FAQs & Lab Resources
Welcome to Bock Laboratories. Do you have questions? We have answers to help make your transition into Bock Laboratories as smooth as possible. The links below will provide most of the information you may need. If you have a question and it's not listed, please feel free to email or call the administrative office for more information.
Tanya Cobb: LMB Prog. Administrator (tcobb@wisc.edu), 262-2059
Marcia Gratz: LMB Financial Spec. (mgratz@wisc.edu), 262-8110
Angie Studnicka: LMB Purchasing Assoc. (amstudni@wisc.edu), 262-1586
Kim Voss: IMV Asst. Prog. Director (krvoss@wisc.edu), 262-9880
Maureen Nelson: IMV Financial Spec. (menelso1@wisc.edu), 262-1153
Getting Started at Bock
Who lives in Bock Labs?
What's a building pass? Do I need one? How do I get one?
How do I get a key to the building and/or my lab?
I'm not a student, how do I get a faculty/staff ID?
How do I activate my UW email account and netID?
Can I use my own computer? How do I get access?
I'm having a computer problem or need IT support. What do I do?
How do I get added to the Bock Labs email list?
How do I get my insurance benefits?
Is parking available on campus? Is using my bicycle an option?
I have a question about VISAs. Can you help?
I need a radiation badge. Where do I go?
I need to work with isotopes. Is that ok?
How does Bock Labs deal with safety while in the lab?
Bock Tools
I need a conference room. Do we have any? Can I reserve one?
Do we have any projectors I can borrow?
I need supplies. Where do we keep basic supplies?
I need to purchase something. What should I do?
How can I get equipment repaired? Do we have a shop that can do that?
I use a lot of glassware in my lab. Do we have a cleaning service?
Do we have illustration, graphics, or design services at Bock?
Lab Resources
I am planning on working with animals. What forms do I need to fill out?
A confocal microscope, does Bock have one?
Where and how do I dispose of lab waste?
What's the policy regarding equipment?
Is our equipment insured?
My equipment needs to be sent off campus to be repaired, is there a procedure I need to follow?
What should I do with flammables?
I'm interested in submitting a grant proposal. Who works with that?
Do we have a liquid scintillation counting machine?
Does Bock have a phosphorimager or a Typhoon?
I need a real-time PCR machine, do we have one?
I'm interested in submitting a grant proposal. Who works with that?
Office Resources
Do we have a fax machine?
Does Bock Labs offer Fexeral Express service?
When is the mail delivered?
I need to be added to an email list. Who do I go to?
How do department telephones work?
Is there coffee in Bock?
Do we have any distilled water?
Does Bock Labs recycle?
What are the student hourly policies?
I need to go on a trip. How do I handle travel expenses?
Emergency/Saftey Procedures
What do I do if there’s an accident?
What’s the fire alarm procedure?
Does Bock have any fire doors?
What should I do if something is flooding?
What is the smoking policy here?
Help! Something has been stolen!! What do I do?
Who lives in Bock Labs?
Bock Labs houses the Institute for Molecular Virology (IMV) and the Laboratory of Molecular Biology (LMB) research centers, the Biophysics and Cellular Molecular Biology graduate training programs (CMB), the Laboratory for Optical and Computational Instrumentation (LOCI), and the Biophyics and Molecular Biosciences Training grants (MBTG). The administrative support for these programs is located in the office of Bock Labs (rm 413). For more information:
Institute for Molecular Virology: www.virology.wisc.edu/
Laboratory of Molecular Biology: www.molbio.wisc.edu/
Biophysics Graduate Program and Training Grant: www.biophysics.wisc.edu/
Cellular Molecular Biology Graduate Program: www.cmb.wisc.edu/
Molecular Biosciences Training Grant: www.molbio.wisc.edu/mbtg/
Laboratory for Optical and Computational Instrumentation: www.loci.wisc.edu/
What's a building pass? Do I need one? How do I get one?
If you will be working nights and weekends and do not have a Faculty/Staff ID (Faculty/Staff IDs double as building passes), you will need an official after-hours building pass. See Marcia Gratz in the office (rm 413) for assistance. Because campus security staff can request your pass at any time, it is important to keep it up to date. Passes expire after a year so remember to visit Marcia for updates.
How do I get a key to the building/and or my lab?
First you need to check with your supervisor to determine which keys you will need. Then you and your supervisor will talk with Marcia Gratz in the main office (room 413). She will help you fill out a key card. Next, take the key card down to the storeroom on B1 and give it to Chris Gradel. Chris will issue your keys to you. If you ever lose your key, or need another one, see Chris directly. When your time at Bock is finished, please return your key to either Chris or Marcia.
How do I get a Faculty/Staff ID?
Check with Marcia Gratz, in the office (rm 413), to make sure that your appointment has been entered into the UW system. Once confirmed you need to go to the Union card office at the Wisccard Office for your ID (http://www.wiscard.wisc.edu/service.html). Make sure you always have it with you when you are working late hours in Bock. If you have any questions, please contact Marcia Gratz in 413 Bock.
How do I activate my UW email account and NetID?
First, you need to activate your UW Net ID. Instructions on how to activate your UW net ID, which enables an e-mail account on your MyUW website are available at: https://www.mynetid.wisc.edu/activate. You will need the number from your Staff ID to help set up the account. Click on NetID Utilities, then on Activate My NetID. Once your netID is acitve, you can sign onto wiscmail: http://www.doit.wisc.edu/wiscmail/.
Can I use my own computer? How can I get access?
We allow personal computers to be used in Bock Labs but you are required to have your personal computer screened for up-to-date virus software by our IT staff. Contact Bock computing by using their online form: www.bocklabs.wisc.edu/computing/report and they will set up a time to check your computer. If you are just looking for internet access , you can use UW's wireless network. When you enter a browser it will ask you for your name and password. This is the same as your my UW net id and password. Finally, if you are visitng and wish to have access, your host can request a temporary user ID for you through DoIT (campus computing): http://helpdesk.doit.wisc.edu/page.php?id=4.
I am having a computer problem or need IT support. What do I do?
Request Bock IT support by filling out the Bock Labs computer support request form: www.bocklabs.wisc.edu/computing/report. Your request will be responded to within one business day, if not the day of your request. If you are having a computer emergency (an issue that is preventing you from doing your work), please come to the office (room 413) and ask a staff member to contact Bock IT for you.
How do I get added to the Bock Labs email list?
First you need to activate your UW email account. Once that's taken care of, all you need to do is contact Katie Roemer at dynamicduo@bocklabs.wisc.edu or Tanya Cobb tcobb@wisc.edu or visit them in room 413.
How do I get my insurance benefits?
For details on insurance and other benefits email Marcia Gratz at mgratz@wisc.edu or talk with her in the Bock Labs office (rm 413). There is a limited period during which a new employee may sign up for health insurance and other insurance plans without providing evidence of insurability and/or meeting other qualifying conditions (and in the case of health insurance, being forced to take the high cost premium plan). For most employees, this period is as short as 30 days from date of hire. All new Classified Permanent and Unclassified employees must attend Benefits 101: New Employee Benefits Seminar as soon as possible after they begin employment. Marcia can help you enroll and you should complete the apporpriate application forms as early as possible.
Most University employees are offered several comprehensive health care plans from which to choose. if you are a faculty member, academic staff or classified staff with a 50% or greater, permanent appointment, or a limited term appointee covered under the Wisconsin Retirement System, refer to the "Benefits Booklet-Academic Staff, Classified Employees, Classified LTE's, Faculty" booklet available on the Employee Compensation and Benefits website. www.bussvc.wisc.edu/ecbs/emp-gen-bens-menu.html
Each fall a "Dual Choice" health insurance enrollment period is held for approximately 3 weeks. Premium changes for the next year are announced at this time, and employees can change from one health insurance plan to another, change from single to family coverage, and make some other change in their insurance choices. These changes become effective the following January first. At the beinning of the "Dual Choice" enrollment period, information about your options will be emailed to you directly.
Is parking available on campus? Is using my bicycle an option?
UW-Madison makes a concerted effort to have as much green space as possible on campus. As a result, parking is extremely limited and the campus police are very vigilant and always issue tickets. There are no free lots on campus and most lots require a permit. Permits may be available from Parking and Transportation at Rm 124 WARF building (building 139) between 7:15 AM and 4:30 PM. Call (608) 263-6666 for more information. Website: http://www2.fpm.wisc.edu/trans/info.asp
Some short-term parking ramps on campus are available, including the McArdle lot. This lot costs $5.00 for half day parking, and $10.00 for all day parking. You can also purchase temporary passes from Parking and Transportation in WARF and at 21 North Park St. Some parking lots on campus are free during the evening and most weekends (depending on Badger sporting events).
Purchased parking spaces are assigned by the Parking Office on an annual basis for the year beginning Septemer 1. If an individual does not apply for parking during the annual assignment process, there are minimal chances of obtaining parking until the following year. Tanya Cobb and Kim Voss have more information and application forms. See the UW transportation website for more information: www2.fpm.wisc.edu/trans/.
Annual Parking Permits: If you have a hang-tag style of permit, and you forget your hang-tag, the Parking Office will provide you with a free day permit up to three times.
Additionally, the office at Bock Labs purchases one-half day parking permits for guests and for service representatives working on equipment in our building. These permits may be obtained from Chris Gradel in the storeroom or Marcia in the office (rm 413). University regulations prohibit the use of office permits by our employees or students.
Because parking on campus is so limited, UW has made a concerted effort to find other means of transportation for their employees/students. Here are some other options:
The Bus: Madison Metro Transit System
Contact information: 266-4466, http://www.mymetrobus.com/. To plan your trip, visit http://trip.cityofmadison.com and use their convenient trip planner.
Fares
Employees and students at UW recieve a free bus pass. Without a pass, bus fare is $2.00 one way.
Bus Stops
Buses run throughout campus. Check the bus schedule for the most current information regarding stop locations. Additionally, Bus 80 and Bus 85 are free Madison Metro buses with campus only routes.
Bus Schedules
Copies of the bus schedule (Ride Guide) can be found on any bus, at Memorial Union, or online at the Metro website (www.mymetrobus.com).
Community Car
Avoid hassles by leaving your own car at home, but still have access to a car during the workday. http://www2.fpm.wisc.edu/trans/alternatives.asp
Bicycles
Madison is a very bicycle friendly city and hosts a large variety of trails and bike lanes throughout the city. As a result, biking is one of the easiest ways to commute to and from campus. Campus has a many bike racks for all to use. You can find pre-owned and new bicycle dealers all over town. Some dealers rent bikes. Budget Bicycle offers free rentals with a $40 refundable deposit (more for a lock).
Map of bicycle trails:
www.cityofmadison.com/trafficEngineering/bicycling.cfm
UW SAFEwalk Escort and SAFEride Cab Services (www2.fpm.wisc.edu/trans/safe/)
SAFEwalk Escort provides walking services all over campus, except the UW Hospital and Eagle Heights. Hours are 8:00 p.m. – 1:00 a.m., (April 1-September 30), and 7:00 p.m.-1:00 a.m. (October 1-March 31) seven days a week. The phone number is 262-5000. Check out the website for more information: http://www2.fpm.wisc.edu/trans/safe_escort.asp
SAFEride Cab Services provide transportation for people who live outside the SAFEwalk area. The SAFEride Cab area ends approximately two miles off campus. SAFEride will take you outside of their normal range, but will charge a couple dollars more. The hours are 10:30pm – 3:00am, seven days a week. Call 262-5000, and they will determine if you should use SAFEwalk or SAFEride services. A $1 donation plus driver’s tip is requested of each rider. In order to use SAFEwalk/SAFEride you must have your UW ID with you. Check out the website: http://www2.fpm.wisc.edu/trans/safe_escort.asp
I have a question about VISAs. Can you help?
Tanya (LMB) and Kim (IMV) provide all assistance with visa applications. See them as soon as you know of a status change and/or the need to submit a new application. Visa approvals take longer now than ever before. Several months is the normal processing time.
Also, if changes occur that may affect compliance with the conditions of your visa status, please let Tanya and Kim know, preferably before the fact. This includes leaving the country, working concurrently in another position, or changes in your employment in our department. Any other questions or concerns should be sent to Tanya or Kim as soon as possible.
For more information visist: http://www.ohr.wisc.edu/ifss/index.htm
I need a radiation badge. Where do I go?
Chris Gradel in the B119 storeroom is responsible for distributing radiation dosimeters on a quarterly basis. The report for the previous period is posted in room B119. You should check your name on this report quarterly. If you do not have a dosimeter and need to get one, please see your Lab Manager or P.I. and they will decide if you need one and if you do, they will assist you with obtaining your intial dosimeter. Be aware that if you need to work with any radioactive materials, you must take a Radiation Safety course (www2.fpm.wisc.edu/safety/Radiation/). After you complete the form, Radiation Safety will mail your dosimeter to Chris who will then distribute it to you.
I need to work with isotopes. Is that ok?
The use of radioactive materials is closely controlled by the Nuclear Regulatory Commission and the University Department of Radiation Safety/Health Physics (262-8769). Radiation Safety controls the purchasing and distribution of isotopes through its CORD operation. Individuals using isotopes for the first time at UW-Madison must participate in a one day training session through the Radiation Protection program http://www2.fpm.wisc.edu/safety/Radiation/. Once your training is complete, a dosimeter will be provided, and your use of isotopes can begin. (Chris Gradel, in the Storeroom B119, coordinates dosimeters and dosimeter exchanges for the buidling quarterly.) Radiation Safety will be conducting regular insepctions of your laboratory for compliance with NRC rules. Should your lab fail to pass inspection, you will be unable to obtain material from CORD. Radiation Safety also handles disposal of radiactive material. There's a section about that further down
How does Bock Labs deal with safety while in the lab?
Bock Labs and the University of Wisconsin are very serious about safety. UW-Madison offers training sessions to help you learn about handling chemicals properly while at UW. For some positions this training is required. See your supervisor to find out which sessions you must attend. Please visit the UW-Madison Safety website for training sites, schedules and lots of other safety tips. www2.fpm.wisc.edu/safety/
I need a conference room. Do we have any? Can I reserve one?
Yes, we have two conference rooms that can be reserved. We have one on the 9th floor, the Penthouse, and another on B1, room B105. If you are interested in reserving one of these rooms, either click on the room reservation link in the tools menu on the home page. Check out the calendar to see when the rooms are availble and then fill out a request form. Requests will be processed in the order in which is received. You will receive a confirmation email once your reservation has been made.
Do we have any projectors I can borrow?
The Conference Room, B105, is equipped with a slide projector and a transparency projector. The Penthouse Conference Room, 901, has a transparency projector and large screen monitors that can be connected to a personal computer (directions for the monitors are in the Penthouse). Please do not remove the projectors from these rooms. When people reserve the room, they are reserving the use of these projectors as well.
A video projector capable of showing either computer-generated or video taped presentations may be reserved for use at: www.loci.wisc.edu/cgi-bin/calendar/lcd/calendar.cgi. The first time you reserve the projector, you will click on "Add Item" to create a user name and password. Please use your name as the user name. This is the name that appears on the calendar, indicating to others who has the projector. After reserving the projector, come to the office (rm 413) and contact a staff member to pick up the projector. When you are finished, please return it to the office and give it to a staff member who will check it back in.
If a projector fails to operate properly, please see John Peterson in B101B.
I need basic supplies. Where do we keep supplies?
Bock Laboratories has a storeroom in B119. The manager is Chris Gradel. You may purchase stock items any hour of the day or night, 7 days a week using the honor system. To purchase an item, record the transaction on your laboratory's/P.I.'s clipboard, located on the clipboard wall. Chris also has a series of blanket orders with many different main vendors throughout the country. Give Chris your supply reqest and he will place the order with vendors. When your order arrives, he will review the contents, check packing slips and re-check original orders before making a building delivery.
Your first choices for sources of supplies are (but not limited to):
Agilent Technologies
Bio-Rad Laboratories
Fisher Scientific
Invitrogen
Materials Distribution Services (MDS)
New England Bio-Labs
Roche
Sigma Chemical
Second Choices and/or niche companies are (but not limited to):
Beckman Instruments (centrifugation supplies)
DoIT (computer supplies and software)
Integrated Data Technologies (I.D.T.)
Rainin Instruments
I need to purchase something. What do I do?
State law prohibits the procurement of any item without proper purchasing procedure being followed. If you purchase anything (no matter what the cost) without proper procedure being followed, you have bought it yourself and you will not be reimbursed for the cost.
Supplies: Chris Gradel operates the Storeroom in room B119. The storeroom maintains a stock of over 800 different items. In addition, Chris has blanket orders, with a large number of common scientific suppliers (see Supplies above). See Chris first with supply orders. If you have any questions please feel free to contact Chris. He's always happy to help.
Supplies other than through Chris Gradel: Angie Studnicka in the office (rm 413) handles all subscriptions, reprints, and books for LMB and Maureen Nelson does the same for MV. Chirs maybe be required to occasionally refer certain supply orders to one of them when it is appropriate. Their involvement will help increase efficiency with receiing your ordered items.
Blanket orders: Some labs have their own blanket orders. These blanket orders are almost always written to other organizations on campus, such as animal care and radioactive materials (CORD). If your lab has a blanket order, learn how to place orders properly. Ask an experienced person in your lab (or Angie for LMB or Maureen for IMV, if necessary) for assistance.
Equipment: Equipment is usually defined as something that costs over $5000 and has a useful life of more than 3 years. Bring equipment order to Angie for LMB and Maureen for IMV in the office (413).
Packing Slips: When you order something through the storeroom, Chris removes the packing slip from the box and checks to see that the contents match your order. If you recieve a box that is still sealed (Items not ordered through the Storeroom), you will have to do this for yourself. Check to see that the contents match the packing slip. Is this what you ordered? If everything is correct, please give the packing slip to Angie LMB or Maureen IMV marked "received" and dated. If things are not correct or are broken, see Angie or Maureen and tell them immediately.
How can I get equipment repaired? Do we have a shop that can do that?
Bock Laboratories has a machine and electronics shop in rooms B101. John Peterson does electronics work. Gary Hammersley works on large instruments, such as refrigerated centrifuges and refrigerators. In general, they cooperatively meet the building's needs for repairs of existing instruments, for construction of new research devices and for general building repairs. An exception to this rule is equipment under service contract. This means that the manufacturer's service representative is paid to come to our lab and fix the instrument if it fails. Ask experienced people in your lab to tell you what is under service contract and who you should contact if instruments fail.
General rule: Ask the shop first.
Always remember to ask the shop staff before discarding or placing equipment in the swap room. The shop can quickly evaluate your equipment and let you know its long or short term status.
Our shop does not charge for its labor. It does charge for the material used to meet your requests, such as parts for a broken instruments.
If you have a work request, please enter it into the computer in the Shop, room B101 and bring the item to be worked on to the shop (if possible). After receiving a work request, the shop always adds it to their hard copy list of work orders, so feel free to stop by the shop some time after entering your request to check the hard copy and verify that your order is in the system. If the list hasn't been updated, please find speak to someone in the shop and they will get an updated copy.
I use a lot of glassware in my lab. Do we have a cleaning service?
Bock Labs does have a Glassware Washing Facility. Anne Habel and Cathy Scott staff the facility. Each weekday Anne and Cathy pick up lab glassware and plastic for washing. Glassware should be well rinsed by the user and placed on the glassware cart for pick up. Consult with Anne or Cathy if you are not sure if something can be washed in the Glassware Washing Facility. Typically, each research group has a student hourly (or more than one) responsible for glassware. These students rinse glassware. Students beginning work in your lab should be introduced to Anne or Cathy, depending on your department, so that they can explain the specifics to them. Sterilizers are also available in the Glassware Washing Facility. Directions for the use of the sterilizers are available from Anne or the Shop staff.
Do we have illustration, graphics, and web design services at Bock?
The Illustration Facility located at 741 Bock Labs, is a graphics resource for faculty, staff and students. Computer workstations (Macintosh) with high-resolution scanners and color printers are available. We offer custom illustrations, image composites, presentation graphics, field and digital photography for research publications and classroom applications. Website design and development are also available. Specific information regarding operating procedures such as turn-around times is available by contacting Leanne Olds, media specialist at: lmolds@wisc.edu or calling at 262-1832. Due to University rules, Illustration many not provide materials for thesis projects.
I am planning on working with animals. What forms do I need to fill out?
The NIH has imposed strict regulations for the care of experimental animals and their experimental use at the University. If you are considering use of animals in your research, you will need to have the proper documentation on file with the Research Animals Resource Center (RARC). Your animal care contact person will be able to provide you with the correct forms needed to gain RARC approval of your animal research plans. Do not buy or use animals without first gaining RARC approval.
A confocal microscope, does Bock have one?
A Bio-Rad MRC600 laser scanning confocal microscope is housed Bock Labs. Visit the office (rm 413) for more information.
Where and how do I dispose of my lab waste?
Disposal of laboratory waste is not casual. We are responsible for the considerable waste stream that we generate. In order to fulfill our responsibilities, we follow some very important procedures when disposing of waste.
ANIMAL WASTE: Disposal of experimental animals is handled by the Safety Department at UW (www2.fpm.wisc.edu/safety/index.htm). A form, from the Safety Department must accompany animal material when Safety picks it up. Other materials, such as cedar chip bedding, should be placed in a sealed plastic trash bag. The custodial staff will place it in the common trash.
CHEMICAL WASTE: In order to limit the amount of chemical waste we generate, please try to always order the correct quantities of chemicals. All unused chemicals must be sent to the Safety Department. Please see the Recycling section for more information.
RADIOACTIVE WASTE: The Safety Department also handles the disposal of radioactive waste. Separate disposal forms and containers are used for radioactive waste and chemical waste. There is a limited amount of short-term storage for radioactive material in rooms B125 and B126 (on the loading dock.)
What's the equipment policy?
All capital items (generally equipment costing over $5000) have inventory numbers. These numbers are on a small blue and silver decal usually placed on the front of the instrument. We are accountable for this equipment. Please do not give or lend this equipment to other departments or institutions, dispose of, or trade-in without contacting Gary Hammersley, in the shop, first. There is an annual audit of our inventory each year; during this inventory we are required to locate randomly selected items.
Is our equipment insured?
Equipment taken off campus must be insured. Please contact Gary Hammersley, in the shop, at least one week before you plan to leave campus with any of our equipment. If you fail to do this, the equipment will not be insured against theft or damage.
My equipment needs to be sent off campus to be repaired, is there a procedure I need to follow?
In the event that equipment is to be sent off campus for repair or replacement, the proper arrangements must be made. Please see Angie (LMB) or Maureen (IMV) in the office (rm 413).
What should I do with flammables?
Certainly, the most dangerous thing about working in any lab is the presence of flammable solvents. Every research group should work diligently to keep the volume of flammables on hand at the lowest reasonable level. Flammables should be stored in the low part of your lab's fume hood. The Storeroom inventory of flammables is in a speciality built room, B229. There is a very limited amount of space there for short-term storage of excess solvents from your lab. Please consult with Chris Gradel about such storage. Disposal of such materials is handled by the Safety Department (see section on Disposal and Recycling of Wastes).
I need to get a gas cylinder. Who do I talk to?
Chris Gradel is in charge of gas cylinders for the building. If you need to have a cylinder replaced, contact him. Because there is potential for serious injury or death if a cyinder falls and the valve breaks, exercise great caution in relocation. Always keep every gas cylinder safety chained. If you require a gas cylinder where there is currently no safety chain, call the Machine Shop. They will install a new safety chain for you. The cylinder can then be moved to the new location.
Do we have a liquid scintillation counting machine?
Bock Labs operate a Beckman liquid scintillation counter, located in room 705. If you are not familiar with the machine, ask someone in the laboratory for instructions.
Does Bock have a phosphorimager or a Typhoon?
Bock Labs owns a Molecular Dynamics Typhoon imager, which is located in B201. The instrument is available on a first come, first served basis. It may be closed evenings and weekends as well. Your lab door key will open the imager room. Each research group is responsible for training new members of their group to use this instrument, and they are responsible for their own imaging screens. Problems with the instrument should be reported to Gary Hammersley, in the shop.
Typoon data files should be promptly removed from the workstation hard drive. They should be put onto CD (disks available from Chris Gradel (B119)) or sent to other computers via Ethernet. Image files may be deleted without backup from the workstation hard drive in order to keep a reasonable amount of open hard drive space for new images.
A real-time PCR machine, do we have one?
General info: The Applied Biosystems 7900 real time PCR machine is equipped to handle 96- or 384-well plates. It does not currently have FAST or array capability. The 7900 is located in B201. Your lab manager or PI should have a key to this room. If he/she does not, please see Marcia Gratz.
Reservations: There is a sign-up sheet located next to the 7900. Please sign-up to reserve time on the machine. Please include your name, lab, head use (96 or 384), and length of run when signing up.
Log-In: The 7900 does not require a log-in password; just log-in with the John Bade icon.
Software: The 7900 uses the software SDS 2.1. Besides being on the 7900 computer, this software is installed on the computer attached to the phosphorimager in the Culbertson lab on the 4th floor. The Ahlquist and Palmenberg labs also have a copy of this software. We have 3 other licenses for this software. If your lab will be using the 7900 frequently and would like a copy of this software, please see computer support. We are interested in evenly distributing this software throughout the building. It is PC based.
Data Storage: The 7900 computer is networked, but for a variety of reasons is not set up for file server access. Each lab has a folder on the D:\ drive of the 7900 computer. You may burn a CD, copy to Zip disk, or flash card to transfer files. The 7900 computer will currently print to various black/white and color printers throughout the building.
Primer Design: We have one license for the Primer Express program. It is installed on the computer attached to the phosphorimager in the Culbertson lab on the 4th floor. This program can be used to design your Taqman primer-probe pairs. Taqman primers and probes can then be ordered through any primer supply company or Applied Biosystems. Aplied Biosystems can also design your Taqman primer-probe pairs for you.
Reporters/Quenchers: The 7900 currently has the capability to use the following reporters and quenchers: fam, joe, ned, rox, sybr, tamra,vic, and tet. It can be used with other reports or quenchers but further calibration would be required. Please see the people listed below if you are interested in using other reporters or quenchers.
Supplies: Many companies sell supplies for real time PCR. Some catalogs and prices from VWR and Applied Biosystems are located next to the 7900.
Help: For further information about the 7900, assistance in using the 7900 for the first time, switching between the 96- and 384-well heads, problems with the 7900, or any other help lease contact:
Suzanne Ponik, 265-5094
She is the designated caretaker of the 7900. She is also responsible for running monthly background checks and bi-yearly calibrations on the 96- and the 384-well heads.
I'm interested in submitting a grant proposal. Who works with that?
Tanya Cobb is the coordinator for research grant and fellowship proposals. If you are submitting a grant proposal, please meet with her at least (4) weeks prior to the agency deadline. Please try to prepare your propsals early enough to avoid last minute "rush" jobs, and to discuss unusual situations with Tanya as far in advance of the deadlines as possible. It is important to allow sufficient time for the processing of biological material forms, rDNA and animal use forms, if necessary, and to obtain all necessary approvals.
Because the campus Office of Research and Sponsered Programs (RSP) receieves an unmanageable number of proposals in the days just prior to a major deadline, they have requested that P.I.s make a sincere effort to forward complete applications to their office one week prior to the agency deadline. This is to allow staff at the Graduate School and Research Administartion time to review the propsal, request any additional information, and create the University's cover letter. To comply with this request, your proposals should be in the main office (rm 413) at least 10 days prior to the agency deadline. This time is vital for the chairs to discharge their responsibilities, and for the office to make and assemble the necessary copies.
By adhering to the general schedule provided below, you can ensure that your grant applications will meet the agency deadlines, and that they will be prepared as carefully as possible. Thank you for your cooperation.
Schedule for submitting Research Applications:
*At least 4 weeks prior to agency deadline: inform Tanya of agency and deadline; discuss budget and biological materials, rDNA and animal use protocols, if necessary.
*10 days prior to agency deadline: research description should be complete, and all sections should be in office (rm 413); P.I. should sign the proposal, certifications and transmittal form.
*1 week prior to agency deadline: Tanya forwards complete application to the Graduate School, and Research & Sponsored Programs for institutional approvals. (If it is not possible to have completed proposal ready, discuss with Tanya which pages must be completed for prior approval)
Do we have a fax machine?
The office (rm 413) has two fax machines: one for MB and another for MV. The MB fax number is (608) 262-4570 and the MV number is (608) 262-7414. When you receive a fax, unless it is marked URGENT or in some other way very important, it will be placed in your mailbox. When you want to send a fax, Katie or Jamie will teach you how to use the fax machines. After you have completed Fax 101, you will be able to fax for yourself. Report any problems with the fax machine to either Katie or Kim, depending on which on you are using. Remember that fax calls are dialed just like any other telephone calls- see the telehpone section. You should record long distance fax calls on the pad by the fax machine.
Does Bock Labs offer Federal Express service?
Yes, it does.
OUTSIDE THE USA
Please see Marcia Gratz in room 413 for all express shipments OUTSIDE the USA. If you have something to send out by FexEx please see Marcia before 3:00PM.
INSIDE THE USA:
There are two sub-categories: Overnight Letters and Overnight Packages.
Overnight Letters: Chris Gradel in the B119 Storeroom will have either pre-paid Federal express or prepaid UPS airbills for letter envelopes (be sure you use the same vendor’s envelope and airbill!). These are checked out from the Storeroom just like any other item. Federal Express Overnight Letters are placed in the drop box on the wall by the B1-Level outside door and are picked up at 5:00 PM Monday through Friday.
Overnight Packages up to 5lbs: Chris Gradel in the B119 Storeroom has either prepaid overnight Federal Express or prepaid UPS airbills for packages up to 5 lbs. These are checked out from the Storeroom just like any other item. Heavier packages need airbills which are not prepaid and must have funding coding written on them, so be sure to see Marcia for funding coding. Federal Express packages are placed in the drop box (place on the floor below if it won’t fit in the drop box) on the wall by the B1-level outside door and are picked up at 4:00 PM Monday through Friday. At the time of this writing, there is no drop box or regular pickup time for UPS overnight packages-see Marcia for pickup information.
When is the mail delivered and where do I get that?
U.S. Mail is delivered directly to the building Monday through Friday. It usually arrives in the late morning. It is then sorted into the mailboxes located outside of the office (rm 413). Outgoing mail leaves Bock Labs midmorning each day. Postage for business related items are available in the office.
Campus mail: The University and state agencies in Madison operate an interdepartmental mail service. Re-useable campus mail envelopes are available in the office. Campus mail is delivered to our building in the early morning and; outgoing campus mail leaves at the same time. There is no charge for campus mail service.
I need to be added to an email list. Who do I go to?
If your name needs to be added to an email list (ex: mb email list) please come up to the office (rm 413) and speak with Angie (MB) or Kim (MV).
How do department phones work?
The State Telephone System (STS) is to be used for long distance calls that are related primarily to University business. Use of the system for personal long distance calls (even if you plan to make reimbursement to the University) is not a permitted practice and is considered an abuse of the system. Unavoidable personal calls are to be made as collect calls, billed directly to the individual’s home telephone number, charged to a personal credit card, or made from a pay or cell phone.
Local personal calls should be limited to those that are essential. Employees should be judicious and not make excessive use of their telephones for personal purposes.
Long Distance Calls: Most lab phones do not allow long distance calls to be placed. There is a phone located in the office (rm 413) for lab personnel to use to make long distance calls to vendors or for other university business purposes. The phone record list, located by the phone, must be filled out for every long distance call. See the following dialing instructions:
Long distance calls outside of Madison but in the United States, Canada and Mexico- Dial 8-1 then the area code plus a seven-digit number.
International calls- Dial 8-011- country code-city code-local number, then the # button if you have a touch-tone phone (this will speed your call along).
Toll Free (800) Numbers- Dial 8-1-800 plus the seven-digit number.
Directory Assistance (there is a $.65 charge per call)-Dial 8-1-area code-555-1212
Local Calls- There is no charge for local calls or campus calls. (There is a charge for calls to directory assistance.) If the call is in Madison, dial 9-seven digit number. If the call is on campus, then you dial only the last 5 digits of the phone number.
Centrex Features: The following features are available on all University telephones. For instructions on their use consult the Staff Directory on page A11:
Automatic Callback
Call Transfer
Three-Way Calling
Call Forwarding Variable
Six-number Speed Dialing
Is there coffee in Bock?
Bock Labs has a coffee club that operates only during regular office hours in the kitchen of the office (rm 413). Club members may join on a monthly or single cup basis. To join contact Kim Voss. If you are making coffee in your lab with your own pot, please be sure to unplug the pot before leaving.
Do we have any distilled water?
Yes, we do have access to distilled water. However, distilled water is a finite resource and because of that, we can only use a limited amount each day. It is important that each lab is careful with their distilled water usage. Please do not tie open distilled water faucets for any reason. If you find yourself wanting something similiar for rinsing, please see the shop staff and they will help you design a timed device for special use of distilled water, such as pipette rinsing.
Does Bock Labs recycle?
Bock Labs tries to be as green as possible and recycling is definitely a large part of that. We recycle a variety of things at Bock. See below for a complete list of items and procedures:
Aluminum: Aluminum beverage cans should be placed in the blue recycling barrels (usually located at the elevator doors on each floor). The University does not recycle aluminum foil. Individual labs can take their aluminum foil to one of the local recycling centers if they wish. Otherwise, put used foil in the regulator laboratory trash.
Cardboard: Cardboard cartons should be placed in the hallway for recycling. The night custodians flatten the boxes and put them into a special dumpster outside the building.
Chemicals: The UW Safety Department (www2.fpm.wisc.edu/safety/index.htm) provides a service for the recycling and/or disposal of chemicals. Known chemicals, in their original container, can be sent to them for recycling. UW Safety publishes a list periodically, which contains chemicals available through their recycling program. Unknown substances can be sent to them for identification and proper disposal. The Safety Department uses a gas chromatograph to identify unknowns, and analysis is not cheap. Make every effort to reduce the number of unknowns by properly labeling your containers in the first place. Forms for chemical pick-up may be obtained in the Office or from Safety. Dennis Silbaugh, UW Safety Department chemical specialist, can be reached at 262-8986. Please consult with him before putting chemicals out for pick-up.
Glass: Glass beverage containers may be placed in the blue recycling barrels. All other glass is not recycled. Place well-rinsed glass reagents bottles in the hallway outside your lab. Please do not put them in your lab waste because the glass can break and harm the custodian when he/she is removing the trash. Broken glass and other sharp objects should either be boxed (a sturdy box, well-taped shut, and brightly labeled: BROKEN GLASS) or disposed of in the “sharps” containers available through our Storeroom. A copy of the UW Safety Department’s guide for “sharps” disposal should be posted in your laboratory.
Laser Printer Cartridge: Laser printer cartridges should be brought to Chris Gradel in the Storeroom for recycling. He will ship them to Materials Distribution Services.
Paper: Newspapers should be placed in the blue recycling binsm, located at the elevator doors on each floor. Clean, office-type paper should be placed in the rectangular plastic wastepaper baskets marked “office paper for recycling.” Each lab and office has one of these baskets. Magazine should be in the black recycling bins which is usually located atop the newspaper recycling bins. The category “Magazines” includes: all glossy paper (staples and glued binding ok), catalogues, journals, any paper with a glued binding, staff directories, and books.
Plastic: Plastic beverage containers may be placed in the blue recycling barrels. Please do not place plastic reagent bottles in the blue recycling barrels. The Dane County Recycling Center prefers not to deal with these for fear of lingering chemicals. Instead, please put plastic reagent bottles in the regular laboratory trash, after rinsing thoroughly.
Plastic Lab Ware: This includes petri fishes, culture flasks, graduated cylinders and the like. They are not recycled. Place them in the regular laboratory trash. Special note: some labs place materials into biohazard bags and then autoclave the bag and contents. Once this has been done, please place the biohazard bag into another regular plastic trash bag and seal the bag. The double bagging makes the garbage collection crew far more comfortble and prevents any calls to the Biologcal Safety Office.
Steel: Steel cans or steel/aluminum combination beverage cans may be placed in the blue recycling barrels. Metal containers used for shipments of chemicals cannot be recycled and should be placed in the regular laboratory trash.
Styrofoam Chips: Styrofoam chips may be recycled by bringing them to the B119 Storeroom. Chris Gradel has a special barrel in the back of the storeroom for them. Only Styrofoam chips can go in the barrel. Please no cardboard, no cups etc. These chips go to UW Stores where they are used for packing shipments.
Styrofoam Enzyme Boxes: Most suppliers of enzymes now provide a prepaid return label along with their shipments. When you take your enzyme out of the cooler, dump out the ice into a sink. Tape the cooler closed with some shipping tape. Put the pre-paid label in place, bring the cooler to B119 and place it, label facing out, next to the enzyme freeze on the floor. If you do not follow this procedure, the freezer will not be recycled. Please do not accumulate coolers until you have several dozen.
What are the student hourly policies?
Most labs now search for and select their own student workers using the UW’s Student Job Center website. http://jobcenter.wisc.edu/ First you create a profile for yourself/your lab (My Profile) and then you list the job opening (List a Job). Applicants are able to contact you by email or phone. You must bring the new student to the office for payroll paperwork completion on or before their first day of work.
Eligibility: The student must be enrolled for credit at a two-year or four-year institution in the UW System and the position must be incidental to the individual’s purpose or presence at the University as a student. If they are enrolled at another campus, they must show proof of their enrollment there. If they receive their bachelor’s degree in the spring, they may work only one week past commencement, unless they are enrolled in a graduate program the following fall. If they will be a freshman in the fall, they may work the summer before.
I-9: An offer of employment must be contingent upon verification of identity and work authorization as required by the Immigration Reform and Control act of 1986. Section 1 of the I-9 form must be completed by the employee on or before the employment begin date. The employee must present verifying documents by the third day of employment. The law prohibits the University from employing or continuing to employ an individual who has not provided the required documents within the relevant time period. See Marcia (MB) or Kim (MV) for these forms.
Enrollment Verification: Each fall and each summer Student Hourlies are required to fill out this form, verifying their enrollment in classes. Students enrolled half time or more do not have a Social Security deduction taken from their check. During the summer, when not enrolled in classes, Social Security deduction is taken.
Time Sheets: Students are paid on a biweekly basis using online time sheets which must be turned in by 4:30pm on alternate Fridays. The due date and time are printed on each time sheet; if it is not received in the office by that time, the hours will be paid on the following payroll. Additionally, if the time sheet is not completed correctly, it will be returned to the student and the hours may not be paid until the following pay period. The lab supervisor must sign the time sheet.
Overtime not allowed: It is the policy of the Graduate School and both the Molecular Biology and Molecular Virology labs to limit student employment to 40 hours a week in all student appointments on campus, even during the summer months - be sure students understand this. During school sessions in which the student is enrolled, we encourage you to limit the hours to approximately 20 per week.
International Student: Additional policies apply to non-resident alien students, based on their visa types. Students on F-1 visas may be employed on campus for up to 20 hours a week during the academic term and up to 40 hours a week during holiday periods. Student on J-1 visas have the same hourly limitations, and must also present a letter from the j-1 sponsor granting them work permission.
Additional policies: The Supervisor should be present during the student’s work hours. Shifts of four hours should include a 15 minute paid break. For 8-hour workdays, a minimum 30 minutes of unpaid lunch break is required.
The above policies are subject to change, so please consult with Marcia or Kim if you have any questions.
I need to go on a trip. How do I handle travel expenses?
Angie is our travel guru, so please contact her with any questions you may have regarding travel (262-1586, amstudni@wisc.edu). Contract vendors, rates and limits quoted in this section are accurate as of September 2009 and are subject to change. These are only brief descriptions - the best thing to do is see/email/call Angie for questions/instructions before you make any travel arrangements (including meeting registrations), especially for the first time.
Complete UW System travel regulations are on-line at the following link:
http://www.uwsa.edu/fadmin/fppp/fppp36.htm.
In general, just think "receipts, receipts, receipts." The definition of receipt is "an itemized receipt which means it shows each item purchased." This is usually a cash register receipt - you can also attach your credit card receipt to verify credit card payment. However, a credit card receipt, by itself, is not enough documentation for reimbursement - it does not show exactly what was purchased. At a hotel the needed receipt is the "hotel folio" which you get when you check out and pay - it will detail each day and what was purchased/paid for each day. A taxi receipt will show the date and amount.
Air travel: Reimbursement is limited to the lowest fare available. If roundtrip fare exceeds $500, quotes from at last two agencies/airlines must be obtained. If you decide to fly from Milwaukee or Chicago to save money, we will have to prove it costs less than flying from Madison - see Angie for instructions. If you decide to add a weekend or holiday days to your trip because it lowers the flight cost, we will have to prove the total cost is less (this includes the price of meals and extra hotel nights) - see Angie for instructions before you book your airfare. Direct Billing the Department for airfare may be possible. (This method spares you from carrying the airfare cost on your own credit card until you return from your trip). When you book your flight and pay using you own personal card, you will have to wait to collect the reimbursement until after your trip is completed (unless the cost of the airfare is unusually large). If you get a paper ticket, keep the Passenger Receipt from your ticket because you must have it for reimbursement. If you get an e-ticket you will need to print or forward to Angie the confirmation email which shows the itinerary (flights, times etc.) and showing payment made to your credit card. You will also need a receipt (obtained when you pay at the ticket counter) to be reimbursed for the Extra Bag charge - if you pay for it online, be sure to print your receipt.
Taxi and airport shuttle/limousine: These charges are reimbursable. Receipts are required for fares exceeding $25 one way.
Bus/Subway: Receipts are not required for bus or subway, but if you save them it's easy to remember what you spent.
Automobile Transportation: You can drive your personal car to your meeting and be reimbursed $0.485 per roundtrip mile if your destination is less than 300 miles from Madison. If your destination is more than 300 miles and you want to drive, see Angie to figure outthe lowest cost way to reach your destination.
University Fleet Cars are available for use and may be charged to grant funds. A car should be reserved from Car Fleet at the Transportation Services Office, or the Agricultural Car Fleet and an authorization form sent in advance of planned use. Only authorized drivers may drive State vehicles. To become authorized contact Car Fleet directly.
If you use your personal vehicle locally you will be reimbursed for business related miles - using your peronsal vehicle is restricted to pre-approved programs or research related activities. The rate of reimbursement is $0.485 per mile.
Vehicle Rentals: Reimbursement is generally limited to the cost of a compact size or smaller. Rental should be made from the State Contract Vendors (listed at http://www.uwsa.edu/fadmin/fppp/fppp36.htm). The contract vendors include free collision and liability insurance for most rentals. If it is necessary to rent from a noncontract vendor, or if the contract vendor does not provide insurance for that location, collision insurance must be purchased. See Angie before you decide to rent a vehicle - your reimbursement will be limited to the lowest cost way to travel to your destination and the lowest cost contract vendor rate.
International Travel: See Angie before you make international travel arrangements (lodging or airfare). Different lodging and meal maximus apply depending on the country to which you are traveling.
Registration Fees: Receipts are required for claims in excess of $25.
Meals: The amount claimed for meals must represent the amount actually spent. Please do not pay for other people's meals when traveling. Ask Angie for current maximum rates. Receipts are not necessary and will not help you get reimbursed over the maximum meal rate, but they will help you remember what you spent.
Lodging: Discounted rates should be requested when making reservations or registering at a hotel/motel if possible. Government rates are extended to UW employees at the following chains: Motel 6 and Red Roof Inns. (Refer to instructions at www.uwsa.edu/fadmin/fppp/fppp36e.htm for the UW discount code number when making reservations at these hotels.) Be prepared to show identification at check-in. Receipts are required and reimbursement will be limited to the UW-System maximum rates. The hotel folio (obtained wen checking out) itemizing daily charges and showing your payment in full, must be submitted with your request for travel reimbursement.
Travel Expense Reports for reimbursement should be filed as soon as possible, and definitely within two weeks after your return.
What do I do if there’s an accident?
Serious accidents or medical emergencies requiring paramedic assistance should be reported to 9-911. The 911 operator will send paramedics, an ambulance, and fire/police assistance to your laboratory.
What’s the fire alarm procedure?
Campus building occupants are asked to call 9-911 as well as trigger the building alarm system in the event of a fire or other such emergency. The building alarm system will notify occupants to vacate the building. Leave the building when the fire alarm sounds-do not assume that there is an alarm malfunction.
Does Bock have any fire doors?
The stairways in our building are protected by fire proof doors. These doors protect your exit in the event of a fire. They should never be blocked open. Everyone should be familiar with the location of the stairways, the location of our fire extinguishers, and the location of the safety shower on each floor.
What should I do if something is flooding?
Problems with the plumbing system should be reported to Gary Hammersley. This includes leaky faucets, plugged drains, and leaking sinks. However, these are only part of our usual water difficulties. Many laboratories have cooling water routed through plastic/rubber tubing and this tubing has frequently failed with serious consequences. To prevent this from happening, please frequently change plastic/rubber tubing. If there is a flood, immediately contact Gary Hammersley for mops and custodial assistance. Also, remember to check the rooms below you as it is likely that a flood in your lab will spread to the floor below you.
What is the smoking policy here?
Smoking is not permitted anywhere in our building nor is not permitted near exits or entrances to the building, except at a distance of 25 feet or more. This reflects campus-wide rules instituted by our Chancellor. Your cooperation with this is appreciated.
Help! Something has been stolen!! What do I do?
As with most large institutions, the University continues to be plagued by theft. Computers and top-loading Mettler balances are the number one targets for thieves. Since state property is insured with large deductibles, we cannot count on insurance to cover our theft losses.
As such, please do not leave laptops, purses, wallets, backpacks, etc. in unlocked or unattended spaces. We continue to have reports of purses and/or wallet theft in this building. Additionaly, always lock your bicycle. Please always assume that anything left unsecured will be stolen.
Please report any thefts of your personal property to the UW Dept. of Police and Security at 262-2957. If University property is believed to be missing from your lab, please contact Tanya Cobb or Kim Voss immediately.
The UW Office of Human Resources Development has a New Employee Orientation website found at www.ohrd.wisc.edu/employeeorientation/resources/index.htm. The website offers extensive inofrmation on many topics from campus policies to arts and recreational opportunities on campus and in the Madison comunity.