Guide to Policies and Procedures
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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
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Critical Institute Policies
IMPORTANT WEB SITES
OPEN RECORDS ACT REQUESTS
Requests made under the Open Records Act must be replied to within 72 hours. The Chair should be made aware of
any requests immediately and will determine if the Legal Office should be involved.
GIFTS
The acceptance of gifts from any individual or company having or wishing to have a business relationship with Georgia
Tech is strictly prohibited.
SEXUAL HARASSMENT
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. Click here for Georgia Tech’s Sexual Harassment policy. This
policy 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.
WORKER COMPENSATION
Worker’s Compensation is coordinated through Tim Banks. All accidents/injuries must be reported. Information is
posted on bulletin boards throughout the building.
SAFETY IN THE WORKPLACE
Click here for complete documentation on health and safety in the workplace. It is the responsibility of faculty, staff, and
students to read this document and abide by all rules and regulations.
ENVIRONMENTAL PROTECTION
Click here for documentation on environmental protection and handling of hazardous materials. It is the responsibility of
faculty, staff, and students to read this document and abide by all rules and regulations.
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.
Intellectual Property Policy: www.catalog.gatech.edu/genregulations/iproperty.php
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.
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 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.
TRAVEL SUBMISSION
All Travel Authority Request forms must be prepared and signed by traveler and their supervisor before travel is taken
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.
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.
MSE Administrative Policies and Procedures
Audiovisual Equipment
All MSE conference rooms are equipped with projection equipment and computer. A projector and a laptop is available for MSE sponsored use and can be reserved through Shirley Manchester or Karen Mayo. 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.
Burdell Plaza - Requests for use of plaza (behind J. Erskine Love Bldg.) should be coordinated by Shirley Manchester before events.
Conference Rooms - To reserve a conference room for a meeting, contact Shirley Manchester, Renita Washington or Karen Mayo.
- 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.
- 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 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 MSE website. All information on upcoming events, colloquia, MSE
meetings, etc. should be sent to Karen Mayo 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 charged to a sponsored or state account must first go through MSE Forms to receive a PO number. This number is entered in the box Your Reference on the Fed Ex form. Click here to receive a PO#, click on MSE Forms and proceed with the request. An e-mail will be sent to you with the PO# and you may proceed to complete the Fed Ex
shipment form.
- An electronic copy of the shipment form must be saved and uploaded in MSE Forms. Click here to upload, enter the
PO number and upload the saved shipment form.
- Federal Express packages for pickup should be placed on the corner of the reception desk in Room 284.
- Personal Fed Ex packages should be billed to a credit card.
- Tracking Fed Ex Packages via internet is found at www.fedex.com.
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Meetings
Faculty meetings
- are held on the second Tuesdays of every month at 11:00 a.m. Agenda items should be sent to Bob Snyder or Karen Mayo prior to the meeting.
Staff Meetings - Staff meetings are held the 1st Tuesday of each month at 10:30 a.m.
Office Supplies
- Supplies are kept in the cabinets and closet 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.
Purchasing
Purchasing must be made with the P-card and only by P-card owners. Sharing or loaning out a P-card is not allowed. All purchases must be entered into MSE forms, all receipts must be uploaded through MSE forms, and all original
receipts must be turned in. The uploaded form is not an acceptable substitute for the original receipt.
Purchases of Georgia Tech Services, i.e. training on the microscopes, must be done through an Interdepartmental Sales and Service Form which can be found at MSE Administration.
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 and basic copying) courtesy of 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 Mayo.
Seminar Visitors
MSE hosts a seminar series each year with seminars coordinated by the Seminars Coordinator appointed by the Chair,
assisted by Shirley Manchester. 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 Shirley 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
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MSE Facilities Policies and Procedures
Access to Administrative Offices
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
Click here for complete documentation on environmental protection and handling of hazardous materials. 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.
Access to the copy room, administrative area and computer lab is arranged through Tim Banks.
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.
National Calling: dial 9 + area code + number
International Calling: dial 9 + 011 + country & city code + number
Safety in the Workplace
Click here for complete documentation on health and safety in the workplace. 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
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