	COLLEGE OF ARTS AND SCIENCES DEPARTMENT OF COMPUTER SCIENCE

CS Colloquium Spring 2001

CIS 5920
Friday 12:20-01:10 pm
Dirac Science Library
Room 499 / Seminar Room

Duties of the Colloquium Chair

Duty weekly effort (hr) Remarks

Solicit speakers 0.10 Email the department (or individuals) to get ideas for speakers to invite. This should be done several months before the Colloquium.

Invite speakers 0.25 Get contact info for candidate speaker. Email or phone the candidate. Identify possible dates. This should be done several weeks before the Colloquium.

Title, abstract 0.10 Get a title and abstract from the speaker. This should be done several weeks before the Colloquium.

Web Page 0.10 Update the Colloquium Web page to include the speaker's name, URL, and abstract.

Notify State newsletter so the talk will be given publicity. 0.25 This should be done at least 10 days in advance of the newsletter publication date.

Arrange accomodations 0.25 Coordinate with speaker to select hotel and make reservation.

Arrange travel 0.25 Coordinate with speaker to select airline and car rental.

Reserve room 0.10 Speakers cannot always be accomodated into a fixed room reservation schedule. Rooms in the Love Building are usually booked, so rooms in other buildings on campus should be sought as needed.

Equipment check 0.25 Coordinate with speaker to determine equipment needs (such as video projector, overhead projector, PC. Verify that these are available in the reserved room. Coordinate with any technical assistants that maintain equipment for the room.

Prepare TAR 0.25 Coordinate with department secretary to complete travel authorization request (TAR) form. This should be done well in advance of the talk.

Arrange honorarium 0.25 Coordinate with CS office manager well in advance of the visit to fill out forms to arrange for any honorarium.

Notice 1 0.10 Send email notice to faculty and grads announcing details of the talk 1 week in advance.

Notice 2 0.10 Send email notice to faculty and grads announcing details of the talk the day before the talk.

Local transportation 0.10 - 3.00 Arrange transportation for the speaker from the airport to the hotel and to the department. This is the duty of the Colloquium Chair unless someone else volunteers.

Entertainment 0.25 - 3.00 Arrange for the speaker to be entertained (lunch and dinner). This is the duty of the Colloquium Chair unless someone else volunteers.

Equipment check 0.25 At least 30 minutes before the talk, verify with the speaker that all the equipment works properly for the talk.

Colloquium 1.00 Introduce the speaker for the colloquium. Attend the talk.

Paperwork 0.25 Take the speaker to the CS staff person responsible for travel to provide social security number and sign the reimbursement forms to receive payments for travel expenses.

Attendance 0.25 Prepare a roster for each meeting and have the students sign their names. Record attendance in spreadsheet.

Collect student reports 0.10 Collect a written report from each student summarizing the week's Colloquium, either by email, hard-copy, on the Web, or by other means.

Grade reports 12.00 For a class of 100 students, allow only about 6-8 minutes of grading per summary. Check each summary for spelling, grammar, and plagiarism. Record grades.

Plagiarism notification 0.25 It is typical that there will be one or more instances of plagiarism each week. When plagiarism is found, notify the student and arrange a meeting. Explain the penalty (such as loss of credit for the written assignment) and have the student sign a statement agreeing to the penalty. If the student does not agree, forward the plagiarism charge to the University committee in accordance with the university Academic Honor System.

Local transportation 0.10 - 3.00 Arrange transportation for the speaker back to the airport. This is the duty of the Colloquium Chair unless someone else volunteers.

Follow up 0.10 - 3.00 Contact the speaker afterwards to verify that re-imbursement has been made. If there is a problem, work with the department staff and University travel office to solve the problem.

Total 17 - 29 Estimated weekly obligations (hours) for Colloquium Chair.

Duty	weekly effort (hr)	Remarks

Solicit speakers	0.10	Email the department (or individuals) to get ideas for speakers to invite. This should be done several months before the Colloquium.
Invite speakers	0.25	Get contact info for candidate speaker. Email or phone the candidate. Identify possible dates. This should be done several weeks before the Colloquium.
Title, abstract	0.10	Get a title and abstract from the speaker. This should be done several weeks before the Colloquium.
Web Page	0.10	Update the Colloquium Web page to include the speaker's name, URL, and abstract.
Notify State newsletter so the talk will be given publicity.	0.25	This should be done at least 10 days in advance of the newsletter publication date.
Arrange accomodations	0.25	Coordinate with speaker to select hotel and make reservation.
Arrange travel	0.25	Coordinate with speaker to select airline and car rental.
Reserve room	0.10	Speakers cannot always be accomodated into a fixed room reservation schedule. Rooms in the Love Building are usually booked, so rooms in other buildings on campus should be sought as needed.
Equipment check	0.25	Coordinate with speaker to determine equipment needs (such as video projector, overhead projector, PC. Verify that these are available in the reserved room. Coordinate with any technical assistants that maintain equipment for the room.
Prepare TAR	0.25	Coordinate with department secretary to complete travel authorization request (TAR) form. This should be done well in advance of the talk.
Arrange honorarium	0.25	Coordinate with CS office manager well in advance of the visit to fill out forms to arrange for any honorarium.
Notice 1	0.10	Send email notice to faculty and grads announcing details of the talk 1 week in advance.
Notice 2	0.10	Send email notice to faculty and grads announcing details of the talk the day before the talk.
Local transportation	0.10 - 3.00	Arrange transportation for the speaker from the airport to the hotel and to the department. This is the duty of the Colloquium Chair unless someone else volunteers.
Entertainment	0.25 - 3.00	Arrange for the speaker to be entertained (lunch and dinner). This is the duty of the Colloquium Chair unless someone else volunteers.
Equipment check	0.25	At least 30 minutes before the talk, verify with the speaker that all the equipment works properly for the talk.
Colloquium	1.00	Introduce the speaker for the colloquium. Attend the talk.
Paperwork	0.25	Take the speaker to the CS staff person responsible for travel to provide social security number and sign the reimbursement forms to receive payments for travel expenses.
Attendance	0.25	Prepare a roster for each meeting and have the students sign their names. Record attendance in spreadsheet.
Collect student reports	0.10	Collect a written report from each student summarizing the week's Colloquium, either by email, hard-copy, on the Web, or by other means.
Grade reports	12.00	For a class of 100 students, allow only about 6-8 minutes of grading per summary. Check each summary for spelling, grammar, and plagiarism. Record grades.
Plagiarism notification	0.25	It is typical that there will be one or more instances of plagiarism each week. When plagiarism is found, notify the student and arrange a meeting. Explain the penalty (such as loss of credit for the written assignment) and have the student sign a statement agreeing to the penalty. If the student does not agree, forward the plagiarism charge to the University committee in accordance with the university Academic Honor System.
Local transportation	0.10 - 3.00	Arrange transportation for the speaker back to the airport. This is the duty of the Colloquium Chair unless someone else volunteers.
Follow up	0.10 - 3.00	Contact the speaker afterwards to verify that re-imbursement has been made. If there is a problem, work with the department staff and University travel office to solve the problem.

Total	17 - 29	Estimated weekly obligations (hours) for Colloquium Chair.