The most up to date legisislative and regulatory compliance requirements are available at www.compliance.umich.edu .
New employees should attend a Medical School Orientation. These take place every Tuesday.
University Human Resources per Standard Practice Guide 
Obtaining a University of Michigan Identification Card (UMID) - MCard
Your M-Card has many functions:
- It's your ID badge. You should wear it on your person at all times.
- It's a key for the card swipe locks in the building. If you have problems with access, please contact Medical School Facilities at (64)7-2788.
- It's your library card.
- It can be an ATM card (if you have a TCF Bank account) and a phone card, but you must have it activated first.
Your initial M-Card will be paid by the Department; however, if you lose it, you can get a new one at the Key and ID office in the Med Inn and pay $20 for a replacement. Please see Paul Bristol to get the appropriate form. Photo ID cards are available to faculty and permanent staff members. Identification Card Request Forms can be obtained from Kristen Hug and taken to the ID office in the Med Inn Building next to the Hospital. Paul Bristol will then contact Facilities so that you can use your ID badge to gain access to the building through the card reader by each outside door. If you work in a lab, lab safety training must be taken before access can be granted.
All employees should complete a blue emergency card kept in the Department office. This card will give us the information we need: home address, telephone, emergency contacts, vendor ID number, employee ID number, etc. This information will be kept confidential.
To obtain a key, you must be a faculty member, permanent staff employee or graduate student (CDB will not request keys for undergraduate students or temporary employees). To obtain a key for your lab/office, please contact Brittney Longeway for the form required to obtain a key for the lab door. The key can be picked up from the Key Office on Church Street with a $5 deposit for each key requested. If a key is required for room access in LSI, please contact Cathy Andrews in LSI Facilities/Operations . Key Office website contains information and printed forms. 
M-Card Key-Access to Outer Doors
Before access can be requested, your UMID must be obtained and you must take the OSEH Comprehensive Lab Safety Training class (please give a copy of your certificate to Paul Bristol ).
You may also need access to other buildings around Campus to facilitate your research. Contact Brittney Longeway will request your access to these buildings. (For Key-Card access to Life Sciences Institute, contact Doug Carpenter in Operations, email@example.com , 615-7257).
On-campus calls require only the last five digits of the phone number. If you experience problems with your phone or phone service, please contact ITCom at (76)3- 2000.
Fax Numbers for CDB
- Administrative Offices: 763-1166 (3062 BSRB)
- Chair and Chair's Assistant: 615-8500
- LSI faculty: 763-6492
The departmental FAX (734-763-1166) machine is located in mailroom 3062 BSRB (it is part of the copier) for use by faculty, students and staff. Access to the departmental FAX machine is done through an access number that is set up through Karen Meeks . At the end of each month an accounting of FAX charges is made and proper billing procedures are followed.
The copy machine is located in room 3062 across from the mailboxes for use by faculty, students and staff. Access to the departmental copy machine is done through an access number that Karen Meeks establishes. At the end of each month an accounting of copies is made and proper billing procedures are followed.
Kristen Hug is a notary public.
- BSRB – Biomedical Science Research Building
- CC – Cancer Center
- LSI – Life Sciences Institute
- MS I, II – Medical Science Building
- MSRB I, II, III – Medical Science Research Building
- NIB – North Ingals Building
- TC – Taubman Center
- UH – University Hospital
- UMMS – University of Michigan Medical School
- UMHS – University of Michigan Health System
- BC – Department of Biological Chemistry
- CCMB – Center for Computational Medicine and Bioinformatics
- CDB – Department of Cell & Developmental Biology
- CFO – Center for Organogenesis
- CMB – Cell & Molecular Biology
- DRDA – Division of Research Development and Administration
- EBS – Endowment for the Basic Sciences
- HG – Department of Human Genetics
- IRB – Institutional Review Boards
- ISR – Institute for Social Research
- ITS – Information and Technology Services
- M&I – Department of Microbiology and Immunology
- MAIS – Michigan Administrative Information Services
- MBNI – Molecular & Behavioral Neuroscience Institute
- MCIT – Medical Center Information Technology
- MEND – Metabolism, Endocrinology & Diabetes
- MIL – Microscopy and Image-analysis Laboratory
- MIP – Department of Molecular and Integrative Physiology
- MMD – Molecular Mechanism of Disease Program
- MMG – Division of Molecular Medicine & Genetics
- OSEH – Occupational Safety & Environmental Health
- PEERRS – Program for Education and Evaluation in Responsible Research & Scholarship
- ULAM – Unit for Laboratory Animal Medicine
- UCUCA – University Committee on Use and Care of Animals
|Check this Box When Training is Complete|
All new personnel
|View the University of Michigan HIPAA Powerpoint Presentation . Submit copy of printable certificate of completion to Paul Bristol .|
||See Occupational Safety and Environmental Health (OSEH) Training. : Autoclave. Questions? Contact Gwen Day, 647-6585.|
If you work in lab using ...
Animals or Human Subjects
Set up an account in PEERRS  and take the required modules.
PEERRS, the University of Michigan's Program for Education and Evaluation in Responsible Research and Scholarship provides foundational instruction and certification program for members of the University community engaged in or associated with research.
All new research personnel must sign up for the following classes:
Note: A copy of the lab safety training certificate is required before access to the building can be requested.
If you work in lab using ...
See also OSEH Radiation Safety Protocols .
See also OSEH Procedures for Ordering Radioactive Materials . Purchases must be mad through Marketsite from vendors GE Healthcare(formerly Amersham Bio) and Perkin Elmer.
Note: All personnel intending to become an Authorized User and work with radioactive material must first be approved by the University of Michigan (U-M)-Radiation Policy Committee (RPC). Complete and submit to Radiation Safety Service (RSS) an Application for Authorization to Use Radioactive Material (RSS-101 form). In addition, any significant changes in authorized radioactive material protocols must be approved by the RPC. The Radiation Safety Officer (RSO) may grant temporary approval pending final approval by the RPC. OSEH 
If you work in lab using ...
|All research staff||
If you work in a lab and ...
Ship biological materials or dry ice
|See OSEH Update for Shipping Biologics and Dry Ice with UPS  and attend required training|
Emergency Contact Information on Equipment
Please make sure all large equipment in your lab, in the outside rooms and halls have a label with the following information: PI name and home and cell phone; One or two people in the lab with their home and cell phone
Laundry Services: Lab Coat Procedures
Medical School Handbook
Medical School Handbook  outlines Medical School guidelines.
UMHS Compliance, Policies, Procedures, and Guidelines
University of Michigan Health System Compliance, Policies, Procedures, and Guidelines  including: Incident Management/Emergency/Disaster Preparedness, HIPAA Privacy and Security, Information Assets, Volunteer Services, Volunteer Services.
Standard Practice Guide
The Standard Practice Guide  outlines University-wide policies on most topics including sick Time/Family Care, Season Days, Holidays, and Vacation.
Payroll information including Direct Deposit Authorization, Leave Balances, Tax information and paystubs are available on Wolverine Access  (Employee Business). Please see the payroll web site for more information. 
Use Report Time < Employee Business < Wolverine Access 
Overtime must still be requested in advance. Notification to your supervisor for sick, vacation or PTO time will remain the same. Staff members are encouraged to enter time data, particularly exception time, as it occurs. Future exception time can be entered in advance.
Correcting Previous Time Periods
Click the Previous Time Period button on your Timesheet page; changes will be reviewed by designated approver next pay period.
Permanent employees (Paid Biweekly) and Temporary Positions (Paid Biweekly)
Due noon on the last day of your pay period. Questions? see Karen Meeks 
Permanent employees (Paid Monthly)
Report only exception time. Due 3rd weekday of next month. Questions? see Mellissa Karby 
Additional help documentation
View demonstration videos  for time reporting
You can select your benefits using the Wolverine Access  web site (Employee Business).
Benefits Office  Call the HR/Payroll Service Center at 5-2000 from the Ann Arbor campus, 734-615-2000 locally, or 1-866-647-7657 toll free for off-campus long-distance calls within the United States to speak with a Service Center Representative. Human Resources Benefits Office Benefits Plans  Information. Benefit Plan Contact Information : To contact the actual benefit plan company (for Rx, health insurance, vision...)
Employee Performance Evaluation Process
Every year an evaluation process is completed for all staff, where performance evaluation forms are completed each July. This includes detailing your efforts toward publications, grant submissions, lab research and other responsibilities as discussed with your PI.
Conflicts of Interest
Please see Standard Practice Guide 201.65  prior to accepting employment outside the University of Michigan. Should you accept outside employment, you must fill out a form  with the University of Michigan Health System.
Posting Positions: Permanent Staff Appointments; Research Fellows; Work Study Appointments; Temporary Positions
All work-study appointments
have to be posted through Student Employment in the Student Activities Building on the main campus. Melissa Karby can post any work-study position for you and process the hiring paperwork as well. Work-study positions should be posted at the beginning of August for the Fall Term.
Regular temporary positions
do not need to be posted. Melissa Karby also prepares the necessary hiring paperwork for all temporary positions. Please contact Melissa Karby and she will let you know what identification paperwork is necessary to complete the hiring process.
All permanent positions must be posted in the University system for a minimum of 7 days. The posting (or ad) contains the title of the position, job duties, departmental qualifications and the minimum University requirements for that job title. If you have a candidate in mind for the position, the posting can contain that information. If a RIF (Reduction in Force, or lay-off) candidate applies, you are obligated to interview him/her, but you are not obligated to hire him/her.
All applicants for a University position must have an application on file with the University's Human Resource Department. These applications are valid for six months only. All applicants must complete another form that contains the number of the position for which he/she is applying. HR then sends resumes of applicants back to CDB for review. Interviews take place, and the selection is made
The posting and selection processes must be completed in the CDB administrative office. Please see Paul Bristol for both the posting and selection, and also for a determination of salary.
All new permanent staff must attend Orientation at Human Resources, North Campus Administrative Complex, 2901 Hubbard, to enroll for benefits. At the time of hire, Paul Bristol will let you know the date and time of your scheduled orientation. These orientation sessions are held Tuesday mornings of each week. New staff members are to report on the assigned date no later than 7:45 a.m. All new staff must also attend Medical School Orientation, which is held the third Wednesday of every month from 8:00 a.m. to 10:30 a.m. (location subject to change check with Bev Jones for exact location). Both of these orientation sessions are required of each employee. Information available to staff regarding career services is located on the Career Development Services Site .
Research Fellow positions can be, but don't have to be, posted and advertised. Please see Paul Bristol for this process. When a selection is made, the new research fellow must see Paul Bristol to complete appropriate appointment paperwork. Research Fellows sign up for benefits directly with the University Benefits Office, 763-1217. Further information can be obtained at the Human Resources Benefits Site. 
The Department welcomes volunteers in the lab. However, since there are safety concerns, all volunteers must take the OSEH Lab Safety Training class. Special Placement Volunteer form  must be completed by the volunteer and their supervisor.
International Information and Documentation
See the University of Michigan Division of Student Affairs International Center  site. Government regulations and deadlines/timelines are subject to change so it is extremely important to keep abreast of this. It is the responsibility of the visa holder to make sure he/she does not allow the visa to expire and to give ample time for documentation to be compiled and submitted to the International Center (IC).
Kristen Hug will assist in making sure all the documentation is completely filled out and submitted to the IC. But you will need to provide all the copies of the information that is required. She needs to be informed of any changes in your status or if you intend to apply for an extension, permanent residency, etc. as early in the process as possible.
When a faculty intends to have an international student/scholar work in his/her lab, it is imperative that Kristen is informed of this as early as possible. Please provide her with the following information:
* Name of student/scholar
* Email address
* Length of stay (there is a three-year limit)
* Visa status
* Funding to be provided (amount per month, source of the funding)
* Title of position being held
* Whether or not the exchange visitor has dependents that will also be accompanying him/her
From the time the paperwork is submitted to the Internal Center (IC) until the Certificate of Eligibility for J-1 Exchange Visitor Status is issued could be 15 days provided there are no problems. This is subject to change depending on the workload at the International Center.
Kerberos Computer Login
Scheduling and Meeting Maker
Our department uses Meeting Maker for scheduling, to gain access contact Ryan Schell .
Lori Longeway  coordinates all the scheduling for:
- CDB Chair: meetings, appointments and interviews
- Appointment and Promotions Committee
- Curriculum Committee
- Executive Committee
- Faculty Search Committee
- MIL Committee
- Seminars (Baker and Crosby Lectures)
- Faculty and Brown Bag meeting
- Various other meetings as needed by faculty
In some cases your PI will request that you obtain a PCARD for purchasing efforts. Products with a value of less than $5,000 may be purchased using the P-Card. It is most often used to pay for dues, memberships, conference registrations, subscriptions, travel and hosting functions.
Computers furniture and other equipment can not be purchased using the P- Card. Please contact Karen Meeks or Melissa Karby if you need to purchase furniture, equipment or something greater than $4,999 – please contact Ryan Schell for computers.
If you are purchasing lab supplies, please use Marketsite. If the item is not on Marketsite, you may use your pcard if it is under $5,000.
Purchases cannot be split to accommodate the $5,000 limit – your pcard could be taken away.
If your PI requests that you obtain a PCARD, please see Paul Bristol , Department Administrator. There will be additional training required. In many instances using a P-Card is not the best option.
Your PI may request that you obtain access to the purchasing system M-Marketsite . M- marketsite is the University's online catalog ordering system that allows faculty and staff to login and place orders from many suppliers utilizing ShortCode(s). For access, please contact Paul Bristol . There may be additional training that you will need to take.
Ordering of Supplies and Equipment
When ordering equipment that is greater than or equal to $5K, the UM requires that we get at least one competing quote (two is better) and a non-competitive purchase justification form must be completed. If the purchase of equipment is using Sponsored Funds, DRDA must also approve the purchase if the project does not have the equipment budgeted and is under FDP. If the project does not fall under FDP, explicit written permission from the sponsor is required to purchase the equipment. No equipment purchases can be made using a PCARD for any reason no matter the cost.
University of Michigan Procurement Services  allows ordering through M-marketsite, University Sponsored Mastercard, or purchase. University Sponsored Mastercard requests are subject to the approval of the Department administrator. If your vendor will not accept a Mastercard, and are ordering a piece of research related equiptment over $5000, or a radioactive chemical a requisition form and a non-competitive purchasing form and purchase order are required. Contact Karen Meeks or Melissa Karby with additional questions.
When funds awarded to the University for the conduct of a sponsored project are to be paid to an organization outside of the University, the arrangement should be treated as a subcontract if all the following criteria apply:
- The funds are to be paid to a university or other non-profit entity rather than to a for-profit business or individual and are not considered "pass-through" funds from the sponsor.
- The subcontractor's key person is acting as a collaborator or co-investigator and contributing to a significant portion of the scholarly/scientific conduct of the project as described in a statement of work for the subcontractor.
- Performance of the subcontractor's portion of the project must be of such a unique nature that it requires discretion and expertise available from only one source.
- Subcontractor does not provide similar services to others as their primary business.
- Verification by the University's Principal Investigator of the subcontractor's performance is required before payment is made. If any of the above criteria do not apply, the funds should be paid through a purchase order.
All paperwork regarding subcontracts needs to be routed through the department.
Financial Tracking of Sponsored Research
The University of Michigan has many guidelines in place to monitor the spending of your research dollars and to make sure they are spent in compliance with the sponsors' wishes. Every month Financial Operations generates reports based on the budget provided by the sponsor and the expenses that have been incurred. Karen and Melissa reconcile the information provided by Financial Operations to the information received from your lab. For every order that has been placed you should provide some form of official documentation, (i.e., copy of order with pricing invoice and/or order confirmation). It is always best to supply both because then Karen can tell if you were charged correctly and prove you received your product. Please make a habit of bringing paperwork to the office once a week so documentation does not have to be tracked down in large quantities.
At the end of a sponsored project the most scrutinized issue is whether or not the A-21 guidelines have been followed. OMB circular A-21 guidelines require certain expenses to be reviewed to determine if they are allowable. These expenses include: clerical and administrative salaries, supplies (consumable and office supplies), postage, telephone line charges and local calls, memberships and dues, journals and other subscriptions, books, and hosting/food expenses. The main purpose of these federal guidelines is to confirm that all expenses charged to a research project have a "Direct Benefit" and should be charged as "Direct Costs" to the project.
While some expenses may have a "Direct Benefit," they may be more appropriate as charges on a discretionary account. Some of these expenses may already be included in the indirect cost recovery under federal guidelines and therefore, are not appropriate to the federal project. For example, general postage and telephone charges are included in the indirect cost recovery calculations and should not be charged as direct costs to a federal project, unless specifically requested and approved in the proposed budget submitted to the sponsor.
In general, if you have an expense considered A-21 regulated we will need to submit an FDP form  to request approval. In your justification it is very important to be specific on which category you wish the funds to be redistributed from, if you wish to have this expense covered for the life of the project or for a brief period of the project, and the dollar amount you are anticipating the use of (either a lump sum or a per month sum). This form needs to be processed through your accountant. It will need to be signed by you (the PI); the chair of the department; and DRDA.
Financial Reports and Monthly Reconciliations
The CDB office is responsible for reconciling the statement of accounts for each sponsored project, discretionary monies and general funds. They will also meet with you on a quarterly basis along with Paul Bristol (more often if you like) to go over expenses, problems, questions. They will also make the reconciliation available to you for read only access on the server: Faculty and laboratory staff must provide the following to aid in reconciliation:
- Copies of all orders (either purchase orders, web orders or p-card orders)
- All order confirmations
- Anything that will backup an expense on the monthly statement
Without the above information, there is no way to tell if an expense is legitimate or not. This is very important.
Cell and Developmental Biology Website
Our department website  is comprehensive and extremely useful to faculty, students, administrative staff, and the general public. Please contact firstname.lastname@example.org to request updates and additions to your faculty pages.
Taubman Medical Library
Microscopy and Image-analysis Laboratory (MIL)
The Microscopy and Image-analysis Laboratory (MIL)  is a fee-for-service facility open to researchers from all departments within the University, other institutions, and within the industrial research community as well.
Consortium for Stem Cell Therapies
More than 40 scientists are active participants in the Consortium for Stem Cell Therapies (CSCT). The Core also offers training on the culture of Human Embryonic Stem Cells. Please call 763-5557 for more information.
Biomedical Research Core Facilities
Who to call
Equipment If Departmental equipment needs repairing (including autoclaves), please contact Karen Meeks .
Refrigerators/freezers: Bruce Johnson – 810-227-5130
Shakers – Toby's Instrument Shop 734-944-1510
Scintillation Counter – Technical Alternatives 734-971-1372
UM Facilities and Other ITCom after-hours – 734-647-7888 or 734-763-2000
Facilities – 734-647-7288
Broken blinds – Bill Brushaber .
Plant Operations – 734-647-2059
Meeting/Conference Rooms – Lori Longeway
Supplies Masks, gloves, antibacterial... – Fisher Scientific 734-622-0413 (M-Marketsite) or Kellermeyer, 475 West Woodland Circle, Bowling Green, OH 43402, 800-445-7415
Liquid nitrogen and CO2 gas – Cryogenic Gases, 12620 Southfield Freeway, Detroit MI 48223, 800-838-1660 or BOC Gases, 575 Mountain Ave, Murray Hill, NJ 07974, 734-932-0803 x 4758
Dry Ice – Hav-A-Bar, Les Norman, 3207 S. Traverse St, Flint, MI 48507, 800-875-2227 or BOC Gasesl 575 Mountain Ave, Murray Hill, NJ 07974, 734-932-0803 x 4758
External and Internal Submissions
External Submissions There are a few administrative steps with any external submission. Please see Kristen  when you have decided to submit a grant so that she can begin collecting necessary information. Due to the steps involved, it's best if Kristen  is notified two-three weeks before the application deadline. After administrative pages have been completed and reviewed for accuracy, Kristen  will get necessary departmental signatures and send the application over to the Med School for review and signatures. The Med School Grant Review & Analysis Office  would like to have the application seven working days before the deadline. It then goes onto DRDA  for final signature. You have the option of having DRDA  make copies and send to the sponsor as long as you're within the time limits listed on DRDA 's website. You also have the option of having the grant returned or picked up after DRDA  has signed so that you can mail it. In the case of NIH submissions, this is what Kristen  would like to see as soon as possible:
- face page (Kristen can complete)
- budget and justification
- biosketches for all key personnel
- resources and environment
- checklist (Kristen  will complete but please let her know any estimated animal housing costs or equipment and whether graduate students will be supported on this grant)
For other non-federal sponsored grants, please provide a website or application requirements and guidelines so Kristen  can determine what information is needed to get the application through the Department, Med School and DRDA  for necessary signatures. Internal Submissions The guidelines vary by funding source. Again, please include a relevant website or set of guidelines so that Kristen  can ensure the application is accurate and complete. These still need to be routed through the department. In summary… If it looks like a grant, feels like a grant, sounds like a grant, smells like a grant and includes any financial commitments, it needs to come through the CDB grants office.
The NIH Commons , the electronic research administration system of NIH, is accessible via the internet.
Faculty meetings are held on the first Wednesday of each month in room 3515 BSRB 12-1 p.m. Any questions regarding faculty meetings, please contact Lori Longeway. 
Minutes can be reviewed by faculty members on RedOctober > Users > Faculty > Minutes
Material Transfer Agreements
A Materials Transfer Approval Form facilitates the transfer of various kinds of materials– biological materials, compounds, equipment, and prototypes–for use in research projects. All material transfer agreements and approval forms need to be routed through Kristen  before sending to Med School Grant Review & Analysis Office  and DRDA . A brief description of the materials and their intended use should be included with the approval form. This information assists in determining any contractual conditions that need to be modified or removed and University exposure to liabilities. Faculty and staff do not have the authority to accept these agreements on behalf of the University.
 http://www.cellanddevelopmentalbiology.info/drupal/sites/default/files/Revised Special Placement Volunteer Application.doc