If you are considering hiring a work-study student, think ahead! Students are often committed for work-study positions as far as six months in advance. For instance, if you wish to hire someone for the fall term, you'll want to post the job on the Student Employment website the spring before. Also, this site allows you to save a job description over time. If you hire a work-study student in the fall of one year, you can simply repost the exact same job the next year if needed.
As an academic, you owe it to your student employee to orient them to the lab by the book. Because of this, they can be time-intensive; don’t hire more than you can handle. Remember your lab is a business.Need to hire a temp? Pay a student (who doesn't have work-study funding) for a one-off project? PeoplePay is the right tool. Keep in mind that if you are considering hiring an existing U-M employee to "moonlight" as a temp or as a contract worker, that person CANNOT work for you if the work/project falls within the scope of their "day job." For instance, if their day job involves preparing samples for analysis in a U-M colleague's lab, you cannot hire them as a contractor or temp to prepare samples for you in YOUR lab on the weekends.
ONBOARDING CHECKLIST (PDF)
Every year, staff must certify their effort in the "Employment Information" section of Wolverine Access. Make sure each of your staff members know the percentage breakdown on how their effort is funded.Have you talked to the team member in your department who is responsible for payroll? If you don't know who that is, ask your Research Administrator or your Department Administrator. Work Connections is the U-M service that provides guidance on short-term disability or illness. Tackling how a health issue for a staff member - or yourself - impacts work is never easy. Find a colleague who has been through something similar; they can offer insight into the university's processes and policies for short and long-term disability.
Career Development & Training
Grants & Funding
Not yet ready to submit a full proposal? Need more preliminary data? Use Competition Space to look for pilot funding opportunities.
If you’re working through ideas, spend some preliminary time on explaining your scientific goals to others, so it becomes easier to write in your proposal. Talking through your science and receiving feedback will bring clarity to your proposal.
As part of your pre-proposal discovery process, check out Michigan Research Experts if you're looking for potential collaborators on campus.
Strong post-award financial management is dependent on having a good financial plan in the proposal. Work with staff who will manage the funds later, to make sure you’ve taken into consideration all the costs that might be required for the project.Be careful what you promise, because you’ll have to deliver! For instance, if you say you’ll cover a certain cost that the sponsor does not – you’ll be held to that later.
General Ledger & Budget
M-Reports is the tool that allows you to track revenue and expenses on your grants on a monthly basis."Chartfields" are the seven fields associated with your funding in M-Pathways. If you know your shortcode, you can use this webpage to double check numbers like your Department ID, Project Grant, and more. Make sure you're reviewing your financials monthly with your research administration staff, and that you’re forecasting expenses. This is part of your responsibility as the principal investigator – don’t just leave it to your administrative staff.
PURCHASE CARD ("P-CARD")
If you're starting a new lab or looking for more info about our strategic vendors, schedule a consultation with the Research Area Specialist, Vidya Sarma (firstname.lastname@example.org), in Procurement. She can help you optimize your research funds, with savings opportunities for reagents and consumables - for instance the best prices for gloves and fetal bovine serum can be found at the Biomedical Research Store.
Without the EXACT name, it's difficult to find a specific vendor or item in the FINPROD tool. An easier way to find a vendor or item is to click "contains" on the qualifier in the search field. For instance, if you're looking for Thermo Fisher Scientific, search "thermo."Remember that to use Marketsite for anything other than browsing, you must first request access at http://its.umich.edu/accounts-access/administrative-access/oars.Keep in mind that very few staff at the U-M are authorized to sign a contract for purchase.
M-Pathways is the overarching web tool that encompasses both the Financials & Physical Resources Management System and HR for managers. The Procurement section of the Financials tool is where you have the ability to create an "ePro Requisition," or "ePro Req," which is a purchase order for a product or service.
U-M has negotiated "strategic" agreements with many vendors across a wide range of specialties - check with Procurement at the beginning of any search for a large purchase.
Check with the team member in your department responsible for Finance to determine if you are eligible to be assigned a Purchase Card.Concur is the web tool U-M uses to manage reimburseable expenses like travel and hosting. Check with your Department Administrator to see if you have a team member who is responsible for Concur.
When you first move into your lab space, schedule a meeting with the building's janitorial staff supervisor to discuss expectations.
For changes to your space or utilities, the Facilities Department requires a Work Order, which requires a shortcode.
If you need to replace keys to your office or lab, you'll need a paper requisition signed by an authorized signer for your building to take to the Key Office. The authorized signer can sometimes be your Department Administrator - if you're not sure, call the Key Office at 734-764-3481, and they'll tell you who is authorized for your building.
Call 734-647-2059 for help with building problems like water leaks, light bulbs out, thermostat problems.
Contact Moving & Trucking if you need something heavy or oversized moved, like file cabinets, refrigerators, or fume hoods. Or if you've ordered a piece of equipment that is delivered to the loading dock of your building, and you need assistance with moving it into your lab.While there are self-service machines in many lab buildings, glass cleaning is available across campus via this service offered by the North Campus Research Complex.
IT & Phone
If you're starting a lab and would like a website, start by reaching out to Michigan MultiMedia. They are a unit within Health Information Technology & Services (HITS) and can offer advice on how to get started and work with a university-approved website developer. Similar to the strategic vendors in Marketsite, the U-M has pre-approved strategic vendors for creating websites.
Marketsite is also the resource for U-M promotional giveaways. If you're going to an event and need pens, pads, or other branded tchotchkes, the pre-approved vendors can help you out. Go to the Marketsite webpage and click "Branded Promotional Products" under "Office/Computer."There are a number of resources on campus for academic poster printing, CLICK HERE for a list. Additionally, local FedEx Offices can produce posters and they take a shortcode for payment.
SAFETY & COMPLIANCE
Have your chemical inventory ready - not having it is like showing up to play for the Tigers without the right mitt. To complete the Chemical Hygiene Plan, you'll need all your room and space numbers. You will then be inspected by EHS.
If you are conducting research using biological substances, you must complete a Biosafety Manual for your lab. If your team has the potential for exposure to blood-born pathogens, you must complete and adhere to an Exposure Control Plan.
M-Ship offers a hazardous shipping service, including dry ice packaging.For the Mi-Safety portal, which allows you to manage your lab's safety compliance, you must request login credentials.There are Safety Coordinators across campus who act as liaisons between labs and EHS. CLICK HERE to learn more. The mobile app TapRide allows you to request cross-campus transportation on demand via the "University of Michigan Bio Research Shuttle." CLICK HERE for more details regarding this shuttle service.
Core Facilities & Services
Some cores, for instance the Microscopy and Image Analysis Laboratory, require instrument training before you can use the equipment. This can vary from in-person to online, depending on the core.MiCores is the lab management system (LMS) used by the Medical School Office of Research to manage services, orders, and billing for its Biomedical Research Core Facilities (BRCF). If you wish to use a BRCF Core, you'll first need to set up a MiCores account. To do that, you'll need to be affiliated with a lab or PI, and have a shortcode.
The shared office space in UH South is very convenient. There are workstations, phones, printer access - it's super helpful to have a landing space connected to the hospital.MICHR workshops and training sessions are offered throughout the year for clinical trial team members. There's the IMPACT Workshop Series for study team members who are at an intermediate level, and they often host classes on data management.
I highly recommend the ASAP Utilities add-on for Excel. This little add-on has probably saved me more time over the years than anything else I’ve done. It’s great for data manipulation and cleaning so long as you’re dealing with fewer than 1,000,000 rows of data at a time. Essentially, it packages around 300 different commonly used Excel macros together into simple one-click solutions. I’d consider it a must-have tool for Excel.A lot of people don’t know about this, but "AppsAnywhere" on our MiDesktop VMware Horizon service is very useful. Click on “VMware Horizon HTML Access,” login, then click the “Virtual Sites” block. Essentially, you use your browser to log into a virtual environment that is loaded with a plethora of high-dollar software applications that U-M licenses. Included among them are ArcGIS, Avogadro, Canopy, ChemOffice, UCSF Chimera, Cn3D, ImageJ, SAS, and many others. This is a very useful resource for researchers and data scientists.