Day to Day Operations - Michigan Materials Science and Engineering

YOUR SPACE

Once you have received support as a GSRA or GSI, you may be assigned an office area. This area will have a desk and a single file cabinet for your use. You or your advisor may request desk space, however, the Chairman’s staff will ultimately make the assignments. You can check with the Facilities Coordinator, Rm. 2231A, for help in getting office space. Once you have your desk, we will supply you with a name tag, which you should affix to the front of the desk so that your area can be easily located.

You will undoubtedly want to keep a variety of articles in your space which are of importance to you while you are doing your research such as tools, instruction manuals, materials and so forth. It is important to note that when you are preparing to graduate, it is your responsibility to turn all of these items over to the next person on your project, your advisor, or your office mate. Please do not just leave them in your favorite hiding place or worse, sweep it all into the waste can. Please keep the office doors LOCKED.

MAIL

All full-time graduate students will have a mailbox in 3074B Dow. Since space is limited, please do not have personal mail sent to this address. Check it regularly since this is the best way to contact you. If a shortage of student mailboxes should occur, only those students funded by the dept. will be provided with a mailbox.

When corresponding with individuals or companies requesting catalogs or placing orders for equipment with a purchase order, be sure that you give (as part of your address) your name, the name of this department, your room # and the building. By using the correct address, it makes it much easier for the post office to direct your mail to the correct department mail bag and speeds the delivery of your mail.

FOR SHIPPING:

(your name)
Dept. of Materials Science and Engineering
(your room number) H. H. Dow Building
University of Michigan G.G. Brown Dock, 1379 Beal Ave.
Ann Arbor, MI 48109-2125

All shipments are accepted at the G. G. Brown dock and delivered to the mailroom in 3074B Dow. Arrangements must be made with dock staff for the delivery of larger items.

IMPORTANT: When companies request an address for billing, give them the following (they will be paid for services much more quickly):

FOR INVOICING:

U-M SSC Accounts Payable
3003 S. State Street
Ann Arbor, MI 48109-1287

Please be sure to include the 10-digit Purchase Order No.

KEYS

It will be necessary to carry several keys to access your personal, research, and teaching rooms. If you are only doing coursework, you will not be issued extra keys. To request a key, ask the facilities coordinator for a Key Request Card, who will then issue the key requisition that is taken to the Key Office. You will be required to pay a small refundable deposit for each key. Please return your desk key to the facilities coordinator and clean out your desk before leaving.

COPY/PRINT

Copy Machine – The copier in 2072 Dow requires a code assigned to your research group. Please report problems to Shelley in 3074 Dow.
Printer in Room 2072 Dow may be used for class or research purposes.
Students are responsible for providing their own office supplies.

DEPARTMENT ORGANIZATIONS

The department supports a number of student organizations and activities. The organizations are largely run under the auspices of the Michigan Materials Society (MMS).

Groups covered by MMS

ASM International
TMS-AIME
American Ceramics Society (ACS)
Society of Plastics Engineers
American Vacuum Society (AVS)
Materials Research Society (MRS)
American Physical Society (APS)

In addition, the department supports Alpha Sigma Mu, a materials honor fraternity. MMS and Alpha Sigma Mu provide activities for students on campus, including sports activities, seminars, and plant trips. MMS sponsors annual picnics held each fall and spring, generally at Prof. Hosford’s home. In addition, students are encouraged to attend regularly scheduled local or national meetings of ASM, TMS, ACS, etc. Student membership in one or more professional societies automatically provides membership in MMS. The faculty strongly advocate participation in MMS activities.

The MSE Graduate Student Council was formed to promote closer relationships – intellectual, social, and professional – between the MSE graduate students and to help provide opportunities for such interactions, as well as represent the interests and concerns of the grad students to the faculty. It organizes various events such as coffee hours to discuss various aspects of research and other intellectual and social events.

The emails for MSE GSC and the individual officers are as follows:

MSE GSC group email (all officers): mse.gsc@umich.edu

1st year representative: mse.gsc.first@umich.edu
2nd year representative: mse.gsc.second@umich.edu
3rd year representative: mse.gsc.third@umich.edu
4th year representative: mse.gsc.fourth@umich.edu
5+ year representative: mse.gsc.fifth@umich.edu
Secretary/treasurer: mse.gsc.scty@umich.edu
President: mse.gsc.pres@umich.edu

COLLOQUIA (FRIDAY SEMINARS)

During the academic year, the MSE department sponsors a weekly colloquium, or seminar series. The seminars are typically held on Fridays from 10:30 – 11:30 in 1670 Beyster. These colloquia feature invited scientists and engineers from both inside and outside the university. Attendance by graduate students who are supported by department fellowships or as RAs/GSIs is mandatory, and 4 semesters – One (1) credit of 890 registration is required. Attendance by self-supported graduate students is encouraged.

Also during the academic year, MMS sponsors weekly luncheons on Fridays following the seminar. The group invites guests, often MSE alums, from a wide variety of materials backgrounds to give 30-minute presentations. Lunch is typically provided.

Other departments in the university also sponsor seminars, and students are welcome to attend any of interest. In addition, the MSE department occasionally sponsors special seminars for faculty candidates, visiting scientists, etc. Announcements for both regular and special seminars are posted around the department.

ORDERING MATERIALS & EQUIPMENT

To place an order, go to MSE’s Online Purchasing System” (OPS) system. Use OPS to obtain approval, and when necessary, purchase order (PO) number, before placing an order. Only 1 (one) supplier per OPS order. All who have a U-M uniqname and kerberos password can use OPS.

See MSE How-To’s for procedures on how to place orders.

Training videos and resources:

For assistance with sourcing or any procurement questions, contact Lourdes Jorgensen (jorgenl@umich.edu, 734-763-6043, H.H. Dow Bldg., Room 2142)

Procurement Services contact information:

Phone: (734) 764-8212, prompt 2 (8:00 a.m. to 5:00 p.m.)
Email: procurement.services@umich.edu

RECEIVING MATERIALS & EQUIPMENT

Small packages

Small packages are delivered daily to the G.G. Brown (GGB) dock for distribution. The packages are then delivered to 3074 Dow and logged in by the main desk receptionist. Please check the log sheet at the desk to see if your package has arrived. The receptionist will assist you in retrieving your package and ask you to log it out before leaving.

Package pickup is from 2–5:00 daily after all deliveries have been received for the day. Chemicals will be delivered to the GGB dock for pick up by you. Please include your faculty group name when ordering packages.

Large items

Very large items should also be delivered to the GGB Dock. They will arrive by truck, and you should give the vendor the address of the GGB dock to make sure it ends up there. The address is:

Materials Science and Engineering Dept.
The University of Michigan
G. G. Brown Dock
1379 Beal Avenue
Ann Arbor, MI 48109-2125

Packages Received via U.S. Mail

Packages that are shipped by regular mail will also be in the package room, 3074 Dow.

Receiving Compressed Gases

Cylinders of compressed gases are delivered to the rack located on the dock of GGB on Beal Avenue on the East side of the building. You must pick up the cylinders and deliver them to your laboratory. There is a monthly fee of $2.65/cylinder, so return cylinders when they are empty. Cylinders can be returned to the G.G. Brown dock where they will be taken away. Remember to indicate that they are empty. Also remember to transport full cylinders in a safe manner, as they pose a significant safety hazard. (See the Safety of this handbook for the safe procedures on transporting gas cylinders.) The dock area is not to be used as a storage area. Any cylinders there for more than one week may be returned, full or empty.

CASH ADVANCES

Cash Advance services are administered by the Shared Services Center (SSC). The advance must be properly reconciled within 45 days after return from the trip. Whenever possible, employee expenses should be paid for on a university PCard or Travel Card. Cash advances should be limited to employees with a compelling financial need. Employees may request an advance within a reasonable period of time before an authorized business trip, typically 2-4 weeks before the trip, to allow time for processing. Employees must submit requests for cash advances (if the appointing unit allows) through Chrome River.

A cash advance cannot be used to pay for airfare. Airfare should be booked with the university’s travel partner, Collegiate Travel Planners, and will be automatically charged to the CTA payment card.

A cash advance also cannot be used to pay for an employee’s per diem in advance unless the trip qualifies for one of the exceptions below.

After you submit the request, send a detailed email to Todd Richardson (dtrichar) with the information to support the amount you are requesting so he is aware of the request. When approved the advance will be deposited into your bank account.

BUSINESS MEALS (HOSTING)

Business meals are those taken with guests of the University during which focused business discussions take place.

Business meal expenses, including non-alcoholic beverages, service/delivery fees, tax, and tip, should not exceed the maximum per person allowances of $30/breakfast, $50/lunch, and $80/dinner. Expenses for refreshments/snacks are a new addition with a limit of $30 per event. Expenses for alcoholic beverages are limited to $20 per person, per event, including tax and tip.

Expense Reporting form

MAILING & SHIPPING

You can send mail postage-free within the university by enclosing your document in a University mail envelope, addressing it, and dropping it in the appropriate box in MSE mailroom, 3074B Dow. Make sure you include the university zip code in the address.

You can mail work-related letters or documents via the U.S. Mail by using a university departmental shortcode. Complete your name and return address on the envelope, and write the university departmental shortcode in small letters where the stamp is usually placed. Bring the letter to Shelley Fellers in 3074 Dow.

You can also send work-related packages or letters using UPS. Packages can be sent via UPS from the MSE department office. Complete a shipping form located outside 2142 Dow and submit it with your package to Shelley Fellers in 3074 Dow or Lourdes Jorgensen in 2142 Dow.

REIMBURSEMENT FOR HOSTING AND TRAVEL EXPENSES

To submit a request for reimbursement, go to MSE Travel and Expense portal or Emburse Enterprise (formerly Chrome River) in Wolverine Access. University representatives may be reimbursed for approved, necessary and reasonable local business meal expenditures. A clear and specific business purpose must be provided

Out-of-pocket expenses must be submitted and approved within 60 calendar days in the University’s expense reporting system after the trip, event, or receipt of goods/services or transaction date if no travel is involved. Out-of-pocket expenses submitted more than 60 days will be treated as taxable income and processed through Payroll. Business expenses paid out of pocket will now be reimbursed only after a trip or event takes place.

All expenses charged to a PCard or Central Travel Account must be submitted and approved in the University’s expense reporting system within 60 calendar days of the transaction date. Outstanding PCard or CTA transactions more than 150 days old will be automatically charged to the school/college. The College of Engineering will then distribute those charges to the department, which will allocate them to the appropriate faculty member’s discretionary account. If a charge should be applied to a sponsored account, a correction will need to be initiated after the fact.

Here are helpful training videos and resources:

For assistance, contact Lourdes Jorgensen (jorgenl@umich.edu, 734-763-6043, H.H. Dow Bldg., Room 2142)

WORKING IN THE MSE MACHINE SHOP

The MSE department has a band saw, bench grinder, bench sander and abrasive cut off wheel which are available for students to use. They are located in room 2231, and are accessible to students Monday through Friday from 8:30 a.m. to 5:30 p.m. Before using any of these tools, you MUST be trained and given authorization to do so through the department FOM System.

You are strongly encouraged to use the Chemistry Department Instrument Shop on central campus or Lay Automotive Machine shop for more advanced machining services. They are a full-service instrument shop. A student shop is also there which is well maintained and equipped (it has a milling machine and a lathe). MSE students can use the Chemistry Department Student Shop if (and only if) they complete a short training class offered periodically by the Chemistry Shop staff. Contact the shop supervisor at 764-7363 for more information.

It is a good idea to think through your project before taking it to an instrument shop. You should prepare a sketch (or better yet, an engineering drawing) of your project, complete with dimensions and tolerances. If the project is more complex than one or two parts, an Isometric drawing of the finished item will help the toolmaker visualize the whole concept. Use common sense when selecting tolerances or finishes. Typical close tolerance is + 0.005 inches (0.05 mm). The closer the tolerance required, the greater the cost, and the longer the delivery time. Closer tolerances may require the use of special machinery, which may not be available in the Chemistry department shop.

It will speed your work if you convert metric dimensions into English dimensions. Most of the equipment in the shop is set up in the English system.

If you are not good at sketching you may want to consider learning to use one of the drawing or CAD programs supported by CAEN. Investing a little time in making a good drawing will save time, money, and headaches in the long run.

REMEMBER: MEASURE TWICE—CUT ONCE!

USING THE SERVICES OF THE UNIVERSITY PLANT DEPARTMENT

The plant department includes the electric shop, the sheet metal shop, the carpenter shop, the air conditioning unit, the moving and shipping group, and several other units—all are listed in the university phone book. The plant department will provide service to you through the use of a work request form. This form must be filled out with your project number, contract number, name, and an adequate description of the work you need done. All work requests must be submitted through Tyler Zalucki (tylerzal@umich.edu) or Todd Richardson (dtrichar@umich.edu).

Your project will be sent to the appropriate service group for completion. If the job is simple, the appropriate tradesperson will deal with it directly. If the job is large and complicated, your project manager should initiate it, for it will probably involve plant engineering, and should be part of your contract.

Be aware that a simple plumbing or electrical request can be very expensive to your contract or grant. Requests for quotations are always referred to the plant engineering department, and your account will be charged a fee for the quote whether you do the work or not. Plan as carefully as possible to avoid laboratory modifications. Always check with your advisor and the Facilities Coordinator (Rm. 2231A Dow) regarding such modifications. You may not do even simple modifications/renovations to facilities on your own.