Resources

Faculty handbook

The online Faculty Handbook is designed to be a resource for new and veteran IARC faculty members. Here you can find information on:

• Administrative details, like email account setup, purchasing processes, travel, and more
• Buildings and campus details, including conference rooms, lab space, building access, food venues, and more
• Faculty-related tasks, both personal and supervisorial
• Foreign national-related details, including documentation, J-1 status, and more
• Outreach and communications, including science communication guidance, branding, and regular outreach events
• Training and safety details, for in the office and in the field

Go to the Faculty Handbook (and bookmark it!)

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.

Did you hire a new employee?

If you have had a new hire, new student, or any recent changes in staffing, you are required to notify the IARC Business Office.

Onboarding forms are required for each person at IARC to complete and submit (ideally before they start working at IARC).

Completion of these forms guarantees that you will be added to the IARC Directory, email lists and we have other necessary information.

• I hired a student. Go to Student Onboarding Form
• I hired new staff. Go to Staff Onboarding Form
• I hired new faculty or postdoc. Go to Faculty Onboarding Form

How to make purchases

A purchase requisition (PR) is required for ALL purchases, including virtual conference registration costs and internal purchases.

• Include screenshots, quotes, and/or links to help us order exactly what you need.
• Amazon orders must be placed through our UA Amazon Business Account.
• Prior approval is required before using personal funds. Using personal funds is a last resort if no other funding mechanism is available.

Submit PR to the IARC Business Office (415 Akasofu) in person or by email. Please allow up to 5 business days after we receive all of the necessary documents for processing your order. Check with us at any time to verify the status of your request.

Purchases less than $5,000

Use a custodial credit card to make your purchase:

• Once approved, pick up the custodial card from the IARC Business Office in 415 Akasofu.
• Make your purchase and return the custodial card and receipt by 5:00pm that day.
• Please sign, date, and deliver the packing slip for your order to us as soon as you have it. If no packing slip is available, contact us to let us know the order was received.

Department purchases: We will proceed with your order as outlined on the PR if you did not ask to use the custodial card. Unless otherwise specified, orders will be mailed to 415 Akasofu. We will contact you when your order arrives.

Procurement (over $5,000)

Includes subawards, service contracts, charters, and other Procurements that cannot be paid by ProCard and may take more than 2 weeks to set up a purchase order. Work cannot begin until a purchase order is in place.

Additional documents are required for orders placed through Procurement. This can include, but is not limited to quotes, W9, scope of work, budget, independent contractor status determination form, etc.

We will let you know what additional documents, if any, are needed once we review your purchase request. Be sure to provide ample time for these additional processing delays.

• Subawards: Include a budget, justification, statement of work, and period of performance.
• Service contracts: Include a vendor quote and the  period of performance.
• Commodities and equipment: Include a vendor quote, and specify delivery and storage locations.
• 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.
• Vendor-specific orders with purchasing thresholds: A restrictive specification form (RSF) may be required; thresholds vary. Contact us to find out if an RSF is required for a specific order.

Still have questions?

Contact Travis Brinzow, IARC Purchasing Coordinator, 474-2642.

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.

See the IARC Communications Guide for a variety of communication resources, and to learn how we can help you shape science communications surrounding your research. Topics include:

• Including science communication in proposals
• Staying connected with IARC events
• IARC branding (templates and online research profiles)
• Creating science communication products
• Working with the media, Indigenous groups, rural communities, and distributed teams

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

Support for your travel

UA Travel Support staff can help you with your travel needs. They can:

• complete and submit your Travel Request
• book airfare, lodging, and other travel related items
• complete and submit your Expense Report

Do-it-yourself travel

Are you a frequent traveler who already knows what they need and how to do it? Then log in to Concur and get started!

Visit the Travel Customer Service website to get started with either full travel support or DIY travel.

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)