Below are a series of common questions and answers that we feel can clarify any concerns, issues, or thoughts that you may consider during the planning process of an academic event.
Q1: Can I conduct my event at a location that isn't a Columbia Vendor?
A1: It is highly recommended to refer to the Columbia approved vendor list, as payment processing and adding a new vendor can create delays in payment and overall logistical issues in the planning process. Additionally, the UEM spaces are well equipped to meet any expectations needed for your academic event.
Q2: As the Program Administrator, do I need to be at the event?
A2: It is expected that as part of the program, and the direct decision maker of the event, that a program presence is available during the whole duration of the event. Instructional Support cannot and will not be held responsible for any unanticipated issues, questions, or concerns that may arise during the event that need to be addressed from the program.
Q3: If I want to organize an event that is non academic related, can IS help with that?
Not directly, but Instructional Support can get you to the right team that can help with that. If you are interested in hosting an event that is non-academic, you can reach out to the SPS Events Team => sps-events@columbia.edu. The Events team specializes in joint coordination of general event planning.
Q4: If there is an issue during the event, who will be there to help?
If your event is supported by Instructional Support, a member from the IS team will be on site to be the point of contact for any logistical issues, or questions on what IS has provided for the event itself. They will be able to communicate changes or concerns with any third party contact, or even assist in helping with requests during the event.
If your event is not directly supported by Instructional Support, we can assist in a limited capacity (only if it's within the confines of Morningside campus). The best method of contacting the Instructional Support team would be on our Zendesk platform => CUSPS.ZENDESK.COM
Q5: If I want to have my Residency in a (free) space like a classroom, can we have food?
Please note that the University Registrar's Office does not allow for food and drink of any kind, including grab & go, in any Registrar controlled classrooms. This should be factored into the intended outcome of what kind of academic event the program is looking to host. Instructional Support will recommend using a paid space or dining at a Columbia approved vendor location if one of the priorities is providing catering.
Q6: If I want to have my Residency in a (free) space like a classroom, how does the support differ from a paid space like Faculty House?
The support will certainly change. Usually in paid spaces there is a professional staff / tech team to assist with any issues or concerns during the event. If your residency is in a Morningside classroom, the support staff will be varied and limited to what is already offered by shared departments like Instructional Support, CUIT, and Facilities. Depending on what the program is looking for in regards to cost and scale, Instructional Support can recommend what space could work best with your intended desire for the residency / academic event. It is important to note that the classroom space cannot sustain certain amenities that a paid space can. For example, food and drink is not allowed in the classrooms.
Q7: If I don't need in person support because my event is very low maintenance, do I need to have Instructional Support there?
You do not. We encourage you to feel free in conducting your academic sessions in whichever manner you see best. We are here to help you in various capacities depending on your need.
Q8: When is the best time to let Instructional Support know about a change in my event?
As soon as possible. The more we know about your needs, the better we can help you in the academic planning process.
Q9: I am currently interested in using paid space with UEM, but I am also concerned about my budget. Can Instructional Support help with alternatives?
We certainly can. Instructional Support can reach out to various Columbia approved spaces during the 2nd step of the academic event planning process and present the most cost effective options to help meet your budget accordingly.
Q10: I need Instructional Support to create a PowerPoint to present on the first day of the event, is that something Instructional Support does?
No. Instructional Support strictly assists in executing logistical planning for the event in coordination with the program, and they do not help with any pedagogical assistance. We are a point of contact liaison that works with the program and any third parties that are involved.
Q 11: Can the Instructional Support Assistant deliver/hold something for me?
No. While Instructional Support is more than happy to support in a variety of ways, we strictly assist in executing logistical tasks and items in coordination with your direction of the event. If Instructional Support cannot assist with a particular task or item, we will be sure to get you in contact with someone who can.