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8. What's in my office (wherever it is); what's not?
Here's a list of issues you need to track as you plan your move onto campus. Policies, practices and procedures vary from department to department, so it is important that you recognize the value of your new department's administrative assistant as a key ally in this process.
Physical address of your office
Physical address of your office
Your campus address will include the building name, the department's office number, plus the standard city information which is the same for all departments, no matter where they are physically located. For example:
University at Albany
1400 Washington Ave.
Albany NY 12222
For campus mail it is usually sufficient to use the name of the addressee and the department name, although you may want to include the office building and number, just to be sure.
Office availability (move-in) date
Be sure to check with the departmental administrative assistant to make sure your assigned office will truly be vacant and ready when you arrive. This seems obvious, but it can be a problem if you are moving into an office formerly held by a retiring professor, or that is undergoing renovation.
Building swipe card for weekend/evening entry
Your UAlbany Faculty ID card will be programmed to work on the swipe machines specific to your building. Your department chair or administrative assistant will need to request this access for you.
Your departmental secretary will need to ensure that an official key request has been submitted and approved before you will receive your key. You will want to begin this process during the summer if possible, so you can avoid having to wait for your keys. The key shop is in the basement (tunnel) of the Social Science building, beside the loading docks.
There should be a standard phone already connected in your office. Be sure to change the greeting as soon as you have established your password through ITS phone service.
For campus calls dial the last five numbers of the 7 digit number. For local phone calls dial 9 + the 7-digit local number. If you want more features than the standard phone provides (e.g., speaker phone, caller recognition), you may need to spend your own start-up money, or negotiate for a special phone with your department chair. For long distance calls you will need to have assigned to you a personal phone code that allows the department to track long distance calls. Read about this code at the site referenced above, and see your departmental secretary or technology coordinator for help in getting this code. Be sure to keep it in a secure but convenient place (or memorize it), as you will probably need it often if you work at the national or international level.
You should clarify when you negotiate for the new position whether items such as desks, chairs, curtains/shades, computers, etc. are automatically provided, or if they will be paid for out of your start-up package (if you have one). All orders for new furnishing should begin with your department chair and/or secretary. Keep in mind that, depending on the items needed and the source of the funding, it may be several weeks before delivery.