Russell Labs Administrative Hub

Welcome Lizzy Burkhalter, Administrative Assistant  Change

Please join us warmly welcoming the Russell Labs Hub’s new Administrative Assistant, Lizzy Burkhalter!

Lizzy comes to us from her previous role as an Urban Agriculture Intern at Centennial Allen Garden & Troy Farm.

She is originally from Kenosha, Wisconsin, and enjoys painting, playing violin and piano, and crocheting in her free time.

You can find Lizzy’s contact information and schedule on the staff page of the Hub website.

Some of her primary responsibilities will include:

• managing day-to-day administrative office operations
• coordinating travel and logistics for guests and visitors
• providing assistance to the Department Chairs in Russell Labs.

Russell Labs Human Resources Support  Change

As some of you already know, Russell Labs lost both of our HR Generalists (Sonia Parker and Candice Butler). They took new career opportunities elsewhere on campus.

Sonia’s last day supporting F&WE and the Hub was Oct. 25, and Candice’s last day supporting Entomology and Plant Pathology was Thursday, November 7. We were fortunate to have Candice and Sonia working with our departments and as part of our team for so long.

Effective Immediately:

• Department members should send questions on HR matters to the shared email address hr@russell.wisc.edu. Common requests include:
  • Position/hiring requests
  • Employee job changes
  • Recruitment updates
  • Paycheck and benefits questions
• This inbox is monitored daily by members of both Russell Labs Hub and CALS HR, and requests will be triaged behind the scenes among staff. We will do the best we can to get back to people quickly, but please allow at least 3 business days for a reply.

Next Steps:

• The College is working to fill the vacant positions as quickly as possible.
• Updates will be shared when they’re available. Please continue to check the Hub website for the most updated listing of staff, contact information and work schedules.

Thank you all in advance for your patience and understanding.  

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To learn more about the Russell Labs HR/Payroll area, please visit their homepage on the Hub website:  https://hub.russell.wisc.edu/area-homepages/hr-home/

Send Requests to New Shared Email Address  Change

Effective November 2024, department members should send questions on HR matters to the shared email address hr@russell.wisc.edu. Common requests include:

• Position/hiring requests
• Employee job changes
• Recruitment updates
• Paycheck and benefits questions

This inbox is monitored daily by members of both Russell Labs Hub and CALS HR, and requests will be triaged behind the scenes among staff.

We will do the best we can to get back to people quickly, but please allow at least 3 business days for a reply.

Who Does What in the Hub Page   Resource

Not sure who does what in the Hub?  We have a page for that.

Mental Health Resources   Resource

• Employee Assistance Office: https://hr.wisc.edu/employee-assistance-office/
  • student employees may also use the Employee Assistance Program
• Student Services via UHS: https://www.uhs.wisc.edu/mental-health/

“How to Hire” Docs  Resource

Did you know Russell HR created a series of “How to Hire Docs” in the Russell KB? Check them out:

• Graduate Student Assistant Information (read first)
• How to Hire a Teaching Assistant
• How to Hire a Project Assistant – Reader/Grader
• How to Hire a Project or Program Assistant – NOT a Reader/Grader
• How to Hire a Research Intern
• How to Hire a Research Associate
• How to Hire a Student Hourly

Note: Please allow up to two weeks for processing of  hiring requests.

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To learn more about the Russell Labs Administrative area, please visit their homepage on the Hub website: https://hub.russell.wisc.edu/area-homepages/administration-home/

Useful Resources   Resource

• Campus Resources
• Computing How-to’s
• Faculty Handbook
• Policies, Procedures, and Other Info

Please Pickup Your Packages  Reminder

Did you or your lab mates order something?

Please check the mailroom (room 218) to see if was delivered.

Can’t pick up the package? Please have someone else pick it up for you.

How-to Doc on Packages and Shipping  Resource

We recently revamped and enhanced our document on packages and shipping.

The document now includes:

• Package pickup schedule for Russell Labs
• Choosing a shipping vendor
• Where is my package?
• How to setup shipping accounts
• How to prep and ship packages

Transition to Workday: Key Changes and Impacts on Financial Management  Update

WorkDay, the new campus financial, grants, payroll, and HR software will roll out July 1^st, 2025.

Read important updates below.

Key Changes:

• Department UDDS Codes will be dropped:
  • UDDS codes such as “073600,” “074800,” and “076400” will be phased out.
  • WorkDay does not use these codes.
• New Terms:
  • WorkDay has its own naming conventions.

• Shifts in Workloads: You may be working with a different contact in the RL Hub.

Important Info to Know:

• Funding Must be Accurate from the Beginning:
  • Previously we relied on cost transfers to fix funding issues afterwards.
  • That won’t be a viable option in WorkDay.

Important Action to Take:

• Setup a meeting with Hub finance/grants staff before July 1^st, 2025 to review your lab finances.

Training:

• WorkDay training will begin in Spring, 2025.
• Learn more on the ATP website.

Future Updates:

• Hub staff will email future updates to department mailing lists.
• Also check the Hub website homepage – WorkDay is Coming section.

Conference Room Reservation Process   Process

UW-Madison faculty, staff, students can reserve Russell Labs conference rooms using Outlook 365 or Outlook.

Resources:

• Conference rooms page – now includes photos, a comparison table, and links to the new calendars. 
• How-to instructions in the Russell IT KB: 
  • How to book a room with Outlook 365 or Outlook  
  • How to add a conference room calendar with Outlook 365 or Outlook 

Questions: 

• For questions on how to use Outlook or Outlook 365 to reserve conference rooms, please email help@russell.wisc.edu.
• For questions about the conference rooms and reservation rules/procedures, please contact …

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To learn more about the Russell Labs Facilities and Instrumentation area, please visit their homepage on the Hub website: https://hub.russell.wisc.edu/area-homepages/facilities-instrumentation-home/

Facilities Service Request Form  Resource

Use our form to request services from our Facilities and Instrumentation department.

You can also access the form by clicking the light blue Request Service from Facilities button on the Hub homepage.

Please use this form as an alternative to direct emails or phone calls or stopping the Facilities crew in the hallways and asking us for help. 

Building Keys   Tip

Tim Lorenz, the Russell Building Manager, handles requests for keys. Please use the Facilities Service Request Form to request keys.

How to Reserve Department Vehicles   Resource

Check out our new KB doc on how to reserve department vehicles.  It includes:

• A list of vehicles you can reserve
• Eligibility
• Reservation process
• What to do if you get in an accident
• What to do if you get a ticket

We recommend you bookmark the vehicle reservation KB doc on your mobile device for future reference.

You may also wish to bookmark the info on this page for the information in the Alternate Lots table. If you click the lot name, it will bring up the campus map with the number of currently open spots in the lot or ramp.

Lower Your Lab Repair Bills: A Little Training Goes a Long Way   Tip

Fall brings new lab members, and a great opportunity for training them on how to use lab equipment safely.

Lab equipment is expensive and could be problematic to replace.  Equipment repairs or replacements could delay work for days or weeks.

Help keep your lab equipment up and running with the following tips.

Training Tips

• At a lab meeting, discuss shared equipment like autoclaves, cold rooms, and refrigerators.  Describe  where the lab managers keep the operating instructions.
• Detail the cost of the lab equipment to new lab members.
• Explain that broken lab equipment could delay the lab’s work for days or weeks.
• Have an existing lab member demonstrate how to use the equipment, and shadow new lab members until they are comfortable using the equipment.
• Encourage new lab members to ask for help if they have questions, and not to attempt any repairs. 

Maintenance Tips

• If you have a -80 degree freezer – check and clean the condenser filters on your freezer every three months. If you don’t know how to do this, please contact Tim Lorenz (tlorenz2@wisc.edu).
• Dispose of dry ice properly:
  • Do NOT leave dry ice in lab sinks.  It will break the sinks due to the temperature differential, and your lab will have to pay to replace the sink. You will also have to wait for the sink to be ordered and installed.
  • DO contact Facilities staff via this form – they will come and dispose of it safely.
  • You can also leave the dry ice in the Styrofoam container it came in and it will dissipate over time.

What to Do In An Emergency   Resource

Fire or Need to Evacuate Building:

• Pull fire alarm
  • If time allows, call Police & Security at 911 with details
• Evacuate promptly whenever alarm sounds
• Move to designated assembly area 100’ from the building. 
• Do not block emergency vehicle routes. 
• Do not re-enter the building until an all clear is given by the building manager or emergency personnel.

See Also: Russell Labs Building Evacuation Plan

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Service Changes in Financial and Grants Areas  Change

Please refer to their homepages on the Hub website for the latest updates on staff responsibilities:

• Financial Services Homepage
• Grants Homepage

For a task-based list, check out the Who Does What page on the Hub website.

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To learn more about the Russell Labs Student Services area, please visit their homepage on the Hub website: https://hub.russell.wisc.edu/area-homepages/student-services/

Student Services Resources Page   Resource

Visit our Student Services Resources page to learn more about the following topics:

• MS and PhD Milestones and Steps to Graduation
• Advising Hold Release Request Form
• Student Services FAQs
• Student Services Links
• Student Services Wellness Resources
• Resources for Faculty and Instructors

. . . and more.

Important Dates for Grad Students   Resource