AEM Graduate Program Handbook
Important AEM Policies
Below are explanations and clarifications of AEM departmental
policies. If you have any questions about any of the policies and how they
pertain to you, please speak to someone in the department office in 107 Akerman
In addition, graduate students are responsible for knowing
University policies and procedures and seeking assistance from the appropriate
departmental faculty or staff when they need clarification. All University
policy and procedures can be found at: http://www.policy.umn.edu/
Bulletin Boards |
Computer and Printer Policies | E-mail
Accounts | Emergencies |
Equipment | Expense
Reimbursement Forms | Express Mail Service Guidelines
| Faxing | Facilities Management
Problems | Financial Aid and Scholarship Payments
| Grievances | Hate
Crimes | Keys/UCard Door/Building Access and Secruity |
Mailboxes | No Smoking |
Office Space | Office
Supplies | Paychecks | Phones and
Telephone Calls | Photocopying | Required Research Training | Room Scheduling | Safety |
Sexual Harrassment |
Student Conduct | Travel
The University of Minnesota pays employees on a biweekly pay
period basis, with each pay period starting on a Monday and ending on a Sunday.
Employees are paid every other Wednesday, 10 days after the end of the pay
period. You will receive your paychecks one of two ways: a paper paycheck or
Direct Deposit. Individuals are strongly encouraged to do direct deposit.
Paper Paychecks: If you receive a paper paychecks, it
will be mailed to your home address on paydays. If you have a question about
where your paycheck will be mailed, visit the
MyU website and click on
MyInfo to view or change your home address.
Direct Deposit: Direct Deposit is a free service that
electronically deposits your paychecks directly into your bank account on
paydays. To sign up for Direct Deposit:
- Visit the Office of Human Resources
Employee Center website.
- Click on KeyLinks and then on Employee Center.
- Click on the "Direct Deposit" link under the My Pay
- Follow the user-friendly instructions. Once registered you
can make changes or add additional accounts to your direct deposit.
See Office of Human Resources Pay and Taxes
Section You will find information on Payday and Pay Period Calendars;
Understanding your Pay Statement; Direct Depossit; Pay and Taxes; Forms and
Instructions; Internatinoal Student Scholars and Visitors. If you have
questions about your appointment and payroll documents, please see Lisa
Scouviller in the main 107 AkerH Office.
All full-time graduate students will received outdoor access to
Akerman Hall and access to 120 AkerH which is the graduate student louge.
Graduate students who hold a research and/or teaching assistantship or graduate
fellowship will be assigned desk space in an office. You will use your U-card
for access for the outside doors of AkerH. You will need to complete an access
request form which is available from Hanna Pahr in the main 107 AkerH office.
If she is not available, ask one of the other office staff to assist you. Once
the form is completed, it will be reviewed, approved and then access will be
granted. Teaching and research labs require additional approvals and also
safety training. Safety training needs to be
completed prior to room access being granted. When students complete their
degrees and/or leave the University they must turn in all their keys and their
U card ecard access will be removed.
The AkerH (building hours) building
doors are locked early evening after normal business hours and on weekends and
holidays.Graduate students, staff, and faculty are granted U card access that
allow them access to the building at any time. No one who does not have a key
should be admitted into the building after hours. When entering or leaving the
building after closing hours and on the weekends, doors should be shut and
locked behind you. Offices and lab areas that students have access to should be
locked at all times instead of being propped open. No one else should be
allowed to use your key to gain entrace to the building, office, or lab areas.
If your building, office, or lab keys are lost, it should be reported
immediately to the department office. Lost keys pose a security risk. Having
key and/or U card door access is a privilege, not a right, and any violations
could result in loss of key/and or U card door access privileges.
We are occasionally subjected to thieves who roam the halls
looking for easy pickings. Do not leave your office unattended and unlocked.
You are encouraged to ask politely for the identity and purpose of any stranger
you encounter in the building after regular office or evening class hours.
The Security Monitor Program offers a free walking/biking
escort service to and from campus locations and nearby adjacent neighborhoods.
To request an escort from a trained student security monitor, please call
624-WALK shortly before your desired departure time and walk safe. Visit the
Security Monitory Website for
Any Facilities Management (FM) building issues (plumbing leaks,
offices being too cold or hot, door locks are not functinoing properly)
requests should be sent to email@example.com or discussed with the staff in
107 AkerH. The front office staff will contact FM to address the issue.
After Business Hours and On Weekends: After business
hours building problems or emergencies should be reported to Facilities
All graduate students are entitled to open a departmental
computer account. Application forms are available in the main office. The
e-net staff will set up your account and
can assist you with any problems that you may experience You can e-mail
problems with computers to firstname.lastname@example.org.
An AEM computer account is for appropriate educational/research
use only. Misuse of this privilege will result in the computer account being
closed. This includes, but is not limited to, distributing stolen software and
e-mailing harassing or derogatory remarks to or about others. Users are not
allowed to run services for other locations such as gopher or WWW servers or
IRC boots, etc. Game playing is not encouraged and is only acceptable when it
does not interfere with other usage of the machine. Users are not allowed to
share their account with others. Please keep your password secret. Usage of the
AEM computer system is subject to monitoring by departmental staff.
All graduate students are given UCard access to 120 Akerman
Hall. If you are having problems gaining entry to that room, please see staff
in the main office, room 107. Use of this printer should be limited to
appropriate educational/research use only. It should not be used to print
personal items or to print multiple copies of any document. In addition, it
should not be used for large jobs such as manuals and other such output. All
usage will be monitored and in the case of abuse, the service may be removed.
Paper for the printer can be obtained in 107 Akerman Hall; however, one of the
e-net staff members will assist you with printer cartridge replacements. Please
send them an send them an e-mail at: email@example.com.
Remember that your departmental account is a privilege, not a
right. If abused, it will be subject to closure.
For up to date information, consult
Computer Help. See appendix A for AEM
Computing Guide. See also the
Information Technology which is the University's central IT unit for
services that they may provide.
The department maintains a wide range of computer equipment
within its buildings, and there are other computing facilities available on
campus. Most research laboratories are equipped with computers for equipment
operation, data acquisition, data analysis, and/or modeling.
University-owned desktop/laptop computers (compatible with the
Active Directory architecture) are required to be set up and administered by
departmental IT staff. This can take a significant amount of time so be aware
that any newly purchased computer will not be immediately available for your
Personally-owned desktop/laptop computers are prohibited from
using wired connections (i.e. the network "Etherjacks" which are available in
most rooms and offices.) Any device may use the wireless Internet access which
is available in all areas of the AkerH Building, including graduate offices. It
is highly recommended that you configure your device, if possible, to connect
via "UofM Secure". Instructions for doing so may be found
here. Any computer using the
University network, either via wired or wireless connection, must be configured
securely per the guidelines described on the Safe Computing web site at
The University recently transitioned from University of
Minnesota "Central" email accounts to Google Apps for Education accounts. For
those new to the University, a Google Mail email account will be provided for
you as part of the larger suite of U of M Google Apps for Education, which
includes Google Mail, Google Docs/Drive, and Google Calendar.
With your University U of M Google Apps account comes
approximately 5GB of storage space as part of Google Docs/Drive. Google
Docs/Drive is a powerful service for working collaboratively and for sharing
large files within the University and those with non- University Google
accounts. You can find out more about Google Apps
To learn more about Google Apps for the University of Minnesota,
In addition, the University's Office of Information Technology
(OIT) will provide another account, which is often referred to as an "x.500 ID"
or "Internet ID" or "Internet Account." This account will be used for
authenticating to departmental and University resources and may still include
email access for some at the University. The "Internet ID" can be used to
access a considerable amount of information, it is important to select a secure
password and to follow best practices for safer computing. For information
regarding selecting a secure password as well as other security-related
information, visit the University's
The fax machine is to be used by faculty and staff for
University business only. Graduate students who need something faxed for
University business can bring it up to the front office and request that a
staff member fax it for them. If the staff member determines that it is not
University business, students will be referred to a nearby fax center. Personal
fax service from the department is not allowable, unless it is an extenuating
circumstance that has been approved by the Department Head, Associate Head, or
Administrative Director. There is a Kinko's located at 612 Washington Avenue
were you can send personal faxes or make personal copies.
The departmental copy machine is for University business
ONLY. Personal copying can be done on
campus or at one of the commercial copy centers located near campus.
Teaching Assistants should only be copying material relevant to the course they
are assigned to such as tests, handouts, homework, etc.
If a faculty member asks you, as their Research Assistant, to
use the copy machine for a particular project, you should ask that they provide
the appropriate code since individual faculty members are responsible for the
copier code numbers on their research grants.
Thesis copying should be considered personal copying and should
not be done on the Department copier. Use of the copier by students for their
own personal coursework is not allowed.
The department has installed phones in or near all offices used
for graduate student study space. These phones are for local use only. Long
distance calls can be made only on faculty or main office phones, and you must
have approval from your faculty adviser for all long distance calls. Personal
long distance calls are not to be made on any University phone unless using a
personal long distance calling card.
Graduate students who have university related express mail to be
sent out should bring it in to the front office, no later than 3:30 p.m. to be
sure that the office staff has time to prepare the appropriate documents.
Make sure complete mailing information is given, including a
street address, a phone number to go on the express package, and
a EFS number to charge it to.
Personal express mail service from the Department is not
allowable, unless it is an extenuating circumstance that has been approved by
the Department Head, Associate Head, or Administrative Director.
Office supplies should be used for departmental purposes only.
They are not for personal use. Please contact the department office for
supplies you may need.
University equipment should not be taken off campus unless there
is a properly authorized equipment checkout form (University form 1677: Capital
Equipment Assets Off Campus Use) which will be used for tracking both capital
and non-capital equipment checkouts. The form should be completed and turned
into the accounting staff in 107 AkerH. It will be signed by the Department
Head, Associate Head, or Administrative Director for both capital and
non-capital equipment. In addition, Inventory Services will have to also sign
for all capital equipment. You can obtain this form
See forms at bottom of page.
Forms are available in the front office or online
here, for requesting
reimbursement for items purchased with personal funds that will be used for
departmental use or a grant. Purchases using personal funds are subject to
state tax, so use of a purchase order is recommended whenever possible.
These forms will serve to speed up the reimbursement process
and will ensure that we have complete information for each payment. If you do
purchase something that is needed and want to be reimbursed, you will need to
provide a "detailed" receipt. A copy of a general credit card receipt with just
the total listed is not allowable or acceptable under University policy. You
will also need to submit a justification as to how the purchase was directly
related to the account it is being charged to.
If travelling on University sponsored trips, please review
here. On this page, scroll
down to Travel on Sponsored
Funds for more information.
Departmental Travel Reimbursement Form: The departmental
travel reimbursement form needs to be completed and fully processed within 60
days of the trip return date (this includes allowing time for document
preparation, auditing, and approvals) . Original detailed receipts (not a
credit card statement showing hotel or airfare charges) for all expenses of $25
or more (except meals) must be submitted with the University Employee Expense
Worksheet. Occasionally when meals are charged to sponsored funds, the
sponsor may have more restrictive policies and the sponsor’s policies
must be followed. The time limit for submitting and processing travel expenses
is within the 60 days of the conclusion of travel. This also applies to general
reimbursements. For sponsored projects, travel expenses must be submitted and
processed within 60 days of the conclusion of travel or before the end of the
grant period. Late reimbursements after 60 days will require review and
approval of the CSE Dean's Office and the University Controller's Office. If
the late reimbursement is approved, it must be reported by the University to
the IRS as taxable income. Information on the extra justification and
additional approval requirements are addressed here:
for reimbursement must be made within 60 days of your return from a trip or
sooner if a sponsored project will be expiring or ending before the 60 day
period. Any late reimbursements should include an explanation of lateness. Late
reimbursements after 60 days will require review and approval of the CSE Dean's
Office and the University Controller's OfficeSee also
AEM Travel Clarifications and
Reimbursable vs Nonreimbursable Travel Expenses:
The following website contains a chart as to what types of expenses are
reimbursable or nonreimbursable when traveling on University business:
Also, graduate students should check with their faculty sponsor
(or project principal investigator) to see what costs will be covered,
especially if there is limited funding or multiple individuals attending a
particular conference, workshop, or meeting.
Depending on the sponsored research or scholarship project and
project role, faculty, staff, and students are required to complete ethics and
compliance training. Read the University policy
Compliance Office supports the research community by managing compliance
programs across the University.
The NSF, NIFA, and the USDA require
training and oversight in the responsible and ethical conduct of research
to everyone who participates in or conducts research supported by funding from
these agencies, including undergraduate and graduate students, postdoctoral
fellows and staff. This policy can be read
Information regarding the mandatory courses and training can
be found here. This
indicates what training you must receive depending on your role in the research
Note: If a student is working on a sponsored project and
does not complete this training within 90 days from the date of a
PIâs initial appointment, he or she will receive an e-mail
indicating noncompliance and will be removed from the payroll of the
The AEM Graduate Student Lounge located in 120 AkerH has a
bulletin board that is used for notices relating to graduate students. The
bulletin board outside the department office has information on general
information, job postings and internship postings.
Posting Policy: Announcements and other information can also be
distributed in student mailboxes located in the main office. These notices,
announcements, etc. should not be posted on windows, walls, pillars,
doors, glass surfaces, elevators, or easels.
Signs and information not properly posted will be removed.
Financial aid payments will be credited electronically to your
individual student account. If your financial aid award is less than your
account balance, you may pay the difference outright or choose to make
installment payments. If your award is more than your account balance, you may
have a check mailed to you, pick up a check, or leave the credit balance in
your account to pay for future charges.
It is important to remember that the planned registration you
indicated on your financial aid notification must match your actual enrollment
in order for your aid payment to be credited to your student account. The
Office of Student Financial Aid will adjust your aid amount accordingly and
credit your student account in the next weekly disbursement.
You will be notified by mail of any aid payments not credited to
your student account. These payments, along with any credit balance checks you
requested to pick up, will be disbursed by Check Disbursement, 200 Fraser Hall.
Specific disbursement dates and times will be mailed to you.
FAQ: What is the difference between a 25% and 50%
appointment? With a 50% appointment you get paid for 20 hours and a full
tuition benefit. With a 25% appointment you get paid for 10 hours and a half
tuition benefit. For Graduate Health insurance please see the following
Contact the accounting office staff for any questions you may
E-mail communication is critical in our department. You are
responsible for all e-mail sent to these addresses, and should check your
e-mail at least once or twice a day. Official communication will be sent to
your central UMN e-mail address (also referred to as your "Internet ID" or
"X.500 address".) Your central e-mail address ends in "umn.edu." The full
policy can be found at: http://policy.umn.edu/education/email
In case of emergency, dial 911 for police and ambulance
assistance. After the police have been notified, please inform the
Administrative Director or DGSA in the department office.
Office space is at a premium. The AEM Department, unlike many
other departments on campus, strives to provide "sitting" space for full-time
graduate students who hold research or teaching assistantships or graduate
fellowships. As such, all students must realize that the rooms they have been
assigned to may reach capacity levels. Students who may not have an office
assignment can use the 120 AkerH Graduate Lounge.
Students must remember to respect the space of others and not
infringe upon that space by bringing in unnecessary items to store in the room.
One microwave and small refrigerator are allowed if there is room
in the office suiteand it is agreeable with the other students in the room..
Students in the office suite will be responsible for maintenance and cleaning
of the refrigerator and microwave. Students are encouraged to use the
microwave and refrigerator in the Graduate Student Lounge in 120 Akerman Hall
instead of having these items in the individual office suite. Please note
that if you do bring in a personal microwave or regrigerator and it quits
working, you will need to remove it and take it to the appropirate dispoal
faciltiy. The University Faciltiies Management staff does not dispose of these.
They only clean and do building repairs and maintenance. At your desk
location, please display the "Departmental Space Assigmnent Card" so we know
that the desk has been assigned to you. It is also useful when a new person is
assigned to an office suite, so they know if the space is avaialble for
Furniture and other personal items should not be stored in the
student offices or labs.
Moving Office SpaceLocations: If you move from one office
location to another in the department, please make sure you clean your desk
before you move to the next location.
Room schedules are located on the web at
Requests for scheduling a room for a student-related meeting,
activity, or exam, can be made by email to firstname.lastname@example.org. The AEM Library
can be scheduled for final Ph.D. orals or when a larger room is needed. If the
AEM departmental rooms are not available, you could check with
Student mailboxes located in 107 Akerman Hall have been provided
as a courtesy to you and student organizations. Student mailboxes are
identified by the first letter of the student's last name so there will
undoubtedly be several students assigned to one box. Please be sure that you
check your mailbox frequently and remove your mail. Expense and travel
reimbursement documents will be put in your mailbox for your signature once the
accounting staff has prepared them. You are responsible for getting these forms
signed and returned to the accounting office staff in a timely manner. Late
documents can be denied by the department approvers if they are signed and
processed in a timely manner.
Students should not have personal mail such as home utility
bills, bank statements, credit card statements or the like, sent to this
address. Rather, personal mail should be sent to a home address including
packages. Continued disregard of this policy will result in mail being marked
"return to sender."
All graduate students, regardless of whether working in a lab or
shop area, are required to go through safety training. Training is usually
given during the first meeting of graduate students early in the Fall semester.
If you were not present at the "First" meeting or have not had
this training as yet, please contact the AEM department office to arrange for a
time to take the training. Signed forms indicating that you have completed the
training are required to be filed with the Department of Environmental Health and
Safety here on campus and will also be entered into AEM databases.
*Even if you do not work in an experimental lab, you need to be
aware of the safety precautions necessary in case you are ever assigned to one.
Additional on-line safety courses are listed on the
Department of Environmental
Health and Safety website.*
AEM also has a Safety Page with
training, documentation, and resource information. The AEM safety officer is
Professor Yohannes Ketema.
You should first try to resolve student related grievances with
the Director of Graduate Studies. If no resolution is reached at this level,
you should notify the Associate Department Head and also the Departmental
Grievance Officer. The University of Minnesota Board of Regents adopted a
Student Grievance Policy on January 13, 1995. See the
Catalog for relevant information.
The University of Minnesota is committed to providing equal
educational access and opportunity to all persons without regard to race,
religion, color, sex, national origin, handicap, age, veteran status, or sexual
Acts of harassment based on an individual's race, religion,
color, sex, national origin, handicap, age, veteran status, or sexual
orientation will not be tolerated at the University of Minnesota.
Students who engage in such harassment may be charged under the
Student Conduct Code, the Grievance Policy, or State or Federal Law.
Please report any such harassment to the University Police
(612-624-2677), the Office of Equal Opportunity and Affirmative Action
(612-624-9547), Office for Student Conduct and Academic Integrity
(612-624-6073), or to the AEM Department Head (612-625-8000).
If you find yourself feeling uncomfortable about someone's
behavior related to a sexual issue, you may be experiencing sexual harassment.
If you are uncertain about whether what is happening to you constitutes sexual
harassment, talk to someone you trust about the situation.
You have the right to pursue your education and conduct your job
in an environment free from sexual harassment. The University's policies are
intended to protect you against reprisals. The DGS should be contacted first if
you need to talk with someone and then, if necessary, you can discuss the
problem with the Department Head. If you have any questions about sexual
harassment, please call the Office of Equal Opportunity and Affirmative Action
at 612-624-9547. The Office is located in 419 Morrill Hall.
Additional information about the University's Sexual Harassment policy can be
See also Graduate
for relevant information.
You are responsible for abiding by the
Code, published in the Minnesota Daily on the first day of Fall Semester
classes. The document is also available at the Office of Student Judicial
Affairs, 16 Morrill Hall. See the
Catalog for relevant information.
Minnesota has a Clean Indoor Air Act, which prohibits smoking
inside public buildings except in designated smoking areas. All restaurants are
required to have no-smoking sections; bars are not included under the
provisions of this act.
As of July 1, 2014, Smoking is prohibited everywhere on the
University of Minnesota, Twin Cities campus except inside your car with the
For detailed infomation about any University policies, see the
policy Web site.
Last Modified: 2018-01-18 at 16:37:44
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