PhD Student Orientation Guide

From GSLISWiki

This guide, created by the New Student Orientation Committee, is meant to provide information useful for new PhD students for when then first arive on campus.

[edit] Getting Started

What you need to do when you get to campus.

[edit] Getting your UIUC ID Card

Normally you can get your ID in the university bookstore, which is right on the corner of Wright and Daniel streets, about a block away from GSLIS on the opposite side of the street, right near the university quad. The card office is on the 2nd floor in the back--go up the stairs and keep going straight, if my memory serves me correctly.

When the freshmen are on campus for their orientation at the beginning of the Fall Semester, they move at least some of their services to the Illini Union, but I'm not sure if this applies to graduate students as well. (I think it does)

[edit] Getting Keys and Keycard Access

You will likely end up with a whole set of keys to add to your keychain.

The Doc Study Key is the first key you will need. To get this key, go to Ted Robb (and if he's not around, Sally Eakin or Kathy Painter), tell them that you are a new PhD student (they may ask you to show them your ID), and they will give you the key. Recently, there has been a rule instituted that you need to get your supervisor's permission to get a key. Your advisor should do for this.

Professors often require that you get keys to certain offices, and sometimes they will give you keys to their own office. To get these keys, you need to have the professor send an email to any (or all) of the above staff members which authorizes them to give you the keys, and then you can go to them and request the key. This also applies if you need key-card access to the ISRL, though I think only Sally or Kathy can give you key-card access. ** If you have any questions about any of this, feel free to ask the office staff. They are all very nice and eager to help.

If you want key-card access to the LRL, you simply have to get trained by the OITR, and then they will get you access (or tell you who to talk to in order to get access). LRL access is useful in case all the computers are being used in the Doc Study during non-business hours, and you need to work on a GSLIS computer. They also have a scanner, printers, and a copy machine down there, which can be very useful at times. Finally, they have headphones that you can use for taking LEEP classes available in the LRL. While the LRL is primarily designed for masters students, many PhD students find it very convenient to work down there, and spend most of their time there.

If you need key-card access to Room 52 (the CTL), you will need to talk to the User Services people (next to the Doc Study), because the training for that room is more complicated.

If you are a TA, you can also get a key to access the TA study on the 3rd floor of GSLIS. You will need your supervisor's permission, again, either Lori Kendall or your advisor will do.

[edit] Mail

Student mailboxes are located in the basement of GSLIS near the CCB in a hanging file cabinet. Each student has a hanging folder with their name on it. The GSLIS mailing address is:

The Graduate School of Library and Information Science
University of Illinois at Urbana-Champaign
501 E. Daniel Street
MC-493 (mail code)
Champaign, IL 61820

Faculty mailboxes are located on the second floor near the kitchen near the East Stairwell (near user services). Theirs are wooden boxes. This is also where photocopies of readings for some of your classes might be found, as well as the GSLIS copy machines.

[edit] Copy Machines

The GSLIS copy machine is located next to the faculty mailboxes on the second floor near the kitchen near the East Stairwell (near user services). To use it you need to get a personal account setup with Christine Hopper in the front office, and you will be billed for your use of the machine at the end of each semester.

There is also a copy machine located in the LRL run by the OITR which works on an honor system.

[edit] Lockers

The Doc Study Lockers page has more information, but to get a locker, find an open one, and go talk to Christine Hopper or Ted Robb about getting the combination.

[edit] Access to Computer Accounts

To obtain your login name and password, you need to talk to one of the people in the Front Office. They will have your user account information in an envelope there.

There are several different passwords for different accounts and logins which you will have, including Cites, Enterprise, and GSLIS. For more information, talk to the people in the OITR or check out their guide to passwords at:

http://leep.lis.uiuc.edu/techguide/Your_Accounts_and_Passwords/Introduction/index.html

The OITR has also created some other help pages which you may find useful:

http://leep.lis.uiuc.edu/techguide/

Check out important UIUC Websites that you will need or may find useful, including NESSIE which allows you to access your employment information, and the new Banner system which allows you to register for your classes, view your financial aid information, etc.

[edit] Setting up Employment

To ensure that you get paid when you come here, you need to do the following:

Visit Suzi Harmon and Lila Evans in room 112D in the Front Office to fill out your I-9 form.
- When you go to visit Suzi and Lila, be sure to bring the relevant identification materials so they can verify your identity as required by US law.
  - Typical IDs include:
    - Driver's License/State ID Card AND Social Security Card (Birth Certificate can be substituted for the SS Card).
    - Passport
- The I-9 form and the list of appropriate ID documentation can be downloaded from the US government's website at:
  - http://uscis.gov/graphics/formsfee/forms/files/i-9.pdf
- You are only required to fill in the top half of the form (Section 1). Suzi or Lila will fill in the rest.
- Note: If you were recently employed by UIUC, the university likely already has your I-9, and you should already be in the system. Make sure you log into NESSIE and fix any addresses or other contact information that needs to be fixed.
When Suzi or Lila has your completed I-9 form they will be able to enter your name into the system, and you will recieve an email, which will instruct you to log into NESSIE New Hire, which is the link at the bottom of the email, using the login ID and password provided in the email.
- Do not be confused by the email: the first link in the email directs you to NESSIE, which is different from NESSIE New Hire.
  - NESSIE is where you go to update and maintain your employment information.
    - https://nessie.uihr.uillinois.edu/cf/index.cfm
  - NESSIE New Hire is where you go when you are first hired to enter in your employment information for the first time.
    - https://newhire.uihr.uillinois.edu/
Once you log into NESSIE New Hire you must fill out the information as instructed.
- Once this information is filled out, if you are a US Citizen, you are finished. If you are an international student, please proceed to the next step.
For International Students Only: After filling out the forms on NESSIE New Hire, Lila will receive notification and then will send you an email directing you to visit the UIUC Payroll Office to complete additional paperwork.
- The purpose of this is that specialized arrangements have been worked out between the US and individual nations in various treaties regulating how much money can be deducted in taxes from your income, and only Payroll specialists know what the details for each country are.
- The Payroll Office is located in room 100A in the Henry Administration Building
  - Map: http://webtools.uiuc.edu/ricker/CampusMap?buildingID=46&target=displayHighlight

Now you are finished. If you want to view a paystub, change addresses or any other employment information, you will now need to log into NESSIE:

https://nessie.uihr.uillinois.edu/cf/index.cfm

[edit] Important Notes and Caveats

IMPORTANT: If you do not receive your first paycheck on the day you ought to have received it, talk to Suzi Harmon and Lila Evans in room 112D in the Front Office immediately! It is not a bother, and the longer you wait, the longer the process will take to make sure you get paid!

You should be aware that a number of options on the electronic forms are not available, so you may have to talk to the people at Payroll in person.
- For example, I qualified as EXEMPT on my W4 when I first got here, and the option did not exist in NESSIE New Hire to select EXEMPT status. -Ingbert
- The Payroll Office is located in room 100A in the Henry Administration Building
  - Map: http://webtools.uiuc.edu/ricker/CampusMap?buildingID=46&target=displayHighlight

[edit] Relevant UIUC Employment Websites:

NESSIE

https://nessie.uihr.uillinois.edu/cf/index.cfm

NESSIE New Hire

https://newhire.uihr.uillinois.edu/

[edit] Miscellaneous Stuff

[edit] Office Supplies, etc.

If you need office supplies for the Doc Study, or any other office or public space in GSLIS, simply go to the main office, and talk to someone at the reception desk, and they'll help you out. Office supplies may include but are not limited to whiteboard markers or erasers; whiteboard cleaner; cheesecloth; kleenex/tissues; manilla folders (for the filing cabinets); post-its; staples; paperclips; tape; new staplers, tape-dispensers, or phones; etc.

[edit] Kitchens and Storing Food

There are three kitchens in GSLIS. Two are in the basement. The faculty/staff kitchen is the one between the CCB and the LRL that has no chairs, the student kitchen is the one under the main lobby by 126 that has a small lounge area. Feel free to store your food in the student kitchen. There is also a new kitchen area on the second floor near the east stairwell.