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Policies and Procedures Audio Visual Equipment | Awards | Building Keys | Building Temperature | Bulletin Boards | Departmental Vans | Dissertations | E-mail | Fax Equipment | Honoraria | Kitchen Facilities | Lab Procedures | Mail | Meeting Rooms | Office Supplies | Payroll | Photoboards | Photocopying | Purchase and Check Requests | Reprints | Requests for Petty Cash | Security | Sexual Harassment | Smoking | Telephone Calls (Local) | Telephone Calls (Long-distance)| Travel | UGA Holiday Schedule Updated! Condensed Referral List Audio Visual Equipment
The Odum School has several slide projectors and overhead projectors for check out. We do not have any portable screens; however, there are screens located in the seminar room, the auditorium, and the conference room. The portable slide projectors, slide trays, and the overhead projectors may be checked out for short periods of time. The Odum School also has LCD projectors for use in classes and seminars. Please contact Jeremy Sanderlin to check out equipment during the semester to avoid conflicts with seminars. Do not remove any equipment located in the auditorium, seminar room, or conference room. Should you need any instructions or if there are any mechanical problems with any of the audio visual equipment, please contact Jeremy immediately so that repairs can be made. Building Keys
Keys for the Odum School of Ecology building residents are issued by Renee Baughens, located in the Odum School of Ecology. There is a $5 refundable deposit per key. If your keys are lost or stolen, please notify the office staff immediately. You will need keys to the outside door(s) and the systems area (computer room). A request for keys application can be found on the ecology website at http://www.ecology.uga.edu/forms/keys.pdf. Building Temperature
Please notify the main office staff if your area of the building is too hot or too cold. Please do not call the Physical Plant yourself. Bulletin Boards
The "Today" bulletin board is located in a glass case adjacent to the seminar room and provides information on daily events. If you have information to be posted, please contact Anisa Jimenez . A bulletin board of opportunities available for undergraduate students is located outside the auditorium. Contact the undergraduate advisor if you have information for this bulletin board. Department Vans
The Odum School has two passenger vans for instructional purposes only. Contact the administrative assistant to sign out van(s). Van(s) can not be used for personal trips. After using the van, the person signing it out is responsible for having it cleaned. Please be sure you remove all materials, samples, and/or equipment, and replace the seats if they have been removed. Drivers of vans must be employed by the University of Georgia. Dissertations/Theses
The Odum School has made every effort to obtain copies of dissertations from all graduates of the Odum School of Ecology since its inception. These are maintained by Terry Camp in the ecology library. Check out is available. E-Mail
To obtain an e-mail account, check the university's website http://www.arches.uga.edu/about_accounts.html. All students in the master's and Ph.D. program will be added to the eco-grads listserv. Fax Equipment
The Odum School has two fax machines. One is located in the main office, the other is located in the hallway near the Analytical Chemistry Lab. These may be used by anyone who has an authorization code (see Telephone Calls - Long Distance) or personal long distance calling card. See the main office staff for instructions. Honoraria
Only persons not on the University's payroll can be paid on an honoraria. Honoraria are for payment of services rendered and must be submitted to the Accounting Office after the work has been completed. Kitchen Facilities
The Odum School's kitchen offers a microwave, utensils, and pots and pans. All users are responsible for washing their own dishes. If you bring in food that needs to be refrigerated, a refrigerator for Odum School members and staff is located in the back of the building inside the service entrance. Lab Procedures
Report chemical spills, noxious fumes, or fires and overheated equipment immediately to Dr. Amy Rosemond. If Dr. Rosemond is not available, spills and fumes should be reported to Tom Maddox. At night, campus security should be contacted at 2-2200. The faculty member who is responsible for the laboratory should have their daytime office numbers prominently posted on the yellow form entitled "In case of an emergency call..." Also include your home phone number if you wish to be contacted at night in case of an emergency. Each laboratory has such a notice which is posted so that someone from outside the laboratory can easily read the information. Mail
Mail folders in the Odum School of Ecology are available to all Odum School faculty, graduate students, and staff. The student mailboxes are located outside the main office. Faculty mailboxes are located adjacent to the GIS lab and across from the ecology conference room. Campus/U.S. mail is delivered twice each day at approximately 8:30 a.m. and 12:30 p.m. Please allow the front office ample time to sort and distribute the mail. Due to space, your mail should be collected daily. Notify the office staff of any address changes as soon as they occur or if you will be away from campus for an extended period. Please do not use the Odum School's address to receive personal mail. All outgoing U.S. and campus mail should be placed in the appropriate basket on the table inside the photocopy room of the main office. Please place regular U.S. mail in the basket marked "U.S. Mail." U.S. mail must be accompanied by a "Statement of Mail to be Stamped" slip if mail is to be charged to a grant. These forms are available from the principal investigators for each grant. Please be sure to date and sign the slip. The Odum School does not pay postage on personal mail. If you would like to send a letter or package via Federal Express or UPS, forms are available from the main office. These services are only available for grants. No personal charges can be made. If you wish to send a personal package via Federal Express or UPS, you must pay for the service at the time of pickup. See the main office staff for pickup times, costs and drop box locations. Meeting Rooms
The Ecology auditorium and seminar room are available for classes, meetings, conferences, and symposia. The auditorium offers state-of-the-art audio visual equipment, along with computer and graphics display capabilities; it seats 137 in chairs with desk-tops. The seminar room/classroom can comfortably hold about 25 people. A screen, blackboard, audio visual equipment, sound system, and podium are available. The Ecology conference room can seat approximately 10 people and is used for meetings only. To reserve the auditorium, seminar room, or conference room, please contact the administrative assistant. Office Supplies
Please see the administrative assistant for office supplies. Record any supplies taken on the sign-out sheet and list the account number to be charged. If you take the last of any item, please notify Kathleen so that an order can be placed. Payroll
There are three payroll types: monthly, salaried bi-weekly, and hourly bi-weekly. Information (i.e. account number to be charged, rate of pay, classification, beginning and ending date of employment) for personnel reports should be submitted by the first day of employment. Bi-weekly pay periods begin on Thursday, end on Wednesday, and cover a two-week period. All bi-weekly time cards must be signed and turned in by Tuesday noon. Hourly and salaried bi-weekly payrolls are submitted on alternating weeks. All personnel information for new monthly personnel should be submitted to the accountant by the first of the month following hire or change in status (address or payroll change). Prompt action in getting information for personnel reports alleviates the delay in receiving checks. Photo Boards
The Odum School maintains a picture board that displays photographs of current faculty, postdocs, staff and students in alphabetic order. The photo board is located adjacent to the seminar room. If you would like to have your picture taken, please contact Anisa Jimenez . Photocopying
The student designated copy machine is located on the back hall near the north student carrel in the Ecology Building and on the 7th floor of the BioSciences Building. For copies in the Ecology Building, please see the Administrative Assistant in the main office. When the machine is out of order, please ask for assistance in the main office. For Biological Sciences residents, personnel may use the copier located in room 717A. Payment for personal copying is made to Laurie Anderson. Copy charges at both locales are currently 5¢/copy. All requests for large jobs should be sent to Central Duplicating. Please allow 5 to 7 days. Purchase and Check Requests
Order forms for purchase and check requests are available on our website at http://www.ecology.uga.edu/forms/ecopo.pdf. Please supply complete information when making a request. Example: vendor name and address, description, price, and quantity of items to be ordered. Also, you must provide the account number to be charged and the person who should receive the items. Central Research Stores and Central Office Supply catalogs are in the main office. See the accounting technician for more information. Reprints
The Odum School has bound copies of reprints contributed by Odum School members since 1968. Please forward any reprints in which the Odum School is cited to Terry Camp. Security
Doors and windows are not to be propped open during times when the Ecology Building or its annexes are to be secured. Violation of this policy invites vandalism, violates security policy, and could result in teaching/research equipment being damaged or stolen. Students, faculty, staff and visitors should be familiar with the booklet entitled "Safe and Secure." Information in the booklet relates to such topics as Preventing Theft, Preventing Assault, Preventing Sexual Assault, Chemical Spills, Fire Safety, and a list of Emergency Numbers related to such topics. Do not leave personal items unattended. Place them in a secure area or take them with you. Sexual Harassment
Policies regarding sexual harassment have been posted in the ecology building and elsewhere on campus. All faculty, staff and students must be familiar with these policies. Telephone Calls (Local)
The main office staff makes every effort to transfer telephone calls promptly. If you will be out of the building or working in an area in which you do not normally work, please notify the main office. DO NOT list the Odum School's phone number when placing advertisements in the newspaper. Telephone Calls (Long-Distance)
Long-distance calls on the University's WATTS line can only be made with an authorization code. Dial 9-1-area code-telephone number; wait for beep; then enter authorization code. For international calls, dial 9-011-country code-city code-telephone number; wait for the beep; then enter the authorization code. If the WATTS line is busy, please wait a few minutes and try again; Do not direct-dial the number. The WATTS line may not be used for personal calls. For information on obtaining an authorization code, please contact the accountant. back to top Travel
Anyone traveling out of state must submit a Travel Authority, available online, for approval before their trip. A travel authority for domestic travel must be submitted a minimum of two weeks prior to travel. For international travel, the form should be submitted at least four weeks prior to trip. This request must state where and when you will be traveling, your expected expenditures, and who will be in charge during your absence. There are no travel advances; however, if you are flying, you may have your ticket paid for by the University. This must be indicated on the Travel Authority form. Contact the accounting technician for details on prepaid airline tickets, travel authority approval and travel reimbursements. Upon return, you must submit a Travel Expense Statement for reimbursement. This form is available on-line*. To this form, you must attach airline ticket, lodging and registration receipts, and/or other applicable receipts. You do not need receipts for meals. If you claim mileage, you must keep track of odometer readings and must supply the car tag number. Reimbursement for mileage is $.405 per mile. The per diem is $135.00. Of this amount, $28 is allowed for meals ($6/breakfast, $7/lunch, $15/dinner) and $107 for lodging. If your meals or lodging come to more than the amount allotted, or you exceed the total reimbursement of your Travel Authority, you must submit a letter stating the reasons for the difference with you travel expense statement. |
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