KHS Department Forms

In cases that students are unable to complete all coursework because of extenuating circumstance, they can petition their instructors for time beyond the semester to finish. Before awarding a student an incomplete the instructor and the student should meet to discuss the incomplete option and what work still needs to be completed. This form should be completed to document the terms for such an agreement. Once the form is completed copies should be kept by the student, instructor, and the department main office.

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Steps to complete:

1. Meet with the student to discuss expectations and requirements.
2. Complete the department Incomplete Grade Documentation Form.
3. Copy of form is maintained by the student, instructor, and department.
4. Instructors will need to complete the Incomplete Grade Form in Servicenow for the incomplete to be submitted for grades during that semester.
5. Change of Grade is submitted when students have met the requirements for the course.

Independent research is an alternate to classroom instruction allowing students to pursue personal research interests and gain research experience by formalizing an independent project under the guidance of a professor. It is important for an instructor and student to meet establish expectations of the requirements for this project.

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Steps to complete:

1. Meet with the student to discuss expectations and requirements.
2. Review sections of independent study currently offered by the department in Banner.
   
   1. Determine if a new section with a unique name needs to be created.
   2. The faculty member is responsible to contact the main office to set up the new course.
3. Complete Independent Research Form.
4. Copy of form is maintained by the student, instructor, and department.
5. If a student is registered for the general section of this course, the faculty will need to let the listed instructor know when the student has met the requirements.

Independent study is an alternate to classroom instruction allowing student the opportunity to learn specialized material, explore and pursue topics of interest that do not necessarily fit into a traditional academic curriculum, or gain research experience. Students are expected to complete the requirements with little to no supervision, while under the guidance of a professor. For this reason it is important for an instructor and student to meet establish expectations.

Access Form

Steps to complete:

1. Meet with the student to discuss expectations and requirements.
2. Review sections of independent study currently offered by the department in Banner.
   
   1. Determine if a new section with a unique name needs to be created.
   2. The faculty member is responsible to contact the main office to set up the new course.
3. Complete Independent Study Form.
4. Copy of form is maintained by the student, instructor, and department.
5. If a student is registered for the general section of this course, the faculty will need to let the listed instructor know when the student has met the requirements.

As a faculty member there may be times that you are working with a student and would like for them to have access to spaces within the HPER building. The university and department work to maintain a level of security for both building and equipment within the building while allowing as much access as possible. This form helps the department to do this.

Access Form

Steps to complete:

1. Determine what spaces are needed and for what duration of time.
2. Complete the Key Request and Agreement form.
3. Email the completed form to the Department Head for approval and cc the KHS front office - melissa.johnson@usu.edu.
4. Once approved through email, Melissa will order the approved keys for the HPER building. Keys to other buildings will need to go through the staff members responsible for those buildings.
5. When keys or access cards are ready students will receive an email with instructions of how to pick up their keys. 

There may be times when injuries or accidents occur during your classes or department supported events. It is important that the department is aware and has record of these incidents. It is the reponsibility of the faculty, instructor, or staff member that is over the activity/event to complete and submit this form. Please complete this form as soon as possible after an incident occurs.

Access Form

Steps to complete:

1. Complete the Report of Accident or Injury Form.
   1. Care for the injured person should be given priority, but if possible the form should completed at the time of the incident with the involved people present.
   2. Campus Recreation employs students that are trained to respond to these incidents and can help with this process. When they respond they do complete a injury report for their department as well. If their completed form is sent to the KHS front office, you do not need to complete this form.
2. Email the completed form to KHS front office.

Within the College there are IT support personnel that work to help with the technology needs and support for all the employees within the college. If you are in need of IT support, please complete the request here

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Steps to complete:

1. Complete the online service request.
   1. Include information about the problem that you are facing.
   2. In the comments section include additional information the availability/access to your office or lab space, timeline concerns or deadlines, etc.
2. When IT receives the request, it will be assigned to a team member and prioritized with other received requests. You will be contacted with questions.

The purpose of this volunteer position is for USU students to gain experience in laboratory research and be in compliance with RM/HR. These research experiences include, but are not limited to, data collection, subject recruitment, data analysis, and data dissemination. To comply, complete the following steps.

Steps to complete:

1. To determine if this documentation is needed, please review the USU volunteer policy code here: https://www.usu.edu/policies/535/
2. If 'yes' - a student is a research volunteer complete the Volunteer Services Agreement form
3. The completed form will need to be submitted to KHS Business Manager, Andrea Naegle, via the KHS volunteer services agreement Box folder.
4. In addition, the KHS Laboratory Volunteer Form will be completed and kept with the laboratory director. 

The Office of Research has outlined the Unpaid Research Internship Policy.  Please select the following link to take you to their website which explains the process in detail, and should answer any questions you may have.  https://research.usu.edu/ur/mentors/unpaid-research-internship-faq

• Must be a student (USU or approved non-USU student).

• The student benefits the most from the relationship.
• Do not receive wages or academic credit for their involvement.
• May not replace a past employee or position.
• May not perform functions traditionally performed by a USU employee and may not provide services that are substantially the same as those provide by a University employee in a paid position.
• Eligible for worker’s compenstaion.
• The faculty member must complete a Research Internship Participation Agreement on ServiceNow prior to participation.  Use this link to take you directly to the ServiceNow form:  https://usu.service-now.com/aggies?id=sc_cat_item&sys_id=38147fdc1b1c1510fae0cbb5624bcb5d
• You will need to include a completed Mentoring Compact in PDF form at the time of submission outlining the situation and what is expected.  A basic compact template is available at the top of the ServiceNow submission page, or you can use one you have already drawn up and used in the past.  A new ServcieNow submission must be completed each semester. 

If you are going on University-sponsored travel, you will need to make sure that you complete the needed paperwork.

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Steps to complete:

1. Submit travel request form at least 2 weeks prior to travel to Amy Johnson. She will forward to Jennifer Lyons. (DO NOT USE SERVICENOW TRAVEL REQUEST FORM).
   1. If expenses have been pre-paid on a USU p-card, submit travel request form as soon as charges have taken place.
2. Submit travel reimbursement and receipts as soon as travel is completed.
   1. No receipts needed for meals. Per-diem will be calculated for any trips longer than 12 hours. NOTE: Per-diem section on form is asking how many meals are provided to you at no additional cost while traveling.
3. Please allow for at least two weeks to be reimbursed.

Annual leave is accrued on a calendar basis and may not exceed 30 days for faculty on fiscal year appointments (12 months), exempt, and non-exempt employees. When requesting to use annual leave requests should be submitted online through My Time.

Academic year appointments (9 months) do not earn annual leave, only sick leave.

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Steps to complete:

1. Submit the request through My Time.
2. The direct supervisor will receive the request to approve.
3. Individual submitting the request will be notified through email of the approval/denial of request.
4. Leave summary in My Time will be updated.