and execute contracts and service agreements
- Registration processing
- Create a conference website
The Dean's Office can assist the conference coordinator with the last three items. To ensure a successful conference, they have created a website detailing the procedures.
Faculty and graduate students with offices on third and fourth floors, should they be in the building during a fire alarm, are kindly asked to spend few moments - up to three minutes - knocking on doors to alert their colleagues before leaving the building, which took take approximately one minute. Departmental office staff and faculty housed on the second (ground) floor should do the same on their respective floor.
Examples of situations in which you might hire an independent contractor are: honoraria, performances, translation, indexing. Any time the department is to pay for personal services of any kind, from any account, regardless of original source of the funds, prior approval and accompanying paperwork must be completed by the department. Please give two weeks lead time to department staff.
Department staff must set up a vendor ID and do either a PBS document online or a paper APS form. To do so, department staff will need to know the complete name, social security number, mailing address, DBA (if any), alternate names (if any), qualifications for rendering contracted services, total flat rate payment amount, or if to be paid hourly the hourly rate and number of hours to be worked. Such services must be done in a period not to exceed two (2) weeks. The contractor will be required to sign the PBS/APS document after the work is completed and provide a copy of photo identification such as a drivers lisence if US citizen or permanent resident or a passport and visas if non-resident. Additional information may be required for non citizens. Non US citizens are required to schedule an appointment with Cynthia Roberts to review tax status and work eligibility. Payment from UT could require up to 30 days from the time that all completed and signed documentation is received and processed. Taxes are withheld from final payment. For further information on hiring independent contractors, please visit the College of Liberal Arts Centralized Business Services (CoLA CBS) hiring page.
Small items found in Rainey Hall are held in the office, HRH 2.114A, for 7 days. After that, they are transferred to UTPD's Lost & Found, along with any large or valuable items.
For lost UT ID cards, please contact the ID Center at 471-4334. Pick-up by appointment only. Call 232-9619 to schedule. Valid photo ID required (e.g., DPS ID card, UT ID, Texas Driver’s License, official Passport). Property will not be released to anyone without an ID.
Items not accepted clothing, including coats and jackets. Food and drink containers are usually discarded. Items that present a sanitation risk (soiled) are also discarded.
Unclaimed items maintained for 60 days before disposition. All other unclaimed items are held for auction. For auction information, please contact Surplus Property at 471-7889. Data sensitive materials are destroyed if unclaimed.
Items maintained in Lost and Found include:
Books, notebooks, and planners
Sunglasses, prescription eyewear
Radios, Walkmans, MP3 players
Other miscellaneous items
UT staff members who need to schedule a pick up should call UTPD Dispatch at 471-4441.
For information on public transportation, parking permits, and parking maps, please see the Parking and Transportation Services parking page.
For any surplus furniture, computers, printers, or other UT property, please see the Administrative Assistant. These items must be removed according to University surplus procedures, using the CCART system. Do not give away, recycle, or throw out any UT furniture or equipment.
All UT faculty, staff, and students are listed in the online UT Directory. Please look here first for phone numbers, email addresses, titles, etc. Contact details for French and Italian faculty can be found on our web page.
Departmental letterhead is available in the office. If you would like to print a single page from your office onto letterhead, please call the Administrative Assistant at 1-5531.
Our departmental webpage is located at: http://www.utexas.edu/cola/depts/frenchitalian/
If you would like a news item, conference, award, or other announcement listed on the departmental web page, please contact the Administrative Assistant.
Please see an administrative staff member to arrange a long distance call or fax.
A film library is available within the department for rental by faculty and graduate students. A list of available Italian titles can be found here.
Download and print this help sheet (PDF) for quick reference to staff contacts, printers, and more.
Many every day office supplies are available through the department. These include:
- Paper clips and clamps
- File folders and accordion files
Other supplies that may be borrowed include:
- Dry erase board
- Various cords and connectors
Please see the Administrative Assistant for further information or special requests. We cannot provide all office supplies.
Please complete a Work Order Request for all promotional needs. Most posters, brochures, and other items can be created and published in-house, but bulk printings may be scheduled through University Printing, for a fee. Please give adequate time for design, revision, and printing.
Undergraduate and graduate program and study abroad brochures are redesigned each year and are available in the office, hallway display, and from the Undergraduate Advisor (Tim Ashlock) and Graduate Coordinator (Catherine Jaroschy).
Please complete a Work Order Request for all print and copy jobs. Please allow a minimum of three business days as notice before any copy job. Exam copies will be placed on the shelves between 2.114A and 2.120 (pantry), unless otherwise instructed.
For color copies, assistance using the copy machines or a copy codes, please see the Administrative Assistant. Lecturers and Professors may use their copy code to print to the Ricoh printer. AI/TAs should use the copy machine for print jobs. If you have any issues printing, please contact LAITS (1-5000).
For further information and print/copy instructions, download the print help sheet (PDF).Production Release Form must be signed and filed with the Department. This includes social media publication. Please see administrative staff for further details.
Please see an administrative staff member to enquire about booking at FRIT room or about booking a room elsewhere on campus through the Room Scheduling system. FRIT rooms available for reservation include the lounge 2.118, seminar room 2.106C, classroom 2.112, and lab 4.102B.
The current schedule for rooms in HRH can be found here. Please note that this schedule does not include special events/reservations, only regularly scheduled classes.
The Jessen Auditorium is booked through the music school. Contact Jacqueline Stephens, Operations Manager, at email@example.com or (512) 232-6290.
Open the current, 2014-2015 Table of Operations here (PDF).
Office: HRH 2.120
Phone: (512) 475-6617
Graduate admissions, progress, financial aid & scholarships, adds/drops, routine paperwork; graduate course descriptions, graduate program assessment support, assignments
Office: HRH 2.110A
Phone: (512) 471-5712
Undergraduate Academic Advisor
Undergraduate academic advisor for French, Italian, and German; Rome Summer Program and Lyon Summer Program study abroad support
Office: HRH 2.114C
Phone: (512) 475-6463
Reception and information, web, graphics, supplies, event coordination, course description data entry, textbook ordering coordination, TracDat entry, photocopies, additional travel and vouchering
Office: HRH 2.114A
Phone: (512) 471-5531
French and Italian Bibliographer
Office: PCL 3.313
Phone: (512) 495-4329
Cash advances are the exception for travel purposes. They are only used with departmental funds in the case of study abroad programs.
Full instructions on how to apply for a Cash Advance can be found here. Please review and provide required information along with completing the Travel Authorization Request (TAR) online. More instructions for completing travel arrangments can be found here.
The completion of all necessary steps as listed above are the responsibility of the applicant. The administrative office will assist with shepherding the requisite forms through the process.
There are three categories of College Research Fellowships. Please note that all three categories are limited in number and awarded on a competitive basis. Additional information is provided in the memo distributed to department chairs to announce the beginning of the nomination period (usually in mid-October).
One of the considerations in awarding any College Research Fellowship is the benefit that will accrue to the university. Please remember that any recipient is expected to return to normal duties for at least the following academic year and if a recipient elects to leave the University without returning for an academic year is obligated to reimburse the University.
- The Research Fellowship award relieves faculty members of teaching their required organized classes for one long semester in order to devote their attention to a research project.
- The Special Service Fellowship award recognizes Assistant and Associate Professors who have demonstrated outstanding service at the departmental, college, or university level. Awards will be determined on a case-by-case basis and relieves faculty members of teaching their required organized classes for one long semester.
- The Supplemental Research Fellowship is awarded to supplement outside grants and fellowships whose award amounts are at least 25% of the faculty member’s nine-month academic rate. Awards will typically be up to 50% of the faculty member’s nine-month rate. All potential Supplemental Research Fellowships must be requested during the regular nomination period, even if an outside fellowship has not yet been awarded. The length of the award may vary to accommodate the requirements of the granting agency. Since these awards involve the faculty member requesting a leave or release from the instructional budget, please review the college's Faculty Leave information.
Please visit these websites to familiarize yourself with University policies on sick leave and sick leave reporting.
The university policy states: "A faculty member who must be absent from duty because of illness should notify his or her department chair/dean or cause him or her to be notified of this fact at the earliest practicable time." You may request a staff member convey this information to the chair or contact David directly. Staff will prepare the leave form from your reports for you to sign at the end of the month. Please read the policy statement as "absent from duty" has a broader meaning than missing classes or office hours. We will not prepare forms for faculty who have no reported sick leave.
Family Medical Leave
A detailed description of this valuable benefit can be found on the University's HR website. Staff will initiate the process by contacting HR when they are aware of faculty cases that might qualify for FML and HR will send the necessary information to the individual, however, it is the individual's responsibility to follow through with HR. You may also contact HR directly without staff participation. Instructions and forms are found at this URL. FML is governed by a complex set of rules, therefore HR contacts are your best resource. Again, whenever staff are aware of a possible need, we will inform HR so that their FML experts can contact you. Although we all hope that this is never needed, you might want to consider sharing this information with significant others who would be making medical decisions for you in emergency situations. Click here for additional information.
Sick Leave Balances
Click here and enter in your UTEID
If your years of teaching are wrong, then you will need to update on your UTDirect page.
The number of years of state service is based on your actual payroll documents. With a 100% appointment, faculty earn 9 months state credit for two long sessions (years of teaching will be more than years of service).
Leave of Absence
Please see the College of Liberal Arts Faculty Leave information.
The faculty profile tabs — or “Sandbox” — allow faculty members to maintain their professional information in a single location; that information can then be displayed within any CoLA web sites with which the faculty member is affiliated. See the COLA Faculty Profile web page for information on maintaining your Sandbox page.
Change your CV as often as you like by simply uploading your Word or PDF document. Once you have uploaded your syllabi with the fields necessary for search functions to work, you should leave them in place – just keep adding each semester. If you have trouble, our Administrative Assistant can show you how to do this.
CVsWhen you get logged in, from MyProfile select the Home tab. Just under the tabs you will see "curriculum vitae" with a "choose file" button next to it. This works the same way as adding email attachments or finding documents on your computer. Once you’ve found your CV document on your computer, and typed in whatever other info you want in the text boxes on the page, click on "update database."
To apply for a pre-approved reimbursement of funds spent for departmental purposes (such as buying lunch for a visiting candidate, course-related expenses, etc.), a payment document must be processed. Itemized receipts showing proof of payment must be provided for reimbursements. Please bring your receipt(s) to the French and Italian staff. Reimbursements will be wholly processed by the department staff if the reimbrusement is for entertainment purposes. All other reimbursements need to have the General Reimbursement Form filled and completed and turned in with all reciepts to the department staff. Payment is usually received within two weeks. Please note:
If you can buy it (or something comparable to it) at Office Max or at Campus Computer, don't buy it with your own money or credit card from these vendors or other vendors and expect to be reimbursed - even if you are fortunate enough to have grant money, special allocations, award money, professorships, or chairs. For any such item, office staff will need to purchase it for you with a purchase order, UT credit card, through the UT-Office Max Portal (online catalog), or using interdepartmental transfer (IDT).
Do not buy gifts or flowers for reimbursement. Gifts can never be purchased using university funds.
Faculty members are invited to submit a proposal to teach a Signature Course to his or her college dean’s office through their online proposal system. Proposals will be forwarded to the School of Undergraduate Studies after your dean has given approval. Proposals should be submitted to your dean’s office by the end of the first week in October. For more information, see the UGS web page on Signature Courses.
The University of Texas at Austin and the College of Liberal Arts recognize excellence in teaching through a number of University-wide and College-wide awards.
A list of all teaching awards can be found here.
For any travel using funds administered by The University from any source, travelers must complete the College of Liberal Arts Centralized Business Services (CoLA CBS) Travel Authorization Request (TAR) online (no later than two (2) weeks before their scheduled departure date when using funds administered by the department and three (3) weeks in advance if applying for a Faculty Travel Grant). For any travel during the final week of class in any semester, or during final week, special approval must be secured prior to travel. In the comments section of the TAR, include a request for CBS Group 2 to seek this approval.
College and UT procedures and policies as well as relevant links, are available on the CoLA CBS Website.
Department specific instructions are provided below.
If using Faculty Travel Grant (FTG) funds complete the Online Request Form. Normally the FTG will be assigned to the administrative assistant in the department, David Lopez, ut eid: dbl353. David will send an email to Faculty and students when he will be out of the office for more than a few days, in which case, the FTG should be assigned to Chris Bryce, ut eid: brycece2. Both the TAR and FTG must be completed.
Directions to fill out TAR:
Be as thorough as possible when completing the Travel Information in the TAR. All text fields should be filled out for each Traveler Information & Travel Information criteria. Some general notes to consider:
- Be sure to make the selection indicated if you are planning to use FTG funding.
- Include all legs involving overnight stops in locations other than the final destination.
- FRIT staff will complete the account numbers, however, if you have several available funding sources, please indicate this in the Request Notes
- After completing the information portion, select Continue
- Under the Assign Tab, select Assign to Group and enter “00080” (French and Italian Travel) and click, assign
- Do NOT finalize the TAR
Once the TAR is processed, travel bookings can be reserved through Anthony Travel or done independently online with Concur. You will be receiving an email from CBS that contains a Request for Travel Authorization (RTA) number and Document ID that is needed to complete your booking.
An exception to allow use of a 3rd party booking agency or to book your flight online by yourself may be granted if the amount of the ticket you are purchasing is $100 less than quoted from Anthony Travel or Concur. Please read and follow the Exception Instructions. Exception approval should be obtained before purchasing your tickets. Start this process well in advance of the date you wish to reserve your flight. Forward your approved exception approval email to the CoLA CBS Group 2, as this must be included in payment documents.
Upon your return, complete and print the Travel Reimbursement Form. The completed Travel Reimbursement Form and your itemized receipts for allowable travel expenses should be given to the French and Italian staff as soon as possible. Payments will usually be issued within two weeks. Check your email for a message from CoLA CBS requesting an electronic signature on the reimbursement document.
Reimbursements must be processed within 60 days. Late reimbursement requests must be authorized by the CoLA Dean’s Office and may be denied.
Retroactive travel approval is done only at the discretion of the Dean, and may be refused. Contact CoLA CBS Group 2.
Please make sure your contact details, and office hours are up to date each semester. Update this information online here.
Liberal Arts ITS can now provide interactive videoconferencing. Both point-to-point (for two parties at two different sites) and multipoint (for multiple parties at multiple sites) videoconferences are available. Departments, faculty, and staff can host or participate in videoconferences for distance education, meetings, presentations, lectures, research, or supplemental educational, informational or administrative programming.
For questions, contact Ian Campbell, 471-3542.
Classes & Students
Auditors may be allowed to attend class at the instructor's discretion. Ask them to fill out the Class Auditor Permit Form, found on the Auditing Classes page on the Registrar's web site.
Requests for undergraduate conference courses must be made by completing a form available from the Undergraduate Advisor (Tim Ashlock). Graduate conference course forms are available from the Graduate Coordinator (Catherine Jaroschy). The form must be signed and returned to the appropriate advisor by the instructor.
For information on Course Instructor Surveys, please visit UT's Center for Teaching and Learning.
Early in each semester, you will receive an email from office staff with URL for accessing the department's request system for your selection of Finals and CIS. To avoid having to gather information twice, the department elects to gather both Finals and CIS requests at one time.
For information on final exam policy, see the Registrar's website. Early in each semester, you will receive an email from office staff with URL for accessing the department's request system for your selection of Finals and CIS. To avoid having to gather information twice, the department elects to gather both Finals and CIS requests at one time.
For instructions on adding a flag to a course, see the School of Undergraduate Studies Flag Information page.
Grade changes must be done by completion of the grade change form by the instructor. Grade changes must be done online. See COLA's wiki pages for information on the extension of incompletes and the university's One-Time Exception that allows for drops or withdrawals after the official deadline.
Please visit this link for further information regarding student travel awards and requests.Return to top.
Computers, Tech Support & Classroom Help
For problems with classroom consoles (including the 4th floor lab), please contact the Console Help Desk at 471-9666, or use the online problem report form.
All university faculty and staff (including TAs and AIs) may check out the console keys for classrooms managed by the College of Liberal Arts support group.
This key will work for all the classrooms supported by the LAITS classroom support group. If your classroom is not on this list, you can find the appropriate classroom contact by searching the university-wide technology classroom database.
Please visit the front desk in MEZ 2.302 between 8am-5pm, Monday-Friday to check out a key. It should only take a few minutes to have a key issued to you.
You may keep the key as long as needed as a member of the UT community (i.e. an active student or staff member). If you no longer plan on using the key, please return it to MEZ 2.302.
To reset your password, use the online Find/Reset My Password self-service tool. The tool provides several options for resetting your password, including:
Password reset e-mail. If the e-mail address that is on record with your UT EID is valid and active (for example, you can log in and check your e-mail at that address), you can send yourself a password reset e-mail to reset your UT EID password.
Password reset questions. If you have chosen password reset questions (formerly called "security questions"), you can answer these questions correctly to access your UT EID.
Note: When you contact ITS, please provide your name, phone number, email, and the UT tag number of the computer or printer in concern.
See the ITS website for UT wide ITS contacts and more information.
Walk-up assistance is available in the following locations:
Mezes Hall (MEZ), room 2.302
Mezes Hall (MEZ), room 4.106
Parlin Hall (PAR), room 125
Bernard & Audre Rapoport Building (BRB), room 4.130
In addition to providing computer support, Liberal Arts ITS can connect you with specialists who can help you with a range of technologies, including:
- Web Design and Development (including database design and content management)
- Liberal Arts Departmental Web Site System
- Audio and Video projects (including studio recording)
- Classroom Teaching Technologies
- Scanning and Digitizing (images, slides, tapes, and transparencies)
- Server and Networking Support
The university has a complex system to defend against spam and phishing attacks. However, occasionally unwanted e-mails do get through. If you are the victim of a spam or phishing attack, ITS recommends reporting the attack using one of the following options:
- If you believe that your personal safety is threatened, call the UT Police at 471-4441.
- If you can identify the sender’s Internet Service Provider (ISP), report violations to the ISP. Be sure to include complete headers of the message in question.
- If the message violates the university’s Acceptable Use Policy (AUP), contact the Information Security Office (ISO). Be sure to include complete headers of the message in question.
- If you need assistance with this process, you can contact the ITS Help Desk.
- Managing Unwanted E-mail – What we do to prevent spam, what you can do to protect yourself, and best practices.
- Don’t Get Hooked – Protect yourself against phishing scams.
- Reporting a Violation of the Acceptable Use Policy (AUP)
Keys are distributed only by Lock and Key Services, located in SER 101. They are open Monday – Friday, 7:30 – 4:00pm. Picture ID is required. If you are new to the department or have lost your keys, please see French and Italian staff for a Key Request, which the requester then takes to Lock and Key Services for key assignment.
Turn key clockwise to lock, counterclockwise to open.
Important Security Information:
When enteing or exiting the building on evenings or weekends after/when the doors are locked, you will need to lock the external doors with your key. If you are a late or weekend worker, please double check that the door is locked behind you when you leave. If you notice anything missing or disturbed in your office or in a classroom, please contact UT police immediately.
For information about access to the lab (HRH 4.102B), please see the Administrative Assistant.
COLA supports the following buildings (471-9666):
ART, BEL, BEN, BUR, CAL, FAC, GAR, GRG, HMA, JES, MEZ, NOA, PAR, RAS, SAC,WAG, WCH
For a list of media support contacts in other buildings, see the Registrar's Room Scheduling website.
ITS provides various types of telephone lines, and desksets, to colleges and departments across campus. To request service for your office phone, see the Telephone / Data Circuit Trouble Report web site. For common questions and issues, see the answers on their Help page.
Facilities Services Center-1-2020
Handles requests for locks, messes, heating, cooling, broken lights, broken doors, etc.
Note: To request maintenance attention please call the number above or, where possible, use the online Work Order Request and Query System (WORQS).
The instructions for submitting online WORQS requests (WRR documents) have always been a bit confusing since they were created to replace paper SR10 forms.
In fact, it has not been uncommon to receive different interpretations of the procedures from different people. The end result often has been delays in submitting requests because electronic documents had to be recreated. In an attempt to clarify the appropriate usage and reduce the number of documents that are returned, I spoke with PMCS staff and agreed to monitor future Liberal Arts requests so that they abide by the following instructions for each type of document.
ZONE TROUBLE CALL
This document is used submit a service request for routine maintenance or minor repairs of buildings or offices. This online document is equivalent to placing a telephone call to your specific Zone Maintenance office. Appropriate requests include issues related to bathrooms, water fountains, sinks, plumbing, light fixtures, faulty electrical outlets, spills in public corridors, room temperatures, insect infestations, leaks, elevators, animal control, malfunctioning door hardware, etc. These requests are generally what one should consider part of the functionality
of the building. A university account is not required on the document because your Liberal Arts unit should not bear the cost.
WRR - WORQS REQUEST ROUGH ESTIMATE
Liberal Arts units should NOT submit this type of document. This document will be used by Liberal Arts ITS to recreate Rough Order of Magnitude (ROM) estimates for capital renovation and construction projects.
WRP - WORQS REQUEST PERFORMANCE
Contrary to the website's instructions, this document SHOULD be used to request estimates or services that are not appropriate for WRS requests. Appropriate requests include issues related to painting, carpet installations, electrical work, etc. A university account number is required, even if only requesting an estimate, so that I can monitor which funding you intend to use should the project move forward. If requesting an estimate instead of performance, simply include mention of this in the text of the Detailed Description of Work (e.g. Please provide estimate before performing work).
WRS - WORQS REQUEST FOR SERVICES
This document is the one most commonly needed for service. Appropriate requests include issues related to furniture repair, new signage, rekeying of locks, non-event moving services, non-inventory surplus, requests for recycling or trash bins, unscheduled landscape services, and unscheduled custodial cleanings. A university account number is required, and
estimates may be requested. If requesting an estimate instead of performance, simply include mention of this in the text of the Detailed Description of Work (e.g. Please provide estimate before performing work).
WRE - WORQS REQUEST EVENT
This document is used to request Facilities Services support for a scheduled activity or event. The form allows for the ordering and setting up of risers, plants, furniture, trash cans, drinking water, easels, a/v equipment, custodial cleaning before/during/after event, etc. A university account number is required, and estimates may be requested by checking the designated box on the form.
In case you have not yet noticed, Facilities Services recently created a Facilities Services Call Center at 471-8782. Telephone calls to Zone Maintenance, Custodial Services, Landscape Services, and after-hours numbers are being forwarded to this new center.
Student computers provided in the graduate student/TA/AI offices are similar to the computers in the lab. Students should be aware that a daily memory sweep of these machines is performed by Liberal Arts ITS. Therefore, it is imperative that no important information be stored on these computers. For course-related, research, and personal information, be sure to save to a remote location (email, flash drive, cloud storage, etc.). Never leave anything stored on these computers that you want to retrieve later. For more information and support regarding our student computers, please contact Liberal Arts ITS at 471-5000.