Dalton Cardiovascular  Research Center 

 

Investigator and Staff Handbook  

2008  

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Table of Contents

1. Organizational Chart 4

2. Administrative Resources 5

3. Mission Statement 5

4. The Center 5

5. Statement of Partnership 6

6. Operating Guidelines 6

7. Dalton Investigatorship 6

8. Use of Facilities 7

9. Acknowledgment 7

10. Audio Visual Equipment 7

11. Common Equipment 8

12. Compressed Gas Cylinders 10

13. Computer Laboratory 10

14. Computer Support 10

15. Conference Rooms 12

16. Copy Machine 12

17. Core Facilities 12

18. Departing Employees 13

19. Distribution of Salary Savings 14

20. FAX machine 14

21. Grant Procedures 14

22. Key Policy 15

23. Library 17

24. Liquid Nitrogen Usage 17

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25. Lockers 17

26. Mail Service 17

27. New Employee/Volunteer Procedure 18

28. Office Assignments 18

29. Office Supplies 18

30. Ordering System 18

31. Parking 19

32. Personal Belongings 19

33. Posting Notices 19

34. Salary/Fringe Benefit Supplement Policy 19

35. Seminar Series 19

36. Shared Credit 20

37. Laboratory Space 20

38. Statement of Partnership 21

39. Telecommunication Systems 21

40. Time Sheets 23

41. Travel 23

42. Hotels 24

43. Meals 24

44. Purchasing Card 25

45. Visiting Investigator 25

46. Water Treatment System 25

47. X-Ray Processor 25

48. Websites 26

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Chancellor

Brady Deaton

Organizational Chart

Provost Brian Foster

Vice Chancellor for

Research Robert Duncan

DCRC DirectorGerald

Meininger

Investigators Associate Director

Michael Hill

Executive Staff Assistant

Laura McClaskey

Business Manager

Nancy Alton

Animal Facility Manager

Mark Baepler

Grants Contracts/AdminCynthia Haydon

Administrative Assistant

Holly Oswald

Admin, Associate I

Bin Ke

Admin. Assistant

Karen McVay

Systems Admin. Expert

Jason Lee

Stacey Mathes Animal

Technician, Asst. Lab

P.T. Research Lab Tech.

Cody Thorne

User Support Analyst

John Donahue

P.T. Research Lab Tech. Shane Grotewiel

Main Tech. Bldg Coor. Gene Smith

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DCRC HANDBOOK

Administrative Resources

Director (Gerald A. Meininger) The Director serves as the administrative head of the DCRC and, in this role, he will work for the general enhancement of the Center. The Director will serve as the policy-making head of the DCRC and will act as a representative of the Center in dealings with other administrative departments within and outside of the University of Missouri system. The Director will serve as steward of the resources and space within the Center and will be responsible for Investigator appointments to the DCRC as described in this handbook.

Associate Director (Michael A. Hill) The Associate Director serves as administrative head of the DCRC in the absence of the Director.

Business Manager (Nancy Alton) The business manager is responsible for the workflow and supervision of the administrative group as described in the organizational chart on page four. In addition to managing the office team, this position administers the financial, procurement, grant and human resource activity for DCRC.

Executive Staff Assistant (Laura McClaskey) The duties of the executive staff assistant are to assist the Director in all the administrative aspects of his position. In addition to these responsibilities, the executive staff assistant coordinates activities relating to the overall functioning of the center.

MISSION STATEMENT

The Dalton Cardiovascular Research Center is committed to interdisciplinary, collaborative research and teaching in cardiovascular medicine and science. This commitment to collaboration is grounded in the belief that truly synergistic outcomes result from free interaction among scientists of varying disciplines and backgrounds. The Center Dalton Cardiovascular Research Center is a free-standing building with 33,456 square feet devoted to research and located in Research Park on the University of Missouri-Columbia campus. The Center has evolved from its beginning as a NASA Space Science Research Center more than 30 years ago. As its mission evolved, the center has focused more and more on cardiovascular research, with primary funding from the National Institutes of Health and the American Heart Association. The University provides general operating funds largely to support faculty salaries and to maintain the

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infrastructure of the Center. The unit is administered through the Office of Research of the university with the director reporting to the Vice-Chancellor for research. There are 33 Dalton Investigators representing the departments of Biomedical Sciences, Biochemistry from the College of Agriculture, Electrical Engineering from the College of Engineering, College of Arts and Science, Food and Natural Resources, Internal Medicine, Medicine and Surgery from the College of Veterinary Medicine, Molecular Microbiology and Immunology, Pharmacology and Physiology from the School of Medicine, and Physics. Presently there are 7 postdoctoral fellows, 12 graduate students and 8 undergraduates in residence at the Center. The Center offers core support in administration and computers, animal care, cell culture, image analysis, chromatography and graphics. Statement of Partnership The Dalton Cardiovascular Research Center seeks to achieve national and international recognition as a center of excellence in cardiovascular research. In seeking excellence, we acknowledge our partnership with the School of Medicine and Colleges of Veterinary Medicine, Engineering, and Arts and Sciences. The Center does not consider itself an entity distinct from its partner academic departments. Rather, the DCRC is an extension of those departments where interdisciplinary collaboration is emphasized. We share equally with our partners in the success of research conducted at the Dalton Cardiovascular Research Center.

Operating Guidelines

The Dalton Cardiovascular Research Center offers a wide variety of excellent facilities to promote and accomplish research in the cardiovascular sciences. In our partnership with other units, we invoke the doctrine of fairness related to use of facilities, recognition and shared credit and in establishing guidelines for becoming and remaining a Dalton investigator. To facilitate interaction with our partners and to meet the needs of the University of Missouri, the following guidelines have been established.

Dalton Investigatorship

A Dalton Investigator will be someone who has been allocated space or maintains active collaborations with Investigators who are assigned space at the Dalton Cardiovascular Research Center. All Dalton Investigators are expected to do high quality research and to seek funding from national sources as principal Investigators. Appointment as a Dalton Investigator is for a renewable three-year period. The Director will meet annually with each Dalton Investigator to review overall contributions based on research productivity as

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judged by publication in peer-reviewed journals, presentations at national and international meetings and competitive research funding. To prepare for this review, each Investigator shall provide the director with a curriculum vita updated to April 1st of the current year, copies of new manuscripts/articles, and any other pertinent information by April 5th of each year. At the annual review, the Director will inform the Investigator if his/her appointment is extended (usually in one year increments) or, if productivity has been unsatisfactory, the director will inform the Investigator that his/her appointment has been reduced to two years. If, at the subsequent annual review, research productivity is still not adequate, the Investigator will be informed that he/she is entering the final year as a Dalton Investigator. If research productivity is still deficient at the third annual review, the Director and a three-person panel, drawn from the Dalton Advisory Committee, will meet to determine if appointment as a Dalton Investigator shall be terminated. Termination shall include loss of research space and privileged usage of core facilities at the DCRC.

Use of Facilities

Stewardship of the resources of the DCRC is the responsibility of the Director. The Director will assign space to the investigators and annually review utilization of assigned space. The Director may periodically reallocate space based on Investigator productivity and research priorities. The DCRC supports its Investigators with excellent research space and with certain core facilities to support the research activities within the DCRC. All Dalton Investigators will be expected to budget in their grants a fair share to support the core facilities they expect to use during the conduct of their research. If the DCRC does not administer the grant, administrative services will not be provided. Use of core facilities is limited to Dalton Investigators unless prior written consent from the director.

Acknowledgment

It is the responsibility of all Dalton Investigators to support the DCRC. Research grants for which the work is done primarily at the DCRC should list the DCRC as the site on the face sheet of the grant and typically should be administered by the DCRC. Shared credit should accurately represent where the work is conducted and facilities utilized. The DCRC, as well as the academic or medical division with which the Investigator is associated, should be acknowledged on publications and presentations.

Audio-Visual Equipment

The DCRC Cardiovascular Research Center owns a portable digital projector, overhead projector, slide projector, video camcorder, digital camera, TV-VCR, and laptop for the exclusive use of the DCRC personnel. The following policy will apply regarding the use of this equipment. Equipment is available to all official DCRC personnel for use;

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however, only full-time, permanent employees and graduate students may check out this equipment for use outside the building. For off-site use, a prior written request and justification must be sent to Jason Lee. Equipment may be reserved and checked out via a sign-up sheet located in the computer support office. Jason Lee or John Donahue must be contacted if assistance is needed with any audio-visual equipment. A sign out sheet must be utilized when checking out equipment for any use and is available in the DCRC IT office.

Security and care of the equipment is the sole responsibility of the respective individual signing out for it. This equipment is not intended for personal use and should be used for University related business only. All equipment should be returned expeditiously after use. Any deviation from this policy should be discussed with the Business Manager and/or the Director prior to checking out the equipment.

Common Equipment

Large common equipment is housed on the second floor in room 208. Additionally, smaller pieces of common equipment are located in various laboratories throughout the DCRC. Common equipment is available to all faculty, staff and students in the DCRC. The Director oversees maintenance and use of the common equipment in room 208 while other pieces of common equipment are the responsibility of the Investigator in whose laboratory they are kept.

EQUIPMENT LOCATION (CONTACT)

Kodak Image Station 108 (Salman Hyder) X-Ray Processor 156 (Miles Tanner ) Anesthesia Machine 118 Ice Machine 128 (Gene Smith) Steam Sterilizer 128 (Gene Smith) Amsco Autoclave 128 (Gene Smith) Culligan Water Softener 142 (Gene Smith) Culligan Water Softener 114B (Gene Smith) Culligan De-Ionized Water System 114A (Gene Smith) PTI Fluorescence Instrument 206 (Kevin Gillis) Beckman Ultracentrifuge 208 ( Min Li) Revco Ultralow Freezers (3) 208 (Min Li) Labconco Lyophilizers (1) 208 (Min Li) Packard Cobra Gamma Counter 208 (Min Li) Packard Tricarb LS Counter 208 (Min Li) Sorval Centrifuge(1) 208 (Min Li) SS-34 Aluminum Rotors 208 (Min Li) Leica Confocal-Multiphoton Microscope and Imaging Core

209 (Luis Martinez-Lemus)

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Biological Safety Cabinets (2) 214 (Min Li) Heated Water Bath 214 (Min Li) Nikon TMS Microscope 214 (Min Li) Forma Scientific Incubators (4) 214 (Min Li) Liquid Nitrogen Dewar 214 (Min Li) Refrigerator/Freezer 214 (Min Li) Centrific Centrifuge 214 (Min Li) Daylight Software 222D (Xiaoqin Zou) Osmometer 223 (Kevin Gillis) Biological Safety Cabinet (1) 226 (Andrew Gu) Cryostat 330 (Luis Polo-Parada) Cool Snap Camera 328 (David Kline)

Rules regarding common equipment:

1. Prior to using any instrument, you must participate in an orientation on the machine. The contact person for that piece of equipment will direct the instruction.

2. Some of the instruments have sign-up sheets which should be

completed for each use. 3. Radioactivity is permitted on the counters and in freezers (storage).

Please contact the investigator in charge regarding use of radioactivity on any other piece of common equipment. The common equipment room director will oversee routine surveys for activity levels. Extreme caution should be exercised in using radioactive material on any piece of common equipment.

Additional pieces of common equipment may be requested if a minimum of three investigators would be bona fide users of the equipment. The three users should petition the facilities committee for approval of the request. If approved, and funds are available, the new common equipment will be purchased. The equipment may reside in the common equipment room or an individual laboratory depending on the nature of the equipment.

It is the responsibility of the Director to authorize maintenance of all common equipment. Common equipment held in the common equipment room will normally be maintained by the research maintenance technician and service will be paid for from Dalton funds. Provided funds are available or a combination of Dalton & Investigator derived resources. If a piece of common equipment is solely or nearly solely used by a single Investigator, then that Investigator will be financially responsible for its upkeep and maintenance.

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Ultra low freezers are monitored via an IMS Sensaphone system controlled by the DCRC IT department. Notification schemas are based on assigned management of those freezers. Laboratory specific freezers and various other devices that have built-in alarms can be setup to be monitored as well. Contact DCRC IT for more information. The system is expandable, but any expansion may incur a cost to the requester.

Compressed Gas Cylinders

Compressed gas cylinders may be ordered as needed by individual laboratory. Tank orders may be placed directly with Praxair (474-9528) or your vendor of choice and charged to an investigator’s purchasing card. Tanks will be delivered directly to the labs. When a tank is empty, laboratory staff should bring the tank to the holding area in the first floor stairwell and notify General Stores or Praxair that the empty tank is ready for pickup.

Computer Laboratory

Windows and Apple PC’s with internet access are maintained in rooms 161, 129 and 132 at the DCRC with various attached peripherals and resources (printers, scanners, software and CD-RW drives) which are available for use by Investigators, fellows, students, and staff on a first-come, first-served basis. Please contact computer support for hardware and software additions or removals. Operating systems and programs are updated as deemed necessary by DCRC IT.

Public printers are available from all public computers or installable on individual laboratory systems. A B/W laser printer is available on each floor, while a color LaserJet and high-resolution, wide format inkjet are available in room 129. Prints are tracked and re-charged to investigators. Current rates are: $.06 per B/W laser, $.08 per Color Laser and $1.00 per inkjet. Investigators are currently billed every month along with copier charges.

*room locations and pricing may vary based on space changes and upkeep costs.

** paper included on all print costs except for inkjet, where user is responsible for supplying paper at print time.

Computer Support

The DCRC provides limited computing resources both in-house and through the university’s central Division of Information Technology (DoIT). Jason Lee and John Donahue (room 115, phone 882-6348) are available M-F 8am – 5pm for computing hardware and software support including installation, consulting, basic training of university support applications, and maintenance and repair of computing equipment. In

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an emergency situation, Jason is voluntarily on call and can be paged at 876-1980. Response times will vary. If DCRC IT is not available for an emergency, the DoIT help desk (882-5000) is available for limited support during normal business hours.

DCRC provides file storage resources via an in-house server system. Each investigator is allotted 120GB at no charge. This storage is replicated both onsite and offsite nightly with various methods for recovery in the case of failure. Additional, non-replicated, but redundant, centralized storage can be rented for an annual fee of $.40 per GB or per authorization by the director. Currently 4TB of space is available for extended use, but can be expanded although additional fees may apply.

Access to resources are controlled and managed via campus wide Active Directory implementation regulated by DoIT, but DCRC IT manages locally. Although Windows is the preferred platform and thus has the most options available in the campus environment; DCRC IT will work to help integrate other platforms such as OS X, UNIX, etc. Please be aware that due to the organization break up and need to maintain security, certain features or options may not be available.

Due to the DCRC’s investment into a centralized, fault tolerant, redundant, minimized administrative overhead and integration into MU’s authentication schema; DCRC IT will give low priority to supporting laboratories who choose to utilize workstation hosted resources (i.e. peer-to-peer file/print sharing). For more details on server, recovery and other computing resources, see the DCRC computing support web site at http://support.dalton.missouri.edu.

Additionally, to gain access to DCRC resources requires an official MU account. Affiliated personnel that will work on campus for less than 30 days may apply for a temporary account that will give them computer/network access, but no building access. These accounts cannot be “extended” so for anyone that will be or could possibly work on campus for over 30 days must see DCRC Administration to complete the formal HR process, regardless if they are paid or not, including volunteers.

Individual website resources are made available via both DCRC IT and DoIT; however, actual content and upkeep of such sites are the responsibility of the Investigator and laboratory. DCRC IT will provide support for problems with and managing sites, giving additional help when work load and available time permits.

Additional computing needs and resources in all aspects are available through the DCRC IT office on a per case basis. Items that are beyond the immediate resource scope, as specified above, will receive lower priority and addressed at the discretion of the DCRC IT staff or as directed by DCRC Administration.

Online support is given through the DCRC IT support website at http://support.dalton.missouri.edu which maintain current news and outages that are specific to DCRC. Additionally a searchable knowledgebase/WIKI and community

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support forum are available. For more global MU issues, DoIT maintains a knowledgebase at http://help.missouri.edu.

Conference Rooms

The DCRC has three areas available for conferences or meetings. Conference rooms 136 and 137 seats a group of 10 people. The library (room 132) accommodates a group of approximately 25-50 people. To reserve one of the meeting rooms, an online calendaring system is available via Exchange public folders. Access to the calendars is available via Microsoft Outlook/Entourage or via the Webmail feature. For more information, please see the DCRC Computing website at http://support.dalton.missouri.edu. A digital projector and computer are permanently installed in all three conference rooms for presentation use. Laser pointers may be checked out from the front office. Hookups for personal laptops and/or other equipment are also available. Please contact DCRC IT for help.

Copy Machine

A copier is available in Rm 131. This copier has most standard capabilities (collating, duplexing, reducing/enlarging, stapling). A user id for the copy machine has been issued to each lab, and is required to operate the machine. A charge of $0.06 per copy will be assessed for copies made by the Investigator or anyone using the Investigator’s copy code, and the office will bill the Investigator every month along with public printer billing. If an Investigator does not have adequate funds to cover the copy cost from his or her grant(s) or RIF funds, the Investigator may apply for a center grant to cover the cost of copying. Copies made related to an Investigator’s teaching mission may be billed to the relevant department. E-mail documentation must be provided prior to reimbursing you for these charges. A second copy machine is available in Rm 134. This unit will perform scan to file, scan to E-mail and Color copies. It should only be used for B/W copies when the 131 copier is out-of-order or in use, as it is the primary printer for the front office staff. As with the above copier, access codes (the same) are set for use, $0.06 per B/W copy and $0.08 per Color copy. Scan to DCRC file server and scan to E-mail features are also available at no additional cost.

Core Facilities

Analytical/Chromatography Core

Two common-use HPLC systems are available but currently in storage.

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Animal Care Facility and Surgery Suite

The 5,780 sq. ft. Dalton Cardiovascular Research Center animal care facility has been accredited by AAALAC, the Association for Assessment and Accreditation of Laboratory Animal Care, since 1982. The animal facility is not only inspected by AAALAC, but also by USDA and the IACUC. Its staff is certified by AALAS and is responsible for the daily care and maintenance of animals and facility. The veterinary care is provided by the Office of Animal Resources. The animal facility manager and other animal care technicians work under the supervision of the Director.

Per diems are based on a per cage, per day charge and vary per animal type. The rates are reflective of the actual cost of care based on a regular cost analysis. For current rates, please check with the administrative office or the animal facility manager.

The animal care facility includes a surgery suite. This suite may be reserved for use by signing up on the calendar located on the door of the surgical suite. As this is a common-use facility, each user must take responsibility for clean-up following its use. Specific instructions for cleaning the surgery suite are posted in the preparatory area.

Cell Culture Core

Min Li is in charge of the cell culture core. She can provide guidance regarding use of the facilities. The cell culture facility provides for basic cell culture needs utilizing five Forma CO2 water-jacketed incubators, two horizontal flow hoods and a biocontainment hood.

Image Analysis Core The image analysis facility provides image acquisition, analysis of histology and dual excitation ratio imaging. Investigators may use this facility without charge.

The DCRC provides support for certain core facilities designed to enhance research output. As part of investigator research programs, prorated use of these core facilities should be funded by grants. All Investigators are required to apply for grant funds to defray costs. DCRC support is based on availability of funds in its budget. The level of support may be adjusted in times of financial emergency.

Departing Employees

Departing employees must schedule a short exit interview with the Business Manager. A resignation form can be obtained in the administrative office. The form should be completed by the employee, signed by the Investigator, and submitted to the administrative office. Keys, hang tags, university ID cards, etc., must all be surrendered at the exit interview. If keys have not been turned in one month after the employee’s last day of employment, the responsible department’s Investigator’s RIF or Startup will be charged lost key fees according to the rules put forth in the Key Policy section of the hand book.

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Distribution of Salary Savings

Because the Dalton Cardiovascular Research Center correctly provides 65% return on research incentive funds to assist individual Investigators with their research, the Center does not return salary saving for salary derived from research grants and fellowships. The exceptions to this are Research Career Development Awards (RCDA) from NIH and Established Investigatorships (EI) from AHA. These two awards are considered honors granted by these agencies and, therefore, are treated differently than salary from grants or other fellowships that are designated for specific research work. Fifty percent of salary from RCDAs or EIs will be returned to the Investigator as recognition of these special awards.

FAX Machine The DCRC facsimile machine is located in the mailroom. The FAX number is 884-4232. Documents received are placed in the appropriate mailbox. Instructions are posted above the machine. FAX system supports direct E-mail, via scan-to-E-mail function. See Dalton IT staff for instructions.

Grant Procedures

The DCRC Grants and Contracts Administrator (GCA) provides assistance to Investigators and staff. This position assists with the completion of internal and external submission forms and develops budgets that encompass adequate salary increases, supply needs, and adequate flexibility in all categories.

In order for the DCRC Grants and Contracts Administrator to meet university deadlines, the following submission guidelines must be observed so that necessary internal forms may be completed and all signatures obtained:

Four weeks prior to the submission deadline, the principal Investigator (PI) must notify the GCA of the planned proposal and provide the guidelines applicable to their proposal and the URL of the sponsor. Upon notification, the GCA will forward a Grants Submission Checklist to the principal Investigator. This checklist should be returned to the GCA within one week.

Three weeks prior to the submission deadline, the principal Investigator emails the GCA a draft face page and notifies the GCA if assistance is needed with budgeting.

Two weeks prior to the submission deadline, all documents from subcontracting institutions are due. Six business days prior to the submission deadline the PI must forward the completed face page, budget and abstract to the GCA. The final and completed grant application must be transmitted to the GCA no later than 4 business

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days prior to the submission deadline. OSPA requires a minimum of two business days prior to the agency deadline for proposal review and processing. Investigators desiring additional assistance with the preparation or editing of other grant materials are encouraged to request it well in advance of the above deadlines.

PIs are responsible for requesting late submission of proposals to OSPA. Late submission requests should be emailed to the Director of OSPA.

Monitoring and reporting: The DCRC grants area will monitor grant funds to ensure (1) compliance with agency and university regulations; (2) the timely submission of technical progress reports, financial reports, and extension requests and (3) the appropriateness of grant expenditures. The grants area will review grant expenditures for allocability, allowability and reasonableness; recommend necessary budget adjustments; and prepare monthly budget updates for PIs.

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Key Policy

The DCRC Cardiovascular Research Center houses an animal care facility, countless pieces of highly sensitive and expensive equipment, and experimental samples that are essentially irreplaceable. Consequently, access to the center must be restricted to qualified, trained, and approved personnel only. In order to limit access to the appropriate individuals, the following guidelines will be followed regarding issuance of keys to the DCRC: Master keys will be issued only to DCRC Investigators whose laboratories are located within the center. Appropriate administrative personnel, faculty and staff may be issued a master key with the approval of the DCRC Director.

Access to the building after normal business hours, weekends and holidays requires the use of a magnetic stripe key card in conjunction with a pin code. Only registered personnel with the University HR System will be issued a card (through the MU ID Card office) and be available in the Card Swipe Access System. The Animal facility has a further layer of card swipe protection. DCRC IT are in charge of setting up users for card access once they’ve obtained their ID card, processed by HR, obtain an Employee number (regardless of being paid or volunteer) and show up in the system.

Keys to individual rooms within the center can only be issued to personnel that are registered with the University HR system, regardless of whether they are paid, non-paid, students, extended visiting, etc. Issuance of keys to these individuals also requires prior approval by the investigator who is in charge of the room for which the key request has been made and the individual’s sponsoring Investigator. Proof of approval is obtained through a Key request form available from the

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DCRC IT. Additionally the individual must have been processed through the DCRC HR process and have a photo taken.

Keys cannot be issued to visiting personnel whom are defined as not staying over 30 days or do not have a paid/non-paid PAF form processed through HR. If these individuals require access after regular working hours or on weekends, the lab and/or sponsoring investigator must make arrangements to be present as escort for the individual to access the building. Escort is also required if wanting access to locked labs during normal business hours.

Keys to the administrative office will be issued only to those individuals designated by the Director. Lost keys incur a $10 per key fee regardless whether the key is replaced. Keys to standard locked areas (offices/labs) have a 4 lost key limit, after which on the losing of the 5th key, must be re-keyed and all relevant personnel re-issued a new key. Each door re-keyed incurs a $50 fee and each key replaced incurs a $10 fee. The sponsoring investigator(s) of the individual(s) who have lost the previous 5 keys are responsible for the total re-key cost (split proportionally to number of lost keys). Larger facilities follow the same principle, but will not be re-keyed until the loss of the 6th key. An example cost of replacement for the animal facility: The animal facility has 48 keys issued and 11 locks, thus the total re-key cost (11 * $50 = $550 and 48 * $10 = $480) would be $1030 split amongst the investigator’s whose personnel lost keys.

* Re-keying and replacement key fee’s are subject to change.

** Submission of a paid/non-paid PAF form is initiated through DCRC Administration office; however, it must be further processed by the University HR system. This can take up-to several weeks so it is critical that paperwork be started ahead of the individual needing Key or Card Swipe resources. Items like obtaining/validating a SSN/Visa/Green Card, setting up bank account for required direct deposit, etc can further lengthen the time for completion of the process.

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Library A modest library is maintained in room 132 at the DCRC. Most scientific journals are available online through the health science library’s website. http://library.muhealth.org/

Liquid Nitrogen Usage

Liquid nitrogen is available daily in amounts from 0.5 liter to 50 liters. The tank and hose are stored in rooms 151 and 254. It is the responsibility of the users to inform the administrative office when the supply runs low, so a replacement tank can be ordered in a timely fashion. If more than 50 liters is required, please notify the office so that arrangements can be made to accommodate your needs.

Lockers

Since the DCRC supports improved cardiovascular health through fitness, we encourage all DCRC employees to enjoy daily exercise. Accordingly, lockers are provided in each of the restrooms in the facility. Locks should not be left on lockers for long-term usage unless prior arrangements have been made. Mail Service All standard mail (including campus mail) should be placed in the campus or U.S. mailbox in room 131. Campus mail delivery and pickup occurs once each day around 10:00 a.m. All packages (UPS, FedEx, etc.) are delivered to room 134 if no one is available in the shipping and receiving area. Upon receipt, an e-mail is sent to the Investigator’s laboratory to notify of delivery.

Overnight letters and packages to be mailed should be brought to the administrative office no later than 2:00 p.m. These letters and packages must be accompanied by a complete address (no P.O. boxes), phone number of the recipient, a value if insurance is desired, and an account number (mocode to be charged). Incidental expenses such as postage and overnight deliveries will be paid by the DCRC if the charges are related to the business part of doing research (e.g., a grant submission). The Investigator will be responsible for any expenses incurred directly related to doing research (e.g., shipping samples to a collaborator). If mailing hazardous materials or materials packed on dry ice, please make arrangements with Environmental Health and Safety to inspect the materials prior to packaging. The mailing address should also be provided to the administrative office in advance so that necessary additional paperwork can be completed.

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New Employee/Volunteer Procedures

Investigators must complete a New Employee Information form for all new employees at DCRC. These forms may be obtained in the administrative office. Each new employee is required to attend a brief orientation session with the Business Manager prior to starting work. Policies and procedures related to working in the building will be reviewed and all personnel paperwork will be completed at this time.

Part-time employees and volunteers are also required to attend a short orientation with the administrative coordinator.

All individuals working within the building for longer than 5 days must check in with the DCRC IT office to fill out a DCRC personnel form and have a photo taken for internal identification purposes.

Office Assignments

Office space, including cubicles and desks designed to serve as office space, are assigned on a priority basis. Dalton Investigators with their laboratories within the building have highest priority for office space. Typically, Investigators will be supplied with a private office with limited furniture. Research track professors (who are not Dalton Investigators) in residence have next priority for office space. Research technicians will not be assigned office space and will have their work stations within the laboratory. Assignment of office space is the prerogative of the Director and it is understood that as new individuals arrive, reassignment may occur to accommodate a higher priority allotment. No office space within the building is permanently assigned.

Office Supplies

Investigators are expected to provide office supplies for their laboratory through normal purchasing channels. In emergencies, basic office supplies such as pens, pencils, staples, notepads, paper clips, envelopes, file folders, and tissues are available through the administrative core on a limited basis.

Ordering System

All orders should be placed with and paid for using a university purchasing card or e-procurement when possible. For vendors that do not accept purchasing cards, please contact the administrative office for details regarding how to purchase items. For internal university purchases, you can obtain an ISE from the administrative office prior to making a purchase. The ISE will need to be signed by the Principal Investigator or someone who has designated purchasing authority prior to the purchase. Contact the administrative office with any questions about purchasing or anytime it is necessary to hire an outside vendor to make repairs.

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Parking

A fee is charged for parking in any space on university property. Parking for the DCRC is allowed in lot RP5 and a hangtag or parking sticker is required. The appropriate paperwork can be obtained in the administrative office. Students with commuter tags must park in the south half of the parking lot. Non-campus visitors to DCRC or a temporary permit may be obtained by contacting the office and providing an account number to which the permit expense will be charged. When it is necessary to park in other campus lots for official business, hangtags are available in the administrative core. These must be used with your own hangtag to be valid.

Personal Belongings

Any personal property, including computers, cell phones or other equipment brought to the DCRC by Investigators or staff remains the responsibility of that person. In no instance will the DCRC be responsible for loss of such items, whether damaged, destroyed, or stolen.

Posting Notices

Job announcements are posted on the south side entrance hallway bulletin board. Other flyers not related to the business of the center may be posted on the bulletin board in the break room. Flyers posted elsewhere in the building may be moved to the break room bulletin board or discarded.

Salary/Fringe Benefit Supplement Policy

DCRC will not pay supplemental salaries and/or fringe benefits for salaries derived from sources that do not provide these supplements and/or fringe benefits. Examples include graduate students and postdoctoral fellows paid from AHA and NRSA grants. The salaries and/or fringe benefits must be supplemented from grants, research incentive funds or set-up funds.

Seminar Series

The DCRC Seminar Series is directed toward hosting speakers of national and international prominence within the field of cardiovascular science. DCRC has joined with the Department of Biomedical Sciences and the Department of Medical Pharmacology & Physiology to cosponsor seminars. Approximately five seminars per academic year will be cosponsored with each department. Travel arrangements, accommodations, announcements, honoraria, etc. are handled by the hosting department, with assistance as necessary from the executive staff assistant. All DCRC Investigators

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are encouraged to suggest names of potential speakers. Each of the major research groups at Dalton will have an opportunity to invite two seminar speakers. The DCRC will pay for round-trip domestic travel, lodging and meals during the speaker’s visit. Restrictions on these items include:

• one (or in exceptional cases two) nights lodging • up to five meals, with no more than four people (including the speaker) in

attendance • One catered meal (breakfast or lunch) to meet with graduate students and/or

fellows may be arranged for each regular invited speaker. If there are very special circumstances, it may be possible to approve a catered dinner in an Investigator’s home but arrangements must be approved by the Director.

Shared Credit

The DCRC contributes significantly to the teaching and research mission of the University. Our training program for students and fellows supports the teaching mission, but it is through research that the DCRC serves the University and state of Missouri most directly. Shared credit is important because it represents acknowledgment by the University for the conduct of that research. All funding agencies require identification of the research site, and allocations of overhead expenses are based on site considerations. Because the DCRC is a freestanding entity, administered through the office of research, it is necessary to establish some guidelines for distribution of shared credit. The following outline is not intended to be a rigid formula for calculating shared credit. The intent is to base shared credit on a fair representation of the expended resources. The sample below is an example of the Dalton’s 50/50 plan. Laboratory Space = 50% of RIF Salary = 50% of RIF For a typical Dalton Investigator 100% laboratory housed in Dalton and with 50% salary support. The formula would be: Unit RIF = [(% Dalton space as fraction of total space) x 0.5] + [(% Dalton supported salary as fraction of total) x 0.5] Dalton RIF = [(100%) x 0.5] + [(50%) x 0.5] = 75% The conduct of high quality scientific research requires two distinct components: adequate finances and an infrastructure to support the research, including appropriate laboratories and core support facilities. Salaries may be paid by a research grant, an academic department, the DCRC, or a combination thereof.

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The primary site of the research effort has long been recognized by national funding agencies as the determinant for assessing costs of research. Consistent with this practice, if 50% or more of a research effort is performed at the Dalton Cardiovascular Research Center, the DCRC will be declared the site of the research and will administer the grant. Shared credit shall be apportioned based on the expenditure of resources related to the conduct of the research, including salaries paid by the granting agency, supplies and miscellaneous expenses. The intent is to follow the above referenced practice for dictating assessment of costs related to conduct of the research. Statement of Partnership The Dalton Cardiovascular Research Center seeks to achieve national and international recognition as a center of excellence in cardiovascular research. In seeking excellence, we acknowledge our partnership with the School of Medicine and Colleges of Veterinary Medicine and Engineering. The Center does not consider itself an entity distinct from its partner academic departments. Rather, the DCRC is an extension of those departments where interdisciplinary collaboration is emphasized. We share equally with our partners in the success of research conducted at the Dalton Cardiovascular Research Center.

Telecommunication Systems

DCRC will provide one telephone line per laboratory complex, one telephone line per investigator office and each line will have standard DoIT provided phone by default. Additional features and hardware are available through DoIT and requests must be submitted through the DCRC IT office. For a listing of additional features (such as voicemail, forwarding, message to E-mail, multi-lines, etc) and costs, please contact the DCRC IT office. Laboratories may use their own supplied phones/hardware, but support for user supplied equipment is the sole responsibility of the lab. DoIT will trouble-shoot problems up-to the wall plate and beyond only if it is official DoIT equipment. If user provided equipment interferes with Campus or DCRC resources, it must be removed immediately upon request. 2.8Ghrz cordless phones are banned due to potential interference with the wireless network.

To dial a local off-campus number, dial 9 plus the number. To dial long distance, dial 78 plus WATS number plus area code plus the phone number. Paperwork for WATS number acquisition will be processed by the administrative office. Long distance phone calls will be charged to Investigators.

Network environment is managed and monitored by DoIT. It is currently broken up into 4 primary sections: Wired Network, Trusted Wireless Network, Un-Trusted Wireless Network and Off-Campus.

Wired Network

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DCRC will provide 1 wired network port per lab and 1 per investigator office. Additional wired ports will incur a $13.50/month fee to the requesting investigator. Ports bandwidth will be capable of 1GBit/s for on-campus communication; off-campus is limited to 3Mbit/s. Increased bandwidth can be purchased from DoIT. Wired ports require a DoIT installed internet jack to the location. DCRC IT can extend through patch cables within limits, but if a jack needs to be installed, the investigator incurs the costs of installation.

Trusted Wireless Network MizzouWireless is an 802.1x authenticated and encrypted network. Connection to MizzouWireless as far as accessing resources is no different than wired except for the limited, shared bandwidth (~20Mbits/s shared amongst all connected users, each limited to 1Mbits). DCRC currently pays the DoIT fees for the wireless implementation at DCRC so connection is at no cost to the investigator. However, connection requires an 802.1x compliant wireless hardware which is the responsibility of the investigator, although, most modern wireless devices support this protocol.

Un-Trusted Wireless Network

TigerNet is a standard WEP authenticated non-encrypted network and as such does not have direct access to resources that reside on the Wired network. It is slated for removal early 2009 and will be replaced by MizzouWireless-Public, which will be an unsecured network with limited bandwidth completely separated from the MU network infrastructure. Its use will be strictly for visitors that do not qualify for full or temporary accounts. Access is possible by using a VPN client that encrypts your traffic. This network is maintained for older equipment compatibility and base internet access for students/visitors.

Off-Campus Network

DoIT is responsible for maintaining the campus Internet connection. Access to campus resources from off-campus (i.e. from your home cable/DSL) requires the use of a VPN Client, using per user authentication. All additions, changes or requests regarding network resources must go through DCRC IT who works directly with DoIT. All personal devices attaching to the MU Network infrastructure must be reviewed and monitored by DCRC IT before accessing. Devices must have all accounts password protected, up-to-date with latest software patches from the OS vendor and have reputable, up-to-date Anti-Virus software installed. DoIT scans the network regularly and any system found not meeting the above requirements is banned until they are resolved through the department IT group.

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* Pricing and features of MU telecommunication resources are controlled by DoIT and thus out of DCRC’s hands and subject to change outside of DCRC’s influence.

Time Sheets

Timesheets are available online for bi-weekly and monthly payroll. Bi-weekly time sheets must be completed and signed by the employee and the supervisor. The employee must ensure that these are submitted to the administrative core before 5 p.m. on the last Friday of the pay period. Monthly absence summaries must be completed and signed by the employee and the supervisor and submitted to the administrative core by the 16th of each month. Pay will be withheld if time sheets are not submitted in a timely manner. A payroll schedule may be obtained from the administrative office. Travel

Investigator travel must be authorized by the Director. The Travel Request Form must be filled out and signed by the Director prior to traveling. The form can be found at the following link: http://documents.dalton.missouri.edu/view.php?fDocumentId=13 - although location and content of the form are subject to change, which will be communicated via Dalton E-mail distribution lists.) Please complete the form and give to the Director’s assistant. Where feasible and appropriate, you should have the University pay pre-trip travel expenses before the trip. Eligible expenses you pay are reimbursable after the trip. In order to be reimbursed, an employee must: Have incurred travel expenses while performing services for the University. Properly account for the expenses within 60 days after the end of the trip or the

expenses will be taxed as income. Return any excess reimbursement or allowance within 120 days after the expense is

paid or incurred. Travel expenses that will be reimbursed by another organization rather than by the University should not be charged to the University. The cost of airline tickets and other travel expenses should be borne by the traveler and the traveler reimbursed directly from the organization. If a travel voucher is filled out for any reason in these circumstances, a copy of the expense allocation letter should be attached to the travel voucher.

It is encouraged for everyone to purchase their airfare through the Director’s assistant. One day transit time (unless overseas travel dictates otherwise) before the meeting and one day transit time after the meeting is allowed. If more than one day is taken on either end, it will be considered personal and not paid unless a business purpose is notated.

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Hotels: The GSA (Government Standard Allowable Rate), as well as other informative travel information is posted at the following link: http://www.campustravel.com/university/missouri/ If your rate is higher than the GSA rate, you must provide an explanation since the GSA rate was not charged. If you take a guest with you and their outbound flight is later than yours causing another day’s hotel charge, you will not be reimbursed for that day’s hotel expense. Remember if staying in Missouri, no taxes will be allowed on the hotel charge. Meals If a meal is provided as part of the meeting/conference, covered by other University payments, or paid by others, you are not eligible for the meal and notate with “P”. Please note-if a meal is provided at the conference and you choose to eat elsewhere, that meal cannot be claimed and must be deducted from the daily limit. If you are eligible for a meal, but you are not claiming an expense for it because you are combining this eligibility with another meal that day, notate with “E”. The daily maximum is allowed in this situation. Prescribed meal maximums are not to be treated collectively as per diem allowances, if an incurred amount of a meal plus tip is less than the maximum allowed, only indicate the actual expense. Original receipts are required for any meal in excess of $75.00. If a meal is part of a group meal, either paid individually or by one person, the purpose of the meal must be noted, as well as the names of each person attending.

Special Circumstances: For meals of University guests, reimbursement amounts exceeding the maximum allowance is permitted. The guest’s name, title, and relationship to the University should be noted. Meal maximum may be exceeded with approval of the administrative superior of the highest-ranking person in attendance. Misc.Taxi Charge – If a taxi charge is indicated, it must state what the taxi was used for; i.e. from airport to hotel. Receipts are required. Departure and Return times to Columbia must be notated. If you elect to drive your personal car rather than fly, please see someone in the administrative office. Other travel information can be found at the following links: http://mutravel.missouri.edu/ (MU’s Travel Website) or the Business Policy and Procedure Manual http://bppm.missouri.edu/

Travel reimbursement requests should be turned in to the Director’s assistant for reimbursement. After the voucher is completed and signed, a copy of the signed Travel Request will be attached to the travel voucher and the voucher will be filed in the account that it is paid from.

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Purchasing Card

The University operates a credit card purchasing program. Individuals may apply for a University MasterCard (purchasing Card), which may be used for purchases related to their research/lab. Please contact the administrative office if you are interested in obtaining a purchasing card. This card replaces various other purchasing forms and is intended to simplify the purchasing process. If you obtain a purchasing card, you will be responsible for reporting requirements and submitting receipts to the administrative office.

Visiting Investigator From time-to-time visiting scientists may come to Dalton Cardiovascular Research Center to work in collaboration with a resident Investigator. In a traditional academic department such visitors are often designated visiting professors. For the purpose of recognizing similar visitors at Dalton, the term visiting Dalton Investigator may be assigned to the visitor. To qualify as a visiting Dalton Investigator, the scientist must be in residence at Dalton for a significant time period (one week minimum) and provide important scientific interaction with regular Dalton Investigators. Designation as a visiting Dalton Investigator shall be by request from the host Investigator to the Dalton Director.

Access to resources such as computing, building access, etc. requires a non-paid PAF form to be submitted through the administrative office. This should be completed at least 2 weeks prior to the visiting scholar beginning their term at Dalton. Failure in doing so may delay access to these resources.

Water Treatment System

A Culligan deionizing water treatment system produces semi-pure water that is piped to DCRC laboratories.

X-Ray Processor

An AFP x-ray processor is available in room 156 (the dark room). A log/sign-in sheet to record the number of x-ray films processed is kept on the machine. All personnel planning to use the x-ray processor must complete a training session. Personnel are asked to notify the administrative office when supplies are low or when there is trouble with equipment. Miles Tanner has assumed supervisory responsibilities for issues relating to this resource.

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Web Sites

https://myhr.umsystem.edu/psp/prd/?cmd=login ( My Hr) http://www.missouri.edu/~hrswww/ (Campus HR) http://www.umsystem.edu/ums/departments/hr/support/index.shtml (System HR) http://accounting.missouri.edu (Accounting) http://www.umsystem.edu/ums/departments/fa/management/records/forms/ (Forms) http://www.umsystem.edu/ums/departments/gc/rules/ (Collected Rules) http://www.umsystem.edu/ums/departments/gc/rules/bylaws/300/010.shtml (Faculty Bylaws) http://hrs.missouri.edu/pspaf.html (PAF Guide) http://www.umsystem.edu/ums/departments/fa/management/procurement/ (Procurement) http://www.xe.com/ucc/ (Universal Currency Converter) http://www.ps.missouri.edu/ (Printing Services) http://www.cf.missouri.edu/spm/ (Space Planning) http://umsystem.edu/ums/departments/fa/controller/infoservices/peoplesoft.shtml (Peoplesoft account numbers)

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