Policies 

Chemistry research at Queen's is focused in alternative, multi-disciplinary areas rather than traditional divisions.

 

 

 

 

Policies

Access Policy	Computing Policy
Faculty Web Sites	Ethanol Sales (95%, absolut)
Speaker Expenses (pdf)

Access Policy

Access Policy to Chernoff Hall

This policy is intended to clarify the various levels of access to facilities in Chernoff Hall. Access is granted by two means – a physical key and via electronic swipe card at various points through the building.

Access is granted to the following groups for the identified facilities:

1. Undergraduate Students – no access to any key or swipe card. If access is required, a staff member or a member of a research lab must accompany student and ensure that they are not left alone at any time in any facility that is not designated as an undergraduate facility. Undergraduate students will not be allowed to be in any undergraduate lab unattended.

2. Undergraduate 4th Year Students – Students undertaking a 4th year thesis project with a research supervisor may be given a key to that research supervisors lab, and an access card for the lab corridors. After hours access is not given as this increases the likelihood that the student may enter the facility and work alone. After hours access must be arranged with an employee of the supervisors lab and that employee must be present while the student is in the lab.

3. Summer Students – These are considered to be employees and hence are covered by WSIB. They may be granted access to their supervisors lab and can be given access to the facility after hours. Standard rules of never working alone are applicable. Must receive WHMIS training and attend the lab safety seminar within 1 month of commencing employment. Access to common areas except Conference Rooms and stores (granted on an as needed basis only).

4. Faculty and Staff, Grad. Students, PDF’s & RA’s – Keys will be assigned to employees for the areas in which they work. Cards will be issued that will allow access to the facility after hours as well as all common areas in the Department. WHMIS training and completion of a safety seminar within 1 month of employment apply.

5. Visitors – In general no access is granted. Academic visitors who are in the department while on sabbatical must sign a liability release. Keys to lab and office space must be requested by the host.

Common Areas

Common areas are defined as:

Main Entrance
Lab Wing, Levels 3,4,5 North and south access as well as south elevator
Conference Rooms – 202, 300, 415, 515, 517
Corridor access, level 1 from loading dock
Stores – cylinder storage and dry-ice area only

Special Areas:
1. NMR – Access will only be granted when permission is given by the NMR Manager.
2. MASS-SPEC – Access will only be granted when permission is granted by the MASS-SPEC manager.
3. Under-graduate Instrument Room – Access will only be granted when permission is given by the Technologist responsible.

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Computing Policy

Staff Computer Policy, 06/04

1. Introduction

A number of incidents recently have highlighted some major deficiencies with respect to computer use by staff in the Department of Chemistry. Recovery times for major catastrophic failures is measured in days and should be measured in hours. To that end, a policy is herein developed that should enable each user to understand what is expected of themselves and others for the operation and maintenance of the PC’s used in the performance of their duties in the Department.

2. Back Ups

-The Network administrator shall be responsible for ensuring that TSM (the campus back up package available from PackMan) is installed on all computers that are under the direct control of Departmental Staff. The network administrator will also be responsible for ensuring that each individual using these computers is aware of and trained on the operation of this software.

-All staff shall be responsible for ensuring that their PC’s are backed up. For technical staff this may be set at a period of not less than once per week depending on the critical nature of the information contained on the computer. For all administrative staff this period will not be less than once per day. All staff will have the reports section of TSM (the campus back up package available from PackMan) set up to send an e-mail and verify the back-up each time it is performed regardless of success or failure. If a failure is indicated, the individual must contact the Network Administrator and determine the fault and have it repaired.

3. Naming Conventions

-Computers used by staff in the Department will no longer be named to match the individual.
These computers will be named to match the job function. Staff turnover creates confusion and ambiguity in cases where persons no longer exist in the Department. The naming convention shall be as follows:

1. Reception1
2. UGradAssist1
3. GradAssist1
4. AdminSec1
5. Manage1
Etc.

Further to the above, Job functions, especially in the admin unit, will have e-mails associated with them. For example, the Undergrad Assistant will have an e-mail address of : ugradassist or some such. E-mails to that position can then be sent to that address and it becomes independent of the person and more dependant on the job. Personal e-mail addresses can be kept and used, but a gradual weaning over to the new system should be coordinated over the next 6 mos. or so.

4. Passwords

Passwords (and user IDS) for the following will be kept recorded in a book provided in the Heads Office:

BIOS
Windows/Network Logon
GQL
TSM
PCICS

Any other password that you require to access specific services at Queen’s that are not e-mail related (ie chem., post, qlink, )

5. Additional Responsibilities

All staff are required to keep their PC’s in general good health. This requires:
-Running of Windows update at least once per week
-Ensuring that Symantec Anti-Virus is loaded on the system and is running and is updated automatically.
-That all problems are reported to either the Electronic Shop or the Network Administrator as soon as possible.
-That all software is legal and that licenses are valid.
-That the computing code of ethics is adhered to at all times.

6. E-mails

E-mails of a work related nature form part of the archive of how things get done in the Department. Therefore it is imperative that all work related e-mails be kept. This can be accomplished by moving non-current e-mails to a local folder for archiving at an annual interval onto a CD.

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Faculty Web Sites

Due to limited resources that must be conserved for the Department as a whole, the Department can not provide the following services: the creation, editing and maintaining of individual web sites; web sites for events not held within the Department.

The Department will:

Provide each faculty member with space on the web server to host individual faculty web sites.
Provide each faculty member with access to their own web space.
Provide a link to the web site from the faculty members information page found on the Department web site (/people/*).

Each Faculty member will:

Ensure that the web pages are used in strict accordance with the Queen's University Computer User Code of Ethics (http://www.queensu.ca/secretariat/senate/policies/codes.html).
Ensure that either they or an individual in their own group create, edit and maintain the site.

Note that the link from the Department site to the faculty site shall include the following proviso:

*This link leads to a home page that is not maintained or monitored by the Chemistry Department. Opinions expressed in this page or implied by links provided, do not represent the official views of the Department of Chemistry."

Event Sites

The Department is proud to be able host events within Chernoff Hall. To that end, every effort will be made to provide some administrative support to faculty who are hosting events within the Department. This will be considered as an in kind contribution from the Department to the event. We will host web sites only for conferences held on-site; conferences chaired/co-chaired by a member of the Department but held off-site in facilities without academic or government web services (e.g., a private resort or commercial conference centre)

Please ensure that the required information is given to staff in a timely fashion for the creation, editing and maintaining of the site.

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Ethanol Sales (95%, absolut)

A recent Excise Audit by CCRA (2002) has revealed shortcomings in our record keeping for Ethanol purchases made by researchers in the Department of Chemistry. As such, the University was assessed a large amount of money and is required to make changes to its record keeping system in order to continue to enjoy alcohol excise exempt status.

Chem Stores is required to keep accurate records of alcohol purchased and then sold. Researchers are also required to keep a record of their alcohol consumption in a log book for this purpose only. This should be a reasonably straight forward procedure. You will record amount purchased, amount consumed, and the difference must always appear in your inventory.

The Chemistry Department has adopted a revised format for control and distribution of restricted materials. For alcohol purchases, effective Nov 1., 2002, we require that Account Holders complete and sign a Declaration of Scientific Use form. This form, available through Chem Stores, and on the website at: http://www.chem.queensu.ca/facilities/StoresAlcoholPurchaseForm.doc permits you to purchase alcohol free of Excise Tax under Section 135 of the Excise Act.

Chemistry is required to ensure that sales of restricted materials are made only to qualified Account Holders. Effective Nov 1, 2002, all orders for alcohol must bear the signature of the Account Holder. As an alternative, Account Holders may delegate signing authority to one or more staff members. To do this, Account Holders must complete and sign a Delegation of Signing Authority form available through Chem Stores and on the above web location.

The Declaration of Scientific Use form and the Delegation of Signing Authority form are valid for twelve months from the date of issue. You will be notified prior to the expiration date that it is time to renew.

Please note that any failure to comply with the above will result in the researcher having to purchase 95% and absolute ethanol with excise included (about $65/4l). A researcher failing to keep accurate records will be liable for all assessments attributed to the Department of Chemistry, including interest and penalties, and may lose the priviledge of purchasing this solvent from Chem Stores.

If you have any questions or concerns about this revised procedure, please contact stores at your earliest convenience.

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