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Guide to Critical Policies and Procedures
Critical Institute PoliciesConsulting The institute encourages faculty consulting which is defined as "professional activity related to the person's field or discipline, where a fee-for-service or equivalent relationship with a third party exists." The maximum number of permissible consulting days 52 days per fiscal year. The faculty member must complete a consulting form naming each client and the total number of consulting days and submit it to the Chair. The complete policy is detailed in the Faculty Handbook in the section titled "Institute Policies, Consulting." Consulting should be scheduled so that classes are not missed. Employee Alcohol and Illegal Drug Use In accordance with federal and state laws, all employees are prohibited from engaging in the unlawful use, possession, manufacture, and distribution, dispensation and sale of alcoholic beverages, controlled substances and other dangerous drugs on the campus of Georgia Tech and at all Georgia Tech activities, including approved off-campus events. Gifts The acceptance of gifts from any individual or company having or wishing to have a business relationship with Georgia Tech is strictly prohibited. Open Records Acts Request Requests made under the Open Records Act must be replied to within 72 hours. The Chair should be made award of any requests immediately and will determine if the Legal Office should be involved. Professional Absence Professional leaves are viewed as an important component of the professional growth of faculty. Leaves should be approved by the Chair and planned at least six months in advance for Institute approval. Sexual Harassment (http://www.admin-fin.gatech.edu/business/human/relations/070500.html) It is the policy of this institute that no member of its community, including administrators, faculty, staff, or students, should be subjected to sexual harassment by another. This policy and procedure is intended to create an atmosphere in which individuals who believe that they are the victims of harassment are assured that their complaints will be dealt with fairly and effectively. Toward this end, the Georgia Institute of Technology supports the principle that sexual harassment represents a failure in ethical behavior and that sexual exploitation of professional relationships will not be condoned. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: (1) submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual's employment or academic standing; or (2) submission to or rejection of such conduct is used as the basis for employment or academic decisions affecting the individual; or (3) such conduct has the effect of unreasonably interfering with an individual's work or academic performance or creates an intimidating, hostile working or academic environment. Both men and women may be either the initiators or victims of sexual harassment. Smoking Smoking is prohibited in all buildings on campus. This includes in the privacy of your own office due to the air-conditioning systems distributing the smoke to other offices in the same zone. MSE Administrative Policies and ProceduresAudiovisual Equipment A Proxima projector and a laptop is available for MSE sponsored use and can be reserved through Shirley Manchester or Karen Hutcheson. Equipment must be returned immediately after use. Any problems, faulty parts, etc. should be reported at that time. Business Cards Please send requests for business cards to Nancy Pinion. Provide your name, title, phone #, fax #, email address, and URL (optional) when you place your request. These cards are produced in-house in small quantities. Commons Area Reservations
Atrium - Requests for use of atrium areas should be coordinated by Shirley Manchester before events. Conference Rooms - To reserve a conference room for a meeting, contact Shirley Manchester, Marlene White or Karen Hutcheson
Event Scheduling The calendar of upcoming events is posted on the website and is distributed monthly on the 1st and 15th. All information on upcoming events, colloquia, MSE meetings, etc. should be sent to Karen Hutcheson as you know them. Fax Machines The fax machine is located in Room 288. Long distance and international calls should be logged in with a sponsored account number for calls to be charged to if appropriate.
Postal Mail - Trays for outgoing mail are located in the copier/mail room, and on the corner of the reception desk in Room 284 for campus and stamped mail, regular and courier mail. The campus postal service picks up articles in these boxes twice a day, at approximately 8:30 a.m. and 2:30 p.m. Faculty and staff are assigned mail slots in Room 289. Ph.D. student mail is distributed to their boxes in Room 2S50. Express Mail - Federal Express packages may be placed in the drop box at the corner of Ferst and Atlantic Drive (in front of ERB). Meetings Faculty meetings - are held on the second Tuesdays of every month at 11:00. Agenda items should be sent to Bob Snyder or Karen Hutcheson prior to the meeting. Staff Meetings - Staff meetings are held the 1st Thursday of each month at 10:00. Office Supplies Supplies are ordered and kept in cabinets in Room 284. Supplies which are not stocked may be requested through your faculty support staff member. Supplies requested by students will be provided only at the request of the instructor. Publications Publication materials are coordinated through Nancy Pinion. Purchasing Purchase orders should be requested through the Interdepartmental Sales and Services form and e-mailed to the Financial Office. They will assign a PeopleSoft number, Doc ID #, and return it back via email. Resident Visitor Policy The policy for inviting and hosting visiting scholars and Post-Docs can be found on the Administrative web page. Visitors will be given an office (shared space), basic copying, and computer usage (possibly shared), courtesy of the MSE. Funding to cover any direct costs to MSE is expected to be provided by outside sources, or by the hosting faculty member. Visa and hiring issues should be coordinated through Karen Hutcheson. Seminar Visitors MSE hosts a seminar series each year with seminars coordinated by the Seminars Coordinator appointed by the Chair, assisted by Marlene White. A budget is allotted yearly to cover travel and local expenses. Faculty assigned to host visitors are expected to work with the visitors on getting their travel arrangements made in advance in order to keep costs reasonable, to get the title and abstract in advance for advertising the talk, and to work with Marlene on the schedule. Sick Reporting for Fiscal and Academic Employees Sick leave is earned in proportion to the time worked at the rate of one working day (eight hours) per calendar month. All other absences due to illness or injury to the employee or the employee's immediate family or bereavement should be called into the employee's immediate supervisor as soon as possible, and reported appropriately at the beginning of each month. If sick leave is claimed for a continuous period in excess of one week, a physician's statement is required to permit further leave with pay. Sick leave will not be paid out upon termination of employment. Vacation Reporting Earned vacation time shall be taken at times mutually acceptable to the employee and his/her immediate supervisor. Vacation Reporting for Fiscal Employees Rate of accrual varies according to title, EFT, and years of employment. Vacation leave should be appropriately reported at the beginning of each month. Research Scientist are required to use all accrued vacation before the end of the sponsored contract. There is no pay-out on vacation accrued on sponsored contracts. Each year on December 31, accrued vacation is rolled back to forty-five days. All accrued vacation, to a maximum of 360 hours, is paid to the employee upon termination. A terminating employee cannot accrue vacation leave after the last working day of employment. Nine-month employees do not accrue vacation. Website Website additions and changes are coordinated through Nancy Pinion MSE Facilities Policies and ProceduresAccess to Administrative Offices Access to the administrative offices can be obtained by sending Tim Banks your SS# number for programming. Building Maintenance Building maintenance requests should be emailed to Tim Banks. In the event of an emergency after hours, call the Georgia Tech Police Dept. at (404) 894-2500. Computer Policies
Environmental Protection Complete documentation on environmental protection and handling of hazardous materials is found at http://www.mse.gatech.edu/academics/safecon/safecon.html. It is the responsibility of faculty, staff, and students to read this document and abide by all rules and regulations. Keys/Card Access Keys for building, office and lab access must be requested for Faculty and staff to receive keys for the building and their offices. All keys checked out must be returned before termination in order for final paychecks to be processed. If faculty or staff wish to give access to their office or lab area, they must sign a key authorization slip. Access to the copy room and administrative area is arranged through Tim Banks; access to the Computer lab is arranged through James Cagle. Phones All faculty and staff offices are equipped with a phone line. Additional services such as long distance access, voicemail, call waiting and call forwarding may be requested through Tim Banks. These features increase the cost of basic services. To place a call within campus dial '4' or '5' (as appropriate) and the last four digits of the phone number. For other features, see the GT campus directory. Graduate Students are allowed to make work related long distance calls from the phone located in the faculty/staff mailroom. Personal calls are prohibited. National Calling: dial 8 + area code + number International Calling: dial 9 + 011 + country & city code + number Safety in the Workplace Complete documentation on health and safety in the workplace is found at http://www.mse.gatech.edu/academics/safecon/safecon.html. It is the responsibility of faculty, staff, and students to read this document and abide by all rules and regulations. Security All concerns and emergencies should be reported to Tim Banks and Bob Snyder. Campus police can be reached at 894-2500. Workmen's Compensation Worker’s Compensation is coordinated through Tim Banks. IMPORTANT Web Sites: Georgia Tech: www.gatech.edu/ |
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