Information for Faculty, Staff, Graduate Students and Visitors

FAX - Services are available for short communications only. Our fax number is 732-445-5530. Incoming items must be clearly labelled with your NAME AND DEPARTMENT, since other departments also use this machine. The machine will receive incoming messages 24 hours a day; however, distribution of materials received and to be sent out is handled during business hours only. FAX messages received will be put in your mailbox. Forms are available at the window of the Copy Center for outgoing communications. Only authorized staff members may operate the machine or distribute incoming material.

I.D. CARDS- Picture ID cards are issued in the Busch Campus Center RUConnection Office once you are on payroll. You are required to carry this ID at all times while on campus to use University facilities such as libraries, pool, gym etc. No temporary ID will be issued by department if you "forget" your card or lose it. New faculty will be given a form to request a temporary guest card if you need to access the library before you go on payroll. Visitors will be given a form to request a guest I.D. card. Students must be registered before obtaining a student I.D. card or must be on payroll before obtaining an employee I.D. card; you cannot have both.

INSTRUCTOR INFO - By University regulations, final exams and grade books must be kept for at least one year in case of inquiry. Therefore, you should bundle all finals, mark with semester, course number, your name, etc., and keep them in your office. However, if your appointment with Rutgers ends before that year is over, you should give them to the Undergraduate Office staff in Hill 303 before you check out. For much more information see the UNDERGRADUATE INSTRUCTION INFORMATION web page.

LIBRARY - The Mathematical Sciences Library is located on the first floor of Hill Center near the hi-rise elevators. It operates under the University Library system and posts its own hours of operation, which may vary on holidays, weekends, exam weeks, etc. No keys are given out for the Library - you must use it during its normal hours of operation! A University picture I.D. from the RUConnection Office must be shown to the librarian to take books out from any University library.

MAIL - Incoming mail is distributed to department mailboxes by staff in room 315 as soon as possible after its arrival, usually twice a day (please do not sift through the boxes if you arrive before mail is sorted). No keys to room 315 are available. You must plan to pick up mail and packages DURING REGULAR OFFICE HOURS, or use the lock combination on your mailbox if available. Your mailing address is Rutgers University, Dept of Math-HILL CENTER, 110 Frelinghuysen Rd., Piscataway NJ 08854-8019. Personal mail should be sent to your home address or P.O. Box, since we are not responsible for "LOST ITEMS".

- Outgoing mail is collected in Room 317 and posted at a central University facility. Leave mail in the basket to be sent out with postage. Please have your name, return address and billing code on each envelope or it will not be sent out. Personal mail is not handled unless previously stamped; place it in the "stamped mail" box under the table in the mail room, or there is a small Post Office located in the Busch Campus Center. Extremely large packages MUST be taken to the Post Office, or you may contact UPS and pay charges at time of pickup.

- Campus mail envelopes are available in 315 (or 311 on the shelf) and should be recirculated. They must be properly addressed (see example on mailroom bulletin board), all old addresses should be crossed out, and the envelopes then put into the campus mail box under the table in 315.

BOTH OUTGOING AND CAMPUS MAIL ARE PICKED UP TWICE A DAY; APPROX. 11:00 AM AND 2:30 PM. Outgoing mail may be dropped off after 4:30 in the 314 door slot to be sent out the next day.

MEETINGS - Notices of important department and committee meetings are communicated by email. Also watch the glass board on the 3rd Floor across from the elevators, and/or your mailbox, for reminders.

NOTICES - For your convenience, bulletin boards have been provided and are kept updated by secretaries. You are asked not to add or remove notices, but to place seminar or conference posters/job postings in Alice's mailbox in 315. Graduate student posters should be left in the Graduate Secretary's mailbox in 315. BOARDS ARE USED AS FOLLOWS:

• Glass Board between 301-303 - Teaching/exam schedules, office locations, phone extensions, of department personnel and undergraduate information.
• Glass Board between 305-307 - Department meeting notices, seminar notices, important personnel information with deadlines, or additional special information notices. (ALSO WATCH THE MAILROOM FOR POSTED REMINDERS OF SPECIAL THINGS.)
• Bulletin Board to right of 301 - Undergraduate notices and information.
• Bulletin Board between 307-309 - Position announcements for faculty and finishing graduate students and outside (not dept) seminar and colloquia notices.
• Bulletin Board to right of mailroom door - Graduate student course announcements and schedule.
• Bulletin board between 304-306 - Announcements from Graduate School and dept on graduate matters/thesis defenses, etc.
• Bulletin boards across hall from 309 - Posters announcing upcoming conferences, workshops, institutes.

OVERHEAD PROJECTORS - Machines are available on a first-come first-served basis in 317. There is a sign out/in sheet for borrowing equipment. Extension cords are recommended since the cord in the machine is not long enough to reach plugs in most seminar rooms. Cords and machines should be returned immediately after use. If the offices are closed, lock the machine in your office; do not leave it unattended in the seminar room. Return cord to the box; do not leave it attached and try to squeeze it inside the machine. You are asked to carefully handle this equipment, as the mirrored plates scratch easily, and repairs are expensive and take time. Notify the secretary in the event of a blown bulb or a problem so she can have the machine serviced before the next user. If no one is around, tape a problem note to the machine when you sign it back in.

PARKING - One-day visitors should see Lynn Braun or Colette Claiborne (Hill 311/344) to obtain a one-day permit. Longer-term visitors may need to purchase a permit from Rutgers Parking; it is advisable to consult Lynn or Colette before doing so.

PAYCHECKS - New faculty do not receive a first paycheck until September after teaching duties have begun. Payday is every other Friday after the initial check. Dates may change around holidays. Watch the paystubs for important notices on benefits and payroll information. Paystubs are your only record of monies you received. This information is not available from the department.

Checks must be picked up in person and signed for during regular office hours - no one may pick up your check for you (including spouse) unless previously authorized by you to us in writing (Room 346). DIRECT DEPOSIT, which you should consider if you are not able to pick up your check regularly, is possible for certain eligible employees after you are in the payroll system. See secretary in 346 for forms.

RCI - See COMPUTER ACCOUNT/EMAIL above.

ROOM RESERVATIONS - Please note that all classrooms, seminar rooms, & conference rooms must be scheduled by class period (see above). In the event that you need to reserve a room for additional class time, a special exam, office hours, a meeting, or seminars, please come prepared to let us know day preferred, class period, campus, and how many people you wish to accommodate.

• For Lounge/Colloquium Room (7th fl.), 313 Conference Room, or for Seminar Rooms 124, 423, 425, 525 - see secretary (Room 346)
• For courses - see either Graduate Secretary (Room 306) or Undergraduate Secretary (Room 303).

NOTE: Department rooms scheduled for the semester are only held through the last regular day of classes. Rooms must be rescheduled for extra sessions, final exams, makeup times, etc. to avoid scheduling conflicts!

SEMINARS - Math Department seminar notices are posted weekly on the department website and on the glass board across from the elevators by the secretary in room 318. Outside notices are on the board near Room 309. Watch notices for room changes and/or cancellations. Seminar coordinators should schedule a room each semester and submit information for weekly posting to Secretary in 318. Ask for deadline times.

TELEPHONES - GE and Panasonic instruments belong to the deparment. In case of problem with unit, first check the batteries to be sure they are not bad. Then report problems to the department secretary in 346 or 311 (x5-2393). Office phones are for business purposes. Personal calls should be restricted to emergencies only.

Each faculty office has a telephone extension. The full phone number is area code 732- 445-XXXX (the 4 digit extension is listed on the phone in your assigned office). You must keep a record of the date and numbers of any long distance calls you make for bookkeeping purposes. You will receive a copy of the bill each month and be asked to account for your calls. SEE * BELOW FOR INFO ON PHONE CHARGES.

To request an Ambulance or to report Fire - dial 6-911 from your campus phone.

• To dial an extension within Rutgers - Dial 5 (for Busch or Livingston Campuses; 2 (for CAC or Douglass campuses), then the 4-digit extension. [From outside, the full number is 445 ... or 932 depending on campus]
• To dial a number outside Rutgers - Dial 9 for outside line, then 1+area code+ 7-digit number. Even a local call requires 9-1-732-xxx-xxxx. Some College Ave. phones may require you to Dial 8 for outside line.
• To reach an outside operator for assistance - Dial 9, then 0; for outside local information - Dial 9, then 411.
• To reach an overseas number - Dial 9, then 011, then country code, city code and phone number.
• To reach Camden Campus - Dial 121 - DT - dial extension. [609-225 is the outside exchange]
• To reach Newark Campus - Dial 122 - DT - dial extension. [973-353 is the outside exchange] (DT=Dial Tone)

To transfer either on-campus or incoming calls -

• Depress switch-hook (left button where handset rests when phone is not in use) gently. Wait for recall dial tone (3 short beeps and steady dial tone)- this puts the caller on hold and he cannot hear you (or you him) until (a), (b), or (c below).
• Dial 2 or 5, plus the desired extension number.
• When extension rings, you can either:
  • a. depress switch-hook once lightly to reconnect caller (and hang up when phone is answered).
  • b. wait for phone to be answered, explain who is calling and what he wants, then depress switch-hook to reconnect caller (and hang up when contact has been established).
  • c. wait for phone to be answered, depress switch-hook to reconnect caller and stay on the line for a conference call (3 parties).

During 3-way conference calls, any one of the 3 parties can hang up at any time during the conversation, allowing the remaining two to continue speaking.

If extension is busy or no one answers (or you misdialed), depress switch-hook gently to disconnect that ring, again to reconnect caller. Then depress again to begin transfer from beginning.

SUPPLIES - Only limited supplies are available in the department. Personal supplies should be brought from home, unless you have grant funds to pay for them. Ask Pat in 315 for supplies. SEE * BELOW FOR INFO ABOUT SUPPLY CHARGES.

XEROX FACILITIES - are located in Room 315. SEE * BELOW FOR INFO ABOUT CHARGES.

There is a walkup machine in the corner by the mailboxes for small projects (total of 100 copies or less) for staff, faculty, and eligible graduate students which you may use yourself for business and course work. Every full-time member of the department, as well as long-term visitors will be provided with a personal user number upon request (ask Pat).

• Instructional copying can be done by entering your user number followed by number 1, or by giving it to our copy center operator and indicating that it is instructional material. Instructional material is material distributed to students such as notes, problems, etc., as well as your exams and grade records.
• Administrative copying can be done by entering your user number followed by number 2;
• Grant copying can be done by entering your user number followed by number 3;
• Grad student copying (for those eligible for a $10 per semester credit) can be done by entering your user number followed by number 4;
• Personal copying can be done by entering your user number followed by number 5;
• External copying can be done by entering your user number followed by number 6,

Non-instructional or "research" copying will be charged @ 5 cents per page; transparencies are 15 cents per page.

The Key Operator (located at the 315 window) is there to run larger jobs. Please allow backlog time. Personal copying should not interfere with business.

MACHINES CLOSE PROMPTLY AT 4:15 PM. Please plan ahead to do your copying and to pick up work.

NOTE: Some journals and other reference materials are not allowed to leave the library. If you need to make a copy, a "Copy Card" (SEE * BELOW FOR INFO ABOUT CHARGES) is required to operate the library machine. Upon request, the staff member in Room 310 (or 312) will issue such cards to you. Each card is presently worth $5 (or a total of 46 copies) to the department. If you plan to do a large article, be sure to request an additional card. Used up cards should be disposed of. DO NOT LEAVE THE CARD IN THE LIBRARY COPY MACHINE WHEN YOU ARE FINISHED. ANYONE CAN USE IT TO MAKE COPIES.

New faculty/eligible students should request an instruction sheet when getting your first card.

* PLEASE NOTE: All charges for non-instruction expenses* must now be paid by you. Individuals able to charge these expenses to grants are strongly encouraged to do so (make a note that you wish to charge your grant for your expenses on the bottom of the invoice before you return it).

1. SECURITY - We do have a problem with security in the University. DO NOT LEAVE OFFICE DOORS OPEN OR UNLOCKED WHEN YOU ARE NOT IN THE ROOM. DO NOT LEAVE WALLETS, POCKETBOOKS, WATCHES, OR ANY VALUABLE PERSONAL ITEMS OUT IN VIEW OR UNATTENDED IN OFFICE. The University is not covered by insurance for such losses. Report stolen or lost property to University Police at x2-7211 immediately. Last person out of individual or shared space is expected to close windows and lock doors at all times (this is especially important in case of bad weather or fire, and especially if you have a 1st floor office).
   
   
2. HEATING/AIR CONDITIONING wall units are maintained annually by Facilities Maintenance Personnel. At least 30 inches clearance is required in front of panel at all times. Furniture should not be pushed up against it unless you are prepared to move it out when maintenance is required. To allow proper circulation of air in the room, and to avoid accumulation of debris in vents which then clogs overflow drains and causes water leaks, the top ledge should be kept free of clutter [e.g. books/papers/plants]. Immediately report any trace of water on floor or ceiling to your dept secretary.
   
   
3. OFFICE BLACKBOARDS are not for permanent recording of work or vital information. These boards are periodically washed or treated by the custodial crew and "DO NOT ERASE" signs may be ignored because of language barrier or maintenance schedules. Use at your own risk (PLEASE DO NOT COMPLAIN TO OFFICE - THIS IS FAIR WARNING!) Chalk/eraser should not be removed from the offices or seminar rooms.
   
   
4. FURNITURE is not to be moved out of the offices, halls, building, or shelves and other office furnishings removed from rooms, without permission of your department Chairman's office. Additional office furniture must be requested and purchased through your department. [Since most departments do not have budgets for furniture, you may be required to use your startup or grant funds for such requests if approved.] If you borrow an extra chair for a meeting, please return it. Be courteous. [Do not remove chairs from seminar rooms or classrooms; they are set up for a particular # of occupants. Immediately notify your department if classroom seating is inadequate.] PLEASE DO NOT WRITE ON FURNITURE OR WALLS. But, if you share an office, please do TAPE A PIECE OF PAPER CONTAINING YOUR NAME ALONG THE EDGE OF THE DESK UNIT, WHICH CAN BE REMOVED IF YOU RELOCATE TO ANOTHER OFFICE OR LEAVE RUTGERS; PLEASE DO NOT STICK PERMANENT LABELS ON FURNITURE.
   
   
5. COMPUTER EQUIPMENT (Whether ordered by grant or University funds) is considered University property and may NOT be removed from the building unless signed out. All tagged equipment remains property of department and must be returned to department should you leave Rutgers. No one may take equipment when they leave Rutgers unless you first have permission in writing from the Department Chair, AND a signed form from Property Management giving you permission to take specific equipment with you when you leave Rutgers.
   
   
6. PERSONAL FURNITURE/EQUIPMENT/ CARPETING ETC. is not to be brought into the building unless permission is first obtained from your Chairman's office. You are responsible for its removal at the end of your appointment at Rutgers. It is not to be "given" to someone else, unless that person again requests permission to receive it. RU is not responsible for disposal of old stuff you brought on campus, or lost/stolen personal items.
   
   
7. BAD WEATHER Rutgers rarely closes because of weather, and if classes are cancelled offices may remain open so you must listen closely. Weather closures are announced on the web at http://campusstatus.rutgers.edu, by email and by radio/tv: listen for "Rutgers University, New/Brunswick/Piscataway Campuses (=Busch/Livingston/College Ave/Douglass/Cook).
   WCTC 1450 AM; WRSU 88.7 FM; WINS 1010 AM (NY); News 12 NJ (channel 12)-cablevision, and WCBS-channel 2 and WNBC-channel 4 all carry announcements.
   
   
8. BUGS/MICE/ROACHES are attracted by food, large amounts of old paper, boxes etc. Keep your space clean and neat. If you must keep snacks, store in tin cans or air tight containers. If you have occasion to see a roach, notify your department immediately so it can request plastic bait traps from Facilities before they multiply; these traps work far better than spraying poison around, which only chases them elsewhere.
   
   
9. BULLETIN BOARDS must be used for posting. Check with your department about its posting rules. Notices found taped to painted walls and doors are subject to immediate removal by custodians. Do not use tacks or nails, especially on doors.
   
   
10. BOXES containing hourly exams, course work, etc. for pickup by students (must be clearly marked "FOR STUDENT PICKUP") may be left in hallways no longer than two weeks. Unmarked boxes of loose papers on floor are not allowed. [Check with your department about final exam regulations since these are not usually returned to students.]
    
    
11. GARBAGE pickup in offices is only twice per week. Anything must be marked as "GARBAGE" if not in regular wastebaskets. Custodial personnel should not pick up unmarked material, but to be safe do not store anything you wish to save next to your wastebasket. Old phone books or journals may be left in the hall next to your door in small piles for disposal, but must clearly be marked "GARBAGE". If you plan to dispose of a large volume, please notify the Custodial Supervisor (x5-3638) or ask your department to arrange for a large basket or special pickup in advance.
    
    
12. RECYCLING is mandatory in New Jersey and at Rutgers. Glass, certain plastics, office paper, aluminum soda cans must be put in hallway bins or sorted in office baskets individually labeled. Do not mix recyclables with real garbage. Watch for recycle logo on items. No logo - it's garbage. [Dirty cups, plates, lunch bags, kleenex, old scotch tape, paper clips, pens, etc. are examples of garbage.]
    
    
    • Cardboard boxes must be separately cut up and left in hallway outside your door. Remove packing material to garbage cans, unless marked as recyclable matter..follow instructions. Please be careful - do not put documents containing personal addresses, sss#'s, grades etc. in the garbage. These items should be shredded. Ask in the office before clearing out.
    • A pizza box, although cardboard, is contaminated with food and therefore is garbage.
    • Many cartridges for printers and copy machines now come with enclosed labels for free return to companies. Keep boxes and paperwork and follow instructions when cartridge is replaced.
      
      Paper Recycle Folders are available upon request from custodial services, as are additional basket labels for PAPER and REAL GARBAGE.
      
      
13. During FIRE/EMERGENCY EVACUATION ALARMS (these are boxes near stairwells which give off piercing shreaks) you are expected to CLOSE WINDOW, LOCK DOORS and quickly LEAVE THE BUILDING via the stairwell. Keep moving away from doors until everyone behind you is out of building. Don't stop to talk and block someone's exit.YOU MUST GET OUTSIDE ONTO LAWN AREAS; MOVE AWAY FROM FALLING GLASS ZONES. BE AWARE THAT THE BRICK PATIO OUTSIDE THE LOBBY IS A BASEMENT ROOF; DO NOT REMAIN IN THAT AREA. REMAIN OUTSIDE UNTIL THE BUILDING IS CHECKED AND ALARMS TURNED OFF AND RESET BY EMERGENCY SERVICES PERSONNEL.
    
    
14. ELEVATORS - Elevator cars have undergone complete renovation and upgrade within the past 6 years. Occasional breakdown does occur due to misuse of equipment. Enter car, press desired floor and wait. DO NOT bang on buttons, kick doors or try to force doors open when they close; you may get stuck. If you get stuck, there is an emergency button on the lower panel which calls directly to police. Be sure to know what building you are in (and which car) since you will be asked to provide that information. Report any car problems - see #16a.
    
    During THUNDER/LIGHTNING STORMS or IN CASE OF FIRE YOU SHOULD NOT USE ELEVATORS. In the case of a power failure, cars may stop and may black out. Response time can be 15 minutes or more after you call for help, depending how far the foreman or emergency person on duty has to come across campus.
    
    
15. LOST AND FOUND office for Hill Center only is located in Room 311/346. Items lost or found in the building should be turned in or called in immediately for recording (5-2393).
    (Instructors: Please sweep through your classroom before leaving and pick up calculators, cell phones, course texts etc. left behind. Please do not give them to custodians or leave them behind - most likely they will not be there when the owner returns. You should leave a note for the owner to check with you or the building Lost and Found Office.) Every effort is made to return items to proper owners when turned in...next time it may be YOU looking for your phone or wallet.
    
    
16. FIRE DEPARTMENT REGULATIONS SAY:
    
    
    • No sleeping in offices. No cots, sleeping bags, air mattresses, etc. are allowed in offices.
    • No cooking facilities such as hotplates, toaster ovens, electric coffee pots or microwaves are allowed in offices.
    • No accumulation of old papers, envelopes, newspapers, boxes should be left in your office. Please dispose of material in proper recycling bins or baskets on each floor daily.
    • If you must use an extension cord for any equipment, it must be a heavy duty cord, preferably with a surge protector which will flip off. Unsafe cords may be removed during inspections.
      
      
17. BUILDING REPAIRS
    
    
    • a. Elevator problems, non-working heating/air conditioning units, windows which have blown open due to storms, etc. should be reported to the building secretary at x5-2393 during regular office hours or by email to lbraun@math.
    • b. Phone line problems should be reported to the University operator at x5-2452 or to your department secretary if you will not be around. Be sure to give building, room number, campus, phone extension, type of problem, and whether that extension is located in any other room besides the one being reported. Instrument problems also, unless the instruments are owned by your department.
    
    
18. EMERGENCY [heart attack, choking, severe injury, fire]: CALL EMERGENCY SERVICES - 9-911 on campus phones. Other nonemergency calls (vandalism/breakins/theft) may be made to University Police,at x2-7211. Give your full name, Room #, Phone extension and exact location and nature of the problem.
    
    Then you can notify someone in your department if you need assistance in directing people to the scene.
    
    
19. VENDING MACHINES are located in the basement and in the first floor lobby for your convenience. Refunds are not available in the building - call the number on the machine. Broken/empty machines can be reported to x5-2393.