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Administration

 Guide to Critical Policies and Procedures

School of Materials Science and Engineering
Georgia Institute of Technology
J. Erskine Love Jr. Manufacturing Bldg., 771 Ferst Drive
Atlanta, GA 30332-0245
Phone: 404.894.2888    Fax:  404.894.9140


Critical Institute Policies

Consulting

    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.

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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 Procedures

Audiovisual 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

    • Clean up of conference rooms should be done immediately following use.
    • Use of the conference rooms for classes are allowed, however, meetings will always have a priority over classes.  Conflicts should be discuss with the course Instructor.  The class will use the classroom assigned by Space Planning as an alternate location.

Computer Support

  • If you require assistance, please send email request to James Cagle with a copy to Shirley Manchester.
  • All MSE employees and students are expected to be familiar with and adhere to the policies and guidelines outlined by the Georgia Tech Office of Information Technology.  These policies are found at http://www.oit.gatech.edu.
  • OIT recommends changing passwords every 30 days as a good rule-of-thumb, and to not go longer than 90 days before changing to a new password.  Passwords are recommended to be at least 6 characters in length.
  • The form Statement of Licensed Software on Georgia Tech Computers must be signed by all faculty, staff and students yearly, and must be adhered to.  This statement affirms that employees and students will not install software on any computer located on Georgia Tech property unless properly and legally licensed.

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.

Mail

    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).

    • Federal Express packages for pickup should be placed on the corner of the reception desk in Room 284
    • Airbills are located in the copy room.
    • Personal Fed Ex packages should be billed to a credit card.
    • Tracking Fed Ex Packages via internet is found at www.fedex.com or,
    • Send e-mail To: track@fedex.com. In the body of the message type the word "airbill" followed by a space, followed by your package tracking number. You can track up to 20 in one e-mail but each package tracking number must be preceded by the word "airbill" and a space. Response time will vary. If you have any questions or comments regarding e-mail tracking, please contact trackmaster@fedex.com.

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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

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
     

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MSE Facilities Policies and Procedures

Access 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

  • All MSE employees and students are expected to be familiar with and adhere to the policies and guidelines outlined by the Georgia Tech Office of Information Technology.  These policies are found at http://www.oit.gatech.edu.
  • OIT recommends changing passwords every 30 days as a good rule-of-thumb, and to not go longer than 90 days before changing to a new password.  Passwords are recommended to be at least 6 characters in length.
  • The form Statement of Licensed Software on Georgia Tech Computers must be signed by all faculty, staff and students yearly, and must be adhered to.  This statement affirms that employees and students will not install software on any computer located on Georgia Tech property unless properly and legally licensed.

Environmental Protection

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

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:

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Graduate Studies   | Undergraduate Studies

 

email: infoATmseDOTgatechDOTedu | 404.894.2888
771 Ferst Drive. J Erskine Love Building. Atlanta. Georgia 30332.0245 USA
 

© 2008 School of Materials Science and Engineering | Georgia Institute of Technology
Legal Disclaimer | Site Modified Friday, April 11, 2008