Indiana University Bloomington Indiana University Bloomington IU Bloomington

Administrative Guide


Audio Visual Equipment

There are three campus-designated classrooms in Chemistry. In order to support these facilities, as well as other needs, a variety of audio visual equipment is available.  Overhead projectors are available upon request. Contact UITS Classroom Technology Services (clastech@indiana.edu; phone: 855-8765) for additional AV needs. See more information here.

Bicycles

Bicycles are not permitted in corridors, classrooms, or laboratories at any time. See IU Bicycles for all other areas.

Bookstore Purchases

The IU Bookstore (Barnes & Noble) offers discounts and a state sales tax exemption on all authorized departmental purchases (excluding textbooks and computer software) made with an IU purchase order or purchasing card. Contact chemreq@indiana.edu for more information on how to proceed.

Building Repairs and Maintenance

Assistant Chair Jonathan Karty is responsible for all Chemistry Building improvements, renovations, repairs, and janitorial requests with assistance from Simon Hall Building Manager, John Morrow. Dr. Karty is located in the Chair’s Office (C125E).  John Morrow is in Simon Hall, 003C.

Chemistry Building maintenance repairs should be submitted online through the Building Repairs Request Form. In case of an emergency, please contact Jon Karty at 812-855-4619, John Morrow at 812-856-4937, or the IU Facilities Operations Control Center at 812-855-8728.  For life safety or fire emergencies, call 911 first.

Simon Hall issues should be directed to John Morrow, Simon Hall 003C, 812-856-4937.

Bulletin Board Usage/Display Cases

The department tries to maximize the value of the use of bulletin boards. Therefore, postings on the departmental bulletin boards are controlled by specific offices as listed below. This is necessary to keep them current and under some control. Posted material should have a date for removal affixed by the individual in charge of the posting.

Bulletin Board Supervisors:

  • Addition elevators — Seminar Coordinator (C115)
  • Chemistry Library — Jennifer Simms (C003)
  • Chemistry seminars — Seminar Coordinator (C115)
  • Ground Floor Bulletin Boards — Undergraduate Office (C021)
  • General announcements of seminars/symposia — Seminar Coordinator (C115)
  • Graduate Student Roster and AI assignments — Dalane Anderson (C021F)
  • Graduate Student opportunities and general information — Dalane Anderson (C021F)
  • Storeroom — Jackie Drake(C121)
  • Undergraduate job information and graduate school information — Becky Wilson (C021E)

Bulletin boards in the general vicinity of faculty offices are for the use of that faculty member.

Business Office Operations

Click here to go to the Business Office website.

Chair’s Office

Click here to go to the Chair’s Office website.

Child Safety

The Chemistry Building has many areas that are not safe for children who are unsupervised. In order to reduce the liability for accidents involving children, the following policy is in effect: IU Minors in Hazardous Work Areas.

Computer Services and Support

Brian Crouch is the Director of Research Infrastructure for the College of Arts and Sciences and the Chemsitry Information Technology Group (ITG); Gabriel Hare is the lead technician for the ITG.  For network issues, problems with systems located in administrative offices or research laboratories, or problems with departmental media resources please submit a support request and the appropriate person will reach out to you. Problems with computers within the Chemistry Library should be referred to the library staff. For other questions about information technology or if you are unclear as to who is responsible for a system in the building, contact ITG.

Computer networks within the building normally consist of a simple twisted pair connection to a data jack maintained by the University Information Technology Services (UITS). Maintenance responsibility for the network depends on where the hardware failure has occurred (both departmental and university equipment are involved). All requests for network service, modifications, or other information should be directed to ITG.

Our Shared Resource Center in room C206 supports both Apple and Windows computers. The department provides routine and publication quality color printing on several different media and platforms. Large format output is provided as well. The ITG can assist users in gaining access to other university-supported facilities as well.

Advanced Technology Center clusters are available in many campus buildings.  A list of locations in Bloomington is here.

University Information Technology Services (UITS) provides extensive computer services for faculty, staff and students.  The primary point of contact for UITS is its website https://ithelplive.iu.edu/, which requires an IU login to access chat-based help.  They can also be called at 812-855-6789.  Walk-in support is offered on the 4th floor of the Wells Library.

Access to UITS services is based on a University Account which is obtained following these instructions. Once you have obtained your username and passphrase you may use any Web/WWW client (available in any UITS Public Facilities cluster, C046, C006, C003 (Chemistry Library), or lynx on UCS UNIX systems) to obtain any of the services described below which require a login/password by connecting to the Account Management Service https://itaccounts.iu.edu/ and following instructions.

Information about UITS services can be most easily obtained by using the UCS Knowledge Base accessible with a Web browser (http://kb.iu.edu/) and performing a text search. Additional information is contained in the index of UITS publications.

Because the campus computing environment is always changing, the best source for information on any of the university owned facilities is to consult their web pages at http://kb.iu.edu/.

Graduate students who are teaching at IU may obtain additional support from the Chemistry Department through the Manager of Instructional Computing. Additional support is also available from Instructional Support Services (5-0457, email to clastech@indiana.edu).

Computer Software

The university has license agreements with many vendors for computer software including most major operating systems and office productivity software from Microsoft and Adobe. Although the terms of these agreements are generally very favorable, you should be aware of any and all restrictions that apply. For software on departmental systems, contact the ITG for advice and installation procedures. For personal systems, you can obtain many of the major products through the IU Bookstore.

In addition to the major agreements with Microsoft and Adobe, the university has other agreements, and in some cases the department has site licenses for some specialized software (ChemDraw and LabView for example). Check with the ITG for availability and information on special pricing on other software.

Computer Software Piracy

The department does not condone the copying of licensed software without explicit authorization, because copying may involve legal liabilities for the licensee (Indiana University) as well as the copier.

IU policy states, “Computing resources may not be used for illegal purposes. Examples of illegal purposes include…unauthorized copying of copyrighted material.” IU policy further states, “Computing resources should be used in accordance with the high ethical standards of the University Community. Examples of unethical use follow; some may also be illegal…violation of software license agreements.”

Everyone in Chemistry should be aware of the following:

  • Computer software is protected by the U.S. Copyright Act.
  • Unauthorized copying of software is illegal, even for educational purposes.
  • Copyright violations are a federal crime and penalties may include fines of as much as $100,000.00 and jail terms up to 5 years.
  • IU policy violators are subject to discipline procedures and prosecution by state and federal authorities.
  • Software license restrictions vary dramatically among types of software, vendors, and products.

Copy Machine Usage

There are copy machines available in Duplicating, room A002.  The Library (room C002) also has copy machines, but copies made in the library count against one’s IU Print allotment.

The federal copyright law applies to the use of department copy machines and Duplicating Service as well as other campus copy services. Failure to follow federal guidelines is a violation of federal law.

  • A single copy can be made for use by a teacher for scholarly research or use in teaching preparation: a chapter from a book; an article from a periodical or newspaper; a short story or essay; a chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper.
  • Multiple copies for classroom use may be made if the number of copies does not exceed one copy per student enrolled in the course, as long as copying meets the “brevity” test and the “spontaneity” test.
  • Definition of “brevity”: a complete article, story or essay of less than 2,500 words; an excerpt from any work of not more than 1,000 words or 10 percent of the work (whichever is less – but a minimum of 500 words).
  • Definition of spontaneity: copying is at the “instance” and “inspiration” of the individual teacher, and the decision to use the work and the moment of its use for maximum effectiveness is so close in time that it would be unreasonable to expect a timely reply to request permission from the publisher.
  • Cumulative effect: the copy can only be for one course; no more than one article or two excerpts by the same author, and no more than three excerpts from a periodical during a semester; no more than nine instances of multiple copying for a course during a semester.
  • Prohibitions: copying is NOT permitted in any context for the following purposes: to create or replace/substitute compilations or collective works; material “consumed” during the course of studying or teaching (workbooks, exercises, tests, test booklets and answer sheets); substitute for the purchase of books, reprints or periodicals; repeated semester after semester.
  • American Chemical Society reprints can be reproduced by the author, because the form submitted with the article to the publisher authorizes such copying. Other journal publishers may not give this latitude.

For questions regarding copyright guidelines contact chemdup@indiana.edu.

Dry Ice

Available 24 hours per day for individuals with a key to the dry ice room (A031B). Any dry ice taken must be recorded on the log in the room.

Duplicating Service

The Duplicating Service is located on the ground floor of the Chemistry Building adjacent to the library in room A002. Duplicating is available for self-service 24-7. If you’d like to take advantage of this, please request training from ITG at chemitg@iu.edu. You can also download our Duplicating Handbook to get familiar with the process. Physical copies of this handbook are also available in the ITG Office (A003). If you would like ITG to make duplications, are services are available weekdays 8am-12pm and 1-5pm; however jobs should only be submitted between 8:20am and 4:30pm. Lead time requirements are 48-72 hours for exams and 24-48 hours for other jobs. Rush requests should be avoided if at all possible. On occasion, equipment will be down for repair or maintenance. For rush jobs during such periods, the campus MAXI Service may be utilized (5-2727); however, prior approval from the Director of Chemistry Business is required.

The following priorities are observed:

  1. Exams
  2. Grant Proposals
  3. Class Notes
  4. Department memoranda

A few notes to help keep things running smoothly:

  • Info about Duplicating can be found here.
  • Fill out the duplicating request form completely.
  • Job turnover time should be at least 1 business day, but do allow 2 business days for large quantity copying jobs.
  • Dark blue or black ink reproduces better.
  • Leave at least a half inch margin on all sides of the paper.
  • If you have any problems or questions, please see duplicating operator or call 5-8980.

Facsimile Transmissions

IU provides a free Fax Service (accessible for one.iu.edu) to securely send and receive faxes via pdf.

Fume Hood Operation

Fume hoods in all research laboratories, except the walk-in type, have air velocity hood controllers which maintain airflow across the sash at preset safe levels. They are designed to provide a safe environment for all lab personnel, both those who are performing experiments in the hood and others in the lab space. The IU Environmental Health and Safety department annually tests every hood for proper face velocity and response when the sash is open and closed.

To ensure all fume hoods in a research laboratory have the air flow required by OSHA, it is important that sash heights/openings not exceed 50%, which is the system design limit. Opening the sash beyond 50% may continue to provide that fume hood with adequate air flow but may starve another fume hood and create an unsafe condition. Please remember to Shut the Sash when you are not using the hood. When not in use for long periods of time, i.e. overnight or weekend, place the hood controller in Setback mode, but remember to return to Normal mode when back in use.

Please report any fume hood problems to chembldg@indiana.edu and/or use the Building Repair Request form.

Graduate Office

Click here to go to the Graduate Office website.

Hourly Employment

There are a number of hourly employees hired throughout the year to support teaching and research. Work study students, followed by non-work study students, are often preferred candidates for hourly vacancies. Please contact Daniel Hosler (dwhosler@iu.edu or 812-555-6104) with any questions regarding recruiting hourly employees.

Ice

Chipped ice machines for research are located in the following places:

  • Teaching lab prep corridor near C032
  • Teaching lab prep corridor near C146
  • Corridor near C315
  • Inside room A327
  • Corridor near A617

The ice is intended for research and teaching laboratory experiments only. ICE IS NOT FOR HUMAN CONSUMPTION. Ice is easily contaminated by the use of unclean scoops to fill ice containers.

Keys

Chemistry faculty, graduate students, and staff should use the key request form.  Undergraduates and those outside the Department should have the space’s PI request a temporary key on their behalf using the same key request form. Any questions about keys may be directed to Jonathan Karty (812-855-4619 or jkarty@iu.edu).  Please report lost keys quickly to the Business Office.  There is no charge to replace lost keys.

Issuance of a key carries the following responsibilities:

  • I will not lend it to anyone else, will not use it to admit any unauthorized person and will not permit a duplicate to be made of it.
  • I will be sure that the door which it opens is securely latched again right after use.
  • If the key is lost, I will notify the Chemistry Business Office within 24 hours.
  • I will return the key before leaving the university or if called upon to do so.

Furthermore, all keys must be returned when leaving the Department.

Laboratory Accident/Injury Report

Call 911 to summon help for fires and serious injuries.

Following an accident in a teaching or research laboratory in the Chemistry Building, an Environmental Health and Safety Report is required (found here). Please select “Lab Safety Question or Request” as the subject.  This form must be completed whether or not there are injuries.  Please contact Jon Karty at 812-855-4619 or John Morrow at 812-856-4937 if you have any infrastructure concerns arising from the accident or if fire extinguisher or chemical spill kit was used.

Non-employee injuries should be documented on the Laboratory Accident Report form. Employee (faculty, staff, graduate student, post-doc) injuries must be reported on the Indiana University Occupational Injury-Illness Report form (see Worker’s Compensation) within 24 business hours of the incident.

See the Department Injury Guide here for more information.

Library

The IU Libraries’ Chemistry Collection is found in the Sciences Branch Library: room 002 of the Chemistry Building.  After hours access is available to faculty and graduate students with a valid Crimson Card.  The head of the Sciences Library is Jennifer Simms (simms29@iu.edu or 812-855-5609)  Reserves, circulation, and general matters concerning day-to-day operations of the Chemistry branch of the sciences library are handled by Ian Carstens, Public Services and Outreach Manager (iacars@iu.edu or 812-855-8462). You may contact the entire Sciences Library team by sending an e-mail to libsci@indiana.edu.

Liquid Nitrogen

Liquid nitrogen can be obtained from the dewars in the cage (A018) across from room near the Chemistry dock.  Any key to the Chemistry Building should open the cage.  Please log all purchases on the attached clipboard in a legible manner.  Clients from other buildings needing access should contact Jonathan Karty (jkarty@iu.edu or 812-855-4619).

Lost and Found

Items found in the Chemistry Department should be turned in to the Academic Office in C021. For the convenience of the parties involved, the Academic Office will hold such items until the end of each month. If no claim is made in that time, the items are turned over to the Lost and Found service in Ballantine Hall, Room 030, telephone 5-7372 (hours 8:30 – noon M-F).

Mail

U.S. Mail and IU Campus mail are delivered each weekday to the Business Office. Letters are sorted and placed in the mailboxes, usually by 11:30 a.m. daily. ALL NON-CHEMISTRY RELATED MAIL SHOULD BE SENT TO YOUR RESIDENCE ADDRESS.

All out-going business (non-personal) mail to be posted is to be delivered to the Business Office (C115). In the corridor just to the west of the entrance to C115 are four separate mail slots for all outgoing mail: U.S. mail to be metered, U.S. mail already metered or posted, Campus Mail, and Intradepartmental Mail. These mail slots are emptied twice each day. All outgoing U.S. mail must have the name of the sender and an account number to which the postage is to be charged (account must permit such charges, e.g. no NIH or NSF research grant accounts).

IU Campus Mail Services will not pick up personal mail. Personal mail can be mailed from the Indiana Memorial Union (IMU), or at one of the Bloomington area post offices.

The CAMPUS mailbox is for mail which is addressed to other IU departments.

The INTRADEPARTMENTAL mailbox is for mail going to personnel within Chemistry. The box is emptied several times a day and the material in it distributed. Staples should be used to connect sheets placed in the INTRADEPARTMENTAL box in order to make sure the material doesn’t become separated accidentally. The person or office to which the material is directed should be clearly indicated.

When special delivery letters are received, the addressee will be notified by phone if possible. Otherwise, these items will be placed in the mailbox of the recipient.

UPS and FedEx packages arrive in the loading area. Package recipients will receive an email indicating they may pick up their parcels.  Please be advised that Chemistry Stores closes at 4:00.

For mail requiring special handling, Federal Express mail can be taken to the Scientific Storeroom (A031) for handling and is charged directly to an account. Additionally, The UPS Store, located in the IMU, can process mail through the U.S. Postal Service (including Priority Mail), UPS (ground or overnight). The IMU UPS Store is open 8:00 to 4:00 Monday through Friday.

Mailbox Assignment

Administrative office and technical service mailboxes are located just inside the entrance to the Business Office. Graduate students, post-docs, and faculty members are assigned individual mailboxes. These are located in the corridor outside the Business Office (C115). If you experience problems with your lock, please contact the Jonathan Karty (812-855-4619).

Microanalyses

Elemental microanalyses may be requested from suitable commercial laboratories and are treated like any other Purchasing request. Consult the vendor websites for instructions on preparing and shipping samples.  Robertson Microlit and Midwest Microlab are already registered buy.iu vendors, which greatly speeds processing time for payment.

Office Supplies

Most office supplies can be purchased from the Chemistry Scientific Store. For items not available in the Chemistry Store, a procurement form can be submitted to chemreq@iu.edu for purchase through BUY.IU.

Out of Pocket Expenses

If requesting reimbursement for out-of-pocket expense, a detailed, itemized receipts of the expenses to be reimbursed should be sent to chemreq@indiana.edu for processing.  It is strongly suggested that all such purchases be vetted by Purchasing staff prior to making them as IU does not guarantee reimbursement for non-compliant purchases.

Parking and Decal Information

Bicycles, motor scooters, motorcycles and automobiles must be parked in designated areas on the Bloomington campus (map).  The Atwater and Henderson garages are closest for EM-P permit holders or those wishing to pay by the hour; the lot at 914 E. 3rd St. and the lot between Woodlawn, Fess, and Atwater Streets are the closest EM-S parking areas.  There are a limited number of handicapped spots available adjacent to Owen Hall, but those require an IU Handicapped permit to use.  Motor scooters and motorcycles may not be parked in spaces designated for bicycles. Permits (EM-P, EM-S, etc) can be purchased at this website.  Visitors to the department can pay to park at either garage or in the Union lot.  No vehicles of any type should be parked within or near Chemistry entrances or the courtyard adjacent to the Chemistry tower entrance/Harry Day Lecture Hall. Vehicles parked improperly will be ticketed and/or removed by Parking Operations or the IU Police Department.

Indiana University Bloomington Campus Driving and Parking Regulations determine decal eligibility. Information is available at the IU Parking Operations website (https://parking.indiana.edu).

Paycheck Schedules

There are several paycheck issuing schedules followed by Indiana University (see schedules at https://controller.iu.edu/services/employees/pay-dates).

Pets

Pets are not allowed in the Chemistry Building or Simon Hall. See IU Animals in Buildings for all other areas.

Radiation Badges

Researchers working with radioactive materials are required to wear badges as appropriate. Badges can be obtained through Environmental Health and Safety (5-3230). Dr. Greg Crouch is in charge of the IUB Radiation Safety Program.

Radioactive Materials

The specific procedures and regulations whereby radioactive materials may be purchased, used, and disposed of, are described in detail in a separate manual which has been prepared by the all-University committee on radioactive materials. Copies of this manual can be obtained from Dr. Greg Crouch, Campus Radiation Safety Officer, at 5-3230. He can also give you information about the time and place of the next periodic training session. Strict adherence to these procedures and regulations is a necessary requirement of the license from the Nuclear Regulatory Commission which permits our use of radioactive materials.  More information may be found here.

Requisitons

To request the purchase of items not carried in the Chemistry Store, a Procurement Form must be filled out and submitted on the Chemistry website. The procurement form will route to chemreq@indiana.edu and the order will be placed in BUY.IU. For “Return of orders” please list “If it is necessary to return any item that was purchased via BUY.IU or department p-card, contact chemreq@indiana.edu immediately. A Chemistry purchasing representative will handle the return.  A guide to many other purchasing-related procedures (capital purchases, procuring software, getting a reimbursement, etc.) may be found here.

Room Reservations

There are seven meeting rooms available for Chemistry use: A051 (multi-purpose room), C127 (Faculty Lounge), C225 (the Physical Chemistry Conference Room), C311, A300, A400 (Graduate Lecture Rooms), and A500 (the Biochemistry Conference Room).  Additionally there are three large classrooms in the Chemistry Building: C001 (capacity 99), C033 (capacity 130) and C122 (capacity 350) maintained by the Registrar and Classroom Technologies. All reservations for these meeting rooms and classrooms, regardless of purpose, should be made through the Academic Office (Becky Wilson at 812-855-2254 or reawilso@iu.edu).

View room details here.

Scientific Stores

The Chemistry Scientific Store is located on the ground floor in room A031. When purchasing items from the Chemistry Store, a valid and funded IU account number is required at the time of purchase.

Security and Theft

The only way to maintain security is through the use of locks and controlled issuance of keys to the locked areas. Laboratories and offices should be kept locked except when someone is present. Purses, radios, books, calculators and other valuable items have been stolen, because individuals have carelessly left laboratories and offices unlocked.

All regularly appointed graduate students, postdocs, and staff will be issued keys to their assigned laboratories or offices. When leaving any research area, do not assume the door will close tightly. Check to be certain it is closed and locked. Do not borrow equipment from departmental or private research areas or shops without consent of the supervisor or controller. Irretrievable hours of searching and false theft reports result from thoughtless borrowing.

Some shared spaces may be accessed by Crimson Card.  Please see Jon Karty (C125E, jkarty@iu.edu, 812-855-4619) if you have any questions about security.

Supplies and Purchases (General)

The Chemistry Scientific Store carries lab and office supplies, as well as commonly used chemicals. Items carried in the Chemistry Store should be purchased from the store. All other supplies must be requested via the procurement form on the Chemistry website.  See buy.iu.edu or the procurement guide for more details.

Telephones

The Chemistry Building contains a large network of telephones, including at least one telephone in the corridor of all floors. These telephones are primarily intended for emergency use, and non-emergency calls should be immediately terminated if an emergency arises.

Long distance and directory assistance calls must be placed using a billing number. Toll free numbers, calling card calls and collect calls can be made directly without use of this billing number. Long distance billing numbers are assigned by Communications Services/UITS, but are coordinated by ITG. Graduate students and postdocs must get approval, as well as an account number, from their faculty advisors. If it is necessary to make a personal call from a university telephone, it should be billed to your personal calling card.

Data jacks are handled by ITG and should include the jack ID number (available on the wall plate) and an account number.

Repairs, additional services or changes in existing services can be requested through ITG using a job ticket.

Offboarding/Termination Procedure

Whenever a staff member, graduate student, or postdoc terminates his/her official relationship with the Chemistry Department, a termination procedure should be followed. Please contact Daniel Hosler (dwhosler@iu.edu or 812-555-6104) or Jennifer McCloud (jbmcclou@iu.edu or 812-855-2246) to start the process.

  • Researchers should clean up equipment and work areas to the satisfaction of their research supervisor.
  • Excess chemicals should donated to colleagues or disposed of by Environmental Health and Safety (pickup request form here).
  • All Library books must be returned.
  • All teaching material on loan from the Undergraduate Office must be returned.
  • Confirm with the payroll clerk the status of your appointment and last paycheck.
  • All building keys should be returned and a forwarding address provided.
  • Additional procedures (securing research data, etc.) may be required by individual research groups.  Consult with your supervisor before leaving.

Travel

Click here to for travel information and forms

Undergraduate Office

Click here to go to the Undergraduate website.

Union Representation

All support staff (formerly clerical and technical employees) at Indiana University are represented by CWA (Communications Workers of America Local 4818).  Please see their website for more details.

Procurement Request

Click here for the online Procurement Request.

Worker’s Compensation

Worker’s Compensation is determined by state law and is intended as a protection for IU employees. The law states that an injury or illness must arise out of and in the course of employment. Anyone injured on the job is covered, without regard to who is at fault. All IU employees who receive a pay check are eligible for coverage, including payment of medical expenses and part of lost wages (if applicable). This does not cover undergraduate students injured in a lab class – see Laboratory Accident Report.

All on-the-job injuries must be reported expeditiously in order to preserve eligibility for reimbursement and permit investigation of injuries as appropriate. It is essential that the following steps be followed:

Chemistry Injury Guide

Report any on-the-job injury to your supervisor as soon as possible, even though you may not think you need immediate medical attention.

An Occupational Injury/Illness Report form, available in the Business Office, must be within 8 working hours. A claim may be denied if this is not done. It is important to document all injuries in order to be able to substantiate a claim for medical treatment that may arise at a later date.