Departmental Policies
Bookstore Purchases
The IU Bookstore (Barnes & Noble) offers a 20% discount and state sales tax exemption on all authorized departmental purchases (excluding textbooks and computer software) made with an IU purchasing card. See Chrisitna Lirot in Astronomy Office (SW319) for more information on how to proceed.
Barnes & Noble also offers academic and staff employeees, retirees, and graduate assistants a 10% discount on all merchandise, except adopted textbooks, special orders, sale books, class and alumni rings, computer software, periodicals, discounted merchandise, computer hardware, stamps, health and beauty aids, food snacks, and beverages. You must present for IU ID card to receive this discount. Sales tax will be charged.
Building Maintenance
If maintenance/repair is required during normal working hours (8 a.m.–5 p.m., Monday–Friday), call the the Astronomy Office (5-6912) and describe the problem or come to the Astronomy Office and speak to Christina Lirot or Julie Wilson. In an EMERGENCY where prompt response is indicated, be sure that URGENCY is conveyed, call the Physical Plant Control Center (5-8728).
Copy Machine Usage
There is one copy machine available for general use in the department located in SW328.(It is more economical to use Duplicating Services when 15 or more copies of each original are needed.) Please note the machine is for astronomy use only.
Dry Ice
Dry ice can be purchased during normal working hours at Chemistry Scientific Stores. The Chemistry Stores card is located in the grey cabinet in SW 328.
Equipment
Astronomy office owned equipment is located in SW328 in the locked wooden cabinet. This includes items like digital camera, video camera, IR camera, tripod, monitor, and outreach printer. These items should be check out via the astronomy office, please see Julie Wilson in SW319.
Facsimile
The Department has one facsimile machine for general department business use located in SW319. All incoming faxes should be directed to the Business Office fax, (812) 855-8725, and will be placed in the recipient's mailbox. To send a facsimile message, a long distance billing number is required (this is the same number used for routine long distance telephone calls). [Fax Cover Sheet]
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 the preferred sources for hourly vacancies. You can list your opportunity directly on the student employment web site. All students, whether work study or not, must register with the Student Employment Office and obtain an authorization card prior to being hired.
Keys
To obtain keys for routine use, contact Christina Lirot in the Astronomy Office (SW319). A Key request, which requires an authorizing signature, must be completed prior to issuance of a key. There is $20 deposit for undergraduate keys that are issued. Failure to return keys will result in losing the $20 deposit for the key.
Issuance of a key carries the following responsibilities:
- Keys are not to be loaned to others.
- Keys are not to be duplicated.
- Unknown/unauthorized individuals are not to be admitted to the building or to any areas within the building.
Lost and Found
Items found in the Astronomy Department should be turned in to the the Astronomy Office in SW319. For the convenience of the parties involved, the Astronomy Office will hold items until the end of the current semster. If no claim is made in that time, the item is turned over to the Lost and Found service in Ballantine Hall, Room 030, telephone 5-7372 (hours 8:30 - noon M-F).
U.S. Mail is delivered once each weekday in the Phsyics office. Campus mail is delivered twice each weekday to the Astronomy Office. U.S. Mail is sorted and placed in the mailboxes, usually by 1:30 a.m. daily. ALL NON-ASTRONOMY 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 Astronomy Office (SW319). U.S. mail to be metered, U.S. mail already metered or posted, and Campus Mail. All outgoing U.S. mail must have the name of the sender and an account number to which the postage is to be charged (must be a non-federal account).
Outgoing personal mail cannot be accepted in the Astronomy Office, because IU Campus Mail Services does not handle personal mail. Personal mail can be mailed in the Physics Office SW 117, 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.
Mailbox Assignment
Mailboxes are located just inside the entrance to the Astronomy Office. Graduate students, post-docs, research sciencists, and faculty members are assigned individual mailboxes. Mailbox combination codes can be retrieved in the Astronomy office, please see Julie Wilson. If you experience problems with your lock, please contact the Christina Lirot or Julie Wilson in the Astronomy Office.
Maxi
Maxi (Duplicating Services) requests should be placed with Julie Wilson. Faculty, staff, and graduate students can place a request with Julie during normal business hours. The astronomy office requests that all Maxi requests be sent to Julie 24 hours in advance. We request that you send Juile an email requesting the order with PDF files attached. Please include in the email details about the order (ie. one-sided, double-sided, stapled, collated, folded, colored-paper).
Office Supplies
Many office supply items (letterhead, envelopes, lined pads, and the like) are stocked in the store room in the Astronomy Office. Large quantities of an item or items not stocked by the department may be ordered from the IU supplier's office products catalog. Please see Christina Lirot for ordering information. The Astronomy office has provided miscellaneous supplies (paper, pens, pencils, scantrons, blue books, binder clips, etc...) in the grey cabinet in the copy room SW328.
Out of Pocket Expenses
A Disbursement Voucher (DV) is used to reimburse out of pocket expenses. Automatic Purchase Orders (APOs) are the usual means for purchasing all items under $1000. However, when small incidental items are purchased with personal funds, these out of pocket expenses can be reimbursed through a DV. Receipts containing a detailed list of the item(s) purchased, an explanation as to why a purchase order was not used, and the account number to be charged are to be submitted to Christina Lirot in the Astronomy Office (SW319). Alcohol cannot be reimbursed.
Paycheck Schedules
There are several paycheck issuing schedules followed by Indiana University (see schedules at http://www.fms.indiana.edu/payroll/pay_advice/NewPaySchedules.asp). Direct Deposit is required. NOTE: Any pay date that is normally on the 1st where the 1st is on a weekend or holiday will move the pay date to the last workday of the previous month.
Telephones
The Astronomy Department contains a large network of telephones, including at least one telephone in every department office. These telephones are primarily intended for astronomy use only.
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 Christina Lirot in the Astronomy Office. Graduate students and postdocs must get approval, as well as an account number, from their faculty advisors.
Repairs, additional services or changes in existing services can be requested through Christina Lirot in the Astronomy Office (5-6912).
Data jacks are activated by a request to Christina Lirot that must include the jack ID number (available on the wall plate) and an account number.
Visitor Parking
Visitors staying at the IMU hotel can park for free in the IMU visitor lot. Other arrangements need to be made for visitors not staying at the IMU. In advance of the visit, please arrange with the Department Office to obtain a daily parking permit for visitors. The permit can be mailed to the visitor in advance of the visit. Visitors can also park in the Henderson Garage by taking a ticket when they enter the garage, and then obtain a visitor permit from the Department Office before departing from the garage.
