Faculty and Staff FAQ

Faculty may schedule weekly chamber coachings after the first week of classes. Students may schedule recurring chamber rehearsals after the second week of classes.

Contact Lynne Funk in the Main Office to ensure the guest is added to the master schedule and that appropriate space reservations are made.

Yes. Faculty may authorize student access by emailing or calling the Main Office.

Color Copies: Contact the Main Office.

Black-and-White Copies and Scanning: MPB-303 is available for copying and scanning. Contact Justin Baker for remote access.

Teaching Assistant Access: With faculty approval, TAs may be issued a key to perform copying and scanning in MPB-303.

Nearly all events utilizing College of Music facilities require a contract, including student ensemble concerts, faculty recitals, guest artist performances, and featured concert series.

The primary event contact is responsible for coordinating with Recording Services, Piano Technology, Facilities staff, and Communications. Responsibilities include providing program information, performer details, biographies, stage setup needs, and technical requirements.

Submit program content, repertoire, performer information, biographies, and headshots as early as possible. Programs cannot be printed until final faculty approval has been received.

The Communications Office determines eligibility for online promotion. Faculty should consult Communications early in the planning process regarding website listings, email promotion, and social media support.

Faculty can support promotional efforts by sharing approved content through professional networks and social media, providing accurate information early, and coordinating with Communications regarding publicity opportunities.

Contact Facilities and Operations through established College scheduling procedures.

Get started by following the guidelines on the Faculty-led Events: Taking the First Step page and related resources for faculty-led events.

Yes. The College maintains instruments available for both short-term and semester-long loans. Faculty and students should follow established instrument loan procedures.

Visit the Instruments page for more information on the policy and process.

No. Piano tuning periods are reserved to ensure instruments remain at performance standards. Venues are unavailable during scheduled tuning sessions.

Questions regarding complimentary tickets should be directed to Main Office staff.

Visit Complimentary Ticket Policy for complete information.

Contact the Main Office in advance to coordinate guest parking arrangements and ensure permits or access instructions are provided.

General classroom support is available through MSU IT Classroom Support. Specialized support for College of Music instructional spaces is available through Justin Baker and Jen Shangraw.

Yes. MSU IT offers training for faculty, teaching assistants, and graduate assistants. Advance scheduling is recommended.

No. Due to liability concerns, College IT staff cannot provide repair or support services for personal devices.

Faculty are encouraged to create accessible content for students and utilize Spartan Ally to identify accessibility improvements in D2L courses.

All College web content should comply with accessibility standards. Faculty should work with the Communications Office when updating or creating website content.

From the backstage touch panel, select the AUDIO tab, scroll to the bottom, and adjust the PEARL RECORD slider.

Faculty should first log in to MediaSpace using their MSU NetID. If assistance is still needed, contact Jen Shangraw. Recordings stored locally are deleted after download, while stream archives are generally retained until the following semester.

Refer to the Cook Projection Instructions document maintained by Recording Services.

Yes. Cook Recital Hall has handheld wireless microphones located in the on-stage AV closet. Hollander, Murray, Large, and Eichler halls have wireless lavalier microphones available on technology carts.

Livestreams are available through MediaSpace for Cook Recital Hall, Hollander Hall, Murray Hall, Fairchild Theatre, Large Rehearsal Hall, and Eichler Hall. Consult Recording Services for current access information.

The Communications Office reviews website updates, edits, and requests for new content.

The Communications Office coordinates publicity through media outreach, email communications, social media, advertising, and event listings.

Faculty may contact the Communications Office to discuss potential news stories, social media posts, and promotional opportunities.

Branding resources are available through the Faculty/Staff Resources section of the College website. Additional brand identity resources will continue to be added.

The Communications Office maintains photography archives and can assist with portrait sessions, faculty photos, and event photography requests.

Faculty frequently request assistance with collection purchases, library instruction, information literacy, research support, and access to library resources.

Yes. Library faculty can provide instruction sessions and information literacy support tailored to course needs.

The library provides support for Course Reserves, Course Materials, Open Access Publishing, Copyright, and Open Educational Resources (OER).

Course Reserves

Course Materials

Publishing Open Access

Copyright

OER

Yes. Additional services include Research Data Management and Accessibility with Library Collections.

Forward gifts promptly to the College of Music Advancement Office for processing.

Amy Rivard is the primary contact for gift processing and related questions.

Checks may be placed in Amy Rivard’s mailbox. Cash should be delivered directly to Amy and should never be left in a mailbox.

Include the postmarked envelope, donor correspondence, and any notes regarding hand-delivered gifts. Avoid staples, sticky notes, and highlighters.

Consult the College’s in-kind gift procedures for gifts of instruments and musical goods and contact Advancement with questions.

IRS Reimbursement Rule

ALL expenses submitted for reimbursement after 90 days of the expense date or conclusion of travel are considered income by the IRS. They can only be paid and taxed through payroll, and only with Dean and FASA approval.

Reduce Your Out-of-Pocket Expenses and Long Wait Times for Reimbursements

For the following, utilize your Music Finance Team Go-To Person for purchases – One Week Notice

• Conference Registrations (Look for Early Bird Deals)
• Airline Tickets (Try to purchase 60 days in advance of travel)
• Food and Beverages for meetings/events
• Supplies for meetings/events (Plates, Cups, Napkins, Silverware)
• Office Supplies / Meeting Supplies
• ALL Items that you are having students buy with their own money. Please avoid undo financial strain on our students. Reimbursement takes 3 to 4 weeks for out-of-pocket expenses.
• Invoices for goods or services under $2,500 – See Procurement questions and answers if over $2,500
• Software (Not Reimbursable) – See Procurement questions and answers

For computer software and hardware purchases, contact Justin Baker first. You may be asked to fill out a form for MSU IT approval. Your Go-To Person will do the necessary work with procurement and then will help you pay for the software.

Software must be paid for by the university, it is not reimbursable if you pay for it out of pocket.

When purchasing of goods or services greater than $2,500 , contact your Go-To Person BEFORE you buy or start work with a supplier, including publishing, recording studio services, etc. Failure to obtain a purchase order in advance can result in late or no payment to your supplier. Allow a leadtime of 4-6 weeks.

Requests for travel in MSU’s travel system, Concur, are to be submitted ONE MONTH IN ADVANCE of travel. (Your Go-To Person can assist.)
International Travel needs to be input into the Global Travel and Remote Work Registry ONE MONTH IN ADVANCE of travel.

Airline Ticket Quotes for fare comparison <strong>are required</strong> when taking personal time IF you are traveling to/from different airports. The quote MUST be from an MSU travel agency or in Concur AT THE TIME OF BOOKING.

International business trips with personal time no longer require quotes for fare comparison.

**Please involve your Go-To Person in any trips that involve a mix of business and personal travel.**

No. Basic Economy airline tickets paid out of pocket are not reimbursable.

Expense reports need to be submitted 30 days after travel has concluded.

No. Meal receipts do not need to be turned in. Per diem rates for location(s) traveled to is used instead.

No meals should be billed to hotel rooms.

For those that travel frequently on MSU business (3 or more times per academic year), an MSU Travel Card may be helpful. Please reach out to the College of Music Finance Director to discuss this option.

Yes. See the Travel Reimbursement Chart for more information on travel related expenses. Also, the MSU Travel@State office maintains a Concur resource library and FAQ on a variety of travel related topics.

Each calendar year end, several departments across campus issue IRS-required tax forms (W-2, 1095, 1098-T, 1099, etc.) to individuals and businesses for various transactions. If you have questions, please see this chart of the tax forms MSU issues for information on the dates by which MSU is required to send each form and the department to contact if there are questions.

Employees can reprint W-2s beginning in early-February. Log into EBS and look for the “W-2 and 1095 Tax Documents Reprints” tile under My Time & Payroll. Forms from the past 6 calendar years are available.

Always inform the College of Music Associate Dean for Graduate Studies and Creative Endeavors when planning to apply for a grant opportunity.

Work with the College of Music Finance Director on all grant budgets.

When applying for an MSU HARP grants, work with Barb Dougherty (doughe77@msu.edu) on proposal development and submitting via MSU systems.

Expenses on awarded HARP grants can be processed by your Go-To Person.

Faculty should consult College and University leave policies and contact the Dean’s Office for guidance regarding sabbatical eligibility and procedures.

Faculty should consult College administrative policies and work with their supervisor and Finance staff regarding travel approvals and absence procedures.

Additional information can be found in the full Faculty & Staff Resources section.