ANYL Sem Guidelines

Guidelines for Participation in ANYL Seminar Program

• v2: Revised 21-Apr-2010
• v1: 9-Aug-2004

1. Faculty members will continue to give 20-minute research presentations on the first available Mondays in the fall semester.

2. Graduate student participation in the Seminar Program will be as follows:

• All graduate students are expected to attend all of the seminars in the program.
• 1st year students will give 20-minute presentations prior to Thanksgiving.
• 2nd year students, who will be taking their oral comprehensive exams, will not give seminars.
• 3rd year students will give a 30 minute seminar, normally in the spring semester. After the seminar, the audience will be excused and the student together with the ANYL/ENV/ATM faculty members will discuss the student’s progress towards a Ph.D. thesis. The whole session should be done in 1 hr, so please practice to ensure timing.
• 4th year students will not be expected to give seminars. However, all 4th year students will be appointed to the Mentoring Committee: after each 1st year student seminar, all 4th year students will meet with the 1st year students and provide feedback (for 1/2 hr after the seminar).
• Graduate students who defend their Ph.D. theses during the AY will be expected to schedule their final defense as part of the Seminar Program. The student will give a 40-50 minute public seminar followed by a closed session with the members of their thesis committee.

3. During each AY, each faculty member in the division, in consultation with their research group, should plan to invite and host one outside speaker. The costs associated with these speakers will be paid for by the Dept. of Chemistry and Biochemistry. Faculty members who wish to invite additional outside speakers should contact CIRES or the Environmental Program about support for these speakers. Faculty members can also invite local scientists as speakers, but they should attempt to choose speakers whose research would be interesting to most of the people who regularly attend the seminars.

4. It is likely that given the guidelines above, it will not be necessary to schedule seminars on all Mondays during the AY. However, when seminars are scheduled, all faculty members in the division are committed to attending them and to requiring attendance of their research groups.

Funding for ANYL Seminar Program

• As reported by Bob Sievers on 20-Apr-2010

• The Department provides $5 - 10K annually per division for the seminar series
• The university will reimburse economy airfare and accommodation (the department has standing order with some hotels)
• The university requires original itemized receipts and proof of payment for travel expenses in order to process reimbursements
• The university requires a social security number and home address
• Travel vouchers are processed and approved by the College of Arts and Sciences
• 3 students or postdocs max for lunch with outside speaker
• Speaker and 2 faculty members for dinner

Steps for Organization of ANYL Seminar Program

Step No.	Step Description	Person in Charge	Also for Local Speakers?
1	Invite external speaker	Inviting faculty	Yes
2	Reserve date on seminar calendar Wiki	Inviting faculty (mark as "host")	Yes
3	Travel arrangements of external speaker: Speaker books own room at Boulderado or Millenium Speaker books his / her plane ticket Transport to / from the airport is organized by inviter (students? Supershuttle?)	Inviting faculty	No
4	Organize meeting schedule for speaker via Web sign up sheet for schedule	Inviting faculty + Rosemary Trujillo	Up to inviter / speaker
5	Collect & post abstracts, and send seminar announcements to email list <anyl-env-seminars@googlegroups.com>	Rosella Chavez	Yes
6	Provide link to reimbursement procedure and form to external speaker	Inviting faculty + Rosemary Trujillo	No
7	Follow through reimbursement procedure, make sure that paperwork is complete to CU's satisfaction, and make sure that the external speaker is reimbursed in a timely manner	Rosemary Trujillo	No

Meals with Seminar Speakers

Listed below are some guidelines for taking seminar speakers out to lunch. CU’s policies may change, so if you are unsure of anything, you should check with either Rosella Chavez or Rosemary Trujillo beforehand.

Location

• In the past, we have either gone to Café Aion (1235 Pennsylvania Ave) or The Corner (1100 13th St). Both are on the Hill, so it only takes about 5 minutes to walk there. Café Aion is a little nicer, but it does not have as many vegetarian options as The Corner. Neither is usually very busy after seminar (~1:30), but you may want to send someone over there right after seminar to get a table. We have also gone to Khow Thai, but that is a little further away.

Paying for meals

• It's easiest to pay with a P-card, so make sure than at least one person going to lunch has a P-card. You can’t use a P-Card to buy alcohol, so if any is ordered it will have to be paid personally, and not reimbursed.
• When you pay, let the server know before they print the bill that you will be paying with a tax-exempt credit card and that you need an itemized receipt. Restaurants on the Hill are pretty familiar with this procedure so you shouldn't have any problems.

Reallocating

• You can get the seminar speedtype from Rosella Chavez. You also may need to talk to Rosemary Trujillo before reallocating to get a form that you will need to fill out. You may also need to list the names of the graduate students who went to the lunch.

• This item was contributed by Kyle Zarzana and Eleanor Waxman.