Campus Services, Human Resources & General Support
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Campus Service FAQs and Quick Links
Boats - How to Schedule, Get Training and MoreQuick links: Marine Operations; Reserve a research vessel; Vessel rates The Institute maintains and operates a fleet of research vessels for use by faculty, staff and students. The fleet includes more than 30 small boats and several larger vessels staffed with dedicated crews. Small boats are reserved on a first-come, first-served basis and an index is required for charges. Rates are available on the website. Training is required before you may use a VIMS research vessel. For additional information:
For information on how to schedule a large research vessel and general information on Marine Operations at VIMS, visit Marine Operations. |
Campus & Lab SafetyQuick link: Health, Safety & Emergency Preparedness; Office of Safety & Environmental Programs |
DivingQuick link: Diving Program
For more information contact the VIMS Diving Safety Officer, Paul Richardson x 7058, in Marine Operations. |
Eastern Shore LaboratoryQuick link: ESL website The Eastern Shore Laboratory (ESL) serves as both a field station in support of research and teaching and as a site for resident research in coastal ecology and aquaculture. By virtue of its access to unique coastal habitats, excellent water quality, and an extensive seawater laboratory, the ESL affords educational and research opportunities not available elsewhere within the region. For any questions about the ESL, contact the ESL Director, Dick Snyder, (757) 787-5834 |
Getting Connected - IT Security, Account Access, E-mail, Phone and NetworkQuick links: ITNS User Guides; login for VIMS webmail; ITNS Help Request (intranet) IT Security - We're all in this together. You can help protect the VIMS computing environment by following policies and guidelines. (see also International Travel, below) Account Access - Your VIMS userid will provide access to VIMS email, printers, network services and more. VIMS Network - Learn how to connect on- and off-campus. Computer Access, Setup & Usage - System requirements, purchases and installations VIMS email - accessed on the web at https://outlook.office365.com or through Outlook on your desktop or laptop. Microsoft Outlook and Webmail/Outlook Exchange allow users to easily share calendars and schedule meetings. There's more VIMS email information on the ITNS website. Don't forget to activate your W&M email account and then create a rule to redirect your W&M email to your VIMS email mailbox. The rule should redirect all messages then delete the message from the William & Mary mailbox. The redirect feature maintains the original sender information allowing replies to those email messages. The vims-business email address provides a mechanism for contacting everyone at VIMS with important announcements related to VIMS operations and business. The vims-misc list is used for more casual announcements of upcoming events, lost-and-found items, items for sale, etc., that are not related to the business of the VIMS community. You may opt-out of the vims-misc list by submitting an ITNS Help Request. For full guidelines on the use of VIMS group email addresses, see VIMS PPD 0303. Use of either group address for commercial or partisan political purposes, such as circulating advertising for products or for political candidates, is not allowed. Please also consider the broad range of backgrounds and experiences in our community, and VIMS’ goal to welcome, support, engage and celebrate this diversity when posting messages. Phones - VIMS uses a voice-over-ip landline telephone system called Avaya IP Office. For details on available services, contact Will Benton, Telecommunications Specialist, at x7085. Telephone/Handset reference guides are available, here. For move, add, and change requests, submit an ITNS Help Request. Phone Use Policy - VIMS landline telephones may be used for local calls, with long-distance service limited to business-related calls. To obtain an outside line, dial 9 and then dial the number you are calling. The landline communications system is programmed to allow identification of the 911 emergency location of a caller. Do not move a landline phone to a new office or workspace as this may pose a threat to a caller’s safety in case of emergency. VIMS' Information and Technology Services (ITNS) provides additional information, resources and support. |
Guests - Gloucester Point CampusQuick link: Directions to Gloucester Point campus Visitor parking information and parking permits: contact Judy Polentz x7102, Office of the Dean & Director Campus visitors need to first check in first with Judy Polentz in Watermen's Hall to obtain a parking permit and sign the guest book before proceeding to other buildings On-campus housing in Gloucester Point - Abrahamson House Street addresses are available to direct visitors to individual buildings on VIMS' Gloucester Point and Wachapreague campuses, but these numbers are NOT to be used for mailing or shipping addresses. |
Human Resources - From Hiring to RetiringQuick links: VIMS Human Resources; VIMS HR Forms & Resources Support on the VIMS Campus For HR advice and counsel on policy & procedure, non-routine or complex HR questions, performance management, workforce planning, career paths & employee development, talent acquisition strategies, employee retention, class & comp strategies, organizational development, and process improvement, contact our Senior Human Resources Consultant (position currently vacant). In the interim, please contact staffing@vims.edu. For urgent HR issues, contact the VIMS Assistant Director for Administration, Sally Brooks. University Human Resources |
ID Card - aka Tribe CardQuick link: Tribe Card Services The Tribe Card serves as your VIMS ID card and is the official form of identification for all W&M faculty and staff. It can be programmed at VIMS to allow access to buildings on the VIMS campus. You also need it to access W&M campus recreational facilities. The Tribe Card and associated ID number (93#) is non-transferable and may only be used by the person to whom it was issued. |
Insurance ClaimsQuick link: VIMS Risk Manager The Risk Manager in the Office of Finance administers the risk management programs of VIMS other than automobile insurance and workers' compensation. This includes handling of insurance claims associated with covered research equipment. To Report a LossImmediately call the Risk Manager, Carol Tomlinson x7014, to report any loss or occurrence that could require insurance coverage. If you are unsure about the applicability of the insurance coverage, call the Risk Manager for assistance. Additional information is included in the VIMS' Policy and Procedure Documents; section PPD-0201, regarding VIMS Insurance Coverage Program. |
International Students & Scholars Support (W&M)Quick link: ISSP; ISSP Staff; Emergency Support Information They maintain a number of listservs for the W&M international community. The Reves Center has emergency support available to international students, scholars, exchange visitors, faculty, staff and their families 24 hours a day, 365 days a year! details... |
International TravelQuick links: W&M International Travel Policy; W&M IT Security Guidelines for Travelers Faculty, staff and students planning international travel should be familiar with and adhere to W&M's International Travel Policy. For example, if you are teaching a course that involves travel to another country, enrolled students are required to purchase international travel insurance from the university's vendor. Travel approval by W&M's International Travel Review Committee (ITRC) is mandatory when a travel request involves a country on the university's advisory list. And, if you are taking with you any equipment (such as a laptop computer) or information (including collaboration or training with foreign nationals), or working with a country subject to a U.S. trade embargo, you should contact the International Travel and Security Manager at the Reves Center to seek clarity with regard to compliance with U.S. laws concerning export control. A full list can be found on the U.S. Department of State’s website. Further details available here... For additional information and support contact Nick Vasquez, International Travel and Security Manager (Chair) From W&M IT: International travelers should limit the amount of sensitive information that is stored on or accessible to any mobile device taken on the trip, and travelers should avoid contact with the William & Mary (and VIMS) network in general, specifically when traveling to high risk countries more... |
Keys and Access Cards for Campus BuildingsQuick link: VIMS Key Request Form Requests for keys and building access via your W&M id card are made by filling out a VIMS Key Request Form on DocuSign. Requests must be approved by your section head prior to submitting the request. The General Key provides access to most campus buildings. The Watermen’s Hall key provides access to the Library after hours and on weekends. Buildings currently accessed by card are: Andrews Hall, Clayton House, Chesapeake Bay Hall, Seawater Research Laboratory. |
Lab Safety, Campus Safety & EmergenciesQuick link: Health, Safety & Emergency Preparedness |
Mailing & Shipping Addresses for VIMS Campuses
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News Stories, Press Releases & Social MediaQuick link: Communications & Marketing; Media Relations Request for Support form Communications & Marketing disseminates VIMS news and information to the public via our website, press releases, social media, and other channels. To request support with media relations for forthcoming research, research-focused press releases, and news stories, fill out a Media Relations Request for Support form. |
Pool Vehicles - How to Schedule, Get Training and MoreQuick links: Reserve a Vehicle (EMS); How To's in EMS (W&M) The Institute has a fleet of cars, mini-vans and trucks that are available for use by faculty, staff and students. Vehicles are reserved on a first-come, first-serve basis. Training is required before you may use a VIMS vehicle. Rates and additional information are provided on the website. more... When reserving a vehicle, you must choose the authorized driver or drivers from a drop-down list. Persons not listed as an authorized driver should submit a Faculty/Staff Driver Authorization Form to Carol Tomlinson. Drivers of pool vehicles should remember the following:
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Publication Center and Print ShopQuick link: Publications Center and Print Shop For all your printing needs from business cards to large format posters for conferences, more... |
Purchasing/Procurement & ContractsQuick Links: Accounting & Purchasing Toolbox (VIMS, scroll down on the page to find the list of Purchasing Coordinators); AdminServices@vims.edu (for general questions); buyW&M (information & resources) buyWM is the W&M university-level platform for purchasing and procurement functions such as contracting and supplier management. For most of us it's simply another online shopping experience. buyW&M is accessed at https://buy.wm.edu where you will be prompted to log in using your W&M credentials through the university’s Central Authentication Service (CAS) and Duo Two-Factor Authentication. When a vendor is not registered in buyW&M, or refuses to register as a vendor, a purchase order (PO) may be used if the purchase is under $5,000. Mandatory Sources & Policy Requirements:
For questions and support on the VIMS campus, contact your Purchasing Coordinator (scroll down below the Accounting & Purchasing Toolbox to see the list of staff). Carol Birch is VIMS' Procurement & Financial Manager. Dave Zoll is the Director of VIMS Procurement and Supply Operations. He is the VIMS lead on Contracts. Use this email for general questions or if you're not sure who to contact: AdminServices@vims.edu. More details on using buyWM are available here: buyWM User's Guide (Box; W&M login required). |
Room Scheduling, Special Events, Alcohol PolicyQuick links: Reserve a Room (EMS); VIMS EMS FAQs; How To's in EMS (W&M) W&M's Event Management System (EMS) is our online system for reserving campus spaces and requesting setups for events. The system allows you to search for room/space types (conference, lobby, outdoor, etc.), specify configuration (lecture, u-shaped, reception, tent, etc.), select the types of setups needed (coffee, tea, paper products, tables and tablecloths, trashcans, A/V support, etc.) Please remember that students, staff, and faculty should make their own space reservations, including reserving rooms in Abrahamson House, using our Event Management System (EMS). Space use at VIMS is free to VIMS faculty, staff, and students, but setups have costs that must be charged to an index. If you request setups for your event, the VIMS Event Coordinator will provide a setup confirmation for your review and signature before your event. Please also remember that if you are hosting an individual who will be staying in Abrahamson House you need to schedule a time with the event coordinator to pick up/return the keys between normal business hours. If you plan to serve alcohol at a VIMS event, you will need to follow VIMS guidelines and obtain permission in advance from the Dean & Director. Refer to the Policy on Service and Consumption of Alcoholic Beverages at VIMS and complete a Scheduling Request Form before your event. Visit William & Mary's How To's in EMS for information on how to login using your W&M login credentials and basic navigation tips. VIMS EMS FAQs provides additional information tailored for the VIMS campus. For any questions and support on the VIMS campus, contact Jade Sevelow-Lee x7784. Room reservations for academic program courses are made by the VIMS Registrar as described in Classrooms & Classroom Scheduling. Contact the VIMS Registrar for further information. |
Shipping & Receiving
For shipping and receiving information and support on the VIMS Campus, contact the Shipping, Receiving & Supply Manager, Anthony Guzzo at x7032. |
Travel Requests - Approvals and ReimbursementsQuick Links: Chrome River; Accounting & Purchasing Toolbox Chrome River is the university’s comprehensive travel approval and expense reimbursement tool. Before traveling, VIMS faculty, staff and students must submit a request for travel pre-approval through Chrome River. Upon return, the traveler may use Chrome River to submit approved travel-related expenses for reimbursement. Alternatively, they may send receipts and other required details to the VIMS Travel / Purchasing Coordinator for processing. Pre-approvals: This Flowchart (pdf) shows the pre-approval process and this Quick Guide (pdf) walks you through the steps. Expense Reports (Reimbursements): This Flowchart (pdf) shows the pre-approval process and this Quick Guide (pdf; for employees) walks you through the basic steps. Additional Quick Guides, a training video and other Chrome River resources and information are available on the W&M website (scroll to the bottom of the page). For any questions and support on the VIMS campus, contact Maxine Butler x7332 or Brandy Lowery Note: if you will be traveling to a high risk country, please refer to International Travel, above. |
Website ManagementQuick links: Request Web Support; Policy for VIMS Websites Communications & Marketing administers Cascade, William & Mary's online system for managing web content, and provide support to webpage managers and editors, creating a unified web presence for VIMS and the university. |
Work/Service Requests and Campus MovesQuick link: Facilities Management - Submit a Service Request; Facilities Management - Submit a Move Request For any questions and support on the VIMS campus, contact Facilities x7096 |
Campus Service Units - For a Deeper Dive
Administrative Services (Office of Finance)Director, VIMS Procurement & Supply Operations: David Zoll The Administrative Services group provides support in the areas of procurement, payment, vendor management, travel, contract administration, fixed assets, surplus property, and shipping & receiving. |
Communications & MarketingSenior Director, Communications & Marketing: Rebecca Latourell Communications & Marketing disseminates VIMS news and information to the public via our website, press releases, social media, and other channels. Located in Davis Hall, the team also supports internal audiences with its Publications Center and Print Shop, and through management and oversight of VIMS' online content. |
Facilities ManagementDirector: Mark Brabham VIMS Facilities Management:
We encourage you to visit the VIMS Facilities Management website to get a better sense of the wide range of services they provide. Did you know? The Gloucester Point campus occupies over 42 acres and the Wachapreague campus occupies just under 5 acres. The Institute also owns an additional 30 acres in Gloucester County consisting of Oak Island (30 acres) and a property on Sarah's Creek (.58 acres). The Gloucester Point campus is home to 68 buildings encompassing 338,892 square feet. The Wachapreague campus is home to 24 buildings encompassing 34,026 square feet. |
FinanceChief Financial Officer: Linda Rudy The Office of Finance provides assistance to the Institute in establishing, maintaining, and overseeing the budgets. We strive to perfect a balance between the Institute's mission and the resources available. |
Human ResourcesAssistant Director for Administration, Office of the Dean & Director: Sally Brooks |
Information Technology & Network Services (ITNS @ VIMS)Director and CIO: Gary Anderson
We encourage you to visit the VIMS ITNS website to get a better sense of the wide range of services they provide. Did you know? SciClone, on the W&M campus and Chesapeake, which is maintained by VIMS ITNS on our campus, work together to provide high performance computing capabilities that can be accessed free of charge by any VIMS faculty, staff, or student body with a legitimate need for the services. For more information consult the W&M HPC User's Guide, or contact W&M IT's HPC group. |
Marine OperationsDirector: Timothy Turner Marine Operations maintains and operates VIMS' fleet of research vessels and also offers a broad range of technical services to the VIMS scientific community. The Institute's research fleet comprises more than 30 small boats and several larger vessels staffed with dedicated crews. Their technicians, machinists, welders, fabricators, and mechanics can design, fabricate, and repair complex electronic and mechanical instruments and tools. They can also assist in designing field programs and conducting field work, either locally or away. Did you know? Marine Operations is also the home unit of the VIMS Scientific Diving Program which was founded in 1983. As a member of the American Academy of Underwater Sciences, we follow AAUS Standards to safely conduct scientific diving operations. |
Safety & Environmental ProgramsQuick links: OS&EP The VIMS Office of Safety and Environmental Programs (OS&EP) is committed to ensuring that members of the VIMS community and visitors to the VIMS campus have a safe working and learning environment. All VIMS faculty, staff and students are required to take safety training during orientation. For information and support on the VIMS campus, contact Eric Fidler, Environmental, Health & Safety Specialist. Office: 804-684-7322; Cell: 804-832-4158. |
Sponsored ProgramsDirector of Sponsored Programs: Connie Motley The Office of Sponsored Programs manages VIMS research funds provided by external sources. The staff handles both pre- and post-award activity including funding searches, applications submissions, award negotiations and financial and compliance administration. |
VIMS OperationsChief Operations Officer: Joseph Martinez |
last page update: 6/12/24 by LCS