Resources for our researchers, staff & students

Every incoming faculty member, researcher, staff member and graduate student should make contact with each of the following staff members as soon as possible. We ask supervisors to help communicate the importance of these meetings to their staff members, researchers and students.

1. Meet with Kayla Dye, facility manager (Room 102), to:

• get your office assignment;
• check out keys;
• go over core procedures.

2. Meet with Kirsten Bosnak, communications coordinator (Room 108A), to:

• have your email address added to the appropriate lists;
• make an appointment to have your photo taken and your profile added to the directory on this website.

If at any time you have news to communicate to our research community OR information you believe is of broad interest for news coverage, please contact Kirsten. See the Communications Resources section on this page, below, and do not hesitate to ask for help.

3. Schedule a meeting with Haris Khan at KU IT to discuss your IT and hardware needs and have your workstation set up. Email tsc-kbs@ku.edu to set up an appointment with Haris, who has an office on West Campus. Send only one email; do not keep checking back as this only slows the queue. You should hear back within 24 hours.

4. Contact Brandy Hildreth Baranski, business coordinator (Room 108C), for guidance concerning:

• new business credit cards ("Pcards");
• FITC shopper access;
• hiring graduate research assistants;
• grant issues and questions;
• post-award management and budget projections.

5. Contact Paula Szuwalski, associate director for administration (Room 108), for:

• guidance concerning our research center's budget and finance, research administration, personnel and KU Policy guidelines;
• information on PI and program internal allocation funding, and affiliate and PI status requests.

See the Finance Service Portal.

The fleet of state-owned vehicles at the Kansas Biological Survey & Center for Ecological Research includes the following vehicles (all are white except where noted). Please note that the number of maximum passengers includes the driver. Every vehicle has a Red KU parking permit.

• Ford F350 cargo van, license plate 12855. Has towing capability (contact Kayla Dye for info). Max passengers: 8. Parking permit: Red.
• Ford 250, license plate 25789. Has towing capability (contact Kayla Dye for info). Max passengers: 2 (plus one jumpseat). Parking permit: Red.
• Dodge Caravan, license plate 17820. Max passengers: 7. Parking permit: Red.
• Jeep Cherokee, license plate 18264. Max passengers: 5. Parking permit: Red.
• Jeep Renegade, license plate 18265. Max passengers: 4. Parking permit: Red.
• Chevrolet Suburban, license plate 902YRC. Has towing capability (contact Kayla Dye for info). Max passengers: 8. Parking permit: Red. NOTE: Use of this vehicle requires manual approval by Kayla Dye; this vehicle cannot be checked out using the standard system through Outlook.

In addition, two other vehicles may be used with permission:

• Toyota Tacoma (dark green) with camper shell, license plate 16449 (contact Kelly Kindscher, senior scientist and professor in environmental studies). Max passengers: 5. Parking permit: Red.
• Toyota Tacoma TRD offroad with access cab, license plate 27216 (contact Maggie Wagner, associate scientist and associate professor of EEB). Max passengers: 2, plus 2 jumpseats. Parking permit: Red.

Finally, we hold a Yellow permit that is shared by two state vehicles that are usually kept at the KU Field Station. Only one may be parked on campus at a time.

• Pickup, license plate 16465.
• Ford 350 extended cab truck, license plate 18209. Max passengers: 5.

Please contact Kayla Dye, facility manager, with questions.

NOTE: Use of the Chevrolet Suburban, license plate 902YRC, requires manual approval by Kayla Dye; this vehicle cannot be checked out using the standard system through Outlook.

1. Open the Outlook App on your desktop.

2. Sign into your account using your credentials.

3. On the bottom left-hand corner, click on Calendar.

4. At the top of your screen, select New Meeting.

5. Click the Required button.

6. A new window will pop up. Type KS Biological Survey in the Search box. Make sure the Address Book is set to Global Address List.

7. Click Enter. A list of all KBS fleet vehicles will appear. Choose the vehicle you want to reserve. Click the vehicle name so it is highlighted and then click the Required button.

The chosen vehicle should now be listed in the Required field. Click OK.

8. You are now back at the New Meeting setup box. The chosen vehicle should be in the Required field. Fill out the following information.

Title: Your First and Last Name and Funding or Project Number Associated with the Trip. Please use the name of the person driving the vehicle and not just a generic lab name/supervisor.

Start Time

End Time

Location: Where are you driving to?

It should look like the screenshot below when you are done.

9. Check that everything is filled out correctly and click the Send button. If there is a conflict with the dates and times you have chosen, Outlook will let you know, and you can choose a different vehicle or time.

10. You should receive an email confirming the reservation.

You have successfully reserved a vehicle. If you need to cancel a reservation, go to the entry on your calendar. Click on the reservation/meeting. In the top left of the calendar page, click Cancel Meeting.

This will pop up a meeting setup box with all the reservation information. Click Send Cancellation. Your reservation is now cancelled.

NOTE: The unusual step to remember is that you must type "KS Biological Survey" into the field where you would list people to invite to a meeting; this brings up a drop-down list, and you must click the text "Search directory" text that shows up there: the directory will include available vehicles by make and license plate number.

Use of the Chevrolet Suburban, license plate 902YRC, requires manual approval by Kayla Dye; this vehicle cannot be checked out using the standard system through Outlook.

1. Go to ku.edu and click on Email located at the top right of the page. 

2. Sign into your account using your credentials. 

3. At the top left of your browser, click the Calendar icon. 

4. Click the New Event button in the top left of the page. This will open the New Event setup box. 

5. In the Invite required attendees field type KS Biological Survey. Click Search Directory at the bottom of the options that appear. Please note: If you have previously reserved a vehicle, that vehicle may populate above the Search Directory option. To see all of the KBS fleet vehicles available, you need to click Search Directory. This should pull up all KBS fleet vehicles. Scroll through the list and select the vehicle you wish to reserve. 



6.  You are now back at the New Event setup box. The chosen vehicle should be in the “Required attendees” field. Fill out the following information: 

7. Check that everything is filled out as you want and press the Send button in the upper left corner of the New Event setup box. If there is a conflict with the dates and times you have chosen. Outlook will let you know and you can choose a different vehicle or time. 

If you need to cancel a reservation, just click on the event in your calendar and choose Cancel. Note: Only the person who made the reservation can cancel it.

If you need to cancel a reservation, just click on the event in your calendar and choose Cancel. Note, only the person who made the reservation can cancel it. 
 

Follow these instructions to check a vehicle's calendar to see whether it is available. Bookings and scheduling for vehicles for checkout are coordinated through Outlook calendars, one calendar for each vehicle. To access a calendar for a given automobile, using a PC:

• open Outlook;
• open Calendars in Outlook by clicking the Calendar icon;
• right‐click "Other Calendars" on the left‐hand side of the screen, hover your cursor over "Add Calendar," and click: "From Address Book…"
• double‐click one or more of the automobile Calendars (pictured below) and click "OK" once all desired selections have been made;
• the calendar(s) you added will now be displayed under "Other Calendars" where you can view the current bookings for this vehicle.

To access a calendar using a Mac:

• open Outlook;
• open Calendars in Outlook by clicking the Calendar icon;
• below "My Calendars" on the left‐hand side of the screen, click the three dots to the right of "People's Calendars," which will open a small window; scroll down and choose "Add Shared Calendar";
• in the pop-up window "Open Calendar," type in "KS Biological Survey," which will bring up a list of all vehicles in the fleet; choose the one(s) you want and click "Open";
• the calendar(s) you added will now be displayed under "People's Calendars" where you can view the current bookings for this vehicle.

Violation of these general safety principles will result in revocation of the privilege of using vehicles in the Kansas Biological Survey & Center for Ecological Research fleet. 



Safety: Your personal safety, and the safety of others, whether driving or riding in KBS vehicles is of paramount importance. Please report any concerns that you may have at anytime to the director of KBS (Sara Baer; sgbaer@ku.edu).

Operation of large vehicles: The Survey maintains a diverse fleet that includes not only standard passenger cars and SUVs but also large, heavy-duty four-wheel-drive trucks and vans. Most people have much less or perhaps even no prior experience driving the larger vehicle. Do not attempt (or consent) to drive any vehicle unless you feel entirely comfortable and know how to operate it. Notify your supervisor (or Kayla Dye) if you do not feel at ease driving or would like to receive training more specific to any of our vehicles. 

Towing boats and trailers: Supervisors are expected to ensure that employees are thoroughly trained, have been given ample opportunities to practice and thus become better skilled, and moreover have demonstrated competence in terms of being able to tow as well as maneuver trailers in a safe manner.

Off-road situations: Catalytic converters and hot mufflers can easily ignite dry grass. Be cognizant of the surrounding conditions, and do not drive over dry vegetation or park vehicles anywhere that might pose the risk of starting a wildfire. Large rocks, logs, downed fences, animal burrows, and other potential hazards can be impossible to see in tall grass, so it is best to avoid placing the vehicle in situations like this altogether. In other words, make sure that you can always see where you are driving and use established farm roads or pathways whenever feasible. Do not attempt to cross unbridged streams, gullies, or muddy areas unless it can be done safely, and neverduring high water events or when you can’t see the bottom. Adherence to these simple guidelines while working in the field protects you, the vehicle, and the natural environment.

Common sense: Exercise common sense and good judgement always and in every given situation to protect yourself, your passengers, and the vehicle.

Quick references

Emergency: Call 911

Survey: Kayla Dye, facility manager (864-1502; kaylaadye@ku.edu)

SSC: Elissa Stewart (864-0161; erstewart@ku.edu)

KU Garage: 864-3902/3628; 1505 Westbrook

KU automobile policy

Authorization to drive, operate and ride in KBS vehicles

Vehicles purchased with KBS funds can only be used for official KBS business. Only employees of the University of Kansas who are conducting work on behalf of research, education, and outreach missions of KBS are authorized to drive or operate them, and a valid U.S. driver’s license is required. In compliance with State and University regulations, “only state employees and persons reasonably engaged in official state business are allowed to ride in state vehicles.” Non-employees (including unauthorized students) without affiliate status are prohibited from driving state vehicles under any circumstances. This prohibition includes vehicles rented under university vehicle rental contracts. Family members, pets, or friends of employees cannot ride in state vehicles.

Process to become authorized to use a KBS vehicle:

1. The KBS PI, faculty, or scientist must request authorization for themselves or the person they supervise or mentor to the facilities manager (Kayla Dye; kaylaadye@ku.edu) to be authorized to use a KBS vehicle. Requests for non-permanent employees need to include either a KU grant number/cost center associated with the activity or description of the work as it relates to the mission of KBS.
2. The individual seeking authorization must show proof of a valid driver’s license to the facilities manager. The individual’s employment status will be documented by KBS administrative staff. Individuals who are not employees of KBS or KU but are associated with KU and KBS must acquire official affiliate status at KBS to be authorized to drive or operate vehicles purchased with KBS funds. Affiliate status must be requested by a KBS faculty member, scientist, or PI to the KBS assistant director of administration (Paula Szuwalski, szuwalski@ku.edu), approval pending the KBS director and Vice Chancellor for Research.
3. Each individual requesting vehicle use authorization must read and sign this Vehicle Use and Maintenance Policy. A signed copy must be submitted to the facilities manager (Kayla Dye; kaylaadye@ku.edu).

Approved travel budget

Charges apply to the use of KBS vehicles; therefore, a known source of funding needs to be identified prior to checkout. Usually, vehicle uses are associated with certain grants or other specifically funded projects, but not always. Students should check with their PI or supervisor to confirm what funding source should be utilized for travel, and this information must be recorded on the Vehicle Mileage Log (see below) at the conclusion of the trip.

Travel authorization

Employees planning for overnight travel are required to comply with KU travel policies and procedures. To request travel, contact the Shared Service Center (SSC)  via webform for travel authorization. This process must be completed prior to any travel purchases related to the trip for both KUCR and State-funded travel.

Checking out vehicles

Vehicles are to be checked out properly by utilizing the “Vehicle Checkout Calendar” feature in Outlook. Full instructions are available on the Survey’s website and are also posted in the KBS mail room (106 Higuchi Hall). Vehicle keys are also located in room 106. Each vehicle comes equipped with a K-Tag for Kansas Turnpike travel. Travelers wishing to reserve vehicles for more than one week at a time are to notify the facility manager (Kayla Dye, kaylaadye@ku.edu) in advance. Check out a vehicle only if you intend to use it and cancel any reservations already made if your plans change.

Fuel and vehicle-related purchases

Whenever feasible (i.e., most of the time), fuel is expected to be purchased exclusively at the automated “Gasboy” fueling station (available 24/7) located at KU Facilities Garage (1505 Westbrook). Individuals must be authorized to use it. To request authorization please provide the following information via email to Kayla Dye: Full Name; KU on-line ID#; Staff or Student; Department (if not KBS). It is recommended to fill up at the Gasboy before heading out of town to avoid commercial filling stations along the way and revisit the Gasboy upon return if any less than one half  tank remains. It is not necessary to obtain a receipt at Gasboy since they are recorded automatically.

Each vehicle has its own discrete credit card, and if needed these are available for checkout in the main office during normal business hours. This should be done in advance if intending to depart before 8:00 am or any time that the office might be closed. The credit card is to remain safely and securely inside the center console of the vehicle while traveling. Remember to always lock the vehicle when you leave it unattended! If you use the credit card, sign your name on the front side of the receipt along with the vehicle license tag number and place it upon return in Kayla Dye’s mailbox. Always obtain and turn in receipts. If any receipt goes missing, the user is solely responsible for submitting a “missing receipt” form to the SSC along with an explanation.

The credit cards can only be used for fuel and vehicle-related expenses (no research supplies, food, ice, sunscreen, etc.). If unauthorized items are included, it nearly always results in being declined by the vendor. If you have trouble with the card, or it is declined for some unknown reason, contact the SSC (kbs-ssc@ku.edu). If a credit card is lost or goes missing, report it to the KBS office immediately. Lost credit cards can be a very serious issue, so treat them as if they are your own.

Occasionally state-issued credit cards get declined anyway so check first to see whether what you are trying to buy is a qualifying purchase. If you must resort to using a personal credit card or cash it can be reimbursed following the trip, but for that to occur original receipts must be submitted. Under no circumstances may KUCR p-cards (as opposed to KU p-cards) be used for vehicle-related expenses.

Accessory fuel

Boat or other accessory fuel can be purchased by means of a separate transaction that distinguishes it from any fuel purchased for the vehicle itself. In other words, you must stop and reset the gas pump. Record your name, project number, and purpose (e.g., boat fuel) on the accessory receipt and turn it in along with any others.

Vehicle mileage log

Each vehicle has a mileage log for recording trip data including the date(s), driver’s name, mileage driven, fuel purchases, and funding information. Travel charges are based on mileage and will be invoiced to the research project or approved funding source designated by the user. It is therefore vital to provide the project account number to charge for the trip. Please write legibly.

Vehicle returns

Return vehicle keys, the credit card folder, and all signed receipts promptly upon return (keys to the key box; receipts to Kayla Dye’s  mailbox; credit card to the main office or else Kayla’s mailbox if the office is closed). Vehicles are to be returned with at least half a tank of fuel, although full would be better appreciated by the next user.

Cleaning vehicles

Vehicles are to be returned just as clean (or cleaner) than they were when checked out. Remove all equipment, food wrappers, drink containers, personal items, etc., immediately upon return. KBS is not responsible for items left in vehicles.

Users are expected to vacuum the floors and seats, clean interior surfaces, and wash the vehicle as warranted. A shop vacuum is stationed downstairs in Higuchi Room 29 near the freight elevator, and another is available at the KU Garage (1505 Westbrook; Garage Hours: 7:30 a.m.–4 p.m. Monday–Friday).

A *free* carwash bay is available at the Facilities Services Garage; using it is preferable to taking it to a commercial car wash, as many do not offer receipts. Simple instructions on how to use KU’s carwash are posted above the key box in the KBS mailroom and on the website. Please clean up and wash out the bay once finished. Don’t leave any mud.

Seats that must be removed to create space are to be replaced upon return of the vehicle.



Inform Kayla Dye if any vehicle was not initially found to be in reasonably clean and good condition. REMEMBER, the user is obligated to return vehicles in good shape and ready to go for the next user. Repeated failures to perform this expected courtesy, or other forms of neglect or abusive treatment of KBS vehicles, can result in suspension of driving privileges.

Mechanical problems

All KBS vehicles are serviced routinely. However, any mechanical issues (including dashboard alerts) should be reported  to Kayla Dye ASAP. If out of town, the vehicle’s p-card should be used to pay for necessary vehicle servicing, repairs, flat tires, tows, etc., within reasonable limits. Consult with Kayla Dye (or Paula Szuwalski) to obtain approval before committing to any major or very costly repairs.

Emergency procedures

If a vehicle breaks down and cannot be safely driven back to Lawrence during office hours, contact Kayla Dye in instructions or advice is needed. Depending on the situation, it may be necessary to seek assistance independently. For relatively minor issues (tire repair, battery, and hose replacement, etc.), there is no need to call for instructions. The vehicle may be repaired at any qualified service facility using the credit card for payment. Receipts must be obtained.

Vehicle accident procedures

Report every accident involving injuries and/or other vehicles to the local police, sheriff, or highway patrol, and obtain a written accident report. Insurance information should be either in the glove compartment or on the mileage log clipboard. Report (in writing) the following accident information to the KBS office as soon as possible:



● Name of insurance company and policy number of each vehicle involved.  

● Copy of the Police Accident Report (or tracking number).

● Name, address and phone number of each driver, passenger, and witnesses.

● KBS vehicle tag number.

A FREE car wash bay is available at the north end of the KU Garage (1505 Westbrook), just south of Bob Billings Parkway. KU vehicle users are strongly encouraged to utilize the KU car wash facility whenever possible to save on costs to individuals or our research center. It is open 7:30 a.m.–3:30 p.m. M–F.

The bay door is normally left up during working hours except in winter. If the bay door is down, you must enter through the main entrance to the garage and push the button inside to open it. If the vehicle is muddy, you must wash it outside the bay so that the bay drain will not become clogged. If the vehicle is not muddy, you may wash it inside the bay. Please leave the bay clean.

Ask a staff member for help if you need it. A shop vac is also available at the garage.

See the references images below.

View of KU Garage with car wash bay open

Door switch




Car wash ON-OFF switch

     

Wash/rinse switch

Posted rules

KUCR specifies the following on its web page with information on procurement cards: "We ask that you contact the vendor to obtain a duplicate. If one is not available, please contact kures_card@ku.edu and we will send you a missing invoice form. Multiple requests for forms may result in retraining as we require receipts for all transactions."

Mechanical problems

Any mechanical issues (including dashboard alerts) should be reported to Kayla Dye (kaylaadye@ku.edu; 785-864-1502) ASAP. If circumstances permit, such vehicles should be taken directly to the KU Garage (864-3902 or 864-3628; 1505 Westbrook) for the fastest turnaround and because repairs are typically less expensive. Outside of Lawrence, the vehicle’s p-card should be used to pay for necessary vehicle servicing, repairs, flat tires, tows, etc., within reasonable limits. Consult with Scott before committing to any major or very costly repairs.

Emergency procedures

If the vehicle breaks down (cannot be safely driven back to Lawrence) during office hours, call the KU Garage (864-3902 or 864-3628) for advice and instructions. They will determine whether they will be able to come tow it, or, if not, you may need to seek assistance locally. As a general rule, for minor situations (tire repair, battery and hose replacement, etc.), you do not need to call for instructions and you may have the vehicle repaired at any qualified service facility using the vehicle fuel card for payment. Remember to obtain receipts.

Report every accident involving injuries and/or other vehicles to the local police, sheriff or highway patrol and obtain a written accident report. Insurance information should be either in the glove compartment or on the mileage log clipboard.

Provide to Kayla Dye (kaylaadye@ku.edu) a written report of the following accident information to the office as soon as possible:

• Name of insurance company and policy number of each vehicle involved;
• Copy of the Police Accident Report (or tracking number);
• Name and address of each driver, passenger, and witnesses.
• Vehicle tag #

Space authorization and approval

The allocation and/or other uses of designated office spaces, including student cubicles, are determined on a case-by-case basis and must be formally approved in advance by the KBS-CER director (Sara Baer). Prior to contacting the director with a request, please consult with the facility manager (Kayla Dye) regarding options and availability. Faculty, scientists, associate and assistant researchers, postdoctoral scholars, visiting scholars, and graduate students whose mentors are employed by this center can be assigned office space. Post-baccalaureate students enrolled in KU programs are also eligible for space if it is available. In general, undergraduate students are not assigned space but can be housed in supervisors’ labs.

Office and cubicle spaces are quite limited, so, with the exception of pre-existing space agreements, all other spaces are considered as part of a common “pool.”  Under no circumstances are office spaces to be assigned, or reassigned to anyone else, without first consulting with center administration.

Initial arrival and length of stay

Graduate students, postdocs, and visiting researchers are transient members of the research center and therefore their space assignments require regular updating. It is vital that the administration be informed, well ahead of time, about the timing of new arrivals, and also when individuals intend to leave.

Do not assume that an office or cubicle that appears to be unoccupied is available; it likely has been assigned to someone. It is important to have office space for researchers assigned before supervisors promise to provide it.

Remote, hybrid and underutilized space

The University of Kansas has a remote, flexible and hybrid work policy. Individuals who opt for remote work will not be assigned space in the KBS-CER facilities. Rather, these individuals will be provided access to "hoteling" space, an office that can be reserved for the times the individual is on campus. If individuals choose hybrid work, then at least 30 percent of their time must be dedicated to performing work in KBS-CER campus facilities (field work excluded); this time includes flexible work hours. Underutilized space, determined from the annual space utilizations survey, will be reassigned if others have greater need for the space.

Office space assignments are not permanent

Whenever an individual vacates assigned space, this change in occupancy must be reported to the KBS-CER administration. Do not assume that any recently vacated space still belongs to the same supervisor or to any program as a placeholder. Vacated spaced will return to the pool. It is incumbent upon supervisors to keep the administration updated with respect to the comings and goings of all personnel under their supervision.

Changing space assignments

It is permissible for students, postdocs and visiting researchers to be housed in the PI’s own laboratories or other assigned spaces, and in such cases this is usually preferred over the use of a cubicle or traditional office space. Use of PI space in this way can be very helpful at times as it alleviates overall demand for “common” space.

Please remember that, as a PI or supervisor, it is your responsibility to keep the KBS-CER administration informed of your space requirements. By being attentive to each of our individual situations, collectively KBS-CER can be more proactive in ensuring the most efficient utilization and fair distribution of office space for everyone.

The KBS/CER Internal Space Allocation Policy was developed in accordance with KU’s Space Management Policy and is subservient to it.

Supervisors are required to co-sign our written “Key Checkout Form” on behalf of graduate students as well as undergraduates under their supervision, acknowledge thereby that they assume personal responsibility (as well as liability) for ensuring that keys are treated in full compliance with KU’s formalized policy and also get returned to Kayla Dye, facility manager, when no longer needed.

IMPORTANT: Any individual who is issued keys to Higuchi Hall is agreeing to the following "Key Issuance Agreement" written by KU Operations.

KU Operations: Key Issuance Agreement

This agreement is a contract between the person signing for keys (herein referred to as “you” or “Holder”) and the University of Kansas (herein referred to as “University”). This agreement pertains to the keys which are being signed for (herein referred to as “keys”).

1) You understand that keys are property of the University and must be surrendered upon demand, or upon completion of your assignment, whichever is sooner. You agree that you will only use keys for authorized purposes in the course of your duties. By signing for the keys, you acknowledge that you will be held responsible for their loss or improper use.

2) Improper use includes, but is not limited to loaning or transferring keys, attempting to make duplicates of keys, modifying keys to enhance access privileges or reverse-engineering keys in any way. The KU Operations Business Office may perform random audits and you agree to comply with any requests to visually verify that you are still in custody of keys.

3) Should you lose any keys, you will immediately report their loss to KU Operations. When it is time for you to surrender keys, you will return them to Carruth O’Leary, Room 144 (1246 W. Campus Rd, Lawrence KS 66045), whereupon you may request a receipt documenting their return.

4) In the event that you fail to comply with any of the terms of this agreement, the University will pursue all available remedies including the withholding of academic transcripts, withholding of additional keys, and the rekeying of all areas to which your keys granted access. You agree to be financially responsible for any rekeying that is the direct result of your loss or improper use of keys.

If you have a visitor to campus who needs to park near Higuchi Hall, please contact Kayla Dye, Paula Szuwalski or Brandy Hildreth Baranski. Yellow permits are $3/day. Please provide the following information:

• license plate number (and state) of the visitor's vehicle;
• make and model;
• color and style;
• owner name.

KU Parking lays out its standard policy and fees for visitor parking on its Permits Visitor parking web page.

Two loading zones have been established by Parking Services in the Higuchi Hall parking lot on the south side of the building.

One is located directly east and immediately adjacent to the Annex, as denoted by the yellow hashed lines on the asphalt.

The other covers the entire recessed area that includes the loading dock and entrance to the tile room. Approaches to the loading dock, the dumpster and recycling containers must remain freely accessible for deliveries and/or servicing at all times.

Anyone may park in the specified areas for up to one hour (60 minutes) without a parking pass.

It is extremely important to utilize the loading zones only as necessary for truly legitimate purposes (i.e., strictly for loading and unloading). Being late to a meeting is not a legitimate purpose.

Parking is NOT allowed in the loading zones merely in lieu of, or else in order to avoid, purchasing a standard parking pass (this includes visitors). If this begins to happen with any regularity, Parking Services may respond by taking away this privilege. Ours is one of few places on campus that has been allowed to have full one hour loading zones (most are 20 minutes). This exception was granted almost solely on the basis that our circumstances frequently require more time for certain things such as organizing/offloading for activities related to field work. Therefore, it must not be abused.

Quick version: Create a New Meeting or New Event and type "Higuchi Hall" in the location box or line. This brings up a drop-down list of conference rooms in the building (and their availability). Choose the one you want, fill out required info, and send. You will receive an email confirmation from Outlook.

• Open the Outlook App on your desktop.
• Sign into your account using your credentials.
• Go to Calendar.
• At top left of your screen, choose New Meeting (Mac users: New Event)
• A new window will pop up. In the Location line, type "Higuchi Hall" (Mac users: Type "Higuchi Hall" in Add a Location line); this opens a dropdown list with all locations in the building and indicates which are or are not available.

• Choose your room; that room name
• will now appear in the Required line of the new meeting schedule box.

Fill out the following information:

Title: Type the group/lab involved and type of Meeting (e.g., Baer Lab meeting)

Required: You can add people to this field if you want them to receive the meeting invitation. Do not delete the Conference Room already in the “Required” field. Just click in after that entry and add the names of the people you want to attend the meeting.

Start Time

End Time

Location: Microsoft Teams Meeting automatically populates. You can leave it or delete it. Just make sure you leave the already populated Room selection as is.

• Verify that everything is filled out as you intend and press the Send button.
• Your meeting will be approved automatically and scheduled in the calendar.  You will receive a confirmation email to your KU email.  

To cancel a meeting

Double-click on the meeting in your calendar to open the Meeting detail box. Click Cancel Meeting in the top left corner. Only the person who set up the meeting can cancel a meeting.

Mail and delivery services (e.g., USPS, FedEx, UPS, KU Campus Mail) are centralized and normally available 8am-5pm M-F in Room 106. If 106 is locked, an A1 key will permit access.

Full mailing address:

Kansas Biological Survey/KU Center for Ecological Research

Higuchi Hall, Room 106

2101 Constant Avenue

Lawrence, KS 66047-3759

Placing supply/equipment orders, printing of shipping labels, postage, arranging for carrier pickup, and delivery tracking are the sole responsibility of the recipient. The name of the recipient should always appear on incoming shipment labels or otherwise be clearly identifiable.

A package sign-in sheet is placed on a clipboard on the small round table in Room 106. Kayla Dye, facility manager, or another member of the administrative staff enters incoming deliveries on the sheet as they arrive and typically notifies the recipients promptly via email. When recipients come to retrieve them, they are to sign the sheet on the corresponding line(s) acknowledging that they have in fact been picked up. Deliveries tend to pile up, so please retrieve them ASAP.

Incoming packages and other deliveries are typically left on (or near) the small round table in 106. 

On the other hand, outgoing shipments should instead be placed (as posted) on the rectangular table in the back room of 106 (under the window) to keep them separate and easier for the carrier to locate.

Large, heavy, or bulky items (e.g., freezers, pallets) may need to be delivered instead directly to the Higuchi loading dock, off-loaded directly onto the ground, or sometimes to a different building. In such cases, it is very important to track the shipment’s ETA and coordinate accepting the delivery with Kayla.

Except in emergency situations (e.g., serious water leaks, clogged toilets, chemical spills, smoke, etc.), all other facilities-related service requests are to be channeled through and vetted by the front office administration, noting that many times these constitute billable expenses that must be pre-approved. Contact Kayla Dye, facility manager, if you are experiencing any kind of non-emergency building-related issue. In the event of a genuine emergency, report it immediately to Kayla, or else call Facilities Services directly at 785-864-4770.

• 911 is the emergency number for Lawrence/Douglas County police/fire/medical
• KU police (Campus Safety): (785) 864-5900
• Lawrence Police: (785) 832-7509 (dispatch)
• Emergency Room at Lawrence Memorial Hospital: (785) 505-5000.

Contact Brandy Hildreth for new Pcard applications. The KUCR website provides additional information on Visa procurement cards. 

Please see the web page for FITC training.

KU Travel Services web page

Please see the KUCR  web page on travel forms and policies.

See KU's Travel Training Guides web page.

See KU's Travel Policy & Procedure web page.

Page where form is found (requires KU sign-in): https://kansas.sharepoint.com/teams/fsrc/Lists/P2P%20Forms/Tiles.aspx



 

KUCR has developed an extensive page of resources to help researchers find funding tailored to their specific criteria.

Please see the KUCR proposal budget preparation web page.

Please see the KU Office of Research web page with table of forms and policies, with links.

Please see this KU Office of Research web page with resources and links to help researchers envision, plan and maintain safe and inclusive research environments, particularly for off-campus or off-site work.

The Communications Coordinator (Kirsten Bosnak) can help with the following, as well as other issues having to do with content and research-related news. If you're wondering about getting help about something not listed here, don't hesitate to ask.

• Content on this website
• Up-to-date, official logo and e-letterhead
• Development of content (in various forms) for distribution (through various channels)
• Work with KU News and outside media (determining most appropriate outlet for pitching stories)
• Dissemination/distribution of news
• Working with multiple departments at KU or multiple institutions for a coordinated announcement (e.g., of a grant)
• Facilitating development of new websites or help with existing sites
• Assistance with wordsmithing, photography, design, website design and signage (and getting you to the right person at KU for techical help)
• Images from our photo library
• Taking photos of you and your staff at work (for websites, presentations, etc.)
• Getting a new headshot (anybody, including our undergraduates)
• Questions about our Twitter, Facebook, Instagram and YouTube accounts

Guidelines and practices for speaking to the media

See the content below as a separate web page.

The initial point of contact for members of the media is typically the communications coordinator (Kirsten Bosnak), who provides background information, assists with story angle if needed, and may direct members of the media to contact specific researchers according to their areas of expertise.

KU has established Media Guidelines and Practices for the university, which you may want to review. In general, follow the practices outlined below when speaking with the media. Please use professional judgment in making decisions regarding the content of interviews.

• Do give interviews: Researchers at every level are highly encouraged to respond to requests for interviews by the media regarding their areas of expertise, and their research projects and products. However, they are not spokespersons for the overall research center.
  
   
• Let others know: Please inform your supervisor/director and the communications coordinator if you are interviewed so they will be aware of forthcoming news.
  
   
• Staff members check with directors: Staff members in individual labs should check with lab directors if they receive a request for an interview regarding research in that lab, or other information about our research center or the Field Station.
  
   
• Make sure reporters have your correct title and the full name of the research center: If you are interviewed, please make sure that the reporter has the correct title you hold at our research center and that they know the full name of the research center: Kansas Biological Survey & Center for Ecological Research.
  
   
• The director is the spokesperson for the research center: The director (Sara Baer) is the sole spokesperson for the Kansas Biological Survey & Center for Ecological Research; no other person, unless designated by the director, represents the unit in speaking with the media. Administrative staff members may provide background information to reporters and, in unusual time-sensitive situations in the absence of the director, provide basic information about the research center.
  
   
• Interviews regarding the KU Field Station: The director of the research center (Sara Baer) and the director of the KU Field Station (Bryan Foster) are spokespersons for the Field Station; no other person, unless designated by one of them, represents the Field Station in speaking with the media. There will be instances in which the Field Station manager (Sheena Parsons) and the education program coordinator (Wendy Holman) are interviewed by the media about specific information, projects and events. If you are interviewed regarding research or projects at the Field Station, please limit your responses to your research and experiences there.

If you are interested in having a news release written about a specific topic, please consider what audience you are trying to reach and discuss your news with Kirsten Bosnak. There are many ways to share news in addition to KU news releases, and there might be a more targeted strategy for reaching your audience. We will also discuss strategic timing. Please give as much notice in advance as possible.



What happens to KU news releases?

• KU News emails them to all faculty, staff and students, so they are a great tool for reaching out to the KU community and the KU administration;
• KU News sends each news story to a customized list, developed by KU News staff, of local, state, regional and national media who are likely to be interested in it. Editors at each media outlet receiving these releases may choose to: 1) ignore this information; 2) publish the story (or parts of it) as it stands; or 3) use the information as part of a story or interview their staff generates.

Who writes KU news releases?

Stories originating at KU are written by staff members holding communications and public affairs positions throughout the University, including those:

• in individual academic and research units (such as our research center) or the College;
• in administrative units, including the Office of Research;
• in the Office of Public Affairs (some writers focus on topics likely to be of interest within the state; others focus on topics likely to be of national interest);
• at KU Endowment;
• at Kansas Alumni Magazine.

Who writes the story depends on a number of factors. It is not uncommon for a story to be appropriately written by any of several writers who are connected to it; in these cases the writers decide among themselves who will write it. Sometimes it is a matter of who has time or the most knowledge about the topic. In almost every case, the communications staff member in the department will write the story or provide background information — sometimes basic, sometimes quite extensive — to the outside writer.



Do the communications staff members at KU coordinate their plans?

Absolutely. Communications staff, public affairs staff and KU News staff across the University function as a tightly coordinated network. As a matter of KU protocol, every story will be sent for pre-publication review to the head communications staff member of every unit or office mentioned in the story. That is to say, if anyone at KU writes a story and you are in it, your communications staff member will see it before it goes public — even if they didn't write it and even if you never told them about the story (though KU expects you to).



I published a paper. Can we do a news release about it?



Publishing a paper is not considered news; it is ordinary activity. But it is common for KU to produce stories about research projects and their significance, and to mention the recent publication of a paper about such projects as the reason for the timing of these stories.



What if I and my research collaborators want to share the same news through multiple institutions?

It is not unusual for researchers from multiple institutions to request coordination of the release of news (usually the announcement of a large grant). All collaborators should notify their respective communications staff members so that those writers and news offices can determine who will write the baseline story and coordinate the timing of the news release. Please provide as much advance notice as possible, as many parties are involved.

 

Increased security measures taken by KU during 2020 and 2021 included limiting the number of people who have access to departments' email lists. Members of the administrative staff (Sara Baer, Paula Szuwalski, Brandy Hildreth Baranski, Kayla Dye and Kirsten Bosnak) all have access to the list and are able to forward announcements. In general, if you have an announcement you'd like to share with entire list, please send it to Kirsten or Brandy. Announcements are limited to professional or office-related topics.

Principal investigators at our research center may download the most up-to-date version of the official logo (signature) for the Kansas Biological Survey & Center for Ecological Research directly from the KBS PIs & Admin group in KU Microsoft Teams. See the "Logos and more" folder. The logo is for use on posters and other materials that present your research. Please note that KU explicitly forbids the use of any of our previously used logos as well as the development of other logos or symbols that function as logos.

Others may contact Kirsten Bosnak, communications coordinator, for the logo. 



At this time, the KU Field Station is not approved by the University of Kansas to have a logo. However, the name can be presented professionally on a poster or on other materials through application of KU's branding standards.

Principal investigators at our research center may download the most up-to-date version of the official electronic letterhead for the Kansas Biological Survey & Center for Ecological Research directly from the KBS PIs & Admin group in KU Microsoft Teams. See the "Logos and more" folder. This is a Word document into which you can add and format text, then print.

Others may contact Kirsten Bosnak, communications coordinator, for the e-letterhead document.

Principal investigators at our research center may download a simple PowerPoint template with light branding for the Kansas Biological Survey & Center for Ecological Research directly from the KBS PIs & Admin group in KU Microsoft Teams. See the "Logos and more" folder.

Others may contact Kirsten Bosnak, communications coordinator, for the template.

Go to KU's Brand Center page for the following information and more. Please contact Kirsten Bosnak if you would like help with the interpretation or application of these standards.

• the official KU color palette and typography;
• downloadable KU-branded templates for PowerPoint presentations, flyers and social media posts and avatars;
• design guidelines.

For the Kansas Biological Survey & Center for Ecological Research:

Twitter account (Audiences: Ecology research community; KU community)

Facebook page (Audiences: Ecology research community; KU community; general public)

YouTube channel (Audiences: Ecology research community; educators; general public)



For the KU Field Station:



Twitter account (Audiences: Educators; general public)

Facebook page (Audience: General public)

Instagram handle (Audience: General public)

Playlist on YouTube (Audience: Ecology research community; educators; general public)

For proper disposal of any e-waste, such as old computers, printers, old cables, peripherals, please use the ticketing system by emailing tsc-kbs@ku.edu. This allows us to track all e-waste leaving our research center and adheres KU IT best practices.

Email tsc-kbs@ku.edu, and this will automatically generate an IT ticket, and Haris Khan (or another IT back-up staff member if he is away) will be in touch directly. Send only one email about your issue to this address; do not keep checking back as this only slows the queue.

If you need help, email tsc-kbs@ku.edu, and this will automatically generate an IT ticket, and an IT manager on West Campus will be in touch as soon as possible. Send only one email about your issue to this address; do not keep checking back as this only slows the queue.

Email tsc-kbs@ku.edu, and this will automatically generate an IT ticket, and an IT manager will be in touch directly. Send only one email about your issue to this address; do not keep checking back as this only slows the queue.

If you're having an issue with an existing website (your lab website) that was created in WordPress by KU staff, contact KU Web Support, 864-8080 or webservices@ku.edu.



If want to talk through a conceptual change to the design of your site or the addition of a section, or you are not sure what you ask of KU Web Support, you are welcome to check in with Kirsten Bosnak, Communications Coordinator.

If you need help with a website (your lab website) in KU's platform/content management system (the one used to build this website), your primary contact is KU IT (tsc-kbs@ku.edu; 864-8080), but you are welcome to discuss your questions with Kirsten Bosnak, Communications Coordinator. Kirsten built and maintains this site using this platform and has helped other researchers here with their websites in this platform.

KU IT offers classes, side-by-side sessions and other support for building and maintaining these sites; check the KU CMS Guide web page.

See the Finance Service Portal.

To find your finance contacts(Universitywide search), search by department to find the appropriate contact for Pcard payments, invoice payments and travel reimbursements.

The contacts for the Kansas Biological Survey and the Dept. of Ecology & Evolutionary Biology are:

Elissa Stewart and Sydnie Granger, Accounting Specialists;

• Pcard Reconciliation
• Travel Authorization Requests
• Travel Expense Reports
• Employee Reimbursements
• Invoice Payment
• Purchase Orders
• FITC Assistance

Allison Johnson, Finance Manager, 785-864-0505, arjohnson@ku.edu:

• Departmental Invoice Requests
• Departmental Budgeting Support
• Accounting Issues/Problems

Carley Fannin, HR Coordinator, 785-864-0932, carleystone@ku.edu:

• Staff Recruitment, Hiring and Onboarding
• Temporary Employee Recruitment and Hiring

Randye Reber, HR Specialist: 785-864-0321; randye.reber@ku.edu;

• Student Recruitment and Hiring

Contact the KU Card Center (785-864-5845) in the Kansas Union, Level 4, for a new or replacement KU ID card. Please see the KU Card Center website.

Contact KU Parking (785-864-7275) for parking permits. Please see the KU Parking website. Offices are at the Allen Fieldhouse garage.

Please review the following brief information from KU Human Resources if you work with volunteers in your lab, at the Field Station, or otherwise as part of your KU employment; or if you have unpaid student interns; or are working with anyone who might fall into a gray area. https://humanresources.ku.edu/volunteers

In particular, please fill out the following form for each volunteer and keep this in your records. In certain cases (described on the form), provide a copy to KU HR.

https://humanresources.ku.edu/sites/humanresources/files/documents/Volunteer_Form_Final.pdf

See the KU Human Resources page on time, pay and leave for detailed information on:

• how to report leave time;
• detailed information on vacation, sick leave and other types of leave available;
• paid holidays;
• employment and salary verification (use this to provide our information to mortgage lenders, banks, apartment complexes and other verifiers who may need proof of employment or income);
• payroll information;
• and more.

See the KU Human Resources Holiday Schedule for a table of paid holidays for University Support Staff (USS), Unclassified Professional Staff (UPS), and fiscal year faculty and academic staff.

Our research center follows and adheres to the KU policies listed in the KU policy library. See the KU Policy Library web page.

KU Human Resources website

Please see this KU Office of Research web page with resources and links to help researchers envision, plan and maintain safe and inclusive research environments, particularly for off-campus or off-site work.

Office of Diversity, Equity, Inclusion & Belonging 

Office of Civil Rights & Title IX

Resources for reporting discrimination and harrassment

Within the page linked above, scroll down for information on what to do if someone shares a concern or incident with you.

Sexual Assault Prevention & Education Center



List of resources and contact numbers, Sexual Assault Prevention & Education Center

Watkins Health Center services and information

For general information about the Field Station, start with the Field Station home page.

The web page on research at the Field Station links to a page with information on rules, fees and applications. All research projects must be cleared in advance by Sheena Parsons (sheenap@ku.edu), station manager.

All parties, including classes at any level, who are interested in a visit, not having to do with research, to any part of the KU Field Station not generally open to the public, must complete an application for non-research use.