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Mathematical Sciences Research Institute

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Member Handbook

Table of Contents

Academic Sponsors Afternoon Tea
Appliances Bicycles
Bulletin Boards Bus Pass
Camcorder Children
Coffee Computer Resources
Copiers Dress
Drug-Free Work Place Earthquake Preparedness
Emergency Emergency Exits
Fax Financial Information
Food Health Insurance
Keys Kitchenette
Leaving the Institute (Checkout) Lectures
Libraries Lost & Found
Mail  
Maps Membership ID Cards
Office Hours Parking
Paychecks/Payroll Personal Belongings
Photos Postage
  Recreational Privileges
Refrigerator Repairs and Maintenance
Security Seminars
Smoking Supplies
Word Processing Facilities Telephones
Travel Wall Hangings
Workshops  


Academic Sponsors

Academic institutions participate in the governance of MSRI through a committee and provide financial support to the Institute. There are special arrangements for members to travel to these institutions (see “Travel” below).

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Afternoon Tea

Tea, coffee, and refreshments will be served each afternoon at 3:00 pm in the Tea/Atrium Area on the 1st floor. The time may vary during workshops.

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Appliances

Electrical appliances, such as heaters, coffee makers, irons, hot plates, small refrigerators, or other such appliances are not allowed in offices. The building’s electrical system was not designed to accommodate appliances in individual offices.

You are welcome to use the refrigerator and microwave located in the 2nd floor Commons kitchenette. This is a day use only refrigerator. Please put your name along with the date on each item placed in the refrigerator. Items will be tossed if found without a name on them.

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Bicycles

Bicycles are NOT ALLOWED in  the building. A bicycle rack has been provided in front of the building entrance.

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Bulletin Boards

If you would like information posted, please give the item to the Facilities/Administrative Coordinator at the front desk. It will be dated and posted on a bulletin board or placed in the poster binder located in the library. DO NOT use your office door as a bulletin board. Objects taped or tacked to the door damage the surface.

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Bus Pass

Your new Member ID Card will act as your bus pass. It can be used on the Hill and Perimeter shuttle buses.

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Camcorder

MSRI has a camcorder that can be checked out by any member or staff person. It may be checked out from the Computing Department any time they are open, but it is recommended that it be reserved one week in advance and checked out on the working day prior to its intended use.

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Children

Although children are always welcome at MSRI for a tour of Mom or Dad's workplace, or a brief supervised visit, the building is just not set up to safely accommodate young children. Recently we have found that extended visits bring up two important issues, the most critical being child safety, with the second concern being noise disruptive to other working scholars. We ask that you keep this in mind throughout the year but especially at the beginning of your stay when it may take some time to find appropriate arrangements.

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Coffee

Regular coffee and tea is available in the 2nd floor commons kitchenette. Espresso pods for the espresso machine can be purchased from the Facilities/Administrative Coordinator at the front desk in quantities of 10 pods in a sleeve. Please be sure to clean the equipment when you have finished with it and keep the area tidy by placing dirty dishes in the dishwasher.

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Computer Resources

Our computing resources continue to evolve in an effort to meet the diverse and changing needs of our members. Please visit the Computer Resources pages for details. If you bring your own laptop you may connect to our wireless Internet connection, free of charge anywhere in the building. For specific information about our systems, please see the Computing Dept. in room 214.

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Copiers

A large copier is located in the Mailroom on the 1st floor. The mailroom copier can be accessed by entering the code, located on the manila envelope which held your office key. A smaller copier is located in the compact shelving room of the  Library. Please restrict use this copier for copying library materials.

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Dress

We are quite casual here but we do request that you wear a shirt and proper shoes at all times in the building, for your own safety and to show respect for your colleagues.

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Drug-Free Work Place

MSRI is a drug-free work place. Members or staff found to be involved in the use or sale of controlled substances on the premises will be advised to seek professional assistance, and may be asked to leave the Institute.

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Earthquake Preparedness

In the event of an earthquake, take shelter under a desk or heavy table. Move away from windows and heavy objects (e.g., filing cabinets). Afterwards, if damage to the building is apparent, exit immediately using the stairs. For more information, see the "Emergency Procedures" document in your member packet.

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Emergency (Fire, Police or Ambulance)

From your office phone Dial 9-911. If using a cell phone call the UC Police at 510-642-3333, they will forward the information to the correct emergency responder. Give our address, 17 Gauss Way, cross street is Centennial Drive, located above the Lawrence Hall of Science, next to Silver Space Sciences Laboratory. For more information, see the "Emergency Procedures" document in your member packet.

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Emergency Exits

The emergency exits are designated by wall signage throughout the building. Please familiarize yourself with the exit locations.

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Fax

The Institute has a fax machine located in the administrative area on the 1st floor. This is a staff use machine only. The number is (510) 642-8609. If you receive a document the staff will place it in your mailbox. Before bringing items to be faxed to the administrative office, please see if the receiver will accept a scanned copy. The scanner is located on the 3rd floor.

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Financial Information

Please refer to the information page that was sent with your invitation.

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Food

In the summer of 2006, MSRI began an on-line lunch ordering system for members and staff. During non-workshop days, you can order and pay for lunch on our web site from a local restaurant and it will be delivered to the Commons Room on the second floor. Gernerally, during workshops a caterer is present, so ordering lunch on-line is not an option. Our caterers accept cash only.

Your only other local options are The Bay View Café at the Lawrence Hall of Science (show your membership card for a 10% discount) and the Tilden Park Golf Course snack bar. For a list of restaurants in the Berkeley area, please see www.downtownberkeley.org.

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Health Insurance

FOR POSTDOCS: MSRI provides health insurance to all MSRI Postdoctoral Fellows (and accompanying family members) regardless of citizenship. The enrollment forms were sent to you via email a few weeks before the start of the semester. Any questions regarding health insurance for Postdocs should be directed to Riz Mayodong, Staff Accountant, in the Accounting office located on the 3rd floor, Room 301.

FOR OTHER MEMBERS: International visitors may inquire about an insurance plan to cover their U.S. stay by contacting Stacy Wheeler at Barney and Barney LLC and ITG Worldwide. She can be reached by email at stacyw@itgworldwide.com or by phone at 415-599-2475. Further questions can be directed to Gloria Law, International Scholar Advisor, located in Room 228 on Mondays, Wednesdays, and Fridays. MSRI is unable to provide health insurance information to visitors who are U.S. citizens or permanent residents.

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Keys

An office key will be given to you upon arrival if you have been assigned an office.  The building access cards are given only after completion of the online check-in form and (if applicable) the copying of your visa or permanent resident information. A $20.00 refundable deposit is required for these two items.  If either of the items are lost, the deposit will be forfeited.  Any member loosing a key or card and requesting a replacement will be charged a $50.00 deposit for the new key/card.

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Kitchenette

The 2nd floor Commons kitchenette is equipped with a refrigerator, and a microwave for members’ use. MSRI provides regular coffee and tea for all its members. Please help yourselves to the mugs, silverware and plates.(Please also see "Refrigerators" for more information).

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Leaving the Institute (Checkout)

Five days before you checkout, you will receive an e-mail to your primary email address and your MSRI email address with a link to the on-line checkout form. For security reasons, the checkout form must be completed from any one of MSRI's desktops systems (not the wireless network). Please complete and submit the form, and see the Facilities/Administrative Coordinator for final check out, before leaving the Institute.

Check-in and check-out hours are from 9:00 am to 4:00 pm, Monday through Friday.

 

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Lectures

See "Seminars".

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Libraries

The MSRI library is non-circulating; please do not remove any items from the confines of the library area.

To check out books from the UC Berkeley campus libraries, members may obtain a UCB library card by bringing their MSRI ID card and a photo ID to the Priveleges desk in Doe Library.

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Lost & Found

Lost and found items will be held for 10 days then dicarded if not retrieved.

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Mail

Incoming mail will be placed in your designated slot located in the Mailroom, room 104. The mail usually arrives by 11:00 A.M. Outgoing and Berkeley campus mail is picked up when the mail is delivered. Please do not have personal mail, such as bank statements or phone bills, delivered to you at MSRI. The campus post office can refuse this mail, require you to pick up your mail down on campus at 2000 Carleton Street, or charge you $12.00 to deliver it to MSRI.

The campus mail department picks up and processes all of MSRI's mail. Outgoing MSRI business-related mail should be left unstamped in the wire basket adjacent to the member mailboxes. Be sure to put your name on the envelope in the return address section or the envelope will not be mailed. Campus WILL NOT pickup and process personal mail (stamped or unstamped).  Mail in the basket is collected at 9:00 A.M., Monday through Friday and made ready for the day's pickup.

Mail at MSRI is handled according to size, weight and destination. Letter size mail is always sent First Class, whether it is domestic or international. The following postage will be paid by MSRI: Domestic mail up to one pound; International mail  up to 3 oz.  Any amount above the limit will be charged to the member.

To use special services such as Overnight Mail and UPS shipping services, members should see the Facilities/Administrative Coordinator at the front desk. MSRI does not provide postage or shipping for members to send materials to their home universities.  Please take care of the postage and mailing of these items yourself as we have neither the budget not the staff to perform this special handling. 

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Maps

Berkeley, Bay Area, and California maps may be purchased at the ASUC in the Student Union, or at a bookstore or office supply store.  A map with directions to MSRI is available from MSRI’s website (http://www.msri.org/web/msri/for-visitors/directions ).

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Membership ID Cards

An MSRI membership ID card will have your picture and ID number and will be laminated. This card identifies you as eligible to receive certain university services (library privileges, recreation facility membership) and will act as your bus pass.

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Office Hours

The Institute’s office hours are from 8:30 am to 5:00 pm, Monday through Friday.

Check-in and check-out hours are from 9:00 am to 4:00 pm, Monday through Friday.

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Parking

To park in the MSRI parking lot you must have a parking sticker or temporary pass. Please see Facilities/Administrative Coordinator at the front desk for an application if you wish to have a parking sticker. The MSRI parking lot is located just below the building on Centennial Drive. It is the last terrace loop before you get to Gauss Way. Signs are posted at the entrance to the lot. Campus does patrol this lot and will give any vehicle a ticket who is not parked in a designated parking space and who does not have a sticker or temporary pass visible.

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Per Diem/Stipend Checks

Per Diem and Stipend checks will be distributed to members’ mailboxes after 1:00 pm on the last business day of each month.

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Personal Belongings

Members are responsible for their personal belongings.  Becareful with your papers and notebooks.  Any such article left lying around will be discarded unless your name is on the item.

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Photos

Members’ pictures are taken upon their arrival at the Institute. Please see the Facilities/Administrative Coordinator if we missed you.

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Postage

See "Mail"

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Recreational Privileges

Two UC recreational passes are available, one for the Strawberry Canyon facilities, and one for the Recreational Sports Facility on campus (gyms, track, pool, etc.).
  1. Strawberry Canyon Recreational Area - two swimming pools. Passes may be purchased at the Recreation Offices in Strawberry Canyon. Fees are paid with initial application. Passes are sold by the semester; no discount for late applications, until near the end of the session. For more information on fees or for current swimming schedule, call 510-643-6720.
  2. Recreational Sports Facility - Use of Harmon and Hearst gyms, playing fields, pools, and equipment. Purchase passes by filling out an application form and paying fees at either Harmon or Hearst gyms. (It is best to avoid initiating this during the lunch hour, when gymnasium staff may be too busy with users to process your forms). For current fee information, call the Cal Rec Club at 510-642-7796.

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Refrigerator

Members bringing their lunch may put it into the refrigerator located in the 2nd floor Commons kitchenette. Please mark all articles with your name and date before placing them in the refrigerator. The refrigerator is for “day use only”, not for storage of food items.  Items left in the refrigerator without a name will be discarded.

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Repairs and Maintenance

Please report any problems (i.e., burned out lights bulbs, telephone problems, etc.) to the Facilities/Administrative Coordinator in the Administrative office at the front desk.

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Security

The building will be unlocked from 8:30am to 5:00pm. Monday-Friday. At all other times you will need your access card to enter the locked areas of the building. Please do not leave valuables unattended. Please make sure that you do not open any doors marked "Emergency" after hours or it will set off the building alarm.

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Seminars

If you are planning a lecture or seminar that is not part of a workshop, please e-mail your request to the Program Coordinator by the Wednesday of the week prior to the talk. Include any special needs such as overhead projectors, etc. The Program Coordinator will schedule a room and distribute announcements.Weekly seminar announcements and Workshop schedules are posted on the 1st  floor bulletin board in the lobby. Updated schedules are available on the Seminars page.

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Smoking

Smoking is not allowed within the interior of the building or within 30 ft. of the building. A smoker's pole is located next to the bicycle rack for your use.

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Supplies

MSRI will provide pads of paper, chalk, pens, pencils and envelopes for your use. These are located in the Mailroom. Members are to supply all other office supplies.

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Word Processing Facilities

LaTeX (e.g., pdflatex and bibtex) is available on the Linux workstations in the members' offices, library, and lab located in room 205 on the 2nd floor. It is also available on the Apple computer in the lab.

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Telephones

There is one shared telephone in each office. Dial 9+telephone number for outside local calls, 9+1+area code +telephone number for long distance calls (within the U.S.), and 9+011 +country code +telephone number for international calls. For UC Campus or inside-MSRI calls dial the last five digits of the phone number.

Telephone charges should be limited strictly to calls for professional purposes.
We request that you limit such charges to no more than $20.00 per person per month. (U.S. long distance calls are billed at $.34 per minute, and International calls at a much higher rate, all regulated by the campus) If there are special circumstances requiring more extensive use of long distance calls (such as a joint paper in progress with someone not in Berkeley), please see the Deputy Director in advance. Please charge personal long distance calls to your home telephone number, economical phone card (available for purchase at various shops in the campus vicinity), or to a credit card. To bill a call to your credit card dial 9+00+ area code +telephone number (within the U.S.), or 9+00 +country code +telephone number (international).

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Travel

Postdocs: The Institute has a limited amount of domestic travel money available for postdoctoral fellows only. This funding is for travel to professional meetings or consultations with other mathematicians. Application forms for postdoc travel are located in the Mailroom. You must complete an application for funds before your travel begins. Postdocs who will be at the Institute for one semester may apply for one trip, full year postdocs may apply for two trips. Limits do apply; please read the application completely. Your application for Scientific Travel should be submitted to the Program Manager for approval. You will receive an approval copy in your mailbox.

Other Members: It is the Institute’s policy that when an Institute Member is invited to give a seminar or colloquium at an Academic Sponsor institution (see “Academic Sponsors”) MSRI will reimburse up to $250.00 towards airfare and ground transportation. The host institution is expected to cover the balance of expenses.

Scientific travel funds do not cover meal or lodging expenses. You must complete an application for funds before your travel begins, and include a copy of your invitation letter or email from the host Academic Sponsor. Travel forms (located in the Mailroom) to Academic Sponsors will then be submitted for approval to the Deputy Director. You will receive an approved copy in your mailbox.

Please submit completed travel forms for the above types of travel to our Programs Manager, in room 103.

In order to be reimbursed for air travel, your airline ticket must be by a U.S. carrier.

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Wall Hangings

Pushpins, used sparingly, are the recommended approach to hanging things on the office walls.

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Workshops

MSRI hosts many workshops over the course of the academic year, and several summer graduate programs during the summer. If you plan to participate in a Workshop (even one associated with your program), we ask that you please register using our online registration form. That way you will be able to receive any special email announcements relating to the Workshop, have a nametag prepared for you, and be included on the final participant list. Note that you are not eligible for additional workshop funding if you are being funded as a Member during the workshop in question. For information about specific workshops, please see our web site or talk to the Workshop Coordinator in room 100.

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