Resources

Conference rooms

You must have a valid UA email address (ends in @alaska.edu) to be able to reserve a room. Rooms are available to:

• Groups within the UA system
• UAF-sponsored groups
• IARC-related scientific workshops and events

We do not offer rooms for classes, social events, receptions, or vendors.

Reservation hours: 8:00 am – 4:00 pm, M-F.

Reserve a conference room

After-hours events

Contact us regarding setup and break-down activities that may occur outside regular hours.

Regular happenings at IARC

Salon series

A regular series of talks and perspectives on a wide variety of topics, such as mental health in the sciences, science communication, using social media in the sciences, and more.

Visit the IARC Events page to see all upcoming events.

IARC brunch

Come one, come all!  Take a break and catch up with—or get to know!—your colleagues in a friendly, relaxed setting.

Brunch goodies and coffee are provided but donations—monetary or food that you contribute—are always appreciated! Contact the Brunch Crew if you would like to participate.

Held at 10:00 am every other Wednesday in the SNAP reception area (406 Akasofu).

How to make purchases

The requestor must complete a requisition form for all purchases that would use IARC funds.

1. Download a purchase requisition form. Please include any backup information such as web page screenshots, website links, or quotes from the vendor
2. Submit form to the IARC Business Office in person or by email.
3. Questions? Please contact: Cory Whiteley, 415Q Akasofu, 474-2642

The purchasing process

We may take up to 5 business days to review, approve, and initiate the purchase. If you do not hear from us within 5 days of submitting your request, you may assume the purchase is in process. However, you may check with us anytime on the status of the purchase.

All purchases should be made using the University credit card or through UAF Procurement—never with personal funds. Please contact us if you cannot use University sources to proceed with a purchase.

Credit card purchases (less than $5,000)

Using custodial card: Once approved, you can pick up the custodial card from the IARC Business Office and proceed with your purchase. You must make the purchase that day and return the credit card and receipt by 5:00pm. If the order is placed online or is not available at the time of purchase, the packing slip for the order must be signed, dated, and delivered once the order is received.  If no packing slip was available, please contact us to indicate that the order was received in full.

Purchased by department: We will proceed with your order as outlined on the requisition if you did not ask to use the custodial card. Unless otherwise specified, orders will be mailed to 415 Akasofu. We will email you once your order is available for you to pick-up.

Procurement purchases (over $5,000)

It can take 2-4 weeks to put a purchase order (PO) in place for contracts and subawards. A restrictive specification form (RSF) may be required for orders exceeding a specified threshold if the requestor wishes to use a specific vendor. Purchasing thresholds vary. Therefore, it is best to contact us to find out if an RSF is required for a specific order.

Subawards: Provide a budget, budget justification, statement of work, and the period of performance.

Service contracts: Work cannot begin until a PO is in place. You must attach a quote from the vendor as well as the period of performance. We will let you know if other forms are needed.

Commodities and equipment: Attach a quote from the vendor, specify where the order is to be delivered, and note where the equipment will be stored.

Specialty purchases: Includes charter services, honoraria, and guest speakers. Please contact us at least 3 weeks before the event to learn what other information may be needed to proceed with your request.

Proposal review and endorsement

IARC's Major Programs Financial Manager works with the UAF Office of Proposal Development (OPD) to facilitate proposal development and ultimate submission through the UAF Office of Grants & Contracts Administration (OGCA).

OPD coordinates IARC proposals and pre-award activities, including reviewing sponsor guidelines, developing budgets, formatting proposals, and ensuring compliance with agency and university policies.

OPD helps you:

• Build your proposal budget
• Update your current and pending support (C&P)
• Create the proposal justification and scope of work
• Coordinate review by OGCA
• Coordinate supplemental funding requests

The IARC Business Office helps you:

• Establish your awarded project budget
• Coordinate agency requests for re-budgets, extensions, etc.
• Let you know whether something is allowable on your project
• Periodically determine how much funding your project has available
• Manage post-award proposals
• Contact us

OGCA helps with:

• Review and approval of all proposals on behalf of the Principal Investigator and the University
• Proposal auditing and closeout

How to start a proposal

When responding to a Request for Proposals (RFP), please email OPD with:

• PI name and department
• Project start/end dates
• Proposal due date
• Link to RFP

OPD will generate a new proposal number and assign a coordinator who will then become the point-of-contact for your proposal.

Please keep the IARC Business Office informed as you go through this process by including us on your correspondence with OPD.

Science Communication

IARC's professional communicators can help you plan an outreach strategy for your research. Please contact us at the start of your project so that we can help you shape how you will communicate your work to the world.

We also design and write newsletters, fact sheets, diagrams, figures and other visual communication products.

How we publicize your work

• Internally via weekly e-newsletter, What's Up at IARC
• Facebook, Twitter, Instagram, YouTube
• IARC website
• Annual reports, newsletters and other publications
• Press releases

Please tell us about:

• Your latest peer-reviewed paper
• Awards or recognitions
• Conference presentations
• Collaborations you're part of
• Exciting new findings

Contact

• Heather McFarland, Communications Lead
• Mike Delue, Science Communicator

Training

It is the policy of the University of Alaska Fairbanks that all employees complete UAF's core training requirements within a specified period of time to remain employed at UAF.

Required trainings for all UAF employees include:

• Safety
• Title IX
• Protection of minors
• Anti-bullying in the workplace

Additional training, such as supervisory training, FERPA training or responsible conduct in research training, may be required depending on your job duties.

Required trainings and how to access training programs

• UA Employee Learning Library
• UAF Human Resources
• EHSRM Safety Training

See the full Required Training Policy 

Travel

Travel Coordinators usually see a traveler through a trip from start to finish. Your Travel Coordinator uses a broad knowledge of UAF's resources, policies, and procedures to help your travel go smoothly.

Concur is UA's Travel and Expense Program. It is designed to streamline travel requests and booking processes for everyone involved with University travel.

You can create travel requests, expense reports, and more. Learn how to get started with Concur

Before you travel

• Complete a Travel Authorization (TA) form
• Upon approval, work with your Travel Coordinator to book airfare, hotel, and car rental
• Review guidelines for personal travel combined with business, if applicable

After you return

• Submit original receipts to your Travel Coordinator
• Reimbursement may be a check payment or direct deposit, depending on your preference

Update your IARC Directory information

Please contact the IARC Executive Assistant with any updates to your Directory entry. This includes contact information and/or photo changes.

Add your IARC affiliation to your research profiles

The IARC website uses these platforms to track peer-reviewed publications so that visitors can see all of the great work coming out of IARC. If you use either or both of these platforms, you can help us show off your work—and IARC as a whole—by including IARC in your research profiles.

Google Scholar

• Include IARC - don't just use UAF
• Spell out IARC - use "International Arctic Research Center"
• You may list multiple affiliations as long as International Arctic Research Center is included. Separate multiple affiliations with a comma, not with a “/”

See how to do this (PDF)

ResearchGate

• Don't use "researcher at ..." or "professor at ..."
• Affiliation = University of Alaska Fairbanks (spelled out). Don't use UA.
• Department = International Arctic Research Center (spelled out). 
• Add other affiliations (SNAP, ACCAP, etc.) as labs.

See how to do this (PDF)