Guidelines for Working Groups
The Core Fellows of each Working Group will take primary responsibility for organizing its events. Here are the administrative procedures they should follow in doing so.
Beginning of the Year
Please send the title and a brief description of your working group to be posted on the MI web site to Megan J. Hall at firstname.lastname@example.org. The MI will not provide funding to your group until you provide this.
During the Year
As you schedule your group’s meetings and other events, please send the meeting details (date, time, place) to Megan for posting on the MI events feed and Google Events calendar (email@example.com). If you’ve set up a web site or Facebook page to publicize your group, please include that URL. (Please note that booking the MI seminar rooms with the admin is separate from this.)
Paying for Expenses
Working groups are responsible for tracking and administering their funds independently. Expenditures should be made using FOAPALS whenever possible (please obtain the FOAPAL from the MI admin); if a FOAPAL cannot be used, a TravelCard or personal credit card should be (expense reports should be submitted through TravelND with Thomson Guster listed as approver).
Organizing Meetings and Speaker Visits
Working groups must make all the arrangements for their meetings and speaker visits. For a checklist of planning considerations, see our event guidelines.
Lecture/Meeting locations: You are welcome to contact the Medieval Institute's admin, Thomson Guster, to inquire about the availability of our seminar rooms for your meetings. You can also book space anywhere else on campus that suits your needs (VenueND is helpful for lectures and larger events; for smaller meetings, simply search "Rooms" when creating the event on your ND Google Calendar).
Visas and honoraria: VERY IMPORTANT: Before bringing speakers to campus, you must
ascertain their citizenship, and
if they are not U.S. citizens, review the Office of General Counsel's guidance for inviting and paying short-term visitors, and
per GC's guidelines, obtain any necessary written approval from General Counsel and issue a letter of invitation to the scholar to use in USCIS entry, and
provide the required visa, passport, and I-94 documentation the MI's admin, along with this MI informational form.
We recommend consulting with the Assistant Director, Megan Hall (firstname.lastname@example.org), before you offer an honorarium to a visitor, to ensure that you are familiar with the steps. The MI can only process an honorarium request after it has received all necessary paperwork from the working group organizer(s).
Honoraria: The standard rates for honoraria are $250 for a junior scholar and $500 for a senior scholar. Where it makes sense to invite a working-group guest to give a public lecture as well please talk to the Institute director as far in advance as possible about securing extra honorarium funding. Working groups must make all the arrangements for these lectures, including securing the room, requesting catering, and coordinating with the Institute's admin to provide the honorarium for the speaker.
Travel: When bringing speakers to campus, please book all travel with Anthony Travel and bill the FOAPAL.
Lodging: please use the Morris or a near-campus hotel (e.g., Ivy Court, Fairfield Inn, St. Mary’s) that can use a FOAPAL or bill the MI directly. For long-term visitors, you can apply for on-campus faculty housing (please note the early deadlines require advanced planning, but you can always contact them after the deadline has passed to see if they still have vacancies).
Expenses: All speaker incidentals must be submitted for reimbursement via expense report in TravelND, accompanied by receipts (consult with the MI admin and the TravelND website should you need help).
End of the Year
At the end of each academic year (by graduation), each group should email the director a brief, two-part report: 1) in about a paragraph, describe what the working group engaged in over the past year and 2) provide a budget summary detailing how you used your funds and what balance, if any, is left. For each expenditure, please provide the date, amount, recipient of the payment, purpose, and source of payment (e.g., FOAPAL, travel card, personal card).