Operations Office

Emergency Action Plan:

The Elvey Building's Emergency Action Plan is available online at MyGI - log in with your UA username and password to take the EAP Quiz.

Contact:

Jami Warrick, GI Operations Manager, 907-474-7411, jfwarrick@alaska.edu.

Dolores Baker, GI Operations and GI Audio/Video and Conference Room Scheduler, 907-474-7243 and 474-7291 or djbaker@alaska.edu

All Building Work Requests:  uaf-GIOperations@alaska.edu

If there is a building emergency:

  • During regular work hours, 8 a.m. - 5 p.m., Monday - Friday, call 907-474-7411
  • After hours, weekends or holidays call 907-474-7000


Health & Safety Emergencies:  Call 911

 

 

Emergency Action Plans

Emergency action plans are presented here for your reference. Please read the plan that is appropriate for your building BEFORE an emergency situation comes into play. The life you save could be your own, a total stranger's, a co-worker's or a firefighter's.

Akasofu 1st Floor

Akasofu 2nd Floor

Akasofu 3rd Floor

Akasofu 4th Floor

Akasofu 5th Floor

GI Akasofu DEAP June 2014

ASF Richardson Site DEAP, February 2015

GI WRRB Emergency Action Plan, February 2015

GI Elvey Emergency Action Plan, February 2015

GI OEM Emergency Action Plan March 2015.pdf

Please take a few minutes to read the Emergency Action Plan, listed below, pertaining to your building. After reading the EAP, please take the GI EAP Quiz. The GI EAP Quiz is an annual safety requirement.

Field Safety Resources

Communication devices

The GI Operations office has inReach devices and a limited number of satellite phones available for checkout to GI and IARC researchers.

  • User fees are $5 per day plus airtime charges. 
  • Please email uaf-GIOperations@alaska.edu to reserve devices.
  • All users must submit a copy of the GI Remote Travel Emergency Plan (or a similar document) when checking out a device. A blank plan is linked below. 
  • Please visit the Operations office (615 Elvey) in advance of your trip to complete a user profile for inReach use; the profile is required.

 

Driving University Vehicles

Will you, your students, or your volunteers be driving a University vehicle? You will need the following:

  • Valid driver’s license
  • Category 1 or Category 2 affidavit (updated annually)
  • Driver’s Safety Training (one time)
  • Copy of driving record (every three years) – contact the DMV in the state your license was issued.
  • Rental reservation/agreement – start here.
  • Collaborators from other universities/organizations will have additional requirements – equipment use agreement, insurance documents, etc. Please check with Operations if you plan to have your collaborators operate a University vehicle.

 

Firearms

Please contact Jami Warrick at 474-7411 for information. The new Field Firearms policy (UAF Policy 02.09.020) is attached below for your reference.

 

Hazardous Materials Shipping

If you will be shipping hazardous materials to or from the field, please contact Brian Lu at 474-7387, or Jami Warrick at 474-7411 for assistance. Function-specific training (required for transporting hazmat back to campus from the field) can be arranged through GI Operations or through Environmental Health, Safety, and Risk Management at 474-5617.

 

Permitting

Permits may be required for research travel, equipment placement, etc. The UA Land Management office recommends that the application process be started at least 6 months in advance. For permitting questions, contact Dian Siegfried with UA Land Management, 450-8133 or dsiegfried@alaska.edu.

 

Protection of Minors

If your research or summer project includes participation of minors, there is a defined process to ensure everyone has a great (and safe) experience.  If one of their parents will not be with them, an authorized adult will need to be included in the experience.  An Authorized Adult will need:

  • A background check according to the Protection of Minors policy (one done within a 3 year time frame of the research); and
  • Completion of the Protection of Minors training prior to the Minor being in the lab or field.  The training needs to be completed again if the completed training will be over a year old when the Minor is working with you.

Additional requirements include:

  • a waiver prepared by UAF Risk that the parent will sign
  • a letter to the parents describing the research the Minor will be doing with the parent’s signature
  • safety training specific to the research
  • an understanding of what can be used for contact in regards to social and electronic media  (no personal accounts, make the contact transparent through inclusion of a parent or UAF employee)
  • if in the field the Minor must have their own tent to sleep in and at least two people to whom they can report any concerns. 

This process is important to keep our Minors and ourselves safe.  If you have any questions, please feel free to contact the GI Operations office or Frances Isgrigg, the Protection of Minors Committee Chair, fisgrigg@alaska.edu.

 

Title IX

If you are engaging in off-campus activities, please be sure that you are providing individuals with the UAF Title IX Reference and Resource Guide prior to the activity starting. This guide is designed to accompany UAF students, employees, and affiliates into off-campus activities with resources for reporting sexual and gender-based discrimination. This document can be customized with contact information and resources to suit your situation. The 3rd party notification is only necessary if you are placing students with an outside agency. The GI-specific document is linked below.

  • Provide document to student, staff member, or affiliate as appropriate. 
  • Report distribution of document to Jami Warrick (designated reporter for the GI) at jfwarrick@alaska.edu.
  • The designated reporter will in turn report the distribution to the Provost's office.
  • If student or staff member will be placed with a 3rd party agency, provide the document to the agency and report this as above.

This document is MANDATORY for students engaging in university-sponsored off-campus activities and dissemination must be recorded. Additional details, as well as the procedural documents, can be found via the Provost's site at http://uaf.edu/provost/vra-title-ix-program/.

 

Training

The Department of Recreation, Adventure, and Wellness (DRAW) has arranged field safety training to support the unique circumstances of UAF researchers during the 2018 field season. Please visit https://uaf.edu/draw/fieldsafety/ for more information.

Please contact the Operations office (474-7411) for assistance in locating additional field safety training resources – Bear/Firearms Safety, ATV Safety, etc.

 

Travel Preparation

For all planned field work, please submit a Trip Request (https://goo.gl/PyM3KV) as early as possible, including any itineraries to be purchased. If exact dates are not known/weather-dependent, submit Trip Request with date range and note expected duration--the more details the better! Ex. "4 days between 6/15 and 6/23". 

 

Volunteers

Will you have volunteers participating in your field work? Complete and submit a Volunteer Qualification Checklist for each potential volunteer. Once approved, volunteers must complete all required training before beginning their work.

 

Additional Resources

University of Alaska Fairbanks Research

EHSRM Field Research

Field Sites

Field Sites and Visit Requests
The Operations Office is responsible for maintenance of field sites associated with the Geophysical Institute and some of the grants and contracts administered by the institute. These sites include facilities located at:

Restricted Sites
Three field sites are located on military installations. Access to these sites is restricted and requires prior authorization. Authorization/approval to visit these sites requires at least seven (7) working days' notice to the Air Force. A SANS Version 19 form needs to be submitted to the GI Operations Manager for the authorization/approval to visit these sites. Please call 907-474-7411 for more information.

These sites are:

  • Barter Island at Kaktovik, Alaska
  • Ft. Yukon, Alaska
  • Tin City, Alaska

Policies

See web page descriptions for

 

Key Policy

Geophysical Institute (GI)/ University of Alaska (UAF)

Effective date: January 1, 2012

RESPONSIBILITY

  • GI/UAF keys are the property of the University of Alaska to be issued to current faculty, staff and students of the GI.
  • GI/UAF keys shall not be duplicated, loaned, borrowed or transferred.
  • GI/UAF keys shall be issued and returned to the GI Operations Office.
  • All GI/UAF key holders terminating their employment or academic association with the University must return their keys to the GI Operations Office.

LOST KEY(S)

  • All GI/UAF key holders are responsible for costs associated with the loss or misuse of GI UAF keys.
  • There will be a $25 fee for each “Operating” key series (office door, lab door, department area door) that are not properly returned, lost or stolen.
  • There will be a $100 fee for each key in the “Master” series (Master keys, Sub-Master keys and the Elvey Front Door key) that are not properly returned, lost or stolen.

BUILDING HOURS

  • The Elvey Building is open during normal business hours Monday through Friday.
  • The Elvey Building is locked during all holidays and weekends.

KEY ISSUE HOURS

  • Keys for the Elvey Building and GI Field Sites are issued in the Elvey Building, Room 615 GI Operations Office, from 8:00 AM - 4:00 PM, Monday through Friday.

AUTHORIZATION

  • Authorization Forms are available in the GI Operations Office.
  • Written authorization is required from your supervisor for:
    • Regular GI faculty and staff
    • GI graduate students
    • GI undergraduate students
    • Temporary GI employees
    • Non GI personnel key requests will be reviewed on a case by case basis and approved by the GI Operations Manager.

Vehicle Use

The GI's Operations office no longer maintains vehicles for use by GI faculty-staff-students, but we do work closely with Transportation Services to ensure the availability of a vehicle to support your work-related transportation needs. 

To view vehicle rental rates and reserve a vehicle for use, please visit https://uaf.edu/fs/services/rentals-charters/

For those wishing to drive a University vehicle, you will be asked to provide specific information. Please see below. 

Sec. 44.68.040 states that an employee who violates this regulation is subject to dismissal from State employment upon hearing for other dismissals for cause.

Alaska Statute, Sec. 44.68.010 states: "State-owned vehicles may be used only in the conduct of State business. A State officer or employee may not use or permit use of State owned vehicles except in the conduct of State business."
  • You must have at least three (3) years of driving experience.
  • You must possess a valid Alaska driver's license.
  • Effective March 31, 2001, you must complete the online UAF Driver Safety Class and take the Quiz.
  • Annually all drivers must complete and submit the UA Driver Authorization form.
  • Vehicle must be returned in same condition as when checked out (full of fuel, clean inside).
  • Report all mechanical deficiencies to UAF Transportation Services (x5875).
  • Report all accidents. Notify each of the following: 911, UAF Police (x7721), and GI Operations (x411). See accident folder in glove box.
  • Do not transport hazardous materials or chemicals in GI vehicles unless you possess a State of Alaska commercial driver's license (CDL with appropriate endorsements) and the vehicle is properly placarded. For specific information on transport of hazardous materials or chemicals, please contact the GI Operations office at x7411.
  • You may not transport family members in UAF vehicles.
  • Animals are not allowed in UAF vehicles at any time.

 

 


 

Scheduling: Globe Room and Elvey Auditorium

For questions regarding scheduling, please contact the GI Operations Office at 

uaf-GIOperations@alaska.edu

Is the date/time you'd like to schedule unavailable? Please check here for availability in 202H Mather Library.

 

Globe Room & Elvey Auditorium Use Policy

All UAF campus events that are open to the public require prior approval from the UAF Events Committee. If your event will be open to the public, please submit the UAF Events Request Form HERE.

  1. The Globe Room and Elvey Auditorium fall under the purview of the Geophysical Institute, and GI events are prioritized for scheduling.
  2. The Globe Room and Elvey Auditorium may be available for use by other UAF departments on a space-available basis.
  3. Groups unaffiliated with the GI may not submit requests for Globe Room usage more than 30 days in advance.
  4. Availability for both rooms is Monday through Friday between the hours of 8:00 AM and 5:00 PM. Access to the Elvey building is not available after hours or on the weekends. For special set-up and break-down scheduling that may run before or after hours, please email the GI Operations office for approval at uaf-GIOperations@alaska.edu.
  5. There is no charge for room usage.
  6. Any group using the Globe Room or Elvey Auditorium is responsible for maintaining the space and addressing their specific meeting needs.  The GI Operations office is not staffed to provide customer service for groups outside of the Geophysical Institute (IT setup, conference phone setup, or room arrangement). For IT assistance, please work with OIT at 450-8300.
  7. Chairs and tables must be returned to their original setting.
  8. Rooms must be clean and ready for the next group. This includes disposing of trash, removing boxes and/or food containers, wiping up spills, and wiping down tables at the end of an event.
  9. The requestor and room users agree to respect the privacy of Elvey building occupants and  maintain a respectable noise level while in the building.
  10. Equipment is not to be removed from rooms or moved to another location without prior approval from GI Operations (474-7411).
  11. All event costs (catering, extra tables/chairs, etc.) are the responsibility of the department or individual using the room. Users are also responsible for any damages (media equipment, computers, chairs, tables, rug vacuuming/cleaning). Groups outside of the Geophysical Institute may be asked to provide a fund/org, to be used only in the event of damage and/or the need for additional cleaning.
  12.  Due to high demand for these rooms, PLEASE notify us AS SOON AS POSSIBLE if you wish to cancel your reservations.
  13. The Geophysical Institute Director reserves the right to reschedule any event. If this is necessary, you will be notified immediately.

Request Form

COMING SOON!

Shipping and Receiving

Purpose


The primary responsibility of Geophysical Institute’s Shipping & Receiving is to establish and implement procedures for the receipt, shipment, documentation and distribution of official university goods, materials, equipment and supplies in support of university-related functions and GI staff, faculty, and students.

Location


The GI Shipping & Receiving Department is located in the Elvey building within the garage area of the first floor. The GI Shipping & Receiving office is located in Room 109.

Address:


GI Shipping & Receiving
2156 Koyukuk Drive
Fairbanks, Alaska
99775-7320

Hours


8 a.m. to 5 p.m. Monday through Friday

Closed for lunch from Noon – 1 p.m. 

Jump to:

Receiving Procedures
Receipt and Processing of Materials
Processing Discrepancies
Materials Requiring Special Handling
Expediting Schedule
Shipping Procedures

 

Receiving Procedures


All material and equipment procured by the university is accepted by GI Shipping & Receiving with the exception of material that is picked up by, or delivered directly to, specific departments. The Business Office forwards a copy of all purchase requisitions and or purchase orders with the PO number noted to the receiving department so they may reconcile all incoming orders with items ordered and determine who the end user is (for delivery purposes). Incoming shipments are counted to verify if carriers’ manifest or log quantity agrees with the actual count. Any shortages, overages or damages are noted on the bill of lading.

Equipment Purchases

Please see the Geophysical Institute Property Manual concerning any equipment purchases from vendors and/or provided by the US Government for tagging purposes. The Institute receives government-furnished property and equipment on loan, which must be tagged separately for reporting requirement. The Institute also purchases equipment to which the US Government holds title; these also have special tagging requirements. It is very important that all equipment purchases are routed through the Shipping & Receiving Department.

Deliveries

Deliveries are accepted during operating hours. Any visible damage is noted as a formal exception on the bill of lading and acknowledged with the driver’s signature. If damage is present, the carton is opened and the contents are inspected. If necessary, photographs are taken for documentation purposes.

UPS and FedEx Shipments

UPS and FedEx packages are logged and inspected for external damage before delivery to the addressee. Packages are opened by GI Shipping & Receiving only when a Purchase Order is referenced or when it is necessary to identify a recipient.

Overnight Carriers

All overnight carriers deliver packages directly to GI Shipping & Receiving.

C.O.D. Shipments

GI Shipping & Receiving will refer all C.O.D. shipments to the GI Business Office.

Personal Packages – Non U.S. Postal Service (USPS)

Shipping & Receiving accepts and processes personal shipments that are delivered by another vendor other than USPS. All personal packages need proper ID and notification from personnel.

 

Receipt and Processing of Materials


Material Received On Purchase Orders

The package is thoroughly inspected for exterior damage. If damage is noted, GI Shipping & Receiving will take appropriate action.

The package is opened and the contents are verified against the purchase order and the vendor’s packing slip.

Purchase Orders deemed sensitive by mutual agreement of GI Shipping & Receiving and the requesting department will be opened by both parties.

Departments receiving unopened orders are required to inspect and verify the contents in a receiving capacity, sign for receipt and forward packing list and/or invoice to GI Business Office for data input and payment approval.

Material meeting the capitalization limits — over $5,000 — will be asset tagged by GI Shipping & Receiving.

Hazardous Materials

Hazardous materials will be received and stored properly until pickup or delivery within the Institute. If you are shipping hazardous materials, please contact Brian Lu (907-474-7387) or Jami Warrick (907-474-7411) prior to shipment.

Radioactive Materials

GI Shipping & Receiving notifies UAF Environment, Health, Safety and Risk Management for processing and receipt.

     UAF Radiation Safety Officer: Tracey Martinson 907-474-6771

Controlled Substances

GI Shipping & Receiving notifies UAF Environment, Health, Safety and Risk Management for processing and receipt. 

 

Processing Discrepancies


Once departments have received their material, it is important to inspect it in a timely manner. The ordering individual or department must make the final decision as to the accuracy of the order. It is extremely important that discrepancies are reported to the appropriate purchaser as soon as possible; vendors may not accept claims that are not filed in a timely manner.

Wrong Material

Contact the appropriate purchaser with the purchase order, the date you received the material, and the discrepancy. Please retain the material, the original packaging and the documentation until contacted by Purchasing.

Defective/Damaged Material

Please provide a thorough description of the damage or defect to your purchaser.

Over Shipments and Shortages

It is important to report all over-shipments and shortages immediately to your purchaser. All over-shipments and shortages will be noted on the original purchase order.

 

Materials Requiring Special Handling


Material with Insufficient Information

Packages with insufficient information to identify ordering departments or individuals will be accepted and researched through the GI Business Office and vendor.

Materials Delivered or Picked Up from Vendor by Department

Only items below $5,000 may be delivered or picked up by a department. Department forwards the vendor packing list to GI Business Office for processing.

Departments are not allowed to obtain capital expenditures ($5,000 and over); those purchases MUST go through Shipping & Receiving for proper documentation. Please see GI Property Manual.

Shipments Requiring Refrigeration

Upon receipt, GI Shipping & Receiving will notify department immediately. 

 

Expediting Schedule


Expedited deliveries will be delivered the same day as long as they are received prior to the daily scheduled delivery run.

Refrigerated/perishable material will be delivered the same day as long as they are received prior to the daily scheduled delivery run. All expedited currency and bank deposits will be processed in a locked bank bag. All other materials are delivered within three working days.

Regular scheduled deliveries are made daily between 2:30 and 3:15 PM.

A daily delivery log is maintained by GI Shipping & Receiving. Please contact Brian Lu at 907-474-7387 for more information.

 

Shipping Procedures


General Information

GI Shipping & Receiving provides packing and shipping services for outgoing material. All shipments must relate to official university business and all requests must have a valid account number to be processed. GI Shipping & Receiving uses FedEx for most outgoing shipments. If package does not meet FedEx requirements, GI Shipping & Receiving selects a freight company to handle the shipment and the department is charged accordingly. Outgoing shipments must be accompanied by pre-printed shipping labels and appropriate documents.

Outgoing Shipments

Charges for all outgoing shipments are billed directly to departmental accounts as designated at the time of shipment.

Foreign Shipments

Charges for all outgoing shipments are billed directly to departmental accounts as designated at the time of shipment. Outgoing shipments must be accompanied by pre-printed shipping labels and appropriate documents.

Hazardous Materials

Shipments will be initiated and facilitated by GI Shipping and Receiving, with the support of UAF Environmental, Health, Safety, Risk Management as needed. Please allow extra time for completion of proper paperwork, packaging, and labeling of containers used to ship hazardous materials.