To: Chairs and Department Assistants
From: Celesta Dunn, Provost's Assistant
Housing
If a visiting candidate needs lodging overnight, call the Provost’s Office (x7915) and I will make accommodations right away. Since area hotels prefer that arrangements are centralized in one office, I routinely handle recruitment reservations for all academic departments. Unless otherwise directed, reservations will be made downtown at the Courtyard by Marriott. If you’d like your candidate to stay at another local facility, just let me know when you call.
Meals
Keep in mind that recruitment meals can be charged against the Provost's Office. If lunches are eaten on campus (in a meeting room, the CDR, Post 95, etc.) please let me know in advance so that I can alert the Sodexho staff (who will bill our office directly). Complimentary Dining Passes that include the Provost's signature are available from my office and may be used by visiting candidates if they wish to grab a meal on their own in the CDR or Post 95.
Naturally, receipts are required for off-campus dining, which the Provost prefers be confined to Springfield restaurants if at all possible. The Provost also recommends limiting the number of those attending each meal to the candidate and 2 or 3 others. Your department charge card can be used to pay for these meals. Later, when you reconcile your ProCard account, call my office and I will give you our recruitment account number so that you can adjust these charges.
Travel
Flight arrangements for visiting candidates can be handled in several ways. The Provost's Office will be glad to reimburse candidates who prefer making their own airline reservations (paper invoices or e-ticket confirmation must be sent to my attention before payment can be made). Or if candidates prefer, their flights can be booked by your department (again, you will use the Provost’s recruitment number when you reconcile your ProCard account). Feel free to use Travelocity, Expedia, Orbitz or any of the other popular online booking sites – or contact any area travel agency, such as Springfield AAA. Candidates driving to campus are reimbursed by our office at the going University rate.
I understand that the recruitment process may be a little complicated, especially if it's totally new to you…..or if you haven’ t done it in a while. If you have questions that I've overlooked or if you need any other assistance, feel free to call me. I'll be glad to give you immediate help.
Revised: 12/8/06