1. Building Access and Security

1. Anyone planning to be in Russell Labs after 5:30 pm or before 7:00 am must have a blue building pass or faculty/staff identification. The building pass may be obtained from the Department Administrator at any time and must be renewed every year.



2. A security system was instituted in Russell Labs during 1991. The Medeco Key System will eventually be adopted by the entire campus, is the most secure system currently available, and is accordingly stringent in dealing with cases of lost/misused keys. All employees are required to sign a Key Issue Form agreeing to a $75 per key fee for lost keys, and a fine of not more than $500 or imprisonment of not more than 90 days for illegal use of keys (see form for details). Prior to leaving the Department, employees must return all keys, pay the required fees for lost keys, and provide explanations for lost keys. Failure to comply with these provisions may result in: (1) Withholding registration, transcripts, certifications, and diplomas; (2) Legal action by the University to confiscate keys or recover associated fees; (3) Refusal by the University to issue a key(s) to any other University Building.

   The foregoing restrictions are imposed by the University on the Department. We cannot negotiate on individual cases involving lost or misused keys. The employee assumes full responsibility for lost keys

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3. Under the Medeco Lock and Key System, graduate students will receive one key which admits them to their individual office. A second key is needed for the departmental Reading Room (216), Mail Room (202), and the Computer Laboratory (A230). Access to other rooms must be by issue of additional keys, or by contacting faculty and classified staff for such access. The outside doors of the original Russell Labs fall under the Sargent Key System and requires a separate key. This system requires a $10 cash deposit which will be refunded when the outside door key is returned. The outside door keys will open any outside door to Russell Labs other than those to the Aldo Leopold Wing.



4. If a key is lost, report it immediately. All doors which the lost key would open must be rekeyed immediately. All keys for the rekeyed doors must then be recalled, and new keys issued. The cost is substantial, so exercise extreme care in the use of your keys.

2. Mail Delivery and Telephones

1. Mailboxes for faculty, graduate students, and academic staff are arranged alphabetically and are located in Room 202. Mail is placed in these boxes each day (2:00-3:30 pm) that mail is delivered. If students take a job or leave for extended periods in the field, departmental office staff should be given a forwarding address for mail.



2. E-mail for faculty, graduate students and academic staff is provided by DoIt (Division of Information Technology). See John Cary for assistance with e-mail accounts.



3. The telephones in the Department offices are not for private use. Graduate students should use their advisor's office phone for project-related long distance phone calls. If you need to use a telephone for off-campus local calls for your project, you must dial 8, then the number. If it is a University or State number (262, 263, 264, etc.), you may use the phones in graduate student offices. Dial the last five digits of the number (e.g., 2-2671). Any time you leave a number at which you may be reached, use the student number (263-7595). Do not use the departmental office number unless there is an emergency.

   If you are dialing toll calls, long distance, or international calls, you must dial 8-1, the area code, and the number. If you do not dial 8 first, we will be penalized on our phone bill; this is a substantial expense. If you call long distance and get a busy signal or no answer, you will still be charged for a one-minute call. Repeated calls to a line that is busy or no answer are all charged as one-minute calls. To dial an 800 number, dial 9-1-800 and the rest of the number. The student line (263-7595) is available for local, non-University, research-related calls. The Department is charged 9¢ per call. If these calls become excessive, chargebacks to individual research accounts will become necessary.

3. Office, Laboratory, Conference, and Teaching Space

1. Graduate students and academic staff (i.e., research specialists, postdocs, visiting scientists, etc.) are provided space on a space-available basis. In general, graduate students are given priority for offices and furnishings. Each graduate student assigned space in the Aldo Leopold Wing will have a desk, filing cabinet, bookcase, and chair for his/her use. The exact location of a student's desk is determined at the beginning of each academic year after consultation with the student's major professor. If a graduate student plans to be absent from campus for longer than 1 semester, the unoccupied space may have to be cleared for use by students on campus. This will be necessary only if the space is needed for degree-track students of the Department.



2. Room A228 is a general teaching/research laboratory. It is departmental, not University-assigned, space. Most departmental courses are taught in this room so it is usually not available for research. Teaching functions have priority in this space. It is also available for use by the Student Chapter of The Wildlife Society (WCTWS), aka the Wildlife Club, and other organizational meetings, ad hoc graduate student discussions, invited lectures, and assorted activities. Please pick up any trash that may accrue with such functions, return chairs to their proper positions, and turn out the lights when vacating the room. Leave the room in such condition that it is immediately usable for the next group/function.



3. A232 is a departmental Conference Room. It is to be used for faculty meetings, graduate student exams, small group meetings (up to 12 persons; more than 12 persons should use A228), and other functions as deemed appropriate by the faculty. In general, food and drinks are discouraged (i.e. it is not a lunch room), but such use is at the discretion of the responsible faculty member. Contact staff in the departmental office for reservations pertaining to A232. Regular classes should not be scheduled in this room unless no other suitable space is available.



4. Room 202 (Lunch Room) can also be used as an overflow room for meetings when A228 and A232 are full.



5. Room 205 is the Undergraduate Reading/Meeting Room. It is intended for exclusive use by undergraduates although graduate students are encouraged to interact here with undergrads as much as possible.

4. Equipment and Facilities

1. The photocopy machine in the Department office is available for faculty and graduate student use and operates on prepaid University venda cards (identical to cards used at all UW libraries). Venda cards may be purchased from gift/grant monies. Students can purchase cards at Steenbock Library or any other UW library. Reprints copied for student files are personal and must be paid for with personal venda cards.



2. Most departmental and faculty research equipment is stored in the old Dairy Barn where each faculty member has been assigned a storage bin. Other equipment is stored in the open bay of the barn. Nothing should be removed without notifying its owner. See Bruce Darken to check out such equipment.



3. The Department provides a computer for each student office to be shared by the student's assigned to that office. The student computers are connected to the Department's Local Area Network (LAN) and the Internet.

Additionally, the Department maintains shared computer resources in A230. The computers are available on a first-come first-serve basis. Students are expected to keep their computer files on their home computer. A230 is also equipped with network printers, flatbed scanner, 35mm scanner and film recorder.

Research projects budget for whatever computing equipment and software is required beyond what the Department provides.



4. Slide projectors are assigned to Room A228 and A232 and may be used in those rooms to preview slides, prepare lectures and seminars, etc. Do not remove the projectors from those rooms. A separate projector has been designated for extra departmental use and is available from the Department Office (Rm 226). Be certain to sign this projector in and out. Please report malfunctions and needed repairs on all projectors to Bruce Darken.



5. A departmental vehicle is available to students and staff (who hold an eligible UW Drivers Authorization permit) for official business. Users of the vehicle must record their name, destination, mileage, purpose, and project account to which charges may be assigned. Vehicle users should report needed maintenance, repairs, and related vehicle conditions to Bruce Darken. If you wish, you may reserve a CALS (265-3519) or UW (262-1307) fleet vehicle at a slightly higher rate than the departmental van.

5. Graduate Student Responsibilities/Functions

1. All graduate students receiving a research assistantship must be registered for a minimum of 12 credits during the fall and spring semesters, unless they are taking only WE990 (Research and Thesis), then 9 credits is the maximum load. At least 2 credits must be taken during summer session. Touchstone registration materials are mailed to continuing students at their campus address. New students will receive material by mail upon their acceptance into the Graduate School. It is the responsibility of students to have someone register for them when they are in the field. You will automatically be authorized for fee remission unless you arrived after the reports were completed. Otherwise, see the Department Administrator for a card to attach to your tuition bill. There will be a statement at the bottom indicating your segregated fee charges.



2. Research assistants are not covered by workers compensation. Research assistants are eligible for health and life insurance through the University, but this must be obtained by the individual within their first 30 days on the payroll. See the Department Administrator for insurance information and an application form.



3. All graduate students will need to drive a University vehicle during their stay here and will therefore need a driver's authorization card. No one may drive a University vehicle without one. If you have a valid Wisconsin driver's license and have had it for at least 3 years, you need only to fill out a form. If you have an out-of-state license or a Wisconsin driver's license for less than 3 years, you must also provide a notarized statement describing speeding "tickets" or "violations" and/or accidents you have had in the last 3 years. Student drivers must renew their eligibility for authorization yearly, so please check expiration dates on your current authorization. See the Department Administrator for forms or if you have additional questions.



4. The Department does not furnish graduate students with office supplies, postage, or letterhead for personal use. If letterhead and other supplies are needed for project purposes, graduate/postdoctoral students should request these from the appropriate faculty member.



5. The Department does not furnish students with either binoculars or 35 mm cameras. Students should, therefore, purchase their own for use on their research, or consult with their major professor if it is a bonafide project expense.

6. Reading Room (Departmental Research Library)

1. The Reading Room is an important asset of the Department. It is available only for use by faculty and graduate students of the Department of Wildlife Ecology. All others must obtain permission from a faculty member. Challenge anyone who has not registered for entry. Please see that doors are locked at night and on weekends.



2. No food or beverages are permitted in the departmental Reading Room.



3. No materials are to be removed from the Reading Room for any reason.



4. When finished with books, bound journals, boxes of reprints and other reading matter, place the materials back on the shelves in their proper places in a timely manner.



5. Reading Room tables are for general use. Clean up personal materials at the end of each day and replace Reading Room materials as outlined above.



6. Do not use the Reading Room for extended discussions. Other rooms (i.e. offices and A228) are available for this purpose.

7. Travel and Travel Expense Reports

(Note: Students of Dr. Samuel and Dr. Ribic should see the Unit Secretary for appropriate forms.)

1. Prior to traveling out of town, faculty should complete a Record of Absence form and file it with staff in the departmental office.



2. Graduate students are not automatically entitled to maximum travel expense reimbursement (e.g., mileage for use of personal vehicle, meals, lodging, etc.). Each project may have different budget allowances, and students should check with their major professor to ascertain such contingencies before traveling to begin field work or to attend conferences.



3. Graduate students may apply for Corporate American Express cards if travel is required. Application forms are available in the departmental office.



4. Travel Advances are no longer available except under the following special conditions: the employee is traveling for an extended period of time (10 days or more), the employee is traveling to a remote destination where credit cards are not accepted, and the employee is ineligible for the American Express Corporate Card (under the American Express Corporate Card contract an employee must make at least $15,000/year).



5. Travel Expense Reports (TER) must be completed in an accurate, legible, and timely fashion if employees are to be reimbursed for travel. Travel must be approved by an appropriate faculty member and the necessary forms are available from the departmental office. TERs must provide departure and arrival times, distance traveled daily (if mileage reimbursement is claimed), and original receipts for lodging and any other miscellaneous expenses (parking, tolls, etc.). A receipt is not needed for taxis if the one-way or round-trip fare is less than $15. Meal receipts are not necessary, except in the case of banquets for which you must also provide a reason for attending the banquet. You must also include your mode of travel. Tickets or stubs are required for reimbursement of travel by train or bus. If travel was via air, attach a copy of the airline ticket regardless of whether the ticket is to be reimbursed on the TER or was billed directly to the Department. Meals and lodging must not exceed UW cost allowances. Travelers should refer to the UW-Travel Regulations (available in the departmental office) for additional information before traveling.



6. Travelers may bill the Department directly for airline, train and bus tickets. Have your travel agent send a copy of the invoice with the tickets and submit it to the departmental office along with a fund/account and purpose of trip.



7. Travelers who wish to reserve a University-owned vehicle should first call CALS Fleet (265-3519) or University Car Fleet (262-1307). Next, provide a fund/account number to the Department Administrator who will provide the appropriate form needed to pick up the automobile. The Department maintains a vehicle for short-term use.



8. Graduate students may be eligible for Department travel support of up to $400 (contingent upon availability) when presenting a paper at a professional meeting. However, funds are limited. See your major professor or the Chair for details. Transportation (e.g., a van) may be provided if a group of students wishes to attend a professional meeting.

8. Hiring, Purchasing and Miscellaneous Procedures

1. You may purchase supply items totaling less than $1500 directly if the company will bill the University and if an open vendor or blanket order is set up beforehand. An invoice, in triplicate, should be sent to Accounts Payable, 750 University Avenue, University of Wisconsin, Madison, WI 53706, and must have the open vendor or blanket order number referenced on the invoice. You may also set up a blanket order at Stores here on campus. They handle many office and lab supplies, tools, building materials, etc. Stores will also send packages out UPS and bill the amount to your Stores blanket order number. Major items (greater than $1500) are handled with requisitions through UW-Purchasing and must go through a bid process (see the Department Administrator) or be on a University contract. Common purchases such as computers, lab supplies, transmitters, etc. have already been bid and a contract has been drawn up. You must follow the contract when purchasing these items. See staff in the departmental office for purchasing and blanket order requests.



2. Slides and photographs of research setting, methodology, results and the interpretations are considered field and laboratory data. Such materials are the property of the University of Wisconsin. If a student uses personal film and equipment, the disposition of slides and photographs will be determined by mutual agreement of the major professor and student at the outset of a project.



3. Whenever University equipment is sent to a vendor (cameras, receivers, transmitters, etc.) for repair or return, a Return Material Authorization form (RMA) must be completed before the equipment is sent back to the company (obtained from the departmental office). You must then wait for a copy of the RMA to send along with the equipment.



4. Faculty and graduate students who plan to hire LTE's or student hourly employees must provide the Department Administrator with a fund/account, rate of pay and a description of duties. Before hiring a new academic staff employee, a Position Vacancy Listing (PVL) must be filled out (see the Department Administrator). Each new academic staff position must be listed for 10 days and all applicants must be given equal consideration. Interview and selection information must be documented and should be kept by the person making the decision. All new employees must complete an I-9 Form. Appropriate identification and proof of employment eligibility are required (e.g. valid passport, driver's license, student identification card, social security card, birth certificate, etc.) to complete the I-9.



5. The University encourages all employees to use the direct deposit system for payroll purposes. Students and work study employees who receive checks must pick up their checks from the payroll window in the basement of the A. W. Peterson building.

9. Theses

1. Theses in the Department are to be in a publishable form when they are submitted for an advanced degree. Authorship (i.e., student and professor relationship) of publications derived from a thesis should be discussed and determined prior to the start of a project.



2. The Department will incur the cost of providing one copy of the thesis and having it bound for the departmental Reading Room, and one for the major professor (if desired). Other copies are the responsibility of the student.