The department has a Dell computer, slide scanner, flatbed scanner, and HP color inkjet printer in 505 ASI. The computer and accessories are available for use by departmental personnel for conducting university business. The computer is not on the departmental network; users must save their documents to a disk for transferring to their computers. Documents are not to be stored on the computer. Students may use the HP color laserjet located in 501 ASI at a cost of $.40/page. When picking printing up from the printer, please let one of the staff assistants know how many pages were printed and which budget should be charged.

DEPARTMENTAL FACILITIES, PROCEDURES AND REGULATIONS

Facilities

General

Many departmental facilities are located on the fifth floor of the Agricultural Sciences and Industries (ASI) Building. Facilities include 14 research laboratories, 35 offices and classrooms, and 800 square feet of growth chamber space. Laboratories and offices also are located in the Chemical Ecology Laboratory and the Entomology Ornamentals and Turf Laboratory. The Frost Entomological Museum, advanced teaching laboratories, and greenhouses are located in Headhouse 3. Additional facilities include the Gypsy Moth Research Center, the Wiley Longhouse Bee Lab, the Russell E. Larson Agricultural Research Center at Rock Springs, the Fruit Research and Extension Center at Biglerville, and the Lake Erie Regional Grape Research and Extension Center at North East.

Keys to departmental facilities should be requested by your advisor to the administrative assistant, who will type a Key Request Form. The form must be taken to 114 Agricultural Administration Building. A deposit of $5/key will be charged; this deposit will be refunded upon return of keys.

Administrative Offices

The administrative offices are located in room 501 ASI Building, and are staffed by the Department Head, Administrative Assistant, the Facilities and Safety Coordinator, Head Secretary, Bookkeeper, and two Staff Assistants. Copy machines are located in 502 ASI, with personal copies charged at the rate of $.05/page payable to the administrative assistant. Coffee is available to those wishing to join the coffee fund with dues paid on a monthly basis. Mailboxes for faculty, staff, and graduate students are also located in room 502. Mail is picked up and delivered twice daily–mid morning and mid afternoon.

The administrative office at the CEL is located in room 122 Chemical Ecology Lab and is staffed by one staff assistant on Tuesdays and Thursdays. Mailboxes for CEL personnel, as well as a copy machine, are located in room 101. Any personal copies are charged at the rate of $.05/page payable to the staff assistant.

See office flow chart for the names and job duties of the entomology administrative group. An organizational diagram of the College of Agricultural Sciences can be viewed here.

The Frost Entomological Museum

The Frost Entomological Museum is a facility of the Department of Entomology for instruction, research, and extension programs, serving the University community at large. The museum maintains a collection of over 700,000 specimens of insects representing about 15,000 species, voucher collections, a taxonomic library, an educational display including live and pinned insects, insect artifacts, and general information on insects and related arthropods. These facilities and services are available to faculty, staff, and students of the University, and other interested persons. Prior arrangements for use of the museum must be made with Museum personnel (814-863-2865).

Russell E. Larson Agricultural Research Center

The entomology section of the Ag Research Center at Rock Springs is located in the east wing of the Field Laboratory, and consists of three rooms and a work area. The entrance to the Field Lab is from Gate C off Route 45.

Located in the main hall of the Field Lab is the Worker Protection Bulletin Board. Please check this information center before entering any fields on the research farm.

There is a map in the entomology section which displays all entomology research areas. Please check this map before entering any fields on the farm.

Remember that this is a research farm; before doing any collecting, please check with the coordinator of the facility. All problems should be directed to the farm coordinator.

A tool box is located in room 16, and contains all the necessary tools for every-day mechanical repair; a sign-out book is also located in room 16, and all tools leaving the field lab building are to be signed out. The department shares the large shop area with the Department of Plant Pathology, which has many industrial tools available. It is important to check with the plant pathology farm manager or technician before removing any tools, and to use the sign-out book located near the telephones in the shop area. A selection of garden implements is located in the white shed behind the field lab; please sign them out and return them to their proper place when finished.

Room 16 is a large work area which is used by many different people. It is imperative that individuals using the room clean it when finished. A dustpan and brush are located under the sink. Trash cans are to be dumped when full; a trash receptacle (dumpster) is located on the west side of the building near the large garage door. Since the field laboratory doesn't have a cleaning service, it is the responsibility of each person using these facilities to keep them neat.

Greenhouses

An entomology greenhouse (Greenhouse H) is located behind Headhouse 3. Cubicles are assigned to faculty on an individual basis for use in their respective research programs; requests are made through the facilities coordinator. A large work area with potting benches is located in the south Headhouse area. All persons using the greenhouse are required to clean it after use, and trash receptacles are to be emptied in the dumpster outside the west entrance. Avoid any potting/plant material from entering floor drains. There is also a root washer located in the back area of Headhouse 3. Waste soil is to be disposed of in the blue soil bins outside the west entrance to the Headhouse.

There is also a greenhouse located near the Chemical Ecology Lab. This greenhouse does not have a potting area, so please remove all potting/soil material from the floor of each cubicle. All problems should be directed to the Greenhouse Coordinator.

Photographic Darkroom

The darkroom in 522 ASI Building is available for general use. It contains minimal basic equipment: x-ray developing tanks, enlarger, trays, print washer, dryer, etc. Users must provide their own supplies such as paper, film, and chemicals. If left in the darkroom, personal supplies should be clearly labeled with the owner’s name. Each user is responsible for cleaning up before leaving. Please log in and out on the log sheet on the door of the darkroom.

Teaching Microscopes and Other Equipment

The teaching laboratories (102 and 108 Headhouse 3) are equipped with compound and stereo microscopes for use by classes scheduled in these labs. These microscopes are not available for any other activities. Other teaching materials (light traps, glassware, constant temperature cabinets, etc.) in these rooms are also reserved exclusively for teaching use.

Teaching Laptops and Computer Projectors

The department has two Dell laptops and two computer projectors for use by departmental personnel who have teaching responsibilities. If you are a teaching assistant and would like to reserve the equipment for use in a class, contact the receptionist in 501 ASI for scheduling.

Departmental Audio Visuals

Overhead projectors are stored in 501 ASI Building and may be signed out by request to the receptionist. Slide projectors are located in wall-mounted lock-boxes in 504 and 501C ASI, 114 Chemical Ecology Lab, and in 102 and 108 Headhouse 3.

Maintenance of Facilities and Equipment

For maintenance or repair of Entomology buildings, contact the Safety and Facilities Coordinator (814) 863-2875; if he is not available and it is an emergency, contact the Administrative Assistant (814) 863-7344 with details of action needed. If repair is for equipment, however, the request must go through your advisor since costs incurred will be charged to his/her budget.

Procedures and Regulations

Current Departmental Policies

A listing of current department operational procedures is included for your reference. This list is based on decisions made at faculty meetings from 1977 through August 2003 and is sorted into the following categories: Budget, Committees, Equipment, Extension, Faculty, Instruction, Miscellaneous, Promotion and Tenure, and Research. It would be to your benefit to become familiar with these policies.

Copier Cards

The department has a limited number of copier cards for making department-related copies at University Libraries. These cards are to be used for teaching/class purposes only. Please see the receptionist in 501 ASI to sign out these cards, and identify on the sign-out sheet the class you are copying for. Cards must be returned after each use and should not be kept out overnight. Please record the amount of money left on the card after your use. If you need to copy for your research projects you will need to have your advisor purchase a copy card for you; see the departmental Bookkeeper to accomplish this.

Purchasing of Supplies

Please see your advisor regarding any need for purchases. After receiving approval, please consult the Bookkeeper for the appropriate method of purchase.

After the purchase has been made, all receipts and packing slips must be immediately given to the Bookkeeper. Without receipts, the University will not pay for the purchase.

Any purchase made with the Penn State Purchasing Card (Visa) must have a Purchasing Card Receipt Form filled out with the priced receipt attached. These forms can be obtained from the upper shelf of the work table in the departmental mail room (502 ASI). Please complete one form per transaction for any item(s) you have purchased and turn it in to the Bookkeeper immediately.

On-the-Job Injury

In case of on-the-job injury, see the Administrative Assistant to initiate submission of an Employer’s Report of Occupational Injury or Disease Form. This electronic form is used to report on-the-job injuries to the University’s Workmen’s Compensation Insurance Carrier and the Bureau of Workmen’s Compensation, if applicable. This form should be completed no matter how small the injury. It is important that the injured person also contact the university’s Occupational Health Physician located in Ritenour Health Center. More information about Workers Compensation can be found at Penn State’s Human Resources web site.

Reservation of Entomology Conference Rooms for University Activities

Reservations are made through the receptionist for departmental conference rooms in ASI Building (501C and 504). A reservation sheet is posted on the door of the conference room at the Chemical Ecology Lab.

Travel

Many travel questions can be answered at the University’s Travel Services site on the web. Specific questions regarding travel should be directed to the departmental Bookkeeper.

Reimbursement for attendance at professional society meetings shall be at the discretion of the Department Head and major professor, and within the limitation of available departmental funds.

The William Yendol Memorial Grant-in-Aid will provide up to $250 support for graduate student travel for professional growth. Application deadlines are June 1 and December 1. Click here for the application.

Students will be permitted a maximum of one subsidized trip/year. Funds will be provided as reimbursements following completion of a formal travel expense account accompanied by appropriate travel receipts. Awards will depend on availability of accrued interest in the fund.

The College also has a Travel Award to encourage and to assist graduate student presentations of research findings at national and international professional meetings. Applications are accepted three times a year (April, August and December). More information can be found at the College’s website.

Travel by Air. Airfare must be direct billed to qualify for reimbursement. Travelers are required to make travel arrangements with one of the University-approved travel agencies. After arrangements have been finalized, complete a Direct Bill Authorization Airfare form, available on the upper shelf in the departmental mail room (502 ASI), and return to the Bookkeeper for processing.

Travel Advances of $34/day (maximum of $200) can be obtained for approved travel by submitting a request to the Bookkeeper a few days in advance. Requests for more than $200 must be given to the Bookkeeper two weeks in advance of departure.

Reimbursement of Travel Expenses is obtained by filling out a travel expense account form and submitting to the Bookkeeper for processing. Receipts for lodging (must be itemized, no credit card slips), taxi, air service, registration, parking, etc., must be attached to expense account; meals are the only item for which receipts are not required. A direct deposit will be made to your bank account in approximately two weeks. Lodging is reimbursed at actual cost, meals at current per diem rate, and personal vehicles at $.405/mile.

Reimbursement for one-day trips (without lodging) must also be accompanied by a signed One-day Travel Meal Reimbursement Report. Reimbursements for one-day trips are reported to the IRS as income and are subject to federal tax.

Departmental Vehicles. The department has a truck available for departmental use. To reserve this vehicle, use the signout sheet on the side of the mailboxes in 502 ASI Building; keys for this vehicle are kept in Dave Love’s mailbox. A pick up truck is also available at the Chemical Ecology Lab for use by personnel; a sign-out sheet is located in room 122 Chemical Ecology Lab; keys for this vehicle are kept on a shelf by the mailboxes in 101.

It is the responsibility of the user to maintain adequate oil and fuel levels; the vehicle should be returned with no less than one-half tank of fuel. Fuel and oil can be obtained with a University credit card at the Service Garage on the northeast end of campus. The Penn State credit card, along with a notebook to record the amount of fuel and odometer readings, is located in the glove compartment. When using departmental vehicles for long-distance travel, an Exxon credit card is located in the glove compartment.

Fleet Vehicles. University Fleet Operations has vehicles which can be rented to departments on a daily, weekly, or monthly basis. Requests for fleet vehicles should be submitted to the Bookkeeper on a Vehicle Request Form, which must be initialed by your advisor. The forms area available on the upper shelf in the departmental mail room (502 ASI).

Fleet Operations offers its customers optional zero deductible collision coverage on fleet vehicles. The University currently provides $500 deductible coverage/vehicle. Costs for zero deductible coverage will be direct billed at $2/day for daily rentals and $15/month for long-term assignments. This additional coverage is optional and can be purchased at the time of vehicle pickup by checking the “zero deductible” box on the Checkout Confirmation Form. Long-term vehicle users can select this option by checking the “zero deductible” box on the Full-Time Vehicle Request Form.

***University vehicles (fleet and departmental) may only be driven by

Penn State employees who are licensed drivers and are at least 21 years of age***

Big 10 Committee on Institutional Cooperation (CIC) Traveling Scholar Program

The Traveling Scholar Program enables doctoral-level students at any CIC university (Big 10 universities and the University of Chicago) to take advantage of educational opportunities--specialized courses, unique library collections, unusual laboratories--at any other CIC university without change in registration or increase in tuition.

A student who wishes to become a CIC Traveling Scholar must first consult with his or her adviser, who will determine whether the off-campus opportunity is likely to enhance the student's education and ascertain that it is not, in fact, available on the home campus.

Admission procedures follow these steps:

• adviser discusses the proposed visit with a colleague at the host university; both faculty members should agree that the student is qualified to take advantage of the visit.

• adviser sends the student's application, credentials, and details of the visit to the Traveling Scholar Liaison Officer on the home campus.

• If the home campus Liaison Officer approves the visit, the recommendation and the student's credentials are sent to the host campus Liaison Officer. If both Liaison Officers approve, the home campus officer notifies the student of his or her acceptance as a CIC Traveling Scholar, and both campus officers provide information regarding registration procedures.

• The application must be completed at least six weeks before the start of classes at the host university. Applications arriving after the deadline may not be accepted by the host university.

Visits of Traveling Scholars may not exceed two semesters or three quarters regardless of the number of courses taken.

Traveling Scholars remain in registration at their home universities, paying only the regular fees charged when they are in residence. Traveling Scholars are not billed by the host institutions for registration or tuition fees, however they must provide evidence of tuition paid at their home university.

Host universities provide access to libraries, laboratories, recreational facilities, housing, etc., on the same basis as they are made available to resident graduate students, which may involve the payment of fees for certain services or benefits.

Credit earned by Traveling Scholars is automatically accepted by the home university upon receipt of grade reports or transcripts from the host university.