RESEARCH SUPPORT OFFICE Space Science and Engineering Center

Dial 911 in any emergency—medical, fire, accident, theft, or off-hours building emergency.

https://uwpd.wisc.edu/news/emergencies-happen-when-they-do-dial-911/

Report all accidents and injuries to the Human Resources Office, Denise Weidner as soon as possible and within 24 hours after the occurrence to ensure Worker’s Compensation will cover the accident.

For breakdowns and building emergencies during regular office hours, call Doug Lowe or fill out the Building Services Contact Form for electricity, heating, plumbing, elevators, door locks, etc. For breakdowns, lockouts, etc., after hours, call University Police & Security at 2-2957.

There is at least one first aid kit on each floor of the AOSS building (basement through penthouse). A white and green first aid sign marks each room that contains a kit. The contents of these kits are checked and replenished periodically. Please contact Chris Niendorf if you run out of something or have any questions.

A unit is located in Room 348 against the back wall (towards the right corner) with a complete first aid kit.

Turn out the lights, close your office door, exit via stairs, and move 100 feet away from the building. If you cannot use the stairs, proceed to a safe room nearby, with a phone and a window, if possible. Call 911 and the UW police dispatcher will verify/confirm the room number. If there is no phone, close the door and wait near the window.

The purpose of this document is to provide employees with information every employee must know for working health, safety, and efficiency. These are basic guidelines and should be followed, unless leadership and your supervisor have approved different procedures.

If you have questions, please reach out to Human Resources Manager Jessica Liegel or Administrative Director Chelsea Dahmen.

I.2 Questions and Answers

Accounting Services — contact Wenhua Wu

AOSS Library — Helen Murphy  (AOSS Library Contact Form)

• Scientific and technical publications and data; in-house publications; electronic information retrieval; document delivery; copyright information

Break Room — Room 448 has coffee makers, microwaves, refrigerators, etc. available for employees

Building Management

• For issues with any building infrastructure or maintenance (Water, HVAC, electrical, etc.), contact via the Building Services Contact Form (Water, HVAC, electrical, etc.)
• For emergencies contact Doug Lowe directly at 608-263-6764

Conference Room Use — SSEC Mailroom Contact Form (Room 348 or 349)

Contract Administration — Chelsea Dahmen

Cooperative Institute for Meteorological Satellite Studies (CIMSS)—Wayne Feltz, Rm 231

Data Center — Jerry Robaidek, Rm 649 Data Center Operations, Satellite data receiving, archiving, and quality control

Directors

• Director — Brad Pierce
• Executive Director, Associate Director for Engineering— Mark Mulligan
• Administrative Director — Chelsea Dahmen
• Associate Director for Science — Wayne Feltz
• CIMSS Director — Tristan L’Ecuyer

Export and Licensing (ITAR) — Chris Niendorf

Finance — Chelsea Dahmen

Fleet Car — Melissa Steinl

Human Resources Assistance – Denise Weidner

• Accident reports, insurance, time sheets, payroll, vacation, sick-leave balances, personnel file, photo ID information, benefits, parking

Human Resources Policy – Jessica Liegel

• Promotions, leaves of absence, staffing, changes in status, performance evaluations, TTC

ITAR Policy and information — UW Export Control or contact Chris Niendorf

Keys — Melissa Steinl

McIDAS Development Management — Dave Santek and Becky Schaffer

McIDAS Development (Programmers) — Dave Santek

McIDAS Users’ Group (MUG) Operations — Becky Schaffer

NOAA/NESDIS – Jeff Key, Branch Chief, Advanced Satellite Products Branch

Office Services — Melissa Steinl (Rm 343) or the mailroom students (Rm 348)

• Office supplies, copying, faxing, mail, mail boxes

Parking Permits for Visitors — Denise Weidner

Principal Investigator Status — Chelsea Dahmen

Printer Problems—Technical Computing Contact Form

Proposal Processing—Proposals Team Contact Form (Rm 331)

Publications, Scientific—The AOSS Library Contact Form, Rm(317)

Public information — Eric Verbeten

• Media & public relations, slide and video collections, general SSEC information, science editing

Purchasing — Purchasing Team Contact Form (Rm 343)

• Printing approval, purchase orders

Safety and Quality Control — Chris Niendorf

Satellite Data Archive Requests — Jerry Robaidek

Sexual Harassment Contact — Jessica Liegel

Shipping and Receiving — Doug Lowe

• UPS shipments, Fed Ex, other shipments

Technical Computing — Scott Nolin

• Technical support within the center, system updates, network infrastructure

Telephones (VoIP) — John Lalande

Timesheets — Debbie Schroeder

Travel Arrangements — Travel Contact Form (Rm 349)

• Travel request forms, flights, lodging, car rentals, expense reimbursements

Web pages / SSEC & CIMSS websites—SSEC Webmaster / CIMSS Webmaster

The Space Science and Engineering Center evolved directly from meteorology Professor Verner Suomi’s and engineering Professor Robert Parent’s work on satellite instrumentation. In 1957, they began to collaborate on related projects in the basement of the Engineering Building on the UW-Madison campus. By 1965, their research and development programs had grown large enough to need separate management. Soon after, SSEC was officially established as an independent research and development center within the UW Graduate School. In 1967, the newly constructed Meteorology and Space Science Building (now the Atmospheric, Oceanic and Space Sciences Building) gave SSEC its permanent home.

SSEC set out to conduct multidisciplinary research programs in space science and engineering. Currently, its work includes atmospheric studies, interactive computing and science visualization, and spaceflight hardware and other scientific instrument development. While SSEC does not offer a degree program, the center supports the work of graduate students in degree programs within other departments. The facilities and staff of SSEC constitute an invaluable resource for principal investigators throughout the university. About 200 in-house projects are underway at any given time, most under the purview of grants and contracts with federal agencies.

SSEC is a matrix organization and is project oriented. Generally, an employee has a home within one functional area such as the Data Center or Administrative Support. The employee has a primary supervisor in this functional area, while each project that he or she works on can have a different program manager. If you have a question about a specific project, contact the program manager. If you have a question about general employee matters, such as your performance evaluation, or whether you can work overtime at a particular time, speak with your supervisor. For general SSEC administrative questions, see Human Resources Manager Jessica Liegel or Administrative Director Chelsea Dahmen,.

For more information on any aspect of SSEC, refer to the SSEC Web site and look at the various SSEC and university publications. You can also speak with Chelsea Dahmen.

The below guidelines apply to all SSEC employees.

The Atmospheric, Oceanic and Space Sciences Building is locked from 5:00 p.m. to 6:30 a.m. and on weekends and holidays. To use the building outside those hours, you must have proper staff identification. Denise Weidner will help you obtain building access using your WisCard.

SSEC has established core business hours to help the center run efficiently:

• Monday-Friday 9:00 AM – 3:00 PM

All SSEC staff should be working the majority of their time during these hours, unless you have prior approval from your supervisor.

SSEC employees may be allowed to work from home  up to 2 days per week with prior approval of their supervisor. This is done on a case by case basis and in accordance with the SSEC Remote Work Guidelines.

If you have any questions or concerns about these guidelines please contact Jessica Liegel or your supervisor for clarification.

II.3 Time Accounting

II.4 Absences

For sick days or time off for health/wellness appointments, such as a dental or physical exam appointment, please email, call, or text your supervisor with as much prior notice as possible.

II.5 Personnel Records

II.6 Mail and Shipping

USPS mail can be sent from the mailbox located at the corner of Orchard St. and Dayton St.

II.7 Purchasing

II.7.5 Business Cards

II.8 Telephone Use

II.9 Telephone and Email Personal Use

II.10 Technical Computing Support

II.11 Break Room Use

II.12 University Identification Wiscard

II.13 Keys

II.14 Photocopiers

II.15 Recycling

Battery recycling can be found in Rm 343.

II.16 Parking Permits

II.17 Visitors to SSEC

II.18 Travel

II.20 Driver Authorization

II.21 Using SSEC Facilities

II.22 Resignation

II.24 SSEC Property (e.g. materials, equipment)

II.25 Building Management

II.26 Student Hourly Pay Increases

II.27 AOSS Wellness Room Use

SSEC is committed to professional development and the continued education and training of its employees. Tuition Reimbursement is available for employer-directed or employer-authorized “career-related” training and course work. All training activities (regardless of cost) must have prior approval before the employee participates, if requesting reimbursement. Employees are responsible for identifying a funding source for reimbursement.

Discuss your plans with your supervisor, prior to committing to the course to ensure that your supervisor is aware of your goals and can ensure that departmental needs are met during your absence.

Eligibility:

Must have passed probationary employment period. Directors reserve the right to waive this requirement for special circumstances.   Must have funding source identified (external or internal)

• For internal funding, an SSEC Application for Center Resources form must be completed and approved prior to requesting reimbursement.

All requests are subject to directors review and final approval

Things to know:

Prior to starting the class you need to work with your supervisor and Jessica Liegel in Human Resources to get approval. A Reimbursement Request for Career-Related Coursework or Training form must be completed and submitted to your supervisor.

• No more than one course, up to five credits, or training equivalent in any academic term (e.g. a semester, summer session) can be reimbursed
• Course work generally falls under leave without pay. You may also arrange with your supervisor (with administrative approval) to adjust your hours or use annual leave. In either case, arrange for time away from work with your supervisor and inform Jessica Liegel.
• Must be employer-directed/required training or course work to be eligible. Faculty, academic staff, and limited employees must be permanent employees and have a half time or greater appointment
• Undergraduate course work will be reimbursed at 100%
• Graduate course work will be reimbursed at 100%

Finding Professional Development opportunities:

The campus provides a many free and low cost professional development opportunities:

• https://www.ohrd.wisc.edu/home
  Opportunities here include courses on change management, wellness, goal setting, communications, etc., as well as campus conferences, special events, leadership coursework, supervisor training programs.
• it.wisc.edu/services/online-training
  There is also online training and coursework in a variety of areas. This is free to UW staff and students.
• Discipline-specific opportunities are most often found as professional conferences. Please contact your supervisor if you are looking for a recommendation regarding professional conferences most relevant to your field.

*Any questions or concerns please contact Jessica Liegel (Rm 301)

If you are considering taking a leave without pay, it is best to discuss this with Denise Weidner or Jessica Liegel in the Human Resources Office to go over all options and the impact this time off without pay will have on your benefits. Once you have reviewed everything with HR and decided it is the way you would like to proceed, please fill out the Request for Leave Without Pay form and bring it to your supervisor for approval.  You can find additional information, including forms, on the UW Unpaid Leave page.

The final form with all applicable signatures needs to be turned in the Denise Weidner in HR for OVCR and OHR approval at least one month before the first day you plan to take off.

Remember, you do not accumulate retirement, vacation and sick leave during unpaid time off.

For other questions about leave or other benefits, see the UW-Madison Employee Compensation and Benefits Services page.

State of Wisconsin Code mandates that an individual cannot work at another job nor consult on a subject so closely related to his/her University work that it compromises performance and commitment to University endeavors. If you have questions about this, refer to Appendix A and speak with Administrative Director Chelsea Dahmen.

Report any outside consulting or second job activity to Administrative Director Chelsea Dahmen.  There is no limit on salary, but you need to indicate if it totals more than $5000 for the year. You need to prove that it is not a conflict of interest and that your work will not interfere with what you do at SSEC. More information can be found on the Outside Activity Reporting website. Please keep in mind there is also a limit on time commitment for outside work, even if unpaid. There are also regulations regarding travel supported by a foreign entity.

You cannot receive money from an agency who currently has money in SSEC, unless SSEC has specifically declined to accept the proposed new work. Contact Chelsea Dahmen with any questions.

It is inappropriate to use your University computer, email, telephone or business cards in pursuit of your outside activities.

If you engage in volunteer work, tell Jessica Liegel or Chelsea Dahmen for the university’s records. Please report your volunteer activities even if you wish to remain anonymous. Academic staff must submit an annual outside activity report to the university electronically and notify Chelsea Dahmen.

SSEC employees must be aware of the requirements of federal laws and regulations regarding export controls. Spacecraft and associated items and information fall under the International Traffic in Arms Regulations (ITAR). All employees must comply with the provisions of our Export Control Procedure. Please contact the Chelsea Dahmen for assistance reaching out to the Export Control Office.

The Space Science and Engineering Center of the University of Wisconsin (UW-SSEC) is committed to providing the highest quality research, products and services to the scientific community that meet or exceed the expectations of its end-users.

This commitment is achieved through collaboration among developers, users and funding agencies that fosters a learning environment for SSEC staff and students.

Project tasks will be implemented through a standard set of quality processes that are scalable to meet project needs; are designed to ensure high performance and reliability of the end-product; minimize safety risks; and comply with applicable regulations.

In compliance with the Drug-Free Schools and Communities Act of 1989, the Universities of Wisconsin and UW–Madison prohibit the unlawful possession, use, distribution, manufacture or dispensing of illicit drugs by employees on university property or as part of university activities.

All employees, faculty, and staff are strongly encouraged to help make the University a drug-free work place. You can do this by learning about substance abuse (its dangers and warning signs), encouraging others to avoid substance abuse, and getting help – either for yourself or for someone you are concerned about.

III.8 Sexual Harassment Policy

The policy of the University of Wisconsin–Madison is in accordance with Sec. 703 of Title VII, a federal law forbidding harassment on the basis of sex or sexual orientation. A brief except from the university policy on sexual harassment reads:

“In keeping with efforts to establish an environment in which the dignity and worth of all members of the University community are respected, sexual harassment of students and employees at UW–Madison is unacceptable conduct and will not be tolerated. Sexual harassment may involve the behavior of a person of either sex against a person of the opposite or same sex, when that behavior falls within the following definition.

Sexual harassment of employees and students at UW–Madison is defined as any unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, when:

submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment;

submission to or rejection of such conduct is used as the basis for employment decisions affecting that individual;

such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or educational experience, or creates an intimidating, hostile, or offensive work or educational environment.”

University policy addresses consensual relationships at length. Perhaps most importantly, the university recognizes that, “Power Differentials between the parties in a consensual romantic and/or sexual relationship may cause serious consequences even when conflicts of interest are resolved.”

Note that, “Where a conflict of interest exists, or may exist, in the context of a consensual romantic and/or sexual relationship, the individual with the power or status advantage shall notify his or her immediate supervisor. The supervisor shall have the responsibility for making arrangements to eliminate or mitigate a conflict whose consequences might prove detrimental to the university or to either party in the relationship.”

Resources / Help

• AOSS Code of Conduct
• Human Resources Manager Jessica Liegel
• Employee Assistance Office (Confidential, on campus support), eao.wisc.edu
• University Affirmative Action and Compliance Office, 263-2378
• SSEC Online Equity and Diversity Resources / Help
• Non-discrimination in UW programs – UW Office for Equity and Diversity

If you are engaged in newsworthy work, SSEC’s Communications Manager Eric Verbeten can arrange media coverage. He is our liaison with UW–Madison’s University Communications Office and with the media. He can help you develop and place stories, recommend outlets, help you with interviews.

When a reporter or other media representative approaches you, refer them to Eric Verbeten. At the very least, inform him of the solicitation as soon as possible. It is very important that he knows of any impending news stories, so that when follow-up occurs, he and SSEC Leadership can respond knowledgeably.

For more information on dealing with the press, see Appendix B. Eric Verbeten can give you other helpful guidelines and suggestions.

SSEC recognizes the value of remote for both employee and employer. For SSEC employees, remote work is a voluntary workplace alternative where SSEC agrees to allow an employee to regularly perform some or all assigned duties at home or another location. This is for an agreed period of time and reviewed annually. It is approved on a case-by-case basis consistent with the Remote Work Agreement Guidelines.

This agreement is not required for occasional workplace flexibility situations in which the employee works at home, but your work supervisor must be aware and approve prior.

Although most of our activities must be supported directly by proposal and cooperative institute mechanisms, SSEC provides small amounts of center funding to support startup or proof of concept projects, important but unfunded travel, workspace improvements, workshops, and training that will foster future opportunities. SSEC has developed a procedure whereby employees can submit a request for center funding to the SSEC Directors for review. Requests are judged on their scientific and technical merit, the value to SSEC, and/or on their potential to lead to future funding. Accepted requestors must provide a written and/or oral summary of the results to the SSEC Directors.

To apply for these resources, please download the SSEC Resource Application Form, complete it, and return via email to leadership.

Purpose

The departments located within the Atmospheric Oceanic and Space Sciences building are committed to supporting our employees’ wellness and maintaining effective work-life balance. The AOSS Wellness Room is established for the primary purpose of providing a secure and private location for lactation purposes. When not in use for lactation, the room will be made available to all building occupants as a quiet retreat for other wellness purposes.

Location

The AOSS Wellness Room is located in room 335. From the main elevators, go to the 3rd floor and turn right (south). The room is located at the end of the hallway. The room is designed to accommodate one person/family at a time. There is a women’s restroom and water fountain located across the hall from the room. The closest men’s restroom is located up or down one flight of stairs. Handicap accessible restrooms are located on the 1st (women’s only) and 2nd (unisex) floors.

Room Usage Guidelines

The first priority for utilizing this space is lactation and is available to anyone in the AOSS Building.

When not in use for lactation, the space may be used for:

• Symptom relief that is associated with non-contagious conditions, such as: temporary migraine relief, pregnancy side effects, etc.
• A decompression/coping room when dealing with a personally distressing situation.
• A medical accommodation area*. For example: Situations that require legs to be elevated for short periods of time throughout the day.

The room is not to be used for the following purposes:

• Relief of illness-related symptoms that fall outside of those listed above.
  • It is critical that you go home if you are not feeling well to avoid the spread of germs to your colleagues. Please communicate with your supervisor, instructor, and/or advisor as needed.
• A quiet place to work or study, meetings, conference calls.
  • There are several conference rooms or private office “touch down” spaces located throughout the building, as well as the library.
• Lunch breaks.
• Personal phone calls.
• Sleeping.

Room Coordinators/Contacts

Questions, concerns and requests for access to the wellness room should be directed to Denise Weidner or Chelsea Dahmen.

*Please refer to the full AOSS Wellness Room policy for complete details and usage procedures.

Your safety is always paramount. Please refer to the Emergency Information section above for helpful safety information.

If you are involved in an accident while on University business, it is extremely important that you complete the necessary documentation within 24 hours of the incident or Worker’s Compensation may not cover the accident. Please see the campus Worker’s Compensation website (http://www.bussvc.wisc.edu/ecbs/emp-wkc-menu.html) for the Injury and Illness Report as well as any additional information you may need to know.

The Employee’s Work Injury and Illness Report MUST be submitted to Human Resources within 24 hours of the incident. Contact Denise Weidner.

For your protection, follow these rules governing shop activities. There are no exceptions to them.

Every staff member must have another person present when using stationary power tools. You may never use them alone. Use of precision tools requires approval of the person in charge of that piece of machinery. A list of authorized employees and machines they operate, with hours and conditions of operation, is posted in the machine shop.

When working on or near circuits of 115 volts AC or higher, you must work with someone. Safety glasses and hearing protectors are available from the stockroom.

Student staff must also follow student safety rules given when hired.

General Philosophy

Academic Staff are salaried, professional employees. We must also accommodate an accounting system and a system of federal laws and guidelines to equitably distribute our costs to the various projects that we support.

Specific Philosophy

SSEC is a cost reimbursable, not-for-profit organization; i.e., most of our grants and contracts require that we bill only for provable (to an auditor) costs incurred.

The timesheet is the accounting tool used to determine how we bill our salaried staff resources to various grants and contracts, and to determine vacation, holiday and sick leave balances. It is also the vehicle that provides the proof of your effort level and the validity of the charges (your signature) to the auditor.

Your hourly billing rate is determined by:

(your annual salary divided by # of billable hours in a fiscal year) * (1 + the Fringe Benefit rate)

Here are some additional ancillary guidelines.

• The Timesheet accounting is based on tenths of an hour.

• There is no requirement for each day to equal eight hours. If you worked eight or more hours every day, then “straight eights” is an acceptable solution. However, eight today, nine tomorrow, six the next day, and nine the following is also an acceptable solution. In fact, if it more closely represents reality, then it is the preferred solution. However, full time staff are expected to use 40-hour work weeks/80-hour bi-weekly pay periods as the basis for completing the timesheet.

• Your supervisor, principal investigator, or project leader determines which project number is correct for the work being performed.

• Workplace flexibility or work schedule changes must be coordinated with your supervisor.

Questions concerning this policy should be directed to your supervisor, Jessica Liegel, or Chelsea Dahmen.

As soon as any representative of the media contacts you, call or e-mail Eric Verbeten. Eric should know about the contact before your interview or before their visit.

Especially if this is the first time you are dealing with the media, check in with him for advice and guidance, to check the writer’s credentials, etc. Please tell Eric before a television crew visits. If you’ve decided not to do an interview, please see him. We have other experts who can take your place.

Answer questions as cooperatively and completely as you can, given the time you have available.

Return phone calls promptly. Media representatives usually have tight deadlines, and your work could be featured inaccurately or not at all, if you don’t call back.

Explain your work simply, clearly and as unambiguously as possible in everyday language. The less the interviewer has to translate, the less opportunity there is for error and distortion.

Ask how much background the writer has in your field so you will know what level is appropriate for your explanation. State your major finding, how it fits into the larger picture, its implications, future needs for research, where it may lead. And always ask how the information will be used.

Avoid making statements that will claim too much if subsequent qualifications are deleted (due, for example, to lack of time or space).

It is usually possible to get a reporter to agree in advance to check the accuracy of direct quotes or statements attributed to you. When time allows, writers will often agree to let you see that part of their manuscript dealing with materials you have supplied. (The New York Times permits its science reporters to check whole articles with their sources. That does not, however, mean that they’ll accept your nonfactual changes.) Confine suggested corrections to definite errors of fact or grossly misleading errors of emphasis.

Wire services—Always consider that what you say may end up in newspapers or on TV all over the country, maybe even all over the world. Take time to help the reporter get it right.

Seize every opportunity to illustrate the scientific process as simply and clearly as possible, to make it interesting, and to try to persuade the writer of a feature article or TV show to cover a somewhat narrower range of materials in greater depth.

*Some of this is paraphrased from The Scientist’s Responsibility for Public information, Neal Miller, pub. Scientists’ Institute for Public information.

document revised 2024-02-14