Internal guidelines GEO

For employees at GEO

Useful shortcuts for employees at Geo

Main content

The Self-service portal is new now in 2021 - you can find more info about the service here.

Geoviten

MAKE YOUR ACTIVITY COUNT!
You are welcome to send an e-mail to post@geo.uib.no with your new
•   media and outreach activity. If possible, send a direct link to the article or program (or pdf file, mp3 file or the like).
•   publication – including some words to presentation
•   pictures, and info from conferences, fieldwork / tour to the next geoviten

Meetings etc. can also be included in the department’s web calendar. https://www.uib.no/geo/kalender (send info to post@geo.uib.no)

HR - Welcome to GEO

Information to new employees:

Welcome to Geo

New at UoB /Travelling

International staff

Support international staff

Services at international Centre

New at UoB - Introductory seminar for new employees

Internationalisation Foreign employees and visiting researchers

GEO's action plan during the corona pandemic

Infection control routines that apply to GEO employees

Follow UiB web pages (Korona)
Home office or work on campus
- Home office is recommended for those who have the opportunity to do so.
- Those who have work task that require a presence on campus or who do not have the opportunity to work satisfactorily in a home office, can work at campus by registering via this form: https://skjemaker.app.uib.no/view.php?id=8381538
GEO's action plan during the corona pandemic (version: February 2021)
Infection control course

Guests - procedure before they arrive

At GEO we get many guests and we are happy! Of course, in order for the guest stay to be as rewarding as possible, each guest must have a contact person, and therefore a checklist has been prepared for you as contact person so that you know what needs to be arranged by practical things before and after the guest has arrived. Fill out the checklist, sign and send the list to the administration post@geo.uib.no as soon as you have all the necessary information so that the administration can make the preparations needed. This is also about regarding distribution of office space, HSE, insurance (see group listed under bullet point 2) etc.
WHO does this apply?

ALL visitors who should be more than 3 days MUST be registered (ie this applies to eg PhD candidates who are employed elsewhere but are here for a long time)
Anyone who has worked at GEO and where the contract expires (for example, has completed the grant for PhD / post doc or is midway between contracts) must apply to keep office / IT account / keys etc., and MUST be registered as guests

Please: Filll in the form

Guesthousing rental - for more info and electronic application form, take a look here.

Fieldwork, Cruise and group travels (including field and cruise courses and fieldwork for master students)

Must be reported by the academic leader/Tour leader via this form: Field-, Cruise- and group travels GEO, well in advance of departure!
All participants must stay up to date on UiB's routines and guidelines (updated October 2020)
Employees / students who are to participate in cruise, fieldwork, field courses or group travels must:
- Familiarize yourself with risk assessment and make sure that relatives' information is in place before the trip (follow the link)
- Report the absence via GEO's absence form
Guidelines at GEO for fieldwork, risk assessment for fieldwork and measures for fieldwork under the Covid-19 pandemic you will find in Teams under the team: “Alle ansatte ved GEO” choose “Generelt” and “HMS ved felt og tokt”

Absence - (travels, home office, meetings, seminars, conferences, courses, field/cruises, sickness and leaves)

GEO must have overview of who is where to:

be able to quickly be prepared - have an overview of who is where in the event that areas you stay in are affected by disasters or similar
provide better service when we receive inquiries

Full-day absence (as travels*, home office, meetings, seminars, conferences, courses, field/cruises)

Submitted via GEO's absence form
A professional travel/field work etc. reported in advance is considered an approved business trip (travel license is the given).
Travel/field work that is not registered is not approved and this can have consequences for adverse events during travel/field work (insurance settlement, assistance, etc.) Remember to have your travel approved by your supervisor / project manager or group leader before you leave.

Fields and cruises

Submitted by the subject manager via this form: Field / Cruise Card GEO (Academic Leader), well in advance of departure!
All participants must stay up to date on UiB's routines and guidelines (updated October 2020)
Employees / students who are to participate in cruises, fieldwork, field courses or group trips must:

Sickness

Report as soon as possible the first day of sickness to the adminitration (post@geo.uib.no/phone 55583600) and to the nearest manager (supervisor for fellows/postdoctoral fellow and group leader for permanent staff)
In addition, self-notification must be registered in the Self-service portal when one is back at work.
Sickness notification from a doctor normally comes electronically to UiB (must still be delivered in paper during hospital stays). Sick leave from a doctor must be obtained for sick leave over 8 consecutive days and otherwise if necessary.
New employees cannot use selv-report for the first two months they have been appointed and must then have sick leave from a doctor.

Time off

Technical/administrative staff have an agreement on flexible working hours and can then also offset any accumulated additional time. Working hours and off hours register in My Time in the Self-service portal. Dismantling of any accumulated additional time shall be planned and agreed with the nearest supervisor
When time off give Full-day absence, please submit this also via GEO's absence form

Vacation

All emplyees are entitled to vacation and are obliged to terminate their earned holiday. Holidays are arranged with the nearest supervisor/group leader and planned and approved in advance of the holiday in the HR portal. More information about holidays in your employee handbook on UiB's staff pages.

Leave of absence

Permissions (parental leave, welfare leave etc) are applied through the Self-service portal. Contact the HR consultant for the department for more information.

* More information about travel and travel insurance can be found in your employee handbook on UiBæs staff pages: Travel Settlement for the trip: After the trip is completed, travel expenses are submitted via the Self-service portal. Permanent and temporary staff at UiB can aply for the EuroCard credit card for travel expenses. When you use the credit card from EuroCard, travel insurance is included in the card. Read more about the insurance terms.

Who does what in the administrasjonen

Research funding

Room reservations

As of autumn 2017, UiB introduces a new system for booking classrooms. This is done in connection with the introduction of TP, which is UiB's new system for teaching and exam planning.

All employees can book classrooms for meetings and son on, in TP: Room booking. Log in, click on Room Booking and reserve a room here: https://tp.uio.no/uib/

Please note that not all classrooms are bookable and that some rooms have a note on who can use the room. Scheduled teaching is the first priority in the classrooms. For more information

See if a room is available

Video conference room Booked via outlook as follows:

New meeting
Location - Here you will find Rooms ... far right - Scroll right down to Video Room RF Remote Sub
Fill in date etc

Voíla

Iselin Tjensvold (schedule and teaching related booking)
Mareile Andersson (evening event, meetings)
Trine Lise Stjernholm (evening event / meetings / Steinbiten / KvartSitten)

Orders / supplies

All orders, including costs related to meetings, posters, printing, language washing and books must be done in UiB ordering system. Procurement.

Procedure on how to order journeys of education/teaching, accommodation for opponents that has to be paid via e-invoice.

Request a written offer for desired journey/accommodation (dates, times, price) from the supplier Berg-Hansen (ex. (phone +47 220) 08050 or send an e-mail to bestilling@berg-hansen.no / hotel/flight/boat/bus).
Suppliers may request a PM number. Please inform them that this will be provided through our ordering system. More information about PM number here.
Once you have received an offer per email that matches your needs, the offer and charging information are sent to one of our booking responsible.
The booking responsible carries through the booking process in accordance with the received offer. He/she will also send you the confirmation when the booking is confirmed

Booking of personal business travels see UiBs procedures here.

GEO has the following regular "orders" to be used for all orders at GEO:

Mareile Andersson (Supplies, Flowers, conference meals, Disputas)
Trine Lise Stjernholm (Inst. Arrangement, Furniture, Operation, Access, etc.)
Ole Meyer (electronics, field equipment)
Stig Monsen (field / tour)
Leo Zijerveld (programs, licenses)
Øyvind Natvik (data equipment, supplies)
Anna Kieu-Diem Tran (Lab equipment Farlab)
Hildegunn Almelid (Lab equipment)
Lars Evje (lab equipment)
Eivind Støren (Lab equipment)
Stig Vågenes (NORMAR Drift and Marineholmen Drift)
Franck Andersen (EPOS)
Ole Tumyr (Larger equipment)

Other questions regarding order and payment - see FAQ here.

Receipt of packages/goods

Receips of packages/goods at the department of Earth Science:

Upon delivery, it must be signed before the package is received
The packages are locked in the supplies room and put in their own shelf there, by the person receiving the package
Receipt¹ is informed of the arriving packet by the person signing the receipt
Recipient picks up the package in the supplies room
The consignee notifies the orderer that the package/item has arrived²
The booking responsible register the item received in the ordering system

1) The recipient is the one to have the package. The packages are usually marked with the name of the person who will have the order or the orderer who ordered the item. If there is no name for the recetion, one with access to the ordering system can check who has ordered the item by entering the PM number there.
2) In cases where the recipient is not the person who completes the order, the orderer must be notified that the goods have been received so that they can register goods receipt in the ordering system.

Event support

Event support for courses and conferences : https://wiki.uib.no/okonomi/index.php/Kurs-_og_konferansetjenester

Look for suppliers etc i Agreement Portal

HSE and Emergency

HSE at GEO

Komplett lokal beredskapsplan MNF pr 2016

Fire safety

Reporting HSE non-conformities

The HSE-gateway at UiB

At the safe side

Physical activity

Welfare

Fieldwork and Research cruises

First aid

HMS - Seksjonen UiB

Realfagbyggets plassansvarlige ved Brann

Procedures in the case of break-ins and theft

DSA Norwegian RAdiation and Nuclear Safety Authority

Consumer waste

Access to our labs

To access our labs, the following procedures apply;

Geo employees; Contact the technical laboratory responsible for HSE training at the current lab

Master students; Contact your supervisor if it is relevant to have access to the lab, then contact the technical lab manager for HSE training in the lab, the supervisor must sign the form, the form is returned to the technical lab responsible who scans the form and sends it to Trine Lise, the original is stored in the lab or at the lab responsible office.

Technical group leader: Ole Tumyr

Laboratorium	Techn. Lab.responsible
TIMS-Clean Lab	Yuval Ronen
Biogeochemistry	Hildegunn Almelid
Uranium Lab	Jenny Maccali
ICP-MS	Siv Hjorth Dundas
Chrushing room	Lubna Al-Saadi
Core Scanner	Eivind Støren
Earth Lab chronology	Eivind Støren
Thin Section Lab	Andreas Lambach-Viken
Heavy Liquid	Lubna Al-Saadi
Sediment Lab	Eivind Støren
Kosmo Lab	Lars Evje
Raman Lab	Leif-Erik Rydland Pedersen
X-ray	Ole Tumyr
Paleomag. Lab	Ole Tumyr
Isotop Opptakslab	Desiree Roerdink
Farlab	Pål-Tore Mørkved
Earth-lab CT-lab	Eivind Støren
Geomicrobiology Lab	Ida Marie Gabrielsen ends March 2021
Elektronmikrosonde	Irene Heggstad