Guide to Policies and Procedures

Guide to Policies and Procedures

IMPORTANT WWW SITES:

ACCESS TO ADMINISTRATICE OFFICES

Access to the administrative offices can be obtained from Frank Moss.

AUDIOVISUAL EQUIPMENT

All MSE conference rooms are equipped with projection equipment and computer.  A projector and a laptop are available for MSE sponsored use and can be reserved through La Juana Whitner-Bason or James Godard.  Equipment must be returned immediately after use.  Any problems, faulty parts, etc. should be reported at that time.

BUILDING MAINTENANCE

Building maintenance requests should be emailed to Frank Moss.  In the event of an emergency after hours, call the Georgia Tech Police Dept. at (404) 894-2500.

BUSINESS CARDS

Please send requests for business cards to Angie Beggs.  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.

CHILD ABUSE PROTECTION, PREVENTION, AND WORKING WITH MINORS

PROTECTION:  Georgia State law and Georgia Tech requires all Georgia Tech employees or volunteers with reasonable cause to believe that a minor (individual under age 18) has been abused to report that abuse immediately to the GT Police at 404-894-2500 AND to the program supervisor or director, or GT official who can take immediate action of suspected or alleged sexual violence or suspected abuse of a minor.  The GA code section 19-7-5 relating to the reporting of child abuse is http://statelaws.findlaw.com/georgia-law/georgia-child-abuse-laws.html

PREVENTION:  If you or a member of your student group is involved with a program that includes minors you must be aware of the child abuse protection policy and contact the HR representative for guidance on resources and training.

http://www.policylibrary.gatech.edu/campus-use-facilities/child-abuse-prevention-policy

COMMONS AREA RESERVATIONS

  • Clean up of conference rooms should be done immediately following use.
  • Use of the conference rooms for classes is allowed; however, meetings will always have priority over classes.  Conflicts should be discussed with the course Instructor.  The class will use the classroom assigned by Space Planning as an alternate location.
  • Atrium - Requests for use of atrium areas should be coordinated by La Juana Whitner-Bason before events.
  • Burdell Plaza - Requests for use of plaza (behind J. Erskine Love Bldg.) should be coordinated by La Juana Whitner-Bason before events.
  • Conference Rooms - To reserve a conference room for a meeting, contact La Juana Whitner-Bason, Teresa Nelson or Renita Washington.

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 rule-of-thumb, and to not go longer than 90 days before changing to a new password.  Passwords are recommended to be at least 11 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.

 

COMPUTER POLICIES

As required by The Office of Information Technology, All Georgia Tech employees are expected to be familiar with and adhere to the policies and guidelines outlined by the Georgia Tech Office of Information Technology.  The intent and purpose of these policies is to ensure that Georgia Tech is in compliance with the security and control requirements of various government, industry and institute regulations.

These policies are found at http://www.oit.gatech.edu/node/93.  IT Policy Common Definitions, Policy FAQs, and various supporting forms can be found at http://www.oit.gatech.edu/service/information-security/third-party-security-risk-assessment-questionnaire.

 

CONFIDENTIALITY OF STUDENT AND APPLICANT RECORDS:  FERPA

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records.  The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.  http://www.catalog.gatech.edu/genregulations/ferpa.php.  Access to applicant records is strictly controlled and governed by Institute policy.   These records are treated as confidential.  http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html.

CONFLICT OF INTEREST

All paid employees – Faculty, Staff, Student, Researchers - are required to complete an ANNUAL disclosure to the Institute which would include information on any external relationships that might create or be perceived to create conflicts of interest with their Institute responsibilities.   Information on this policy and links to on-line forms are found at https://ecoi.research.gatech.edu/researcher/dashboard .

 

CONSULTING

Completion of the Request for Outside Employment form and on-line Conflict of Interest (https://ecoi.research.gatech.edu/researcher/dashboard) must be completed for all outside consulting.

Policy: http://www.policylibrary.gatech.edu/faculty-handbook/5.6.5-consulting

The Consulting form is on the MSE Forms website, http://www.mse.gatech.edu/administration/financial-forms .

 

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.

ENVIRONMENTAL PROTECTION

Documentation on environmental protection and handling of hazardous materials is found at http://www.mse.gatech.edu/research/lab-safety .  It is the responsibility of faculty, staff, and students to read this document and abide by all rules and regulations.

 

ETHICS TRAINING

Ethics training must be taken by every paid employee on a yearly basis.  Failure to comply could result in termination of employment.

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 James Godard as you know them.

EXPORT CONTROL

A Technology Control Plan (TCP) is required for all research involving data, material, or technology controlled by the International Traffic and Arms Regulations (ITAR) or otherwise falls outside the Fundamental Research Exclusion due to contract restrictions including publication or foreign national restrictions.  The TCP shall include a physical and information security plan, personnel screening procedures and a process for carrying out the research in controlled environments.  Additional information on TCP is found at

http://www.researchintegrity.gatech.edu/about-export/forms-and-procedures.

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.

GIFTS

The acceptance of gifts from any individual or company having or wishing to have a business relationship with Georgia Tech is strictly prohibited.

INTELLECTUAL PROPERTY

Information on Intellectual Property can be found here:  http://www.policylibrary.gatech.edu/faculty-handbook/5.4-intellectual-property-policy

INTERNATIONAL TRAFFIC IN ARMS REGULATIONS (ITAR)

ITAR and Arms Export Control Act of 1976 (AECA) govern the export of defense articles, related technical data and defense services. Information about Export and ITAR can be found at http://researchintegrity.gatech.edu/about-export/

INVENTORY

The State of Georgia General Statutes requires the University to be accountable for all equipment under its control.  Employees must adhere to inventory requirements and policies per the policy at http://www.policylibrary.gatech.edu/book/export/html/905.

 

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 Frank Moss.

 

LAB INSPECTIONS

Laboratory self-inspections are to be done at least once per week.  Lab self-inspection forms should be available for the past 12 months.  The form is on the EHS website, http://www.ehs.gatech.edu/sites/default/files/weekly_self-check_laboratory_inspection.pdf .

 

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.
  • 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.

MEETINGS

  • Faculty meetings - are held on the second Tuesdays of every month at 11:00 a.m.  Agenda items should be sent to James Godard 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.

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.

PROCUREMENT CARD (P-CARD)

All employees with a P-card must be familiar with P-card policies and must pass the P-card on-line test yearly.  P-card policies are found at http://www.policylibrary.gatech.edu/business-finance/procurement-cards-pcard.  The P-card Coordinator is Jasmin Frett-Hodge and Linda Roberson.

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.  For Professional Absence and Leave Policies go to http://www.policylibrary.gatech.edu/faculty-handbook/3.1.4-professional-absence-and-leave-policies .

 

PUBLIC RELATIONS

Information flow and proper representation of Institute information in an appropriate manner and through appropriate channels is important to the confidentiality of information and the image the School and the Institute.  Information regarding Institute matters should be disseminated by the GT Newsroom.  The MSE Communications staff contact is Alyssa Barnes and the Institute Media Relations contact is Lisa Grovenstein. 

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 James Godard. 

SAFETY IN THE WORKPLACE

Documentation and training information /tools on environmental health and safety (EHS) and evacuation policies and procedures in the workplace are found at http://ehs.gatech.edu/training/ehstrain.php .  All GT employees must take the recommended training and abide by all rules and regulations.  Unsafe laboratories are subject to being closed. 

SECURITY

All concerns and emergencies should be reported to Frank Moss and Roosevelt Bryant.  Campus police can be reached at 894-2500.

SEMINAR VISITORS

MSE hosts a seminar series each year with seminars coordinated by the Seminars Coordinator appointed by the Chair.  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. 

SEXUAL HARASSMENT

Policy:  http://www.audit.gatech.edu/book/b-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.  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.

Incidents of sexual harassment should be reported to the School OHR Rep, James Godard.

 

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 brought to the attention of the employee's immediate supervisor as soon as possible, and reported appropriately at the beginning of each month in TimeOut.
  • 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.

 

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.

TELEPHONES

  • All faculty and staff offices are equipped with a telephone line.  Additional services such as long distance access, voicemail, call waiting and call forwarding may be requested through Frank Moss.  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 + 1 + area code + number
  • International Calling: dial 9 + 011 + country & city code + number

TRAVEL SUBMISSION

All Travel Authority Request forms must be prepared and signed by traveler and their supervisor before travel is taken.  Details on GT Travel Policies are found at http://www.policylibrary.gatech.edu/business-finance/travel. The T&E Travel Coordinator is Sheri Calhoun.

 

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 in TimeOut.
  • Research Scientists 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 Bill Miller.

 

WORKER COMPENSATION

Worker’s Compensation is coordinated through Frank Moss.   All accidents/injuries must be reported.  Information is posted on bulletin boards throughout the building.

http://www.mse.gatech.edu/research/lab-safety/policy/accidents-and-emergencies