FAQs for Current Research Clusters

How do I reserve the DCII Lobby for a meeting?

The DCII Lobby isn't available to reserve in STABLE, so please email Program Coordinator Kate Kimmis at kkimmis@smu.edu to reserve. 

How do I advertise my event in the DCII newsletters?

The DCII sends out weekly and monthly newsletters. To have your events included in these, you must complete this form. The weekly newsletter goes out on Thursdays and submissions close on Wednesdays at noon. The monthly newsletter goes out at the beginning of each month during the academic year and submissions close on the 25th of the prior month.

How do I purchase food for my event?

First, make sure you are in compliance with SMU policies. Food cannot be purchased for an event at which only only SMU employees (faculty and staff) are in attendance; students or non-SMU-affiliated people must be present as well. 

If you are in compliance, you have two options. You may order the food on your own and get reimbursed through Concur (please use the Quick Guide to help if you are unfamiliar with how to do this) using the DCII org/fund 20-410600. Please note that you will need an itemized receipt with proof of type of payment (typically the last four digits of the credit card) to have this approved by SMU Expense. You may also email Program Coordinator Kate Kimmis at kkimmis@smu.edu to see if she can coordinate this for you.

How do I purchase books or research material for my cluster?

You may order the books/research material on your own and get reimbursed through Concur (please use the Quick Guide to help if you are unfamiliar with how to do this) using the DCII org/fund 20-410600. Please note that you will need an itemized receipt with proof of type of payment (typically the last four digits of the credit card) to have this approved by expenses. You may also email Program Coordinator Kate Kimmis at kkimmis@smu.edu to see if she can coordinate this for you.

How do I coordinate bringing in guest speakers?

Honoraria

To pay an honorarium to a guest speaker, you will need to email Program Coordinator Kate Kimmis at kkimmis@smu.edu with the following:

  • A completed W-9 (or W-8 if they are international)

  • An email stating an agreed-upon honorarium

  • An event flyer/program/graphic 

  • A completed Statement of Work

Travel

To coordinate their travel, you can ask if your guest would like to book this on their own and receive reimbursement, or have Program Coordinator Kate Kimmis coordinate this. Either choice will require all of the documents for the honorarium.

Flights

To have them purchase their own flight and get reimbursed, please make sure they are aware of SMU policies. SMU will not pay for any flight upgrades (business class, exit row, Wi-Fi, early check in, etc.) but will pay for luggage if there is an associated fee. They will need to email you or Kate Kimmis at kkimmis@smu.edu with their itemized receipt showing proof of type of payment (typically the last four digits of the credit card). 

To have Kate Kimmis coordinate it, please email kkimmis@smu.edu with the following: 

  • All above documents for honorarium

  • Departure airport

  • Arrival airport

  • Departure time preferences for both flights (this can be specific if you have chosen a flight or a general time frame)

  • Guest full name (including title and middle name if applicable)

  • Guest gender (male and female are the only allowed options)

  • Guest birthday

  • Guest phone number

  • Guest email address

  • Guest Known Travel Number (if applicable)

  • Guest DHS Redress Number (if applicable)

  • Preferred airline and guest reward account number (if applicable)

Car Services

SMU cannot coordinate rental cars for guests. Most groups choose to have guests use a taxi service (Lyft, Uber, etc.) rather than rent a car. To do this, please have the guest collect all receipts for their rides and email them to Kate Kimmis at kkimmis@smu.edu. As a cluster, you will need to determine and communicate with your guest whether or not you are willing to reimburse taxi services for their rides from their residence to their local airport and back. 

Hotel

SMU has discounted rates with the Beeman and the Lumen hotels. Both are near campus, but the Beeman is on the east side of 75 and requires using the SMU shuttle (and is therefore cheaper) while the Lumen is on Hillcrest and in walking distance to campus (and is therefore more expensive). Please email Program Coordinator Kate Kimmis at kkimmis@smu.edu with your hotel needs and she will contact the hotel to coordinate those reservations.