Department Resources and Procedures

Administrative Support

Physics Department staff provides assistance in the following areas: academic personnel, accounting and finance, travel, purchasing, contracts and grants, and instruction.

Computer and Email Accounts, Keys, Door Keypad Access

Please complete the online Computer Account Request Form. This form enables you to choose a six-digit number for door keypad entry, a temporary pin number, and to set up your computer and email accounts.

If you only need a door keypad access, send an email to doorcodes@physics.ucsb.edu requesting a six-digit code. (Please do not use any geometric patterns on the keypad or numerical or physical constants for your code.) Your door code will give you access to the following rooms: Second-floor exterior door, Broida 3014 (mail room), 3019 (main office), 3302 (large conference room), 3340 (library/small conference room), and 5207 (grad computer lab).

Your computer accounts will be closed when you leave the University. At that time, please fill out the Separation Form to close all accounts, and indicate if you need email forwarded for a short time.

Corporate Time

The Physics Department and UCSB campus rely on Corporate Time (CT) for electronic scheduling and calendar needs. To use Corporate Time, set up your account. Your faculty assistant can use CT to reserve various Broida conference rooms. Please note: Corporate Time information and account requests are visible only to computers inside Broida Hall.

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Committee Assignments

Committee assignments last for one school year. Go to committee assignments

Course Assignments

For current course assignments, please see courses

Directories

Employment

For information about hiring graduate or undergraduate students or post-graduate researchers using grant funds, please contact the Department's Financial Analyst at x4270. For information about hiring graduate or undergraduate students or post-graduate researchers using start-up funds, please contact Staff Personnel at x3880.

Under no circumstances may individuals be hired or begin work before the hiring supervisor consults with one of the above staff members. When you learn that an employee that you supervise plans to separate from employment, it is important to immediately notify Staff Personnel. The department is liable for the employee’s benefit charges until the separation date is entered in the payroll system. In some cases these charges can be more than a thousand dollars and are often unrecoverable and cannot be charged to grants.

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Faculty Assistants

Faculty assistants provide you with a wide variety of administrative and clerical support duties. Although it is the responsibility of any TAs you may have to grade, post, and prepare homework, quizzes, and exams, your faculty assistant can offer help with photocopying, or placing items on reserve at the library. Workload assignments for faculty assistants vary from quarter to quarter; please check with the Academic Personnel Analyst at x8134 for information regarding your faculty assistant.

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Faculty/Class Web Pages

Request a web page for your class from Physics Computing Services.

Contact Physics Computing Services to establish your personal home page directory and password. You may use your directory to create a contact or information page. Please provide the URL of this page to the Academic Personnel Analyst so that it my be added to the Department’s online directory. Contents of personal home pages are the responsibility of individual users but inclusion into the Physics web page is at the discretion of the Physics Department.

For more information, see Instructions for Maintaining your Web Presence.

Foreign Visitors

Foreign visitors who are requesting reimbursement need to have the appropriate visas and must fly on a US carrier if federal grant funds are involved. Before inviting a foreign visitor to the Physics Department, it is important to check whether reimbursement is allowable under the terms of the applicable grant. Please contact the Office of International Students and Scholars for visa and other useful information.

Mail Procedures

UCSB Mail Services handles correspondence related to University business only; faculty and staff must receive/send personal mail elsewhere. When addressing campus mail, be sure to include the addressee name, the complete department name (no acronyms), and the appropriate mail code. The Physics Department’s mailcode is 9530.

The Physics mailroom is located in Broida 3014. Mail is distributed daily between 9:30 a.m. and noon. For shipping of large items and UPS and Federal Express services, please contact Physics Shipping and Receiving.

For more information, see the UCSB Mail Services website.

Office Supplies/Purchasing

Your faculty assistant maintains a small supply of commonly used items. Other items can be purchased or ordered from the Physics Storeroom and computer-related purchases through Physics Computing Services (PCS). Check with PCS to see if we have licensing agreements with certain software vendors that may save you money.

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Paychecks

Payday is on the 1st of every month. Paychecks must be picked up each month from the Personnel Assistant in Broida 3019G.

Employees are encouraged to sign up for Direct Deposit (automatic deposit), which has proven to be an efficient and convenient method of depositing a payroll check directly into a participating employee's designated checking or savings account. This service is an electronic system that allows an employee's net earnings to be deposited on payday. An earnings statement is sent to each individual employee which provides all of the information that is customarily contained on a paycheck stub.

To enroll, please contact the Academic Personnel Analyst at x8134. If you decide to sign up for Direct Deposit, please expect your first month’s pay to arrive as a paper check due to the time required for processing. For more information about payroll, access UCSB's Accounting Services and Controls website.

Photocopying

There are two copy machines available, both of which require keying in an account code. One is in Broida 3014 and the other is in Broida 2233. Please contact the Personnel Assistant at x3880 for your photocopy codes. There are separate codes for grad instruction, undergrad instruction, and research.

Research

For assistance with grants, postdoctoral appointments and summer salary, please contact the Department's Financial Analysts at x4270.

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Sabbaticals/Other Leaves

Faculty should make leave requests for the next academic year when they respond to the yearly call for teaching requests. Sabbatical leaves are granted, in accordance with regulations established by the UC President, to enable recipients to be engaged in intensive programs of research and/or study, thus to become more effective teachers and scholars and to enhance their services to the University.

For information regarding sabbatical and other leave policies, see the UCSB Campus Policies and Procedures on Academic Personnel from the Academic Personnel Office.

For information regarding benefits while on leave, see Leaves of Absence from UC's Human Resources and Benefits.

Teaching Physics 1-5

Teaching Physics 1-5 is a guide of helpful information and resources for teachers, including teaching guidelines and syllabi.

Note: These pages are password-protected. Please contact the Physics webmaster for login information.

Telephone Calls

To make an on-campus call, dial the last four digits of the campus number. Off-campus calls must be preceded by a 9 (9-687-2323 or 9-1-800-687-2323). Emergency calls are 9-911. Phone numbers can be found in the general UCSB directories and the Physics Department directories.

An account code card should be requested from your contract administrator for use when making grant-related calls. For a local or long-distance call related to your teaching, dial 9 first. Personal calls should be made on your cell phone or personal calling card. Statements for the prior month’s long-distance calls will be sent to you around the 15th of each month. As indicated on your statement, any personal calls made on your office phone should be reimbursed to the department.

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Travel Policy

Your faculty assistant is experienced in travel policies and procedures and can assist you with work-related travel arrangements and reimbursements. See this link for a summary of UCSB’s Travel Policy Summary [PDF]. When you are travelling on federal grant funds, please be aware of restrictions that the funding agency may impose. Be sure to save all pertinent receipts.

All official University travel shall be properly authorized, reported, and reimbursed; under no circumstances shall expenses for personal travel be charged to, or be temporarily funded by, the University, unless otherwise noted in the Policy. It is the traveler’s responsibility to report his or her actual travel expenses in a responsible and ethical manner, in accordance with the regulations set forth in the Policy.

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