DEPARTMENT OF ENTOMOLOGY
GRADUATE STUDENT MANUAL

Students will have many contacts with department staff and graduate faculty aside from the advisor and committee. Four deserve mention here because they are important sources of information and services.

The Department Head is Mark Ascerno. His office is in the department's office, 219 Hodson. He is the department's spokesperson within the College of Food, Agricultural and Natural Resource Sciences (CFANS) and the University of Minnesota. He is also administratively responsible for the department, leading the department's research and teaching programs, developing the department's budget, hiring faculty and staff, appointing graduate assistants, and seeing that all the rest of us comply with the laws, rules and regulations of the College and the University of Minnesota.

Many activities will involve use of services in the main office, where all secretarial and accounting activities are administered. Diana Ritchmond is the department's Associate Administrator. Among other things, she is responsible for cubicles, keys and other transactions approved by a member of the faculty. The department's accountant, Jenni Snyder, is responsible for payroll, purchasing, photocopying, and other fiscal matters.

The Director of Graduate Studies (DGS), Marla Spivak, is responsible for the graduate programs in Entomology. She oversees recruitment and admittance of new students and she monitors students' progress through their degree programs. The DGS is the departmental liaison among the graduate faculty, the graduate students, and the Graduate School.

Frenatae is the entomology graduate student organization. It meets as needed to discuss department matters of interest to students, to elect representatives to voting bodies inside and outside the department, and to mentor new students and sponsor student social activities.

Every fall, the DGS will host an Orientation for new (and returning) students in Entomology. This meeting is intended to welcome students and help them become acquainted with department resources, personnel, and degree requirements.

The DGS will ensure that the student's name and email address is added to the department graduate student listserve to ensure all students receive announcements about important events. Students should also seek out the department's seminars, and bulletin boards.The Entomology Newsletter is issued annually and contains feature articles; news about faculty, staff, students and alumni; occasional book reviews; regular seminar notices; job announcements; and the usual collection of twisted entomological humor. The newsletter is edited by a group of volunteer students, staff, and faculty. Contributions are welcome.

Seminars in Entomology come in two kinds. The department's seminar committee organizes weekly seminars on Tuesday afternoons during the academic year. Special seminars are scheduled irregularly for visiting scientists from outside the department and as part of graduate students' final thesis defense. All department members are expected to attend.

The departmental bulletin boards are on the wall to the left of the mailboxes on second floor, and on the left wall in the entry to the department office. Frenatae has a bulletin board on the third floor. These bulletin boards are sources of information about upcoming seminars, course advertisements, job announcements, and university events.

Services in the Office

Class Schedule

Students must be registered continuously while working for degree programs. When registered, the department is covered for insurance purposes and is credited for student supervision and use of facilities. Students on assistantships must be registered during their appointments. Registration materials are online at http://www.onestop.umn.edu/

Cubicles

Every attempt is made to assign each graduate student a desk in a cubicle or in the Refuge room if available. Upon arrival, a student's name will be placed on a waiting list if necessary. Priority is highest for students who have been on the waiting list the longest. Students are encouraged to evaluate whether they will use the cubicle as desk/office space. Students who use cubicles primarily for storage of boxes, equipment and supplies may be asked to vacate the cubicle (alternate storage space will be assigned). Students who have finished their theses or who are absent for three months or more may be asked to relinquish their cubicles if needed. Desk assignments are reviewed annually.

Duplicating Services

The departmental photocopiers are available for student use during regular office hours. However, office staff has first priority on these machines. Please limit the copying of long documents to early morning or late afternoon. Copies cost 6¢ plus tax per page. Log in electronically to use the machine. Each student's advisor has the correct code for copying related to grant-supported research. See The accountant to set up an account for personal copies. Students will be billed for personal copies at the end of each month. Photocopies for 10¢ per page are also available from machines in the EF&W library, the St. Paul library, and the Student Center. Large jobs will be cheapest at commercial copy services off campus. Talk to office staff about these services.

Keys

See Diana Ritchmond in 219 Hodson to get building keys. Following payment of a $10 (refundable) key deposit, Diana will issue keys to the building, to teaching rooms, to desks and cabinets, and to the advisor's research lab. For security, never admit strangers into the building or locked rooms after business hours. To prevent theft, lock labs, offices and desks when unattended. Do not leave wallets or purses unattended, even in locked drawers! Hallway doors should be locked and remain locked after 4:30 p.m. and on weekends. Remember, having a key that fits a door does not give permission to open it - first see the person in charge. Keys must be returned to Diana before graduating and leaving the department; otherwise, a hold will be placed on a student's records.

Mail

Each graduate student is given a mail box on the second floor by the elevator. Check it daily for mail and messages. Students on assistantships should inform advisors and secretaries of plans to be absent from campus so that problems can be handled promptly, rather than sit unattended in a mailbox. Please leave a forwarding address with Diana Ritchmond when leaving the department for an extented period of time.

Due to the increasing frequency of identity theft, we strongly discourage students from using the department as their home mailing address. The mailboxes are not in a secure location, so everyone has access to them. In addition, the department needs to know each student's current address/phone number in case we need to contact anyone in an emergency. Students are able to completely suppress their directory information (i.e. it won't be published on-line or in the University's directory) and addresses can be updated in Onestop (http://www.onestop.umn.edu/) so we encourage students to keep their addresses current.

Mailing Address

The department's full mailing address is:

Department of Entomology
University of Minnesota
219 Hodson Hall
1980 Folwell Ave
St Paul, MN 55108

If correspondents need a shorter address, please make sure they keep the street address, otherwise mail may be returned to the sender or delayed several days as all University mail without a street address is sent to the central campus mail address and sorted there. An acceptable abbreviated address is:

U of MN Entomology
1980 Folwell Ave, Room 219
St Paul, MN 55108

Electronic Mail

Computer and Information Services provides free Electronic Mail (E-Mail) accounts to all university faculty, staff, and students registered in a degree program.  See Janet Moe for questions about E-Mail or call the E-Mail help line at 1-HELP (612-301-4957).  Another good source for information on setting up computer and e-mail programs to access the internet is the ADCS website at http://www.umn.edu/adcs/.  University-sponsored orientation classes are scheduled throughout the year and can information can be found on the ADCS web site, by checking the Daily or calling the help line.

Students will be responsible for checking their University e-mail account, as official University communications are often sent by e-mail.  See Janet or the ADCS web site for more information.

E-mail lists

The department has e-mail lists to distribute announcements in a timely manner to all or part of the department. These are restricted-post lists, only people on an ‘approved post’ list are allowed to send e-mail to them. When given an e-mail address, please give it to the DGS or Janet to be added to the lists. After being added to the list, if more than three weeks has elapsed without receiving an email with a subject line starting with [entoall] or [entograd], let Janet know so she can make sure that the e-mail address on the list is correct.

Server Accounts

The college has server space available for department members and students. If an account is needed to get on the server, sign up online at http://is.cfans.umn.edu/. Please indicated that you are a ‘Research Assistant’ and not a student. Please see Janet for help with a server account. Please note that access to the shared printer in 219 (see below) requires an account on the server if a student is using a Windows machine.

Ordering Supplies

Most supplies are ordered from University Stores. Ordering can be done on-line or over the phone. Forms for ordering supplies with a purchase order are available from Jenni Snyder and in the storeroom. All requests must include correct account numbers, must be approved by the professor in charge of the project, and must then be submitted to the accountant for processing. Once an order is received, check for damage and give packing slips to the accountant.

Quick or emergency purchase orders up to $2000 can be arranged, see the accountant for procedures. Emergency purchases in the field must be authorized and can not exceed $200. No reimbursements will be made for field purchases that exceed this limit. The student's advisor or project leader should be consulted if long distance phone calls are required for official business.

Phones

The corridor phones by Room 432 on the fourth floor, by Room 513 on the fifth floor, and phones in research labs may be used for local calls. They should not be used for extended personal or other unofficial business, for long distance calls, or for requests for directory assistance. Advisors have instructions on making long distance calls using UPAC. Calls to directory assistance cost money! Please, do not use the phones in the department office.

Stationery

Official department stationery may be used for university business only. Anything sent out on letterhead should be neat, professional, and reflect well on the department. If stationery is needed it may be obtained from the advisor.

Buildings and Facilities

Branch Stations

Facilities for field research on University property are available on the St. Paul Campus and at the six branch stations of the Agricultural Experiment Station. The stations are at Rosemount and Waseca to the south, Lamberton to the southwest, Morris to the west, Crookston to the northwest and Grand Rapids to the north of the Twin Cities. Use of land or facilities must be arranged in advance as land use and plot charges will be levied. Additional facilities may be available at the Landscape Arboretum, Becker, Staples, and Cloquet.

Bicycles and Dogs

Bicycles and dogs are not permitted in the building.

Greenhouse Space and Facilities

Greenhouses on the St. Paul campus are centrally operated.  A monthly bench space fee based on the square footage used is assessed to the faculty member.  A CUFS number is required to reserve and use greenhouse space.  All supplies (pots, soil, fertilizer, week-end watering) are covered in the monthy bench space fee.  Space in the greenhouse is assigned by the greenhouse committee.  Requests for space are made on line at:  http://greenhouses.coafes.umn.edu/Greenhouse__Request_Form.html

Insect Museum

The department has an excellent insect collection that is available for study in Room 311. See Phil Clausen for access to specimens or help is needed with identification, distribution, or taxonomy. He cannot do a student's work, but he can help get it done correctly.

Library

Graduate students in the department may use the Entomology, Fisheries and Wildlife library during scheduled hours. These are posted by the entrance. See the library staff for an introduction to the many services available through the U's library system.

Parking

Daily parking is available on the Fairgrounds and the Earle Brown Center parking lots. A 30-minute permit, available in the department office, is required to park at the Hodson Hall loading dock. Hourly parking meters are located in front of Hodson Hall on Folwell Avenue and in other areas of the St. Paul campus. Parking violations with University vehicles are the responsibility of the driver no matter what the cause. Park legally. A violation will cost at least $25!

Recycling

The University's Quad-4 recycling program facilitates recycling of office paper, newspaper, cans, bottles, packing material, and cardboard. Recycling bins are liberally distributed on all floors, offices, labs, and restrooms. We encourage recycling. We often communicate with faculty and students by posting notices rather than duplicating and distributing individual messages. Check bulletin boards, E-mail, and the office counter top regularly. Help conserve electricity by turning off lights in rooms when not in use.

Research and Teaching Equipment

Autoclave

One is in Room 540. See Tim Kurtti or Uli Munderloh in 522 Hodson, or Dave Ragsdale, 426 Hodson, for permission and instructions. A second smaller autoclave is in room 431. See Ann Fallon in 420 Hodson or one of her staff, in 441 Hodson.

Copystand

One is located in Room 470. This stand is for photographic work. See Dave Ragsdale for instructions, if needed.

Darkroom

Room 509 is equipped as a darkroom. Ann Fallon maintains chemicals for development of X-ray films and other molecular applications.

Computers

Although computers may be located in individual labs, much of this equipment is shared on an as-needed basis.  Please verify use of such computers with faculty or appropriate staff.

Most of the department's computers are linked to the university's mainframe systems.  SAS and other statistical software are covered by a site liscense that is annually renewed for a specific computer.  Renewal fees are covered by the faculty member’s grants.  Molecular Biology computing (GCG and other software) is arranged through a free account with a student's advisor.

Equipment Loans

Many items of equipment, large and small, are shared among research projects in the department. To preserve this sharing atmosphere, please obtain permission to move or use equipment not belonging to a student's research project. If work requires that a student take inventoried items out of Hodson hall, please notify Jenni. Inventoried items will have an inventory sticker somewhere on the outside.

Slide Projectors

One Kodak 35mm slide projector is housed in the projection cabinet in 495 Hodson. This projector is for use in 495 only. Diana Ritchmond has a key to the cabinet. Other projectors in Room 219 may to be used for teaching, for seminars and for preparing and presenting research talks. Reserve any of this equipment for use anywhere in the building by signing the check-out sheet in Room 219. None of this equipment is insured for off-campus use. See Janet Moe for replacement bulbs.

Overhead Projectors

The classrooms (480, 485) have overhead projectors that need to stay in those rooms. There is one overhead projector in 219 that is can be checked out for use within the building.

Digital Projectors

The department owns a digital projector.  To check it out, please see Janet in Room 219

Shared Printer

The department has an shared printer in room 219 that can be used by anyone in the department.  Because it is the primary printer for some of the office staff, long print jobs should be sent to the printer after normal work hours.  If you need to print your thesis, please check with your advisor on the appropriate way to do so.  The department also has a color laser printer, see Janet in Room 219 if you need something printed. Printing Services does offer both black and white and color network printing. See their website at http://www.printing.umn.edu/home.htm for details.

Digital Film Recorder and Large-Format Printer

The department has a Polaroid film recorder which allows digital files (PowerPoint, or graphics files) to be shot onto 35mm film for conferences. In addition, we have a large format inkjet printer for poster presentations. If slides need to be shot or a poster printed, please talk to Janet Moe before creating slides/poster as she will be the one doing the printing and she can help avoid problems that may arise later.

Fax Machine

Entomology shares a fax machine with Fisheries and Wildlife. The fax machine is located in 219 Hodson. To send a fax an access code (DAC) is required which tells who will pay the long distance charges. Unfortunately, there's no way of setting it up to only require the code on long distance calls, so a code is needed for every fax that is sent. See your advisor or Jenni Snyder for the correct code to use. When a fax is received, it will be either put in a tray next to the fax machine or put in a mailbox. Faxes with no identification will be placed in a box near the fax machine and will be recycled after one week. Please tell anyone sending faxes to you to put your name on it, otherwise it may get lost.

Departmental Vehicles

The department has a minivan that may be used on a short term basis. It may be reserved in advance. Reservation sheets and keys are available from the office staff. Other university vehicles can be rented or leased from Fleet Services for longer term use. Only students holding a university appointment such as TA and RA are legally authorized to drive university vehicles. Drivers must be 19 years or older! Drivers are liable for any parking or moving violations.

Before using a vehicle, make arrangements with the advisor, project leader or Department Head to finance the mileage. Record the budget number on the car's mileage sheet. If repairs are needed, report them to the office, 219 Hodson. Gasoline can be obtained from the pumps at Fleet Services on the St. Paul campus. Credit cards for the university account are on the key rings, and may be used for purchases far from campus. Unauthorized use of university vehicles and credit cards is a prosecutable offense. The department vehicle must be cleaned after use, particularly if the vehicle was used in the field.

Travel Authorization and Expense Vouchers

If an advisor requests field work outside the metropolitan area, a student will be reimbursed for living expenses. Travel for field work into adjacent states requires prior submission of a Travel Authorization. The forms are electronic and blank forms can be sent to your e-mail address. See the accountant for the appropriate form.

Occasionally, a vehicle can be provided for student travel as a group to meetings outside of Minnesota. Groups that travel out-of-state must have prior approval from the Vice President for Student Affairs, so considerable advance planning is essential.

A Travel Expense Voucher must be submitted no later than 10 days after returning, and should reflect actual costs of travel, meals, lodging, and so forth. Turn in receipts for all expenses except meals and taxis. See the accountant prior to departure for necessary expense account forms and more details.

Student Travel Fellowships are awarded to students for the purpose of encouraging travel to scientific meetings to present research papers. Attendance promotes professional development and the visibility of the department. All students enrolled in M.S. and Ph.D. programs in Entomology are eligible to apply. In decreasing order, priority for awards is for students presenting research papers or posters, for students nearing completion of their degree program, and for students lacking other sources of support. Students may apply for more than one meeting per year. Awards are made on an annual basis for travel during the state fiscal year, July 1 through June 30. Deadline for applications will be announced by the DGS. Application forms are distributed to mailboxes by the DGS.

Original Data

Persons involved in departmentally sponsored research are required to leave copies of raw data, maps, and analyses with the project supervisor at the time of departure from the project. In cases where sponsoring agencies require original data, suitable arrangements must be agreed upon by the student, advisor, and agency before the work is to begin.

Patents

University employees are asked to sign a Patent Policy and Invention Agreement. The agreement applies to any individual holding a university appointment while engaged in any research that uses university resources. If any work actually results in an invention, then the agreement assures the inventor that the university will pursue a patent, will license rights to market the invention, and will return financial rewards to the inventor, to the department, and to the university.

Publications

All manuscripts based on research conducted while in the department should be published with "Department of Entomology, University of Minnesota" listed as the researcher's affiliation. This affiliation gives credit to the institution that supported the work. The same applies even if a student collected data here but later analyzes and publishes it from elsewhere. In this case, it is ethical to list the department as the primary affiliation and indicate a current address in a footnote.

Before submitting a manuscript for any kind for publication, it must be reviewed by the faculty member who directed, supervised or permitted the research.

Graduate Student Organization

Frenatae is the graduate student organization in the department, the main vehicle for student discussion of issues affecting students in the department. Frenatae also sponsors fund-raisers and informal social events.

Grievances

Any grievance arising during graduate study should try to be resolved first through consultation directly with the advisor. Alternatively a student may elect to discuss the issue with their Advisory Committee, the DGS and/or the Department Head. Should a matter not be resolved, a student or faculty member may refer the issue to the Departmental Reconciliation Committee (below)

Purpose: To provide a departmental process for confidential problem solving when conflicts arise among students and advisors.

Committee membership: Senior faculty (3) will be appointed for 3 year terms (staggered) by the DGS in consultation with the graduate students and department head. An alternate graduate faculty member will be available in case of conflict of interest.

Process:

Stage 1. Problem arises

Advisor or student approaches a committee member for advice. If necessary, entire committee will consult with the person. Every attempt is made to work out the situation verbally and confidentially. Nothing is written. It is expected that in nearly all cases, the problem will be resolved at this stage.

Stage 2. Problem persists

After unsuccessful attempts at problem solving, the committee, advisor or student will decide to enter this documentation phase. At this stage, the problem is kept confidential among the committee members, advisor and student.

The committee will be responsible for articulating the specific issues and remedies. Both student and advisor will have the opportunity to comment on the proposed remedies. The committee will set deadlines for these remedies to be made. A letter will be written to the parties involved (no-one else), and the committee will be responsible for determining whether these remedies have been achieved. Ordinarily, no situation will be allowed to persist more than 12 months of active mediation. It is expected that most cases reaching this phase will be resolved here.

Stage 3. Parties fail to meet deadlines or have irreconcilable differences

The committee is responsible for contacting the DGS and the department head and making the documentation available from Stage 2 for their review.

In the case of irreconcilable differences, the committee will recommend whether the student is eligible for the "safety net" departmental assistantship while the student looks for a new advisor. Ordinarily, the student is expected to transfer to a new advisor within one semester, however, funding for an additional semester may be requested. In this case, the committee or DGS will provide letters on behalf of the student as needed.If the student has not fulfilled the performance standards (as articulated in documentation, Stage 2), the committee will recommend to the DGS that the student be dismissed. The DGS will then file the necessary paperwork with the Graduate School. Typically, this paperwork is a letter that documents the attempts at reconciliation and the chronology of events. Documentation from Stage 2 is needed to facilitate this process.

Student Representation

On an annual basis, Frenatae elects the student representative to the voting staff in the department, and the student representative to the Council of Graduate Studies (COGS). Entomology graduate students also serve on most departmental committees according to the Bylaws of the Constitution for the department. See Diana Ritchmond for copies of the Constitution, the By Laws, and a current list of departmental committees. Express interest to Mark Ascerno (Head) or Marla Spivak (DGS) to be appointed to any particular committee.

The Statistical Consulting Service

Graduate and undergraduate students at the University of Minnesota can get help with all statistical aspects of research, from study design to analysis and interpretation of results.  Students may get help either from the Statistical Clinic staffed by statistics graduate students, or from faculty consultants.  There is no charge for this service.  More information can be found at http://www.stat.umn.edu/consulting/students.html

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