The University Parking Committee has been working on several proposals related to parking rates and regulations. As outlined in the March 6 issue of OnCampus, periodic reviews of rates and usage are necessary to ensure we keep pace with the cost of providing parking. Since the parking rates were last changed at Drake—in 2009—we have seen a steady increase in maintenance and repair costs as well as parking rates at other institutions like ours.

Two proposals relative to parking rates were forwarded by the Parking Committee for feedback. In meetings with various groups on campus (such as Faculty Senate, All Staff Council, and Student Senate) the committee heard two recurring themes: (1) the concept of a tiered parking structure for commuter lots had appeal, giving those who wish to purchase a parking permit various options from which to choose based on lot popularity and location; and (2) introducing a parking fee increase for employees in a year when no salary increases are planned caused concerns.

Based on this feedback, the decision has been made to adopt a tiered approach to commuter lot pricing, but to delay changes and the corresponding increases in parking rates until the 2018–2019 academic year. The fee structure for the 2018–2019 year will be finalized and published in the fall so that students, faculty, and staff have time to prepare for and make transportation decisions based on the new parking rates.

There will be some changes to parking regulations, including how visitor events are handled. Watch for details about those changes in upcoming editions of OnCampus and on the Parking Regulations web page.

A special word of thanks to the Parking Committee and Scott Law, executive director, public safety and operational services, for working through the various options and responding to the concerns and questions of the campus community.

—Venessa Macro, Chief Administration Officer

We have an exciting new development in the way Drake will post and share University policies. Drake will soon have a new and enhanced online Policy Library. The new site will make it much easier to find University policies and to ensure that we all have access to the most current version of our policies. You will find below additional information about the Policy Library and its implementation.

What is the Policy Library? 

The Policy Library will house the most current version of these policies in one location. Policies in the Policy Library are the current official statements of University policy across Drake University. The University policies included in the Policy Library have broad impact and their applicability is not limited to a single institutional unit. These university-level policies have been approved by the University President and/or the Board of Trustees when applicable.

How will the Policy Library Work?

Rather than restating policies in multiple locations, our websites, manuals, or documents should provide links or references to the policies in the Policy Library to avoid redundant, inconsistent, or outdated policy statements. Statements of University policy not published or linked through the Policy Library will no longer be official as they may not reflect recent changes. In addition, by connecting to a static web address rather than an Adobe PDF document, we will reduce the risk of outdated policies or dysfunctional links if a PDF document has been changed.

Part of the process will also involve reviewing and updating current policies for formatting and content to make sure they reflect current University statements.  Policy owners should contact Andrea McDonough to set up a schedule for regular policy review.  In addition, all future revisions or adoptions of policy will be implemented according to the Policy Development, Approval and Communication policy so that the policy can be included in the Policy Library.

What about current policies?

The University has communicated with the owners of existing policies to discuss what policies will be moved into the Policy Library. We are in the process of importing (not changing) all University policies into the Policy Library, which will be the only location to find the policy. Rather than posting this policy in various locations, manual, or webpages, all references to your policy will direct the user to the Policy Library.

The policy will still belong to the same office, but it will now be stored and shared through the Policy Library to ensure that we are using the most current version of the policy. Any edits or changes you choose to make will be posted through the Policy Library. The University is simply changing the location of the policies, but is not revising the policies themselves.

What will happen to the current university-wide policies webpage?

When the new Policy Library goes live in April, the former university-wide policies webpage will go dormant to avoid confusion.

Why is the Policy Library necessary?

Currently, University policies are posted in multiple locations. With the current method of sharing and publishing policies, the reality is that outdated versions of the policies continue to exist even after revisions or updates have been made. This causes confusion among our students, prospective students, faculty, staff, and others when we can’t easily decide where the current policy resides. In addition, with the current method of connecting to PDF documents it is common to encounter a dysfunctional link if the PDF document has changed – connecting to a static web address will eliminate that problem.

What will the Policy Library look like?

Drake University policies are organized in eight broad categories, and each has subcategories that will help you find the proper policy. Policies also may be cross-linked if they affect more than one constituent group or subject-matter on campus. Eventually there will be a search function as well.

• Academics
• Administration & Operations
• Financial
• Human Resources
• Information & Technology
• Safety, Health & Security
• Student Life
• Governance

What about our College or Unit policies?

The Policy Library contains University policies only. Colleges, departments, and other University units may have additional policies specific to them and for which they are responsible for maintenance and communication. Academic, student, departmental or unit policies must not conflict with University policies; however, they may be more restrictive. Unit policies are adopted in accordance with unit procedures by a dean, director, or chair, as applicable.

Will the Policy Library include guidelines or procedures?

Consistent with the Policy Development, Approval and Communication policy, policies in the Policy Library do not include guidance such as process, procedures, practice, and supplemental information. However, links are provided from policies to such guidance. Guidance may tend to be revised more frequently than policies, and is sometimes considered to be more discretionary than policies.

How does the Policy Library impact the new Policy Development, Approval and Communication policy?

When policies are revised or new policies are created, they will be posted for comment in the Policy Library, consistent with the Policy Development, Approval and Communication policy. In addition, the Policy Library will include a Policy Development Plan to help guide the process.

Whom can I contact with questions?

Venessa Macro, Andrea McDonough, and Katie Overberg serve as the Policy Administrators for Drake University.

Comments about current policies or initial questions about the process for adopting a policy should be directed to:

Andrea McDonough
Senior Administrative Services Specialist
307 Old Main
2507 University Ave
Des Moines, IA 50311-4516
andrea.mcdonough@drake.edu
515-271-3710

Questions about approval of policies should be directed to:

Venessa Macro
Chief Administration Officer
Old Main
2507 University Ave
Des Moines, IA 50311-4516
venessa.macro@drake.edu
515-271-3962

Katie Overberg
Title IX Coordinator/Equity and Inclusion Policy Specialist
Old Main
2507 University Ave
Des Moines, IA 50311-4516
kathryn.overberg@drake.edu
515-271-2982

—Venessa Macro, Andrea McDonough, Katie Overberg

Awarded annually since 1949, the Oreon E. Scott Award recipient is considered to be the exemplary senior student at Drake. The Oreon E. Scott Award winner will represent the graduating class and speak at commencement in May. The student’s depth of scholarship, leadership, service and involvement during their time at Drake will be the criteria used by the selection committee.

The nomination deadline has been extended to noon on Friday, April 7.

More information on requirements can be found here: http://www.drake.edu/leadershipinstitute/adamsleadershipconvocation/oreonescottaward/

Learn about: Cowles Library Resources
Did you know Cowles Library has more than 250 databases available to Drake students, faculty, and staff? We’re highlighting these valuable resources on the Cowles Library blog. Learn more about how GREENR can help you!

National Library Week
Celebrate National Library Week with Cowles Library April 9–15! This year’s theme is “Libraries Transform.” Visit the library to help us transform a book cart, transform candy into art with the Literary Peep-o-Rama Contest, and check out our “Libraries Transform Questions into Answers” display. Visit our National Library Week webpage for more information!

Last year, 132 employee donors went All In for The Drake Fund in the 24-hour fundraising campaign. This year, the All In campaign has set a goal to have more than 500 donors donate over $100,000 in the 24-hour period.

The faculty and staff social will be Tuesday, April 4, from 4-6 p.m. in Parents Hall South. We’re excited to involve students in this social because, for the first time ever, they are participating in the All In campaign as well.

A few challenges have been set for faculty and staff only. All members (students, faculty, and staff) of the campus community who give during the campaign will be entered into a drawing for a homemade pie hand-delivered to their office from Provost Mattison. The drawing will be held at the April 4 social event and you must be present to win. Staff member Niki Smith, JO’08, GR’15, will donate $1 for every faculty and staff who give during the campaign. Finally, the first 50 faculty and staff donors will receive a special prize delivered to them.

For now, you can like the Facebook page, RSVP to the Facebook event, and invite your friends to go All In with you.

The Iowa Statewide Tornado Drill on Wednesday, March 29. A Test Tornado Watch will be issued at 10 a.m. for the entire state followed by the Test Tornado Warning around 10:30 a.m.

Severe weather can strike at any time in Iowa, making it important for all of us to be prepared to find the most secure shelter available no matter where we are. The statewide drill provides the Drake community with an opportunity to test their planning and readiness to be able to quickly seek appropriate shelter in case of a real severe weather emergency. By practicing and increasing readiness across the campus, Drake’s students, faculty, and staff can feel confident and prepared in the event of actual severe weather emergencies.

Tornado Facts:

• They may strike quickly, with little or no warning.
• Funnel clouds usually last less than 10 minutes before dissipating, and many only last several seconds. On rare occasion, cyclones can last for over an hour.
• They may appear nearly transparent until dust and debris are picked up or a cloud forms in the funnel.
• The average tornado moves southwest to northeast, but tornadoes have been known to move in any direction.
• The average forward speed of a tornado is 30 mph, but may vary from stationary to 70 mph.
• Damage paths of tornadoes can be in excess of one mile wide and 50 miles long.
• Tornadoes are most likely to occur between 3 p.m. and 9 p.m., but can occur at any time.

Know the Terms:
Familiarize yourself with these terms to help identify a tornado hazard:
Tornado Watch—Tornadoes are possible. Remain alert for approaching storms. Watch the sky and stay tuned to NOAA Weather Radio, commercial radio, or television for information.

Tornado Warning—A tornado has been sighted or indicated by weather radar. Take shelter immediately.

If you are under a tornado warning, seek shelter immediately! Most injuries associated with high winds are from flying debris, so remember to protect your head.

—Chris Nickell, Environmental Health and Safety

Adams Leadership Convocation award nominations due this week
Nominations for various leadership awards will close midnight this Friday, March 31. Take the time to submit a nomination for an individual or organization that has gone above and beyond in their contributions to campus!

—Meaghan Baeza, Student Leadership Programs

With the University’s fiscal year-end (June 30, 2017) approaching, below are recommended guidelines for efficient and effective year-end processing of purchases.

Accounting for departmental expenses:

In accordance with generally accepted accounting principles, Drake is required to report transactions in the proper fiscal period. For that reason, expenses are recorded in the period when goods are received and/or services are rendered. In short, items expensed to a FY17 budget will need to be received before June 30, 2017.  Factors such as budget allocation, invoice receipt, or payment issuance would not have an impact on the application of expenses within a fiscal period.

Exceptions to this general rule apply when a benefit of service or receipt of item extends into multiple fiscal years. In such cases, the following guidelines will be applied.

• Expenses less than $5,000: will be charged against the fiscal year in which the majority of the expense will be incurred. (For example, if a subscription is purchased for $3,000 and covers the period of 7/1/16 through 12/31/17, the expense would be charged to FY17)
• Expenses greater than or equal to $5,000: will be split into the fiscal years according to the percentage of benefit received during each fiscal period. (For example, if a subscription is purchased for $10,000 that covers a period of 7/1/16 through 6/30/18, $5,000 would be charged to FY17 and $5,000 charged to FY18)

The University’s guidelines for year-end purchases are subject to external audit. As you make purchases during this period leading up to and overlapping our fiscal year end, it is important to note when the goods or services were received so they are expensed according to reporting requirements. If the timing of receipt is not clearly noted on the invoice, it would be beneficial to help call the receipt date to accounting’s attention by clearly marking the appropriate fiscal year for the expense, based on the above guidelines, on the pay request.

Please contact accounting at x2125 or accounting@drake.edu with any questions you might have.

Year-end timeline:

In order to facilitate efficient and effective year-end processing, the following timeline is recommended for the fiscal year ending June 30, 2017.

—Heather Travis, Finance and Administration

ITS has been developing a new and improved password change tool for the last few months. Set to launch on April 10, this new tool will make it easier for students, faculty, staff, and all campus constituents to reset their passwords or recover forgotten passwords.

Instead of having to call the Support Center to reset a forgotten password, everyone will be able to reset their own password. The first time anyone uses the new password change tool, they will be asked to answer security questions, provide a personal email address, or enter a personal mobile phone number. If you later forget your password, this information allows you to recover it without Support Center assistance.

The password tool will still be located at password.drake.edu, just with improved functionality and usability. Passwords will continue to expire annually, with email notifications from ITS to inform users of the need to change their passwords.

Strong passwords are the first line of defense to keeping personal and institutional data safe. Want to learn more about how to create them? Try this password game from Carnegie Mellon University.

—Carla Herling, ITS