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lab:guidance_for_hosts
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lab:guidance_for_hosts [2024/10/01 12:59] singhj |
lab:guidance_for_hosts [2025/09/02 13:14] (current) singhj |
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| **Starting the week or so before the speakers visit:** | **Starting the week or so before the speakers visit:** | ||
| - First, give the admin a list of people who want/need to meet with the speaker. For NSAC members, etc., make sure that Lab Director and Chief Scientist are given the opportunity to get meeting slots. If there are still spaces left, let the Admin know to open the signup list to a broader audience (e.g. the whole Accelerator Group, Nuclear Theory postdocs). Make sure enough people sign up to meet with the Speaker so that they have a good experience. | - First, give the admin a list of people who want/need to meet with the speaker. For NSAC members, etc., make sure that Lab Director and Chief Scientist are given the opportunity to get meeting slots. If there are still spaces left, let the Admin know to open the signup list to a broader audience (e.g. the whole Accelerator Group, Nuclear Theory postdocs). Make sure enough people sign up to meet with the Speaker so that they have a good experience. | ||
| - | - Organize a tour of the facility (FRIB) led by a faculty member. | + | - Organize a tour of the facility if requested and allowed: |
| + | - Make sure that the Admin checks the "export control" status of the Speaker - some areas of the Lab are inaccessible if it requires an ACP | ||
| + | - Make sure that you have taken or refreshed yourself on the "Perform tours of the Laboratory" competency on Intra Enterpise | ||
| + | - Make a list of the proposed tour stops (the FRIB linac areas are usually off limits - either it is delivering beam or maintenance is being performed) | ||
| + | - Request permission from [[https://enterprise.frib.msu.edu/SpaceManagement/Area/Summary|Area Coordinators/Managers]] for an escorted tour of their space | ||
| + | - Submit a WCP with all tour stops listed (set all values to 1 and only send the notice to the Area Coordinators/Managers) | ||
| + | - Show up at the 08:00 AM meeting on the morning of the tour and answer any questions about the tour | ||
| + | - Coordinate with Zach about doing a radiation survey on the tour route on the morning of the tour | ||
| - Organize a place for Speaker to sit (with computer, if needed) if there are gaps in the schedule. | - Organize a place for Speaker to sit (with computer, if needed) if there are gaps in the schedule. | ||
| - Let the Speaker know that they will be having lunch with just the graduate students (~10). | - Let the Speaker know that they will be having lunch with just the graduate students (~10). | ||
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| - The Host pays for food and non-alcoholic drinks, and gives an itemized receipt to the Admin together with a list of the names of the participants and then the Host will be reimbursed. | - The Host pays for food and non-alcoholic drinks, and gives an itemized receipt to the Admin together with a list of the names of the participants and then the Host will be reimbursed. | ||
| - Note that the alcohol is not normally reimbursed - possibilities to deal with alcohol includes separating checks, or, MSU people split the alcohol bill. Alcohol may be reimbursed if pre-approved by the Lab Director. | - Note that the alcohol is not normally reimbursed - possibilities to deal with alcohol includes separating checks, or, MSU people split the alcohol bill. Alcohol may be reimbursed if pre-approved by the Lab Director. | ||
| + | - [[https://portal.frib.msu.edu/sites/dcc/pages/dcclink.aspx?WBS=S10201&Sub=MA&SN=005092|How-To Helpsheet: How to Request Reimbursement for a Hosted Meal]] | ||
lab/guidance_for_hosts.1727801941.txt.gz · Last modified: 2024/10/01 12:59 by singhj
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