INDIANA PREVENTION
RESOURCE CENTER
ORIENTATION MANUAL
FOR FULL-TIME STAFF
Revised 5/27/2009
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TABLE OF CONTENTS
Introduction to the IPRC
Mission
5
Values
5
Orientation
Parking on campus
6
Staff ID and Map
6
Student Recreational Sports Center and Map
8
Work Hours
9
Appropriate Dress
9
Office Supplies
9
Xeroxing
9
Telephone policies
9
Mail—Campus & Government
10
Faxes
10
Email & Computer Account
10
Office Equipment and software
10
Pay Practices
11
Business Cards
11
Reporting Absences
11
Travel Requests
12
University Vehicles
12
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Travel Tips
12
Training
13
Employee Policies
Probationary Period
14
Performance Appraisals
14
Compensatory time and overtime
14
Employee Benefits
Time Off Policies
16
Insurance Plans
17
Fee Courtesy
17
Retirement
17
Hourly Staff Benefits
18
The Workplace
Security
19
Work Environment
19
Carpal tunnel syndrome
19
Sexual Harassment
21
Employee Representation
21
On-the-job Injury
21
Separations
22
Family & Medical Leave Act
22
Grievance Procedure
22
Acronyms
22
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Library Resources
23
Tornado Warning
24
Emergency Action Plan
24
Standard Expectations
Overview of Expectations
25
Intranet
25
Revenue Generating Services
25
Strategic Planning Overview and Resumes
26
Other Committee and Project Work
32
Opportunities for Research
32
Job Description and Operations Manual
32
Communication
32
Appendices
Conference Travel Policy
Grant Opportunities
Organizational Chart
Distribution of Tasks Grid
Travel: Instructions for Car Rental
Map of IPRC Offices
Excerpts from Academic Handbook
Housekeeping Notes
Employee Checklist
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33
34
34
35
37
39
40
41
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INTRODUCTION
Greetings and welcome to the staff of the Indiana Prevention Resource Center! We think
you will find IPRC a challenging, exciting place to work. Every position in our organization is a
key to our success. We depend on you to excel, to “work smart” to help us find better ways of
accomplishing more, and to help us work effectively with our partners in abuse prevention. We
want you to connect with your professional colleagues at IPRC.
The primary purpose of this handbook is to facilitate your orientation to IPRC, and, if
you are new to IU, to the university as well. We hope it will also serve as a valuable tool to
current staff members who have questions regarding paid-time-off accruals, pension plans,
health care plans, etc. It is an important guide for IPRC employees.
MISSION
Strengthening prevention efforts through education, resources and research. The vision is
an Indiana prevention system that promotes and sustains healthy behaviors and environments. It
is Indiana’s officially designated RADAR Network (Regional Alcohol and Drug Awareness
Resource Network) State Center.
The Indiana Prevention Resource Center is operated by the Department of Applied
Health Science, in the School of Health, Physical Education and Recreation at Indiana University
– Bloomington. It is affiliated with the Indiana University Institute for Drug Abuse Prevention.
The IPRC is funded, in part, by a contract with the Indiana Family and Social Services
Administration – Division of Mental Health.
VALUES
We value customer service. Each of us will take responsibility for anticipating and
meeting customer needs within the state and community, inside our organization, and among
colleagues at other institutions. We will answer and address any questions or issues we
encounter until they have been resolved. Each of us is key to our success in meeting customer
needs. We support any effort to improve or develop the skills necessary to optimize job
performance and professional growth of our staff.
Teamwork, cooperation and professionalism are essential to our success both as
individuals and as an organization. Respect, helpfulness, sharing, tolerance, openness, honesty
and good humor are critical elements in our relationships with others inside and outside the
organization. IPRC is characterized by a positive, forward thinking orientation that expects
excellent performance from individual staff members and the organization. We value and
encourage individual initiative and the exchange of innovative ideas that help us achieve our
mission.
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ORIENTATION
If you are a first-time IU employee professional and support staff, you will be invited to
an orientation session conducted by University Human Resource Services. These sessions are
usually conducted on Thursdays and will detail the various IU benefit packages. To facilitate
your enrollment in the programs of your choice, please see
http://www.indiana.edu/%7Euhrs/benefits/neweeo.html for details regarding this orientation
including the agenda. In the meantime, we will have you complete necessary payroll paperwork,
issue your key(s), briefly introduce you to the IU benefits packages and address any questions or
concerns that you might have concerning the IPRC. In accordance with IU policies, employees
new to Indiana University must elect the direct deposit option for their pay. Instead of receiving
an actual pay check, you will receive an advice of deposit detailing how much money was
electronically distributed to the bank account(s) of your choice. The Indiana University staff
policy manual is available on line at http://www.indiana.edu/~hrm/policies/. R.A. staff will
receive orientation within the Department.
Parking
Parking for IU employees is provided in university parking lots adjacent to the Showers
building. Parking hang-tags (A or C) are required in order to use these lots. To initiate the
process for an A tag that will allow you park in the immediate front lot, call IU Realty, 8553054, to learn the current procedure. For other tags, you will need to take a letter of
employment confirmation to Parking Operations your first day of work in order to get the
appropriate decal. You can obtain a parking pass, by paying either the full cost or by using the
payroll deduction plan. Please visit the IU Parking Operations home page at
http://www.parking.indiana.edu/ for more information regarding parking enforcement,
regulations, motorist assistance, etc. IPRC has a departmental hang-tag and vehicles using this
are permitted to park on the central portion of the campus if they meet these conditions: 1) their
vehicle must be registered with the university; 2) they must display a valid A or C hang-tag.
When used in combination with a C hang-tag, a departmental clip will be honored as an A hangtag. There is no limit on the parking privilege in the A or C spaces. There is a 30 minute limit
on vehicles parking in the reserved spaces. The departmental hang-tag issued to us must be used
exclusively for IPRC/HPER related travel to the central campus. Renewal notices come
automatically and will appear in your mailbox most likely sometime in June. Please note that
you cannot park anywhere on campus in a D, R, or H spot. A Showers/A tag can park in any
other spots on IU campus, with the exception of the Shows lot that indicates other color zones
(e.g., the Showers White or Showers Green zones).
Staff ID
It is very helpful to have a staff ID for Indiana University. These are picture IDs and
available at Campus Card Services at Eigenmann Hall and also on the Ground floor of the IMU,
near the IT Technology store (near the Commons area facing the 7th street stairway entrance).
Eigenmann Hall is located on the SE corner of 10th Street & Union. Take with you the letter
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you received from the Department or IPRC confirming your appointment. Go to Eigenmann
Hall Bookstore, Copy Center/ IDs, east entrance, 1910 E. 10th St., inside the bookstore.
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SRSC
You may be interested in joining the SRSC which is free to IU students and available at
reduced cost to IU faculty and staff. Most classes are free with you membership. Please take
your staff ID to SRSC and mention that you are an employee of the School of HPER. See
http://www.iurecsports.org/
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Work Hours
Biweekly staff is expected to provide 40 hours of service to IPRC each week, with the
exception of time off for holidays, vacations, and sick leave as defined by university policy.
Unless otherwise specified, traditional working hours for biweekly staff are 8 a.m. to 5 p.m.,
Monday through Friday. This schedule includes a one-hour lunch break and one 15-minute
break for each half day, scheduled so that the efficiency of the work does not suffer. Breaks are
not to be used to cover late arrival or early departure and do not accumulate if not taken.
Professional staff schedules consist of 40 hours in each work week. PAO staff is to fill
out timesheets in the TIME system. You will receive instructions in how to do this.
Appropriate Dress
Dress codes went out with the ‘60s, but good judgment concerning dress did not. You
are expected to dress appropriately for your work situation. Although it is not necessary for
every employee to wear formal business attire, it may be appropriate for those who frequently
interact with state, local communities or university officials. Regardless of your position, radical
departures from conventional dress and personal grooming habits are not recommended. Please
do not wear T-shirts with advertising or sayings.
Office Supplies
Office supplies for IPRC are located in various locations throughout the office. Please
ask your colleagues for help. Mary Ellen is always a great resource for this information. If you
need an item that is not routinely purchased, you may ask the Assistant to the Director about
ordering it.
Xeroxing
Please obtain a copy card from the Assistant to the Director. The copy machine is
located in 110Q. To activate the copy card, enter 5121 on the key pad and press enter. You need
to press very hard so the numbers will register. When done, press done.
Telephone Policies
Because of the type of customers we serve in the state, it is the policy of IPRC to have a
person answer all incoming calls between 8:30-4:30, Monday through Friday. Telephone
messages are delivered through voice mail. Please also give out the IPRC main telephone
numbers (855-1237 and 800/346-3077) so that customers could reach us in the event of an
emergency or an unforeseen circumstance where you would not be available for an extended
period.
Personal long-distance calls may not be charged to your campus telephone. To make
business-related long-distance calls from your desk, you need a long-distance Personal Access
Code (PAC). Please contact the Assistant to the Director concerning your number. Whenever
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possible, use 800 (toll-free) numbers. For IUPUI you can dial only the last 5 digits of the
telephone number (e.g., instead of 274-7665, dial 4-7665). This may work for other IU
campuses as well.
Please keep personal calls to a minimum.
Mail – Campus & Government
Campus and government mail is picked up and delivered to individual mail boxes by the
Front Desk Staff. For outgoing mail, separate mail boxes for campus and metered regular mail
are located in the reception area. Please separate your mail appropriately into these boxes. The
departmental account number for postage billing must be written in the upper left-hand corner of
the envelope. If you need to send an item by Fed Ex, please see Mary Ellen. A white prepaid
FedEx shipping label goes on the outside of the FedEx package. Copy the address information
from the package to the FedEx log book and place a small tracking sticker on each of the two
pages in the book. In-state delivery takes about 2 days and can be tracked at
http://www.fedex.com/us/tracking/. To schedule a pickup call 1-800-453.3339. You can also
schedule a pickup at their web site fedex.com. The FedEx user name is IPRCdrugs and the
password is drug1237. The account number is 2011-3879-1237.
Faxes
Incoming faxes will be placed in your mail box. If you wish to send a fax, please use the
department cover sheet in the tray next to the fax machine. To fax, place the page(s) to be faxed
face down, dial the number as you would on a regular telephone and press start. If it is a long
distance fax, dial 9-1 -Area Code- number- pause-enter your Personal Access Code-press start.
If the fax goes to the cities where we have regional campuses, dial 1-16-Area Code-number.
E-mail & Computer Account
If you don’t already have one, you will need network identification. The Assistant to the
Director will send an e-mail to valid@indiana.edu including your name and social security
number. Network id information is available at the following url:
http://ithelp.indiana.edu/accounts.html. You will also need an Exchange account to utilize the
Exchange-based e-mail. This will be requested when your network identification is requested.
Office Equipment (workstations) and software
Office equipment and software are supplied to you based on the requirements of your job.
Address questions about computer workstations and software to Roger Morris. Requests for
furniture should be made to the Deputy Director.
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Pay Practices
Professional staff members generally are paid on the last day of the month. Should this
fall on a Saturday or Sunday, distribution occurs on the Friday preceding the weekend. Support
staff members are paid biweekly, every other Friday. You can view your paycheck on the One
Start web page (www.onestart.iu.edu)
Staff members customarily receive a pay increase effective July 1 of each year. The
percentage increment for biweekly staff is negotiated by the university administration and the
Communication Workers of America Union. IPRC conducts a pay-for-performance program for
its professional staff members and salary increases reflect the results of performance appraisals
for each employee.
Questions or problems regarding your actual paycheck should be addressed to the
Assistant to the Director. Please notify this person of changes in address, banking
institutions/accounts, and employee federal/state tax withholding allowance preferences (W-4).
Business Cards
As a Full-Time employee you are eligible to receive printed business cards. Please see
the Assistant to the Director to make these arrangements. IU policy applies with regard to what
the contents of the business cards must and can include (e.g., logos and design)
Reporting Absences
Request for time-off forms are used for reporting staff absences when you have a planned
vacation or day off. These forms are available in the compartments below the mail boxes. They
should be submitted to the Deputy Director for approval. Once the request is approved, please
forward to the Assistant to the Director; keeping the yellow copy for your files. If you have any
question(s) about your accrual, please see the Assistant to the Director. Support staff receive
accrual notification on their biweekly pay advice for vacation, sick, holiday and comp hours
available.
You are responsible for reporting anticipated absences to IPRC before you are scheduled
to begin the workday. If absence is due to illness, please notify the Assistant to the Director
and/or the front desk staff. If the absence is due to an emergency, you must, as soon as possible,
let the front desk staff know the reason for the absence and the time you expect to return. Being
absent for three consecutive working days without notifying the office may be cause for
termination with notice. Being absent for five consecutive working days without notifying the
office may be cause for termination without notice.
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Travel Requests
A Travel Request form should be filled out for each planned trip (including trips to
Indianapolis) and submitted to the Deputy Director. Indicate the mode of transportation
(personal car, motor pool car). If you wish to have an IU rental vehicle, please follow the
instructions for car rental, included in the Director will make the reservation and you will receive
an email confirmation with the type of vehicle assigned to you. For general travel information,
please go to the IU Travel Department web site at www.indiana.edu/~travel/ and see the
instructions for car rental in the appendix.
University Vehicles
University vehicles are available for rental for interstate travel for university-related
business with prior approval of the Deputy Director. You must have a valid driver’s license to
operate a university vehicle. Please complete the travel request form 3 days prior to the trip
and forward to the Deputy Director for approval. Under no circumstances are these vehicles to
be used for personal and/or commuting usage. Once the travel is approved, please contact the
Assistant to the Director to reserve your vehicle. See also, the Conference Travel Policy section
of this manual and the Conference
Travel Tips:
A Copy of instructions about how to rent a car from Enterprise is in the Appendix of this manual.
Contact information for arranging airplane tickets and policy statement about need to use
designated Travel Agency.
Per diem: Unless you are gone for 12 hours, no per diem. If meals are provided, you report
that. Availability of coffee and donuts or such (cold breakfast items) is not generally
considered a meal by IU.
Parking at the IPRC when you have a rental car: Either transfer your parking permit or park in
the 2-hour spots for no more than 2 hours.
Parking at the Government Center or Eiteljorg Museum: Parking is free at the Government
Center, if they are allowing visitor parking on that day. You need to bring an agenda and/or email to demonstrate you are invited to the meeting and show that when you enter at “Sign-In
Parking.” When you sign-in, indicate your association with “DMHA” and use tel. 232-7800
(reception at DMHA). Often you end up parking on the roof. If no parking is available a the
Government Center, or if you prefer, you may also park at Eiteljorg (next block after Gov. Ctr),
where you can save half price by purchasing a cookie in the museum or park for at least several
hours free by eating in the Museum Restaurant (excellent food ) and asking them to stamp your
parking pass.
When you stay overnight in a hotel, at checkout be sure to request a receipt that shows a zero
(0) balance. Turn this in to the Assistant to the Directors with your travel documents. IU travel
wants to see the final total of the hotel bill, not only those that were recorded at the time a
projected balance was issued on the form dropped under your door during the night.
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Training
The IPRC encourages staff professional development and places great importance on
helping staff acquire new skills and knowledge that will contribute to our mission and efficiency.
Every effort is made to provide the training necessary for staff members to excel in their work
roles. The University Human Resource Office (http://www.indiana.edu/~uhrs/index.html)
provides training each semester for both the support staff and professional staff. Please visit
their web site for information on trainings and how to register. For those with supervisory
responsibility, there is a “Legal Compliance” series that you will be required to attend. For
computing classes offered by UITS, please visit the following web sites for further information:
http://ittraining.iu.edu/iub/about/servicesstaff.shtml and http://ittraining.iu.edu/iub/other/.
Support Staff may be interested in the Excellence Training Certification for Support Staff:
http://www.indiana.edu/~uhrs/training/bloomington/etc/index.html
To sign up for a training, please check with your supervisor to be sure the time of the training
does not conflict with the date of other critical events associated with your job. If there is a fee
associated with the training, see the Assistant for the Director, who will process your registration
fee.
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EMPLOYMENT POLICIES
Equal Employment Opportunity
Indiana University has an Affirmative Action Office on each campus and complies with
all federal regulations against discrimination on the basis of sex, age, race, religion, ethnic origin,
sexual orientation, veteran status or disability.
Probationary Periods
IU probationary periods are designed to provide assurance that new employees
satisfactorily meet the demands of their position. Professional staff serve a minimum of six
months’ probation; clerical and technical employees serve a minimum of four months’ probation.
Occasionally, these probationary periods are deemed insufficient, and may be extended
accordingly. Once you have served a probationary period at IU, you will not be required to serve
another if you change positions within IU. Research Associates do not have a probationary
period.
Performance Appraisals
At least once each year, management is responsible for conducting performance
appraisals of all employees who report to them. These appraisals review how well
responsibilities of the position have been met and measure your accomplishments against what
was expected of you since your last appraisal. Appraisals are intended to:
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provide a clear picture of your achievements as measured against the responsibilities
outlined in the job description and performance objectives established in the previous
review;
encourage improved performance by suggesting future professional objectives;
improve supervisor-employee communications and clarify job responsibilities and
performance levels;
provide motivation by recognizing your achievements, giving direction and
encouragement, and discussing areas that need improvement;
document consistently high or low performance levels in order to make sound
management decisions;
serve as a key element in determining future salary increments.
Compensatory time and overtime
Research Associates should average at least 40 hours per week without expecting
compensatory (“comp”) time off for occasionally working extra hours. Support staff must make
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a request in advance of working extra hours to the Assistant to the Director. Support staff
receive time off without loss of pay at 1.5 times the overtime hours worked. No more than 40
hours should be accumulated, must use before vacation time, and must be used within six months
of time earned.
Nepotism
The IU regulation concerning nepotism is found at the following web site:
http://www.indiana.edu/~uhrs/policies/uwide/minors.html
Office Etiquette [this section is in draft form, in development 5/6/10]
When you have a cold or allergies. How to blow your nose politely: When possible, do it in
private and try to be quiet. Step into a hallway or restroom if you think you may be bothering
your neighbors.
Chronic personal issues. Many times people are not aware of an annoying behavior. Nervous
habits such as clicking pens or continual throat clearing can impact how others perceive you and
create noise that is irritating to others.
Allergies to fragrances. Some people are allergic to certain fragrances that can bring on terrible
headaches and nausea. Please speak up if a scent is taking a toll on you. If you are
uncomfortable speaking directly with the person wearing the fragrance, tell a supervisor who can
address the issue.
Keep the conversation sound level down to avoid distracting your neighbors.
Phones. State your name before requesting to speak to someone and offer to leave a message if
the person requested is unavailable. Make sure a caller knows if you have placed them on
speakerphone or a three-way call. Ask permission before recording any conversation.
Visitors. Children and guests are welcome. Occasional visits to the IPRC are welcome and
many circumstances can provide opportunities and rationale for visits. Parents are responsible
for making sure that their children are quietly occupied, whether it's in the parent's office or
another area. We want to provide positive role models for children and encourage their
appreciation of their parent’s work and the mission of our Center. Adult guests are welcome to
use our library and/or to wait for you in our reception area, and, on occasion, to spend time with
you in your office. Pets are also welcome to visit and, like children, brighten our days.
If you have an allergy or are otherwise being annoyed or made to feel ill by something in our
work environment, please speak up. Either speak directly to the person whose behavior or
fragrance is bothering you, or speak to your supervisor or the Deputy Director or Director, who
will then address your concern.
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EMPLOYEE BENEFITS
Time Off
The university has established different time off plans for its employees under different
functional classifications. Professional staff fall into the paid-time-off benefit plan along with
the university holidays. Support staff employees enjoy holidays, sick leave and vacation
benefits. Please see the following web site for a description of paid-time-off benefits for
professional staff: http://www.indiana.edu/~hrm/Policy/3.0/3.7.html. The vacation plan for the
support staff may be viewed at the following web site:
http://www.indiana.edu/~hrm/SSPolicies/12.0/12.7.html and income protection (sick) at
http://www.indiana.edu/~hrm/SSPolicies/12.0/12.6.html.
PA staff see the Handbook for Professional and Support Staff (2008):
http://www.indiana.edu/~uhrs/handbook/StaffHandbook.pdf for information on time off, leaves
of absences, etc. See also: IU Personnel Policies for Professional Staff and Support and
Service Staff not Covered by a Union,
http://www.indiana.edu/~uhrs/policies/nonunion/main.html
Research Associates earn 22 days (one month equivalent) per calendar year or 176 hours.
This is for vacation. Sick time is handled separately. A new R.A. employee will receive the
portion of 22 days that corresponds with the portion of the first calendar year they work at the
IPRC (e.g., July 1-Dec. 31 would be 50% or 11 days). If an employee does not use the vacation
days they are eligible for in a given calendar year, these days officially expire. If you leave
employment during a calendar year you lose the right to the balance of the 22 days not yet used,
which correspond to the portion of the year you will not be working for IU. The IPRC may
allow you to recoup up to 11 unused days from the prior year, if you are continuing in
employment with the IPRC. When you leave employment with IU, you will not be paid for any
unused vacation days from the previous year. See appendix, Excerpts from the Academic
Handbook (http://www.indiana.edu/~vpfaa/download/acad_handbk_web_08.pdf).
Indiana University observes nine holidays: New Year’s Day, Martin Luther King Day,
Campus Holiday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Friday after
Thanksgiving, and Christmas Day. A holiday is considered to be an eight-hour day during which
all offices are closed, except where continuous service is essential. For religious holidays not
included in the nine mentioned previously, reasonable accommodation to bona fide religious
observances and practices is made in work scheduling. You may be required to use benefit time
if you plan to be absent from work in order to attend religious services. If a legal holiday falls on
a Sunday, the holiday is observed on the Monday immediately following. If the legal holiday
falls on a Saturday, the holiday is observed on the Friday immediately preceding. The Campus
Holiday is available as of March 1. Subject to managerial approval of the date selected, it must
be taken no later than the end of the following calendar year.
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Insurance Plans
Indiana University has a number of insurance plans available to full-time appointed staff.
You may be eligible for medical, dental, life insurance, disability insurance, etc. For details on
these benefits, please visit http://www.indiana.edu/~uhrs/benefits/index.html.
Fee Courtesy
Fee courtesy is an employee benefit that pays a portion of Indiana University credit-hour
fees for employees taking classes at IU. The fee courtesy value is 100% of the resident rate for
the first three credit or audit hours per semester or combined summer sessions, and 50% of the
resident rate for the next three credit or audit hours per semester or combined summer sessions.
For further information, please visit http://www.indiana.edu/~uhrs/benefits/index.html. If you
choose to enroll in credit-hour classes, you can usually do so by enrolling in sessions outside the
workday or by obtaining approval in advance from the Deputy Director to attend classes held
during work hours. Time away from the job to attend classes must be covered by one of the
following means, and these arrangements should be clearly understood prior to enrollment. It is
a good idea to put this understanding in writing.
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Charge time missed to paid-time-off accruals or accrued compensatory time
Make up the hours missed on an hour-for-hour basis, as agreed
Submit the time absent to the payroll clerk as absent-without-pay, and without benefits
accrued
Retirement
In addition to learning about your IU retirement plan, a benefit of your employment, you
may also want to investigate the various opportunities for contributing to supplemental
retirement funds available through IU (http://www.indiana.edu/~uhrs/benefits/SRC-05/faq.htm)
Effective January 1, 1987, mandatory retirement due to age is prohibited by federal law
for most employees. Please visit the following web site for further information about the
retirement programs available to IU employees:
http://www.indiana.edu/~uhrs/benefits/index.html.
RA staff are also referred to the Academic Handbook for more information on IU’s various
retirement plans -- Academic Handbook
(http://www.indiana.edu/~vpfaa/download/acad_handbk_web_08.pdf).
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Hourly Staff Benefits
Nonstudent hourly employees do earn some benefits. Employees paid by the hour earn a
vacation pay allowance of one hour for each 12 hours in excess of 1,000 hours worked during the
fiscal year in the same division or department. This vacation pay allowance shall not exceed 80
hours of pay. The rate of vacation pay is determined by the average rate received while the
vacation was being earned. Hourly staff are also entitled to take one 15-minute break during
each half-day of work. Hourly staff who work in excess of 1,000 hours per calendar year are
also eligible to enroll in the Public Employees Retirement Fund retirement plan. Should an
hourly staff member change to appointed status, their hourly service may apply to their
university service date, probation period, usage of vacation and other conditions of employment.
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THE WORKPLACE
Security
All IPRC employees play a role in ensuring the security of the office and equipment
areas. If you suspect unauthorized activity, especially after hours, report this to the IUB Police
Department (5-4111).
Smoke and Substance Free Workplace
Smoking is not permitted in the offices of the IPRC as well as all buildings on campus.
For further information about the IU policy concerning substance abuse, please visit the
following web site: http://www.indiana.edu/~uhrs/policies/uwide/substance.html
Work Environment
Our offices are designed to provide a safe, pleasant environment for staff and visitors.
Some guidelines follow for keeping them pleasure to the senses.
1. The buildings have been decorated to present a pleasing, professional environment.
Please decorate your office space following the same principles. Use coat racks,
storage units, bookshelves and file cabinets to keep clutter at a minimum. Be
responsible for cleaning your own dishes; be responsible for food that you put in the
refrigerator; don’t leave open food containers on desks or in drawers as this invites
insects, mice and other pesky creatures.
2. Use common courtesy in office or hallway conversations. Keep computer program
beeps, bells and whistles to a minimum. If you use a radio, please keep the volume
low.
3. Scents can carry and linger in the offices. Please adjust the amount and intensity of
aftershaves and perfumes as scents don’t dissipate when there is no fresh air and some
staff may be sensitive to them.
Carpal tunnel syndrom
You may wish to have an ergonomic evaluation of your workstation conducted by IU
Environmental Health and Safety (EHS) ergonomic experts who will make an appointment to
meet you at your office during the work day. They will examine your computer workstation,
chair, lighting and other aspects of your environment. Go to this web site to set up an
appointment, http://www.ehs.indiana.edu/request_assistance.cfm?reqtype=ergo You are
encouraged to coordinate with other IPRC staff so that the EHS staff might do several such
evaluations in one visit to our Center.
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Carpal tunnel syndrome (CTS) is a painful, debilitating condition. It affects the tendons
and median nerve that extend from the forearm into the hand. The cause most commonly
attributed to the workplace is repetitive motion. When you flex your hand or fingers, the flexor
tendons rub against the walls of the carpal tunnel. Over time, this can irritate the tendons and
cause them to swell, putting pressure on the median nerve. You can take several steps to lower
your chances of developing CTS. Some of these center around the configuration of the
workplace or “ergonomics”. Others have to do with human factors.
Proper seating is crucial to good ergonomics. The height of your seat and the position of
your backrest should be adjustable. The chair should be on wheels so you can move it easily.
Arm rests on the chair, though optional, are often helpful. On the average, a table height of 2729 inches above the floor is recommended. Taller people will prefer slightly higher tables than
do shorter people. If you can, adjust your chair so that the angle between your upper legs and
spine is 90 degrees. Then, with your hands at the keyboard and your upper arms vertical, adjust
your table so that the angle between your forearm and upper arm is 90 degrees. With your waist
and elbows at 90 degree angles, your feet should rest comfortably flat on the floor. If your table
isn’t adjustable and your feet aren’t resting comfortably on the floor, a raised footrest can help.
Remember that nothing provides better support than sitting up straight.
If your keyboard is positioned properly, your wrists should rest comfortably on the table
in front of it. A thick keyboard that requires you to bend your wrists is a common cause of CTS
among computer users. Try to hold your elbows close to your side to help minimize the
sideways bending of the wrist.
If your job requires hours of working at the computer, studies recommend a 10-15 minute
break each hour to give yourself the recovery time you need. This needn’t be a break from
productive activities—just a break from your keyboard. Exercises can help also. Try the
following


Make tight fists, hold for one second, then stretch your fingers out wide and hold for five
seconds. Repeat several times
With arms outstretched in front of you, raise and lower your hands several times. Rotate
your hands ten times (make circles in the air with the fingertips).
Variety is the key. CTS occurs most frequently in workers whose motions are not only
repetitious but are kept up for hours at a time. If you use a keyboard, structure your workdays to
include a mix of activities each hour. For example, instead of typing all morning and filing all
afternoon, mix typing and filing throughout the day.
Early symptoms include a tingling in the fingers, often beginning several hours after
work activity has stopped. The tingling can lead, over time, to stiffness and numbness in the
fingers and hand, and then to severe wrist and hand pain. For many individuals, the early
symptoms of CTS go unnoticed. Employers and co-workers can help one another identify the
onset of CTS by watching for and pointing out any unconscious shaking of the hands, rubbing of
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the wrists, or unusual postures or hand positions at the keyboard. At the first sign of CTS, you
should fill out the occupational/injury report form available at
http://www.indiana.edu/~riskmgmt/Forms/WCAuth.html. You should then make an
appointment to be examined at the Bloomington Hospital Center for Occupational Health
(BHCOH) located at 326 S. Woodscrest Drive. IU employees are to use the IU
Employee/Rebound entrance to the facility.
If you feel another chair, keyboard, mouse or other device are important for prevention of
problems or resolution of any problem you might be having, please let us know and we will
make arrangements to address your needs. IU offers chairs that are ergonomically appropriate
to your height and body, and our IT staff will be happy to help you research the most suitable
computer equipment to protect your health.
Sexual Harassment
Indiana University, HPER nor IPRC will tolerate workplace violence or sexual
harassment of students/employees and will respond to complaints, providing proper remediation
when harassment is determined. The charge of sexual harassment is not to be taken lightly by a
charging party, a respondent, or any other member of the university community as its action may
have serious and far-reaching effects on the careers and lives of individuals. False accusations
can have similar impact. IU policy regarding sexual harassment and workplace violence is
available at http://www.indiana.edu/~uhrs/policies/uwide/sexual_harass.html. If you believe that
you have been sexually harassed, you should notify either the Deputy Director or the University
Human Resource Office or the campus affirmative action officer. Due to the sensitive nature of
such complaints, investigations will be restricted and conducted as quickly as possible.
Employee Representation
The Bloomington Professional Council represents the professional staff members.
Employees may elect representatives to address both specific and more general campus and
university-wide issues. Support staff members on the Bloomington campus are represented by
the Communication Workers of America Union (CWA). You may elect to become a duespaying member of this union but are not required to do so. The research/instructional staff are
represented by the Bloomington Faculty Council. Further information about the Bloomington
Faculty Council is available at http://www.indiana.edu/~bfc/BFC/policies/policies.htm.
The HPER Professional Service Delivery Staff Council (PSDC) represents the HPER
Professional staff and Research Associates whose jobs are service delivery focused rather than
teaching focused. All of the IPRC RA staff are eligible and considered members of the HPER
PSDC. You may wish to become actively involved in the Council or to take advantage of grants
available to its members (See section on Grant Opportunities in this manual.)
On-the-job Injury
You must report any on-the-job injury to the Deputy Director or Assistant to the Director
the day that injury occurs. Failure to do so may result in denial of a future claim. You must
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submit injury report form available at http://www.indiana.edu/~riskmgmt/Forms/WCAuth.html.
This form will be forwarded to IU Risk Management regardless of whether professional medical
attention or absence from work is indicated. If you feel that you should see a physician for
treatment of on-the-job injury, please go to the BHCOH located at 326 S. Woodscrest Drive
(south of East Third Street and east of High Street) during the hours of 8:00-5:00. IU employees
should use the IU Employee/Rebound entrance to the facility. Except in emergency cases, you
should check with your IU supervisor and seek medical treatment at the BHCOH.
Separations
Your employment may be terminated by either you or your supervisor. Each IU
employee is expected to give advance notice of at least two weeks when leaving or transferring
within the university. The university shall give support staff the same notice and professional
employees one month’s notice if terminated for poor work performance or excessive
absenteeism. Terminal pay of certain accrued benefits will be granted to professional and
support staff employees at separation from the university. However, an employee entitled to
terminal vacation pay may be required to take such time during the notice period.
Family and Medical Leave Act
IU employees have the right to take up to 12 weeks of leave in a 12-month period for
several medical reasons. Further information is available at the following web site for the
professional and support staff: http://www.indiana.edu/~uhrs/policies/appointed/fmla.html.
Instructional staff may view how this policy affects them at the Office of Academic Affairs and
Dean of the Faculty.
Grievance Procedure
The university has several avenues for grievances. Further information concerning these
procedures may be obtained at the following web sites.
Support Staff: http://www.indiana.edu/~hrm/SSPolicies/2.0/2.3.html
Professional Staff: http://www.indiana.edu/~hrm/Policy/4.0/4.3.html
Research Associates & Student Academic Appointees:
http://www.indiana.edu/~bfc/BFC/policies/grievance.htm
Prevention Acronyms and Introduction to the Field
Prevention Acronyms: http://www.kynetwork.org/acronyms.pdf
Tobacco Use Prevention Acronyms:
http://www.prevention.mt.gov/resource/Hot_News/files/Acronym.pdf
Other less IPRC targeted but related lists that overlap:
HIV prevention acronyms: http://www.hptn.org/network_information/acronym_list.htm
Grants related and CDC acronyms: http://grants.nih.gov/grants/acronym_list.htm
You might want to see also:
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In the IPRC Library (Call Number: REF HV 5804 .P74 1993 )
Prevention Primer: A Encyclopedia of Alcohol, Tobacco, and Other Drug Prevention Issues. U.S. Department of
Health and Human Services. Public Health Service. Center for Substance Abuse Prevention. 1993.
An online copy was found at Prevention Primer by Vivian Smith, then Acting Director of CSAP
http://books.google.com/books?id=ui1G3DmTld0C&dq=Prevention+Primer+drug+prevention&
printsec=frontcover&source=bl&ots=OsmJmSHR6u&sig=pDW-wHe4Y54ySE2ppqEyAiY0DA&hl=en&ei=xmLBSemzOpLyMv7yKUN&sa=X&oi=book_result&resnum=1&ct=result#PPP1,M1
This version is dated but is useful as a general overview of the field in a relatively few pages.
It has an intro from Vivian Smith, then Acting Director of CSAP iand has the logo for Prevention
Works. It is 135 pages and might be the same volume.
An excellent book to introduce you to the field of prevention is Substance Abuse Prevention:
The Intersection of Science and Practice by Julie A. Hogan, Kristen Reed Gabrielsen, Nora
Luna, and Denise Grothaus. It is a book that can serve as a curriculum for a college course
introductory to prevention.
Some of the most common acronyms:
Substance Abuse and Mental Health Services Administration (SAMHSA)
Division of Mental Health & Addiction (DMHA)
Indiana Criminal Justice Institute (ICJI)
Alcohol, Tobacco and Other Drugs Survey (ATOD)
Tobacco Retailer Inspection Program (TRIP)
Indiana Youth Institute (IYI)
Division of Mental Health & Addiction (DMHA)
Library Resources
The Library catalog is available from the IPRC Homepage. All except Reference materials are
available for loan to IPRC staff (you must fill out the card attached to the item and give to the
library cataloger or Carole or Barbara). AV materials are available for loan to any prevention
or treatment organization or professional in Indiana.
If you are doing a presentation or training, you may want to ask for a brief bibliography to be
prepared that you can hand out or have posted on our web site for participants to download. If
you need reference help in the library, please consult Naomi or Carole. To make a
recommendation for purchase of a print item for your work or of an AV item for our loan
collection, please contact Barbara. To discuss how we might better integrate our library services
to support your work, please e-mail us.
The library exists to support your work and to serve all the residents of the state of Indiana.
Anyone in Indiana can call for free reference help to answer a question related to our mission.
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Tornado Warning
A) If the severe weather sirens sound or you hear warnings on the local radio, weather
radio, or television, go to an interior hallway or the lowest level of the building as soon
as—IMMEDIATELY– DO NOT WAIT FOR SOMEONE TO COME AROUND AND
INSTRUCT YOU TO GO TO A SAFE PLACE.
Seconds, not minutes, can be the difference of life or death in these situations.
B) Stay away from windows and open door ways. We are all tempted to look out and see
what is happening, but flying debris from a tornado can be 25-30 miles ahead of the
actual tornado.
C) Do not send students or employees out into the storm or an approaching storm. Send
them to a sheltered area within the building.
Emergency Action Plans
There is an emergency plan for the Showers building. A copy of the plan for the IU
Research Park is maintained at the front reception desk.
Travel (This paragraph is repeated from earlier in manual)
A Travel Request form should be filled out for each planned trip (even Indianapolis) and
submitted to the Deputy Director. Indicate the mode of transportation (personal car, motor pool
car). If you wish to have a motor pool vehicle, then the Assistant to the Director will make the
reservation and you will receive an email confirmation with the type of vehicle assigned to you.
For general travel information, please go to the IU Travel Department web site at
www.indiana.edu/~travel/
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STANDARD EXPECTATIONS
Performed as needed or on an on-going basis:
 Uphold our mission to strengthen prevention efforts through education, resources and
research
 Pursue our vision of an Indiana prevention system that promotes and sustains healthy
behaviors and environments.
 Demonstrate our Center’s core values in our interactions: integrity, service and
excellence.
 Participate in weekly staff meetings, Monday at 9 a.m. (if absent you are responsible to
find out what happened at the meeting)
 Participate in organizational strategic planning, including service on a planning team.
 Participate in revenue generating activities.
 Participate in annual updating of job description.
 Participate in annual performance review.
 Play a role in planning and implementation of major center exhibits and conferences (e.g.
State Fair, MVOV)
Intranet
The IPRC intranet web tool serves IPRC staff members. It includes a calendar of IPRC
meetings, staff forum for online discussion, web editor for updating IPRC, TRIP, and IPGAP
websites, review page for service requests, and useful links. The intranet has provided our staff
with an internal mechanism for communication, sharing materials, and coordination across
service units. Participation in the intranet is growing as a common in-house meeting space. To
gain access, add “/tool/” to our web site address and then type in your IU staff ID and password.
Revenue Generating Services
The IPRC’s progress toward delivering revenue generating services has been substantial in 2008
and 2009. The Center initiated steps toward revenue generation in 2007 in efforts to maintain its
level of excellent staff and services, and to remain financially solvent. The main DMHA
contract is typically flat-lined from year to year and has always provided zero funds for indirect
costs. New funds through the DMHA contract are introduced only in conjunction with new
deliverables, so it has been challenging to provide cost of living increases to staff and still have
funds available for travel, training, equipment, conference registration, including exhibits, etc.
For these reasons, DMHA has been supportive of our shift toward requesting fees and/or
reimbursement for prevention services that are not specified as deliverables in the primary
DMHA contract. Per DMHA’s request, the Center provided a list of services in five areas, in
addition to pricing information. DMHA approved the services and the associated fees. The five
areas of services that the IPRC will generate revenue from are as follows:
 Custom ATOD Special Reports
 Custom PREV-STAT Reports
 Technical assistance consultation, resources, and services
 Program Evaluation
 Trainings
 Grant related services
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Service development and marketing efforts are in full swing. The Center is targeting markets for
specific services and developing modes and materials to
communicate availability and access to services. For
instance, the small ad to the left appears on the main page
of the website. The ad takes the user to a request for
services page, which once completed may be submitted
with the click of a button. When the request is received,
the customer is contacted to discuss service needs, budget,
and timeline. A letter of agreement is prepared at the beginning of all service transactions.
To the right is an example of an
informational brochure for evaluation and
technical assistance services that the
Center sends to markets such as Drug-Free
Community grantees and Grants to Reduce
Alcohol Abuse awardees.
The IPRC is growing and has a more
secure future due to our new revenue
generating enterprise. The entire state will
benefit from these efforts because the
revenue generated will further the Center’s
capacity and mission to strengthen state
prevention efforts through education,
resources and research. The IPRC is
grateful to DMHA for their
encouragement and sanction of these
activities.
Departmental and School of HPER Activities
All staff are expected to attend meetings called by the Chair of AHS and the Dean of HPER.
These include traditional Fall and semester departmental and School meetings. Staff are invited
and encouraged to become involved in School committees, work groups, and events.
Strategic Planning Committees
Each member of the IPRC staff participates in an IPRC Strategic Planning Committee, which
develops short and long-term goals and objectives. These committees meet at least six times per
year and report out to the entire staff once per month at a regular Monday 9 a.m. staff meeting.
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About Strategic Planning Teams 2009
1.
All full-time staff must belong and participate on a team.
 Services –led by Roger
 Relationships – led by Mary
 Resources – led by Ruth
At the beginning of the new calendar year feel free to switch to a different
team if you wish. After the strategic planning meeting around Oct 30 a sign-up
sheet will be at Mary Ellen’s desk.
2.
Plan to meet as a whole team about every 2 months or at least
6 times during the year. If you cannot attend a scheduled
meeting then it is your responsibility to notify your team leader
that you will be absent.
3.
Plan to have one member of the planning team report on strategic
activities at the 4th staff meeting of the month. (Calendar 2009)





4.
Jan 26
Feb 23
March 23
April 27
May 25
June 22
July 27
Aug 24
Sept 28
Oct 26
Nov 23
Dec 28
Teams are responsible for ensuring that objectives are realized.
In many instances, the members of the team will be instrumental in
performing activities to meet the objectives. In some instances, however, staff
outside the team would be more appropriate actors because of their position
and/or expertise or simply because the objective requires that everyone
participate. Teams will often need to engage others, recruit others, and/or defer
to others in order to see that objectives happen.
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About Strategic Planning Teams 2009.doc
Relationships Planning Team 2010 CV
Members: Mary (Lead), Desiree, Jasynda, Mi Kyung, Merrill, Katherine,
Carole, Barbara, Cindy, Mallori, Carla, Courtney
2011 Goals


Establish 5 new projects outside of current contracts
Work with 50% of identified partners at any given time
2010 Goal

Maintain and Support productive internal and external relationships
2010 Objectives








Promote the use of the contacts database
Provide staff with workforce development opportunities
Identify key committees and increase/secure IPRC participation
Obtain customer service feedback from a sample of schools that participate in the ATOD survey
Create a non-profit IPRC Facebook page
Develop an Agency Annual Report for Consumers
Formalize Internal Staff Recognition
Challenge each staff member to build a new external relationship
Past Year Highlights




Established Contacts Database
Provided Priority Drug Training
Secured Customer Testimonials
Worked Collaboratively with IAPP
Most Proud Of: Contacts database, I in PRC Continuation, IAPP collaboration,
Priority Drug Training, DMHA relationship, expansion of work with Applied
Health Science and School of HPER
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RESOURCE PLANNING TEAM 2010 CV
Members: Ruth (lead), Mary Ellen, Peter, Randy, Barbara, Aaron, Sally,
Susan, Hassan
2011 Goals








Physical environment that allows for expansion
Security to protect our unique identity and reputation
Resources aligned and expanded to provide top 3 core services
Have the tools, training, and technology to be the key resource for the state
Diversify funding, cost recovery, and establish revenue generating services
The IPRC be the “Go to Place” for employment
Stable and professional staff
Establish 5 new projects outside of current contract
2010 Goal
♦ Create and maximize sustainable resources
2010 Objectives
 Develop a plan to retain all current IPRC f/t staff
 Submit at least four grant proposals per year
 Maintain $1,000 level travel allowance
 Conduct a space utilization analysis, expand to accommodate needs
 Collect organizational-level data from ATOD school survey participants
 Increase total indirect revenues recieved
 Determine how we can improve work place satisfaction
 Develop capacity to provide cost-benefit analysis services
Past Year Highlights
Achieved annual revenue target X 2
Reformulation of pricing structures for revenue services
Restructuring of positions as they became open (AR Evaluator, Assistant to the
Directors, Coordinator of Research Translation)
Submitted 4 grant proposals and assisted substantially with several others
Most Proud of:
Staff teamwork in pulling together DMHA-SAPT Center proposal
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Services Planning Team 2010 CV
Members: Roger, Barbara, Clayton, Jeanie, Junghun, Rosie
2011 Goal
 IPRC involvement in state and national decision making
 Become the model center—other centers seek to duplicate our services
 Put research into practice
2010 Goal
 Create and maximize sustainable resources
 Identify, establish and maintain appropriate services
2010 Objectives
 Develop and implement 40-hour drug course
 Market how we are available to collaborate with HPER faculty
Use School events to inform HPER faculty
Use print and online media to describe current collaborations and potential for future
collaborations
 Market evaluation services more widely
Create link from IPRC homepage to a section about For-Fee Custom Services
Exhibit at ASHA
 Actualize new pricing structure for revenue services
Reaffirm DMH approval, secure approval for current pricing structure
Implement new pricing structure
 Letter of agreements are implemented for ALL revenue services (e.g. Special ATOD reports)
Develop set of policies and protocol for practices related to LOA
Develop letter of agreement templates
Establish and maintain record-keeping system for control and management
 Determine what needs are for on-line trainings for purposes of capacity building
Add explanations to County Profiles about why variables are included and how they may be
used for prevention planning, i.e., to ID needs and assets, target audience, to address
reduction of drug use and/or its risk factors.
 Determine what needs are for trainings in use of IPRC online resources for purposes of capacity building
 In- service in-house training in use of PREV-STAT County Profiles
 Institutionalize service tracker for all revenue services (devote staff meeting to discuss)
 Explore options for funding a post-doctoral position
 Reconvene website committee as needed
Past Year Highlights


Align IPRC Services with the Needs and Resources of the Indiana Prevention system.
PREV-STAT developments
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

Additional questions selected for YRBS
Addition of college survey to our services
Most Proud Of:
 Costing of ROCK, et al. services.
 KeepRxSafe web site
 Additional questions added to ATOD survey
 TA and promotion of teleconferencing and
 Intranet development
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Other Committee and Project Work:
Additional opportunities to become involved in the life of the Center include the following:
KeepRxSafe Web Site Committee, which brainstorms ideas for development and maintenance of this
site devoted to the prevention of prescription and over-the-counter drug abuse.
Opportunities for Research
There are many opportunities to become involved in research projects with colleagues . You may want
to initiate a project or join in with others already involved with projects.
Job Description and Operations Manuals
A standard expectation is that you periodically update your job description to capture new and changed
responsibilities in your position. Job descriptions are found in a file so-named on the P: drive.
Also, each position has an associated operations manual, initiated by a person who held your position in
the past. This manual should be a great help to you as you become familiar with the various tasks and
resources available to help you perform your job. It is your responsibility to update this manual as
appropriate to keep it current. If you are the first person to occupy a give position, you will need to
develop a manual to accompany your position. Operations manuals are located in a file named “Job
Manual” on the P: drive.
In the event that you would need to be absent from your office due to work-related travel or illness or
other personal circumstances, this manual will help the Center to make sure that critical tasks of your
position can be accomplished in your absence. When you eventually retire or move on to another
position, this manual guide the person who follows you to smoothly step into your role and seamlessly
deliver services to our customers.
Communications
Each staff member is expected to maintain a calendar of their agenda (i.e., meeting commitments) in
their Outlook Calendar that is part of the e-mail system. This allows persons setting up meetings to
see who is available at what time, in order to schedule meetings more easily. You will receive e-mail
invitations to meetings and should respond promptly to facilitate the scheduling process. Also, you can
share your calendar with others so that they can see your availability for meetings.
Our IT staff is here to provide support to you. Don’t hesitate to ask for their assistance. Examples of
areas where they can offer help include: setting up e-mail Archive folders, commands in software
programs like Excel and PowerPoint, how to use the IU slash/temp program to send large files to others.
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APPENDICES
Conference Travel Policy
We strive for a conference travel policy that is clear, equitable and flexible. The IPRC
director uses the following guidelines when reviewing employee travel requests.
Major out-of-locale Conferences
1. Every professional staff member has the opportunity to attend one professional
conference of their choice each fiscal year. For FY10 the IPRC will reimburse up to
$1000 for conference expenses per event. You are responsible for expenses in excess of
$1000.
2. The staff member must submit a Travel Request form with a budget worksheet found on
the P drive under Misc IPRC Forms prior to the event. The conference needs to be
relevant to the individual’s work, such as content related to substance abuse or gambling
prevention or skill development (i.e. librarianship, research skills).
3. Beyond one professional conference a year, the amount of IPRC support for additional
conferences is considered on a case by case basis and is subject to the director’s
discretion based on several factors as follows:
a. The total cost of the conference including travel, board, registration and per diem.
b. Whether the staff member is presenting or is a member of the board of the
organization.
c. The state of the budget with regard to IPRC’s ability to support all conferences of
importance to our organization, as well as those important to each individual staff.
d. Whether a staff member has requested and attended zero or several costly
conferences at IPRC’s expense.
e. When a staff member is not presenting at the conference there is a cap up to $500
for conference expenses per request.
f. When a staff member is presenting at the conference, a Travel Request form and
budget worksheet need to be submitted two months in advance for review.
Within-locale Conferences
1. For professional conference attendance within the state or locale, IPRC will reimburse for
conference registration and gas mileage or rental car.
2. The staff member must submit a Travel Request form prior to the event. If travel and
conference expenses exceed $200, then a budget worksheet needs to be attached to the
Travel Request form.
3. The amount of IPRC support is considered on a case by case basis and is subject to the
director’s approval.
This travel policy does not apply to trainings, technical assistance or site visits.
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Grant Opportunities
The HPER Service Delivery Council offers a grant for attendance at a training or conference
relevant to your career and professional development. You can read about this grant on
Oncourse – http:\ oncourse.iu.edu. Click on the Welcome message located on the right hand
side of the page. It will give you links to the grant guidelines, application form, and grant rating
sheet used by the reviewers for scoring applications.
IYI offers professional development grants. See: http://www.iyi.org/fundraisinggrants/development-grants.aspx. Application is due by the 10th of the month to receive
notification by the 1st of the next month.
Members of our staff have successfully applied for both of these grants.
Organizational Chart
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Below is a draft version under development of a diagram showing the distribution of tasks across
units. Need to add names of ATOD Survey PTE staff. This diagram was developed to
accompany our application for the DMHA contract to describe the units more than to describe
our everyday operations.
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TRAVEL: Instructions for Employees



Please submit your travel request to Barbara at least 5 working days prior to the day you want
to travel (for bigger trips make sure to give more time)
The request will be approved or disapproved by Barbara and then will be given to the Assistant
to the Directors (ATD) to be recorded and the yellow copy will be given back to the employee
Upon approval, you will do one of 3 things:
1) If you are planning to use an Enterprise car you may go to the IU Travel
Management Website and fill out an Enterprise request. The request form for
Enterprise can be found at:
http://www.indiana.edu/~travel/
A. Click on Online Enterprise Campus Rental Reservation
B. Click on Enterprise Campus Rental Request
C. Login
D. Enter your First Name, Last Name, Phone, and Email & Check the box – Hit
Continue
E. Complete the next page –
- Campus = BL
- Department = Indiana Prevention Res Center
- Please include the ATD’s e-mail address in the notification section
- Your trip start date is when you are actually travelling, not when you
pick up the vehicle
*there is no need to enter the Dept Code, Chart Code, or Sub Account #
- IMPORTANT: Print the screen that says “Verify your information and
Book Your Rental”. This page has the travel dates and prices. Attach
this to your travel request form. If you forget to print this page you can
get back into your reservation through the link in your e-mail. You
CANNOT retrieve it by going onto enterprise.com and searching for your
trip number.
2) If you are taking a personal car you don’t have to do anything until you return.
This is because with a personal car you are claiming mileage – 44 cents a mile.
Travel management calculates your reimbursement based on the number of
miles you drove.
3) If you are taking a trip out of state you must fill out an Out of State Department
Authorization form and write a brief budget for your trip (it’s most important to
approximate how much will be spent on airfare, hotel, and rental car). Your trip
must be approved by Barbara and signed by the ATD. Then the ATD will sign and
fax your form to Travel Management. A copy will be placed in your mailbox. You
will not hear from Travel Management until you return from your trip. The Out
of State Department Authorization form can be found at:
http://www.indiana.edu/~travel/auth.doc
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After you submit your Enterprise car request, you will receive a confirmation email with a link to
a specific Enterprise reservation. You MUST click the link in the email to complete your
reservation, you can NOT go straight to the Enterprise website.
After you return from a trip please fill out a Travel Authorization Form entitled “Indiana
University In-State Travel Reimbursement” and have it signed by the ATD. Please complete the
form thoroughly, sign and return. This form can be found at:
http://www.indiana.edu/~travel/StateReimbursementForm.pdf
Tape ORIGINAL receipts to a piece of blank printer paper. ONLY ONE RECEIPT PER PAGE. It is
VERY important the receipts are original, if you are not sure if it’s the original, ask the ATD. Copy
everything (the signed authorization form, any receipts etc), staple originals together and copies
together, and give everything to ATD. The ATD will review and sign the forms and send the
originals to Travel Management.
Keep an eye out to make sure that your reimbursement is deposited and that it is the correct
amount.
TIPS:
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Be sure to submit the Enterprise request to Travel Management well in advance of your trip. It
can take hours to get approval back from Travel Management and Enterprise won’t accept
requests that are made later than 4hrs before the pickup time (and often they simply won’t
have a car).
In order to rent a large SUV you will need to call motor pool. They will ask for your trip id, which
will come in the confirmation e-mail you receive from travel. Because you need to call to reserve
the vehicle you will not get an online receipt like you normally do – you MUST bring the receipt
from Enterprise and attach it to your travel forms.
If you need a hotel, IU prefers you to use hotels.com for your reservation. They offer cheaper
rates and a more streamlined process of reimbursement. To reserve a hotel go to the travel
website http://www.indiana.edu/~travel/ and click on “Online Hotel Reservations”
If you want help finding airfare please contact the ATD and they will work with Carlson Wagonlit
Travel to find the best rate.
If in doubt – ask the ATD or call Travel management for help
o Trina Chandler – 5-2873
o Tammy Bean – 5-9353
Tips for completing the In-State Travel Reimbursement form:
o Remember to check “round trip”
o Only include begin and end times when you are claiming per diem and don’t forget to
indicate the number of meals that were provided (if any)
o If you carpooled with someone please include that on the form near “means of travel”
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Excerpts from the Academic Handbook (apply to R.A. positions)
(http://www.indiana.edu/~vpfaa/download/acad_handbk_web_08.pdf)
Vacation Policy for Twelve-Month Academic Staff
1. Vacations are allowed and encouraged for the purpose of increasing individual
efficiency and usefulness of the academic staff.
2. All twelve-month academic appointees are entitled to one month’s vacation with
full compensation for each calendar year.
3. Vacation time is not cumulative, i.e., if vacation time is not taken during one year
the individual is not entitled to two months’ vacation during the next year.
4. During a vacation period for which an individual receives his or her regular monthly
compensation, it is understood that he or she shall not accept or receive compensation
for full time employment elsewhere.
5. Although vacations need not be taken at the same time each year, the vacation period
in any year should not follow immediately the vacation period of the preceding
year.
6. No academic appointee can expect additional compensation in lieu of vacation.
(Faculty Council, March 7, 1967; Board of Trustees, April 21, 1967)
Vacation Policy Amendment
The Faculty Council has recommended a change in vacation policy for academic staff on
twelve months’ appointment to allow them one month’s vacation with full compensation
for each calendar year, not to be accumulative. The present statement has been interpreted
by some departments to mean that no person on a twelve months’ academic appointment
could have terminal leave, and this revision is intended to correct the inequities and inconsistencies
that have arisen in interpretation of the policy.
SICK LEAVE
In case of illness of any full-time academic appointee he or she shall be paid six weeks’
full salary during the illness and 50% for the balance of the semester in case the illness
continues that long. Where prognosis for early recovery is favorable, the University may,
upon recommendation of the chairperson or immediate supervisor followed by concurrence
of the appropriate dean or Vice President or Chancellor, extend the period of sick
leave beyond the limits of one semester to a total maximum of six weeks at full pay and
nine additional weeks at one-half pay. Beyond such periods or upon recognition that
the illness will be more prolonged, the individual shall be placed on leave without pay.
Time spent on medical leave counts toward service to the University.
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Housekeeping notes:
Put your name on items you put into the frig. Review and recycle as appropriate.
Coffee - how much to put into the collection cup, if you use coffee?
You may post pictures, etc., in your office but not in the corridors or elsewhere.
Keep corridors open.
Maintain a quiet work environment, e.g., cell phone on vibrate in open areas.
Enjoy the Bistro and help us keep it neat and clean.
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New Employee Departmental Orientation Checklist
Administrative
____ Meet with Executive Director
____ Meet with Deputy Director
____ Keys
____ Employee information form
____ I-9
____ Tax forms
____ Direct deposit form
____ Personal data form
Office Information
____ Parking
____ Departmental parking decal
____ Dress
____ Mail
____ Business cards (if applicable)
____ Departmental copy card
____ Operation of equipment (fax and copier)
____ Staff ID card
____ SRSC Membership
____ “Call-in” procedure
____ Office hours
____ Staff meetings
____ Paid Time Off
____ Account Number
____ Emergency Action Plan for building
____ Personal Access Code for long distance calls
____ Office Supplies
____ Staff Orientation Handbook
____ Photograph for web site
____ Committee assignment
____ Tour of facilities
____ Name on roster
____ Email account
____ Access to P drive
____ Work station
____ Travel, Motor Pool
____ Conference policy
____ PTO forms
____ Travel forms
____ Per diem
____ Office supplies and requisition forms
____ Printer locations
____ Evaluation of work station
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Job Specific Information
____ Mission & Vision
____ Organizational Chart
____ Job procedure manual
____ Job description
____ Printer locations
____Orientation with Reference Librarian
____Acronyms, glossary of prevention terms
____Furniture
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