Centre for Wildlife Ecology
SEGS MANUAL
(Stressless Entry to Graduate Studies)
I. General Information *
II. Graduate Student Responsibilities *
A. Research Proposal *
B. Reporting Requirements *
C. Data Ownership *
D. Administrative Tasks *
E. Computer Use Rules *
F. General Lab Info *
III. Financial Planning *
A. Graduate Stipend *
B. Project budget (research) *
C. Project management (research) *
iv. Who's Who *
A. Departmental List *
B. Centre for Wildlife Ecology Who's Who áááááááááááááááááááááá18
C. Canadian Wildlife Service List 19
v. Appendices *
i. Welcome! You Are Here. You are a graduate student of the Dept. of Biological Sciences, Simon Fraser University under the guidance of the Centre for Wildlife Ecology (CWE). Ron Ydenberg is the Director, and Tony Williams is the Associate Director. Dov Lank, Dan Esler and Mark Hipfner are University Research Associates.
ii. SFU runs on a semester system. The Spring semester starts in January (referred to as 02-1). The Summer semester starts in May (i.e., 02-2), and the Fall semester starts in September (i.e., 02-3). Winter does not officially exist at SFU.
iii. Contact - your mailing address is: Department of Biological Sciences, Simon Fraser University, 8888 University Drive, Burnaby BC, V5A 1S6. Your FAX number is 778-782-3496 (this serves the whole department so make sure the sender puts your name prominently on the fax or you may never get it). Your telephone number is either:
778-782-5618 (main CWE Lab a.k.a. "Cooke Lab", Rm. B7217);
778-782-5422 (Williams "Blue Lab", Rm. B7221),
778-782-3065 (Williams "Pink Lab", Rm. B7201) or
778-782-3988 (Ydenberg Lab, Rm. 8229).
iv. Salary payment is made on a biweekly basis. Each term has roughly 8.5 biweekly pay periods.
v. The Dean of Graduate Studies Office produces a Graduate Studies Handbook with lots of useful info, hints and tips on student/supervisor relationships, sources of funding etc. This handbook is available only on the web at http://www.sfu.ca/dean-gradstudies/services. The Office of Graduate Studies is located in the Maggie Benson Centre, Rm. 1100.
vi. Judy Higham, Administrative Assistant, (778-782-5958, Rm. B8277) can help you with all things financial š getting paid, ordering supplies, grant numbers, budgets, etc. etc. (Details to follow in later sections.)
vii. Connie Smith, Research Technician and CWE Old-Timer, (778-782-5618, Rm. B7217) may assist you with:
permits: Various and sundry permits are required for most field projects. Connie knows all! See her for advice on what is required for your project, and how to apply for the permits.
supplies and equipment: Much equipment has accumulated over the years. In theory, Connie has a signout list for this equipment and knows what is available. Connie may also have catalogues available to assist in supply acquisition. In some cases joint orders (e.g. for birds bands or mist nets) may be made. Connie will coordinate these orders, but she is not a magician - please allow a few weeks for supplies to be acquired. Many supplies are available through Science Stores. (More in the "Project Management šResearch" section.)
grants: It is advantageous to apply for grants whenever possible. This not only may supplement the coffers but it also lets you hone your skills at an activity you will be doing the rest of your life (i.e. asking for money). Connie has assembled a list of many grants available to researchers in our field, and will also send out alerts on grant opportunities. She has copies of some grant application forms, or can tell you where to get them.
data management: In general, you will be responsible for seeing that your data is recorded in the appropriate manner and if your project is associated with long-term work, that your data is available to the rest of our research team. Connie is responsible for seeing that the long-term databases are accessible, clean and organized. She can offer advice on methods of storage to assure documentation and reasonable uniformity of approach.
publications: It is important to keep track of all the publications submitted, accepted and published in the group. There is a sheet on the door in the lab for publications in progress (a.k.a. "Wall of Science"). If you are ready to submit a manuscript for publication, congratulations! When you send it in, please make a copy for Connie, and record it on the Wall of Science. Then update the information when you receive news about its fate, be it good or bad. Connie can also help with getting reprints made, or sending them out.
II. Graduate student responsibilities
You have to write and defend a research proposal at least before the end of your 4th semester at SFU. This is very much a final deadline and you should aim to have a fairly comprehensive proposal together well in advance of this time! PLEASE discuss your ideas and plans often and in detail with your supervisor. The proposal should contain the following:
i. the research proposal itself: the big, exciting questions you are going to tackle!
ii. a budget proposal outlining all anticipated expenses (see Financial Planning below for more details)
iii. a list of graduate committee members. This committee will consist of your senior supervisor and two or three other committee members. It is your responsibility to contact these people and arrange for committee meetings.
iv. a time schedule, e.g. when your field season will be, how many field seasons you plan to work, when you plan to write your thesis (!) etc, etc.
i. To the Biological Sciences Department Graduate Student Committee (DGSC)
You must submit an Annual Progress Report to the DGSC every year (see Appendix # 1, a sample of the blank form). The deadline for this submission depends upon your entry date (i.e. if you started in the fall, your report will be due each fall). The Graduate Secretary (currently Sylvia Foran) will print you a copy of your form (which will already include your history in the department) and advise you of your deadline well in advance.
ii. To your supervisor (Ron Ydenberg, Tony Williams, Dov Lank or Dan Esler)
This requirement is less formal. However it is a very good idea to keep your supervisor up to date each term verbally and/or in writing. Then you will have fewer nasty surprises when it comes time to face a committee proposal meeting!
iii. To the CWE
Periodically (though hardly annually), the CWE issues an Annual Report that summarizes progress of all projects being conducted by the Centre. When this report is under construction Connie or Judy will ask you for an update on your project. (To get an idea of the length and scope required, please refer to the latest Annual Report.) This update should include any funding you have managed to rake in (i.e. grants, awards, etc.), conferences that you have attended or plan to attend, and any papers submitted or published since the last report.
Because data are a scientist's lifeblood, conflicts can sometimes arise about who 'owns' data that have been collected in the course of a project. Understandably, scientists tend to feel possessive about the data that they have painstakingly gathered, and history contains plenty of examples of data disputes that turned nasty or litigious, ruining friendships, professional relationships, and even careers in the process. Clearly, we want to avoid these extremes. Generally, such data ownership issues should not arise with research assistants, such as those many us employ to collect data. However, graduate students are NOT a supervisor's employees, and they do have certain rights to the data they collect.
The University's policy on data ownership is very clear: the principal investigator (PI) owns the data, unless it is definitely stated in the contract between the University and the funding agency that the agency has control of the data. Such would be the case in most 'contracts', as opposed to 'grants'. But, there are legal pitfalls. For example, it may be the case that your supervisor obtained the grant that financed your work, and is therefore legally the PI. But, is it fair that he 'owns' the data you sweated blood to collect? Equally, is it fair that it is yours and that the supervisor never gets to make use of it?
Much of the CWE's research has been in long-term projects in which data sets have been built up through successive student projects. Avoiding disputes over who 'owns' these data requires care and attention at the outset of a student's graduate work to make sure that all understand the rights and responsibilites with respect to this issue. The CWE policy is that data collected by an individual student also belong to the CWE, and a complete, annotated and clean copy should be given to Connie at the completion of your degree. We should also get your field books, or copies. However, it is also our policy that you as the student have first rights to the publication of your data, and we in fact expect you to tend to this within a reasonable amount of time. You also have rights to its continued use - but so does the CWE, at least after you've published your main papers.
Sharing one's data is, understandably, difficult for some, but it is nevertheless essential for the CWE. Projects such as those at Triangle Island, for example, simply could not function if data dispersed as students completed their projects and moved on. 'Sharing' has its flipside, too, in that there will often be substantial data available in our files that can make a contribution to your project or to papers you want to write. The CWS also possesses extensive data files that have often been used in CWE analyses and papers. Remember that if you use these data you must give appropriate recognition. In general, if the (unpublished) data 'Jane' collected make a substantial contribution to your paper, 'Jane' should be consulted, and included as a co-author.
No policy is ever airtight, and unforeseen situations will always arise. The watchwords are 'common sense' and 'fairness'. You should consult with your supervisor before using data from our files, or before approaching someone else for use of their data. This tends to be delicate, and requires tact and diplomacy. (Not that your supervisor necessarily has more tact - just that he likely has had some experience with such cases.) A careful outline of what the data will be used for and how credit will be shared is essential in building trust and getting the data-owner onside. We in the CWE believe that the record shows that this policy has generally been fair and even advantageous for everyone involved, and has allowed students to get their work published under their own name while allowing the CWE to build long-term projects.
i. Occasionally your supervisor needs access to your graduate file to acquire information for grant proposals. This information is not automatically released to the supervisor. Please sign the enclosed letter (Appendix #2) and give it to Judy in case you are out in the field when this need arises.
ii. Submit to Judy a copy of your research proposal (or an update) after it has been approved by your supervisor.
iii. Apply for permits. If you are going to be catching, handling, collecting, or even just observing live animals, you probably need permits, including (but not limited to) Animal Care, Banding, Collecting, Salvaging, Land Use, Ecological Reserves, Parks, etc. Consult with Connie about what you need for your project. You should also make yourself familiar with the Ornithological Council‰s publication "Guidelines to the Use of Wild Birds in Research". This information-packed document contains advice and recommendations on the capture, marking, blood sampling, collecting, transport, and housing of wild birds, and the permits required for doing any of these things. It is available on the web at http://www.nmnh.si.edu/BIRDNET/GuideToUse/index.html, and can be downloaded and printed if you desire. (Connie also has a first edition {1997} printed version of same on her bookshelf. It hasn‰t changed much.)
iv. Submit a CWE personal data form to Judy (Appendix #3a).
v. Getting paid: Follow these simple steps to get that paycheck.
a. If you are expecting CWE grant support (either a stipend or top-up) for the current semester, Judy will send an FPP4 (appointment) form to Payroll and you will receive a copy in your mailbox. If you don‰t receive a copy of this form, chances are you will not be paid. Check with Judy.
The first time Judy fills out an FPP4 payroll form for you, she will need:
a Personal Data Payroll Form (FPP7) (Appendix #3b - not to be confused with Appendix 3a),
a TD1 (Appendix #3c),
a TD1BC (Appendix #3d),
a void cheque from your bank (or a copy of the first page of your savings account pass book) and
5) the name, address and phone number of your bank.
c. Please refer to http://www.sfu.ca/finance/payroll/commqa.htm for payroll questions.
d. Note on taxes: There are important tax considerations for employment income vs. scholarship income. Be sure you read and understand Appendix #3e, Payment to Graduate Research Assistants. Nearly all income that you receive as a graduate student will be considered scholarship income, unless you are hired to work as a research assistant (which is not the same as a Graduate Research Assistantship!).
e. Note on benefits: At the beginning of each semester, when your FPP4 Payroll form is submitted to Financial Services, you have the opportunity to choose a benefits package (the basic Medical Services Plan, and/or the enhanced Extended Health Benefits) for that semester. Your options on benefits depend partly on where your salary is coming from:
1) If you are TAing, you are a member of TSSU, and the University pays 100% of the costs of MSP, and will pay 75% of the cost of Extended Health Benefit plan š you must cover the remaining 25%. Appendix #3f (Benefit Plans for TSSU members) contains more details on medical benefits and also tells how to apply for dental insurance if you are TAing.
2) If you are being paid by a top-up on a Graduate Fellowship (GF) or by a Graduate Research Assistantship (GRA) the CWE will pay half the MSP and/or Extended Health premiums š you pay the other half. (This must be written on your FPP4 form!)
3) If you are being paid from an external source, such as an NSERC Graduate fellowship, you are not receiving any paycheck from the University, and you are responsible for taking care of your own medical insurance premiums.
You must take your FPP4 up to Human Resources (Strand Hall, Rm. 2170) each semester to get your benefits in place. Check your benefits at the beginning of each semester to ensure they are correct!
f. If you would like to have your tuition deducted from your income, please take your FPP4 appointment form to Cashiers (Maggie Benston Centre, Rm. 1411), and they will ask you to sign a payroll deduction form.
vi. Check in with Sylvia Foran, the Graduate Secretary, in the Biology General Office. She would like to know who you are, and she will be able to tell you of any information that is lacking in your file.
vii. Check in with the Receptionist in the Biology General Office (currently Tracy Lee). Ask her to put you on the department mail list, otherwise your snail mail may enter the "Twilight Zone". (Graduate students have communal mailboxes sorted by first letter of last name.)
viii. You‰ll need to get some keys. Go to see Brian Medford (Bio Dept. general manager), in Rm. B8263 (across the hall and a few doors east from the main office). Know the room numbers of the keys you need! ("Cooke Lab" = B7217, "Ydenberg Lab" = B8229, "Pink Lab" = B7201, "Blue Lab" = B7221, Williams‰ "Real Science" Lab = B7223, the Cooke Lab hallway = B725). Brian will give you a requisition for your keys that you need to take over to the Security Office (TC1300). Be prepared to pay a $20 deposit on your keys
ix. Request a photocopy card. They are available from Tracy Lee in the Biology office. Identify yourself as either one of Ron Ydenberg‰s or Tony Williams' students. As long as the duplicating costs are within reason, you will not have to account for this cost in your budget proposal.
x. Apply for a student card. Once you have your student registration papers you are eligible. A photo will be taken at the Academic Resource Office, located in the Maggie Benston Building. (This building also houses the pub, so you will likely come across it sooner or later. Anyone in the lab can direct you to this building.) NOTE: Your student card is also your library card.
xi. Ask Connie to add your name and particulars to the CWE "Who‰s Who" list.
xii. Once you are registered, you may apply for a computer account, which will give you access to e-mail and lots of other good stuff. The application form (Appendix # 3g) is available on the web at http://www.sfu.ca/acs/accounts/index.htm (click on "Display and print an SFU account application form"). After getting Judy to authorize your application, take it to the Computer Services Office, Room 1001 in Strand Hall. You will find lots of free info on UNIX, e-mail, etc. available there so check out the handouts for any you might find useful.
xiii. At the beginning of each term there are computer courses offered for students for a very small fee by Academic Computing Services. These courses pertain to almost everything except computer dating. Brochures outlining the schedule are available from Room 1001 in Strand Hall. You can also check this out on the web by going to the Academic Computing Services home page at http://www.sfu.ca/acs/ and clicking on "Tutorials". (By the way, there‰s lots of other good stuff here so you should check out this page anyway.)
xiv. Once you have an e-mail account, it is important to make sure you are on the following e-mail lists as most information is circulated electronically with no paper copies:
1. wb-grads - a list of all the grads in our lab
2. wild-berg - a list of everyone involved with CWE
3. bisc-grads - general notices of interest for all Biology grad students
4. behav-eco š general notices of interest to behavioural ecologists
5. les-ecol š announcements of seminars in the Les Ecologistes series (every Thurs. at 12:30)
Add yourself to the above by going to the SFU home page; click on "SFU Online Services"; click on "Create/Manage e-mail Lists"; type in the name of the list you want to join and follow the prompts from there. Alternately, you can join by accessing Unix, type "maillist", type "J" (for join) at "list name?" type the name of the list and follow the prompts from there. Type "q" to quit when done.
xv. If you have not already done so, you should surf the SFU web-site (www.sfu.ca) š there‰s a lot of general information on it and most departments/services on campus have home pages. Other websites that may be of help are the CWE‰s (www.sfu.ca/biology/wildberg/index.html) and the Biology department‰s (www.sfu.ca/biology/homepage.html).
xvi. To apply for a parking permit, take your registration papers or student card to the Parking Office (3110 West Mall Complex, on the way to Raven‰s Cafeteria). Graduate students do not have to enter the parking permit lottery, unlike undergraduate students, so consider your good fortune! Your parking permit must be renewed each semester. Currently the fee is $95 per semester for B Lot and $105 for C Lot passes.
xvii. If you are desperately short of cash you can obtain an emergency cash advance from Barb Sherman, Biology Departmental Administrative Asst. There also is a campus Food Bank.
xviii. Plan to get a long distance calling card from your favourite phone company so you can directly charge any personal long distance calls you make from the lab or field site phones.
xix. Get to know our "sister" office š the Canadian Wildlife Service (CWS) in Ladner. Some members of CWE spend most of their time there, and some rarely set foot in the place, but eventually you will probably have cause to visit it. The CWS staff likes to keep a photo of anyone who visits the office, so the first time you are there, please introduce yourself to the receptionist and she will direct you to the photographer. Please note - CWS is a gated facility. These gates open at 7 am and close at 6:30 pm Monday through Friday, and office hours (when the building is unlocked) are from 8:30 am to 4:30 pm. If you need to be there at hours outside these times, you will have to obtain a pass card for the gate, a building key and security code for the alarm system. You will have to have a pretty good reason for requesting said items.
CWE has purchased a number of computers for student research purposes š most are at SFU, with a few at CWS. We should be getting two new machines at SFU sometime in Spring 2002. We also have 2 laser printers, one at CWS and one at SFU, and a colour jet printer at SFU (belonging to the Marbled Murrelet project but could be used by other CWE folks). You'll quickly note that these are all DOS-based PC's. We are not officially supporting Mac computers, but if you want to bring your own into the lab, that is fine - our printer at SFU is Mac-friendly.
CWE has a portable zip drive and a portable CD-Rom backpack that can be attached to the lab machines. These are useful for backups and transferring files. If you want to use them, please ask Connie. The new machines we purchase will also have read/write CD-ROMs.
There really aren't too many rules, but a couple of things you should know:
i. Priority of access: Generally there is not too much of a scramble competition for computer time, but busy periods do arise. Students who are working on their theses have priority of access over people who are checking their e-mail or surfing the web. Some of the computers are faster and more powerful than others; on these machines, priority is given to people who are doing analyses that require those characteristics, i.e. ArcView or SAS analyses.
ii. Printer usage: All the lab computers and several personal computers are linked to the same printer. Use common courtesy š before beginning a gargantuan print job, ask if anyone needs to print right away. Computer paper is available at Science Stores š paper fetching is conducted on a need-to-use, cooperative, basis. (You can get a grant number to charge paper to from Connie.)
iii. Can I put my own software on the machines? No! (unless you clear it with Connie first.) It took quite a while to get the machines functioning with a minimum number of system crashes, and each new software application can potentially cause problems. Any unauthorized software that hasn't been approved will be deleted from whatever machine it is found on (probably without much warning).
However, this is different from student data files. All the lab machines should have a folder called "/STUDENTS" on the main C drive. Feel free to create your own sub-directory within this folder to keep your stuff in.
iv. What software
is on the machines, and what is the basis for deciding what software is
supported?
The following is the standard software suite we support:
|
SAS 8.01 |
Netscape Communicator 4.77 |
Windows 95 or 98 |
|
MAPLE |
LAN Workplace (Novell) |
Word 97 |
|
MARK |
WS-FTP 5.08 |
Windows Draw |
|
SigmaPlot 5.0 |
Telnet |
Excel 97 (SR-1) |
|
ArcView |
Norton Systemworks 2000 |
Powerpoint 97 |
|
KEdit for Windows 1.5 |
Winzip |
Acrobat Reader |
|
Papyrus |
|
|
In other words, you can input your data (Excel, but only if you must!), manipulate it (KEdit), analyze it (SAS, MAPLE, MARK), draw your graphs (SigmaPlot, ArcView), and write your papers (Word). You can also surf the Net (Netscape), transfer files (WS-FTP) and send e-mail (LAN Workplace, Telnet). These are pretty well the basics.
As for other software, that is open to negotiation. The deciding factors are: how much does it cost, and is there a general need for it?
v. Who should I contact for help with the computers? By default, Connie has reluctantly become "Keeper of the Computers" in the lab. (This is a classic case of the "Peter Principle"!). If you need an IP address for internet connection on your personal machine, she can supply one. If you have problems with Windows or other software on one of the lab machines, or if you detect hardware problems, please report to Connie, and she will attempt to find somebody who can HELP! For advice about statistical analyses, it is best to talk to your supervisor.
(The following message brought to you by the CWE "We All Have To Live Here" committee)
The main CWE lab (the "Cooke Lab", Rm. B7217) is where many of the student desks are located, as well as the CWE computers. This room also has a kitchen area, which is equipped with 1970‰s era technology for heating food š a cranky old toaster oven, an ancient microwave, and an electric kettle, and a motley collection of plates, cups, cutlery and cooking dishes. It also has a sink, dishwashing soap, scrubbing pads and a dishdrainer š PLEASE use them! There is no "Lab Mother" who is going to come in and do your dishes. Don‰t risk the wrath of your colleagues and labmates š wash dishes promptly, and it wouldn‰t hurt if you gave the sink a wipe down once in a while.
Warning about Water: The water that comes out of the faucets in the lab is officially deemed "non-potable". Although there is some doubt about exactly what this means, most lab inhabitants elect to get their drinking water from the water filter unit out in the departmental "lunch area". We keep a Brita pitcher for drinking/tea water near the microwave, which is filled on a cooperative basis. So if you need a break, you might consider taking a little walk and filling up the pitcher from the water filter machine.
As a Graduate student (Masters or PhD) with CWE you will receive a minimum of $16,500 plus benefits per year ($5,500 per semester appears to be the generally accepted amount the University considers you need to live).
The $16,500 per year will typically be made up as follows:
1 semester - stipend from CWE $5,500
1 semester - Graduate Research Fellowship (GRF) $5,500
(or other external scholarship)
1 semester - Teaching Assistantship (TA) $5,500
Graduate students are encouraged to complete their research associated with CWE projects in a timely manner: 2 years for a Masters and 4 years for a PhD. (The CWE understands that the timing of field seasons, the vagaries of research and the caprice of subjects might affect your carefully laid plans!) Once you have settled on your project you should talk to Ron or Tony to determine if your research plan will fit within this anticipated time frame, whether funding will be available for an extended period, or whether the scope of your project should be adjusted to fit these guidelines. These decisions are made on a project-by-project basis and are very much influenced by your research plan and progress over the first year (or two) of your thesis research.
In addition to this $16,500 you will be expected to seek additional funds for your work from external sources (or from other scholarships available through the University). This not only reflects well on CWE, showing that we can attract good quality, competitive students, but it is also beneficial for you in helping you to define your project and research ideas and in enhancing your resume.
i. It is your responsibility to make sure that you plan and apply for GRFs and TAships. Remember that there may be some semesters when you cannot TA, e.g. if you are planning a field season, in which case make sure you apply to TA for semesters when you are available.
ii. The deadline for applications for a Graduate Research Fellowship (GRF) is usually 15 April. All applicants for GRFs must be full-time students with a GPA of 3.5 or higher. The forms are available on the web: www.sfu.ca/dean-gradstudies (use the Forms link). Make sure you check well before the deadline that Faith Rapchuk (Scholarships Secretary) has received all your transcripts and letters of support. Incomplete applications will not be considered, regardless of who is responsible for missing the deadline (i.e. you or the person providing your letter of support). ("It wasn‰t my fault!" won‰t cut the mustard!)
iii. TAships pay different amounts depending on whether you are getting an MSc or PhD. The salary component of the TA remuneration is the same for MSc and PhD students (currently $799 per base unit) but the scholarship component for PhD students is higher. (This was negotiated by your Teaching Support Staff Union so you will have to take up the finer points of this inequity with them.) However, if you end up earning less than $16,500 over the year CWE will top-up your salary to $5,500 per semester. For example, 5.17 base units of teaching for a Masters student = $4681 and CWE would make up the difference of $819. After the department allocates TAships, Judy will ask you for the amount of your TAship. (This top-up is subject to the 2 year (MSc)/4 year (PhD) guideline.)
iv. Note: TAships for different courses pay different amounts because they involve different numbers of contact hours (and therefore base units) - see the purple booklet on the Collective Agreement between SFU and the Union if you want more details. Wherever possible you should try to TA courses that will provide a salary of $5,500 or more per semester.
v. Applications for TAships must be submitted 2 months prior to the beginning of each term. Forms are available on-line at http://www.sfu.ca/biology/dept/info - click on "now online", and use your SFU computer username and password to register. Then click on "Biological Sciences Teaching Assistantship Application Form", and fill it out and submit it. A word to the wise - if you don‰t have regular contact with the professor of a course for which you would like to TA, it pays to go and introduce yourself so they can attach a face to a name on the list of potential TAs.
vi. The University circulates lists of available grants to all Graduate students. We also, by now, have a good idea of other grants that are available (see Connie for details).
vii. All PhD students who have completed their full course work requirement for their degree are eligible for one President‰s PhD Research Stipend. This is non-competitive, i.e. if you apply and meet the criteria, you will get the money. So make sure to apply when you are writing up!
At the beginning of each calendar year, you will ask you for a project budget giving details of your research/fieldwork costs for the following fiscal year (1 April - 31 March). This should cover field costs, travel needs, equipment and supply needs, field assistants and other logistic support. However, at this time you can also ask for additional items like money to attend a conference. This budget is integral to CWE‰s Annual Budget, which has to be prepared in February each year.
You should look on the budget as a realistic wish list. There are no guarantees that you will get all that you ask for, but this is your chance to get involved in the budgeting procedure - we want to know how much you think you need to run your research project efficiently and effectively. We are also realistic about the difficulties of preparing a budget, particularly in the first year of your project. However, after the first year you should have a good, and realistic, idea of your research costs.
i. Talk over your budget needs in advance with your supervisor. The more we know about the background to your request the more sympathetic we may be!
ii. If your budget involves use of a CWE vehicle, keep in mind that in addition to paying for fuel, you will also be responsible for a proportion of the maintenance and repairs cost, calculated in proportion to the total mileage you use. This cost can be substantial, particularly since these are older vehicles that are heavily used. You should budget at least $.20 per kilometer for non-fuel vehicle costs. If you are going to be doing a lot of "off road" driving, you should budget $ .30 per kilometre.
iii. Other sources of funding for your research need to be identified - this is as much your responsibility as ours. Remember information about certain grants may be useful to your fellow Graduate Students even if the grant is not relevant to your project - so pass any information around. An excellent resource for information on grants and awards in ornithology is the web site: http://www.nmnh.si.edu/BIRDNET/Grants/index.html. This site allows you to search for awards by deadline date. Note that Canadian students are eligible for many of the awards given by US organizations.
iv. Once the budget is agreed upon, Judy is responsible for allocating your research funds in accordance with your budget. However, if you have budget problems (e.g. over-spending), only your supervisor can authorize more funding.
C. Project management (Research)
In general, you are responsible for your own project management, which includes the following:
i. ordering materials and supplies. Use a Purchase Requisition form, which you can get from Connie or Judy. (Appendix # 4a). Or many supplies are available from Science Stores (Rm. B6208). To get an account, fill out a Science Stores Customer Account form (Appendix 4b) š this form is available on the web at www.sfu.ca/science-stores (click on "New Account Form") - and take it to Judy to be authorized.
ii. requesting cash advances. You probably cannot charge all your field expenses directly to a university grant, so you may need to get cash to finance your field season. You can do this by getting a Travel Advance with a Cheque Requisition Form (Appendix # 4c). Note: it takes at least 3 weeks to get money released from the Finance Department so try to allow 4 weeks between the time you request the funds (from Judy) and the time the money is needed. This form is available on the web at http://www.sfu.ca/finance/accounts/forms.htm. (This form can also be used to pay an invoice.) Travel advances can only be issued in Canadian funds. Remember to keep the Financial Services Travel Advance notice to submit with your Travel and Business Expense Claim form (see below).
iii. requesting reimbursements for incidental expenses. Incidental expenses and personal vehicle mileage can be reimbursed via a Travel and Business Expense Claim form (see example, Appendix # 4d). This two-page form is also available at http://www.sfu.ca/finance/accounts/forms.htm. Make sure to fill in both pages.
iv. accounting for any cash advances. After your field season, you are responsible for accounting for all the money received - Be sure to keep all receipts! Use a Travel & Business Expense Claim form (ECF) (same form as above, but see example, Appendix # 4e).
v. making travel arrangements for field work or conference attendance. If you need to fly, Travel Cuts, the travel agency located in the Maggie Benson Centre, has done well by us over the years, and they will let you charge your ticket to a grant number. Important: Only economy class is funded by research grants. Keep the back page of your airline ticket and your boarding pass after your return. You will need them when filing a travel expense claim for additional travel costs, even if you are not claiming for the ticket itself.
vi. Use of vehicles for fieldwork. There are several options if you require a vehicle for fieldwork or for other reasons, e.g. obtaining supplies prior to a field season or travel to conferences. If you plan to drive an SFU vehicle, you must provide Judy with a copy of your driver‰s license.
a. The Biology departmental vans can be reserved in advance and booked out from Brian Medford. These vehicles are not meant for use as rough field vehicles, but they may be a convenient option if you are only using a vehicle infrequently. They are charged out at $.35/km.
b. The Behavioural Ecology Research Group, a.k.a. BERG, has a couple of vehicles that can be rented. These are managed by Darren Witt in the Dill lab (B8227). There is a calendar taped to the second door in the lab where you can sign up for the van. The keys are available nearby and must be returned as soon as you are done with the van. A kilometer logbook, kept on the back of the passenger seat in a pouch, should be filled out for your trip. The BERG van is kept in the "Pestology lot", just south of Science Receiving. The cost is $.33/km for BERG members (and their students š that means you).
c. The CWE fleet currently consists of three trucks and a van. These are usually available for short periods, but may go into the field on specific projects at certain times during the year. Tony‰s students should check with him regarding usage of his truck. Ron‰s students should check with Brent Gurd for availability. You need to plan in advance and make sure that the vehicle is not double-booked. General policies are as follows, but please read Appendix # 6 for further important information:
- A vehicle log is kept in the glove compartment of each of the vehicles and must be kept up-to-date. Be sure to record your usage on a daily basis.
- Please fill up the gas tank when you are finished with a vehicle as a courtesy to the next user. See Judy (or Tony) for a gas card for your project. These cards are to be used to fill up CWE vehicles only.
- If you experience any mechanical problems note it in the log and check with Brent (or Tony) before having any repairs done to any of the vehicles. This is to ensure that any warranties on parts and repeat problems are taken care of. They will also advise you when regular maintenance (oil changes, etc.) needs to be performed.
- Storing an extra set of keys in a magnetic box hidden underneath the vehicle is highly recommended if you work in remote areas, where locking yourself out of the vehicle could be a severe nuisance, if not pose a safety hazard.
- Insurance covers use for university business ONLY, i.e. they are not to be used for personal use. If an accident occurs during this unauthorized use, insurance coverage is not in effect and you will be liable for all costs.
d. In some instances you may have to use your own vehicle for fieldwork. In this case it is your responsibility to ensure that you have the appropriate insurance coverage. You can claim remuneration for fieldwork travel at the rate of $0.30 per km (this CWE rate applies to everyone, Faculty and students) - this can add up to a big budget item, don't forget it!
vi. Long Distance Calls and Faxes. Please record all long distance calls in the logbook beside the Cooke Lab phone. With so many projects supported by a variety of funding sources, it is necessary to keep tabs on phone bills. If you make a long distance personal FAX on the departmental machine, record the phone number in the logbook, and indicate that it was a FAX, not a phone call.
vii. Ensure that any field assistants are on payroll (see Judy), and that any assistants or volunteers have signed a personal data form (which is different than the personal data form for CWE members!), and a liability waiver (Appendix # 5a and 5b - available from Connie).
viii. Reporting Accidents š Accidents happen, particularly to people working in the field. If you or one of the people working with you is injured, the following reports must be made: First off, report the incident to your supervisor and to Judy. They will make sure that SFU is notified, and that a WCB report is filed. This must be done within 3 days of the occurrence. An SFU Accident Investigation Report must also be filled in and given to Brian Medford.
ix. Undergraduate Work Study Program. Up until this semester (Spring-02), each Faculty member in CWE had been able to apply for one (or more) Work Study student per semester to assist with research projects. However, our current government, in its budget cutting frenzy, has terminated this program! Check with Connie to see if it has been reinstated š we can always hope!
|
Name |
Title |
Room # |
Telephone |
|
When at SFU |
How They May Assist You |
|
Fred Cooke |
Chair, Retired |
|
|
f.cooke@uea.ac.uk |
Not any more! |
|
|
Ron Ydenberg |
Chair |
SSB8155 |
778-782-4282 |
ydenberg |
M,W,Th,F; T at CWS |
|
|
Tony Williams |
Associate Chair |
B8273 |
778-782-4982 |
tdwillia |
daily |
|
|
Dov Lank |
Univ. Research Assoc. |
B8274 |
778-782-3010 |
dlank |
daily |
|
|
Dan Esler |
Univ. Research Assoc. |
B8277 |
778-782-3289 |
desler |
usually at CWS |
Contact for seaduck research |
|
Mark Hipfner |
Univ. Research Assoc. |
B8277 CWS |
778-782-5958 604-940-4720 |
Mark.Hipfner@ ec.gc.ca |
usually at CWS |
contact for Triangle Island project |
|
John Ryder |
Project Manager |
CWS |
604-940-4675 |
John.Ryder@ec.gc.ca |
usually at CWS |
Triangle Island Project |
|
Nadine Parker |
Project Manager |
CWS |
604-940-4668 |
nrparker |
usually at CWS |
MAMU Project |
|
Connie Smith |
Research Assistant |
B7217 |
778-782-5618 |
constans |
M - Th |
permits, equip‰t, grants, reprints, data |
|
Judy Higham |
Admin. Assistant |
B8277 |
778-782-5958 |
higham |
T, W, Th. |
all things administrative |
|
Willie Davidson |
Dean of Science |
P9451 |
778-782-3771 |
wdavidso |
daily |
|
|
Norbert Haunerland |
Chair - BISC |
B8234 |
778-782-3535 |
haunerla |
daily |
|
|
Bridget Fox |
Secretary to Chair - BISC |
B8232 |
778-782-3535 |
bfox |
daily |
|
|
Barbara Sherman |
Dept. Assistant - BISC |
B8257 |
778-782-3292 |
barbaras |
daily |
personnel info., appt.
notices |
|
Brian Medford |
Lab. Assistant - BISC |
B8263 |
778-782-3301 |
bmedford |
daily |
emergency PO#, space use, keys |
|
Tracy Lee |
Receptionist - BISC |
B8255 |
778-782-4475 |
tjl |
daily |
mail distribution, copicards, petty cash |
|
Sylvia Foran |
Grad. Secretary - BISC |
B8255 |
778-782-3120 |
foran |
daily |
grad. student files, registration |
|
Faith Rapchuk |
Scholarships - BISC |
B8270 |
778-782-3122 |
frapchuk |
daily |
scholarship forms |
v. appendices
1. Blank Annual Progress Report form
2. Record Release Form
3a. Personal Data Form š CWE
3b. Personal Data Form š SFU Payroll
3c. TD1
3d. TD1BC
3e. Payment to Graduate Research Assistants (Tax Rules)
3f. Benefit Plans for TSSU members
3g. SFU Computing Account Request
4a. Sample: Purchase Requisition Form
4b. Sample: Science Stores Account Request Form
4c. Sample: Cheque Requisition/Travel Advance Form
4d. Sample: Travel Expense Claim Form for Miscellaneous and Mileage expenses
4e. Sample: Travel Expense Claim Form to Clear a Travel Advance
5a. Personal Data Form for Field Assistants and Volunteers
5b. Liability Waiver for Field Assistants and Volunteers
6. Use of University-Owned Vehicles
Use of University-Owned Vehicles
The following is from SFU Policies and Procedures AD1-14 (Rev. #A):
1. Direct responsibility for the care and control of University-owned or leased motor vehicles shall rest with the user department.
2. The use of University-owned or leased vehicles shall be restricted to University business only.
3. No person shall operate a University-owned or leased vehicle unless he or she has a current driver‰s license of the proper class, and skill to operate that vehicle.
4. Vehicles shall be kept in good mechanical condition and shall be inspected at the required intervals as prescribed by Section 25.04 of the Motor Vehicles Act Regulations.
5. All University-owned or leased vehicles shall be insured and licensed by the Bursar‰s Office.
In addition:
Individuals are responsible for payment of their own traffic tickets. (Research grants reject these!) Should an accident occur, the driver will be responsible for all the paperwork and the processes of repair. When the University institutes the process to reclaim a deductible from the grantee, the driver may be responsible for a portion of this deductible depending on the circumstances.
These trucks are the property of S.F.U. and are not to be used for personal use. If an accident occurs during this unauthorized use, insurance coverage is not in effect and you will be liable for all costs. Individual vehicles are insured differently. ICBC covers the liability for all vehicles, so any incident where there is damage to other property or injury, call ICBC. After notifying your supervisor and Judy Higham, contact John Welch in Finance (291-5812) for details and procedures. Should an accident occur on campus, notify Campus Security immediately. They will attend and make out a report. Reference this to ICBC. Accidents off campus are to be reported to police.
Be certain that all occupants wear their seat belts at all times. Infants and small children must sit in appropriate child seats. Passengers are only allowed to sit in designated sitting locations which have an operable seat belt. Passengers are not allowed to sit in the cargo area when the vehicle is in operation. It is illegal to pick up hitchhikers.
Non-university personnel are permitted to drive the vehicles if he/she is doing so for a university project and if they are qualified to do so. The university personnel accompanying the driver will be responsible for the above conditions.
New and inexperienced drivers will not be permitted to drive the trucks alone. A graduated driving approach may be instituted. It is not recommended that long distance trips are done by a single driver. Please be aware of safety issues.
Please see over for 4-wheel drive vehicles.
4-Wheel Drive Vehicles
Following are some additional considerations regarding driving 4-wheel drive vehicles. Please review the operator‰s manual for the vehicle you are driving. There are speed limitations to the 4x4 mode. Do not use 4x4 mode on bare pavement (this eats up the tires).
- 4x4‰s handle differently than passenger cars. They sit higher off the ground and have a shorter wheelbase and narrower track for off-road capability.
- Avoid unnecessary sharp turns and other abrupt maneuvers that could lead to loss of control, roll over, and ultimately serious injury to driver and passengers.
- Always approach curves at normal driving speed as this vehicle does not handle as well as a family car or sports car.
- Drive slower under strong crosswinds. Strong crosswinds may alter the normal steering of this vehicle.
- As with all vehicles, exercise caution when driving on slippery, sandy or wet pavement in order to maintain control of this vehicle. Be aware of the different handling characteristics and braking of ABS.
- Do not turn the steering wheel too sharply or abruptly unless you have reduced your speed to a very slow rate. Excessive brake application or abrupt turns may cause you to lose control of the vehicle.
- Do not over-react when faced with an emergency situation. Too much steering input could cause you to lose control of the vehicle.
Steep Gravel Roads
- Drive slowly and steadily in lower gear; avoid excessive speed to avoid sliding and getting stuck.
- Do not spin your wheels, slowly apply pressure to the accelerator pedal. Use only as much power as necessary to move forward or up a hill.
- Test the brakes periodically if they get wet. Wet brakes are less effective than dry ones.
- Use low gears or 4-wheel drive operations to climb and descend hills. Do not descend hills in neutral.
- Use low gears to assist with slowing downhill speed. Do not use the brakes excessively to avoid overheating them.
Extended Cabs and Crew Cabs
- Due to the greater length and turning radius, extra wide turns are necessary.