Communications

    For assistance, please reach out to:

    Gabriel Merrell, Director, Access and Affirmative Action
    Deputy ADA Coordinator 
    Office of Equal Opportunity and Access
    Oregon State University
    p: 541.737.3671
    OSU's Accessibility Website
    accessibility@oregonstate.edu

    To initiate an OSU press release, please contact: 

    Michelle Klampe (she/her)
    Writer | News & Research Communications
    Oregon State University
    Phone: 541-737-0784
    Email: michelle.klampe@oregonstate.edu
    Web: OSU Newsroom
    Twitter: @OregonStateNews and @michelleklampe

    OSU Newsroom for Faculty and Staff

    Shawn Rowe, College of Education, Oregon State University

    Public Science Communication in a Virtual World: Honing your story for virtual tours, exhibits and talks

    Thursday, February 25 , 2021 | OSU Hatfield Marine Science Center

    MMI staff and students are encouraged to contribute to MMI's Facebook page. Please send news links (that feature MMI personnel or projects), original photographs and content, and event announcements to MMI's admin manager for posting. 

    Each lab at MMI updates its own pages on the MMI website.

    Please reach out to MMI's Website Coordinator (admin manager) to add staff/student profiles, news items, and publications; to change permissions on your lab pages; to contribute a monthly feature to the MMI home page; or for general layout assistance.

    For advanced assistance or training, please contact the CAS Web Team.  

    Accessibility:

    Drupal templates are designed to meet basic standards for accessibility. Using the built-in templates, colors, layouts, headings, and so on will improve the experience for your visitors. In addition, there are best practices you can learn to follow as a content designer. Please see the Accessibility section on this page for more information.

    Additional resources:

    COVID-19

    OSU Employees who have been physically onsite at HMSC or on any OSU location in the previous 14 days must notify their Unit supervisor and fill out a “Positive COVID-19 Communication Form” within 24 hours if they believe they have been exposed to COVID-19, if they have symptoms of COVID-19, if they have been diagnosed with COVID-19 or if they have had a positive COVID-19 test result.

    OSU COVID-19 Safety & Success

    OSU's Covid-19 Care Ambassador program provides support and resources for students who have tested positive or have been exposed.

    OSU’s Exposure Risk Assessment and Infection Control Plan (Dec. 7, 2020)

    Office of Human Resources COVID-19 Resources

    TRACE-COVID-19

    College of Agricultural Sciences (CAS) Covid-19 shared folder (Box login)

    COVID-19 Resources for Dept. of Fisheries & Wildlife (Box login)

      Purchasing

      There are several methods for purchasing research and administrative supplies under $5,000. Every purchase will need a business purpose and index. For general assistance, contact MMI's Administrative Manager, Minda Stiles.

      1. BennyBuy
        • This is the optimal method for purchasing supplies and minor equipment. OSU receives discounts from contracted vendors, and the purchasing and payment processes are streamlined. 
        • Each person at OSU is a "shopper"
        • Set up your default billing and shipping addresses
        • Add the index or funding source in the comments
        • "Assign your cart" to Admin Manager Minda Stiles or Fiscal Manager Mark Wilke (we will add the accounting information and finalize the purchase)
        • Note that BennyBuy undergoes continuing improvement, so processes may change. Please refer to BennyBuy training & tip sheets for details.
      2. Accounts at local stores
        • MMI has accounts at limited local stores. Check with your lab's purchaser or the MMI admin manager for details.
      3. Online vendors (credit card purchases)
        • Send requests to your lab's designated purchaser, who can use their department card (see Travel and Expense).
      4. Personal reimbursement
        • Personal reimbursements should only be used when there are no other purchasing options. When personal reimbursements are necessary, OSU expects the purchases to be under $100.
        • To request a personal reimbursement, submit your request through the Concur Travel & Expense system. 
        • IMPORTANT: Requests for expense reimbursement must be submitted within 60 days of the date of purchase completion. Due to IRS regulations, reimbursements submitted after the 60-day window will be processed as taxable payments. In addition, employees who regularly turn in reimbursements past the 60 days may be denied reimbursement.
        • Annual Reminder of OSU's Expense Reimbursement Responsibility
        • Personal Reimbursement Policy

      For purchases of $5,000 or above, personal services contracts, vendor contracts, subawards, sole-source acquisitions, vessel charters, or other related purchasing needs, please reach out to MMI's Fiscal Manager (Mark Wilke) for assistance.

      Additional resources:

      Safety

      OSU Accident Reporting Process

      • Public Incident Report Form (to be completed by supervisor within 24 hours of incident): The Oregon State University Public Incident Report form is to be completed to document any near-miss or incident. This form is meant for both employee and non-employee reports. It is to be used for occurrences both on University-controlled locations and during University-sponsored events that occur offsite.
      • Report of Job Injury or Illness (SAIF workers' comp insurance) (to be completed by both supervisor and employee within 24 hours of incident/treatment): Accidents requiring medical attention or those that result in lost time are reported using this form.
      • Submit all forms to Heidi Melton via Fax 541-737-4855, emailed to Heidi.Melton@oregonstate.edu, or hand delivered to Oak Creek Building. Call Heidi at 541-737-2916 with any questions. 

      Supervisors or the MMI Safety Coordinator should also inform Carrie Burkholder, CAS Regulatory & Safety Compliance Officer, of any reportable incidents/accidents. 

      Report ALL motor vehicle accidents, regardless of dollar amount, to the Insurance and Risk Management Services, (541) 737-7350 IMMEDIATELY. Please also inform your MMI supervisor.

      Visit Risk Management: Motor Vehicle ClaimsComplete the Auto Accident Report Form when the incident involves a university-owned, Motor Pool, state, rental, courtesy, or personal (driven on university business) vehicle and submit the completed form to Insurance and Risk Management Services. Please copy your MMI supervisor.

      A complete auto accident packet is in an orange envelope in the glove box of each MMI-owned vehicle. It contains a paper copy of the Auto Accident Report Form. An electronic version can be downloaded on the Risk Management link above.

      Payment for any repair will be processed by Risk Management as an insurance claim. 

      Each unit is required to be part of our College’s Emergency Operations Plan. Individual plan and emergency contacts should be updated as needed or, at a minimum, annually. Employees need to be made aware of the plan, and evacuation procedures should be in place.

      Emergency Contact Form: Please update as needed and return to MMI's Administrative Manager

      Tsunami Preparedness at Hatfield

      Tsunami Evacuation Map (Hatfield)

      HMSC Emergency Operations Plan

      OSU Office of Emergency Management: Manages preparedness, training, and response for all emergencies that affect university property and employees.

      Units that have active laboratories are required to adhere to all required compliance as outlined by EH&S. This includes, but is not limited to, a chemical hygiene plan, hazard communication, chemical inventory and required trainings and documentation. These requirements must be acknowledged annually through EH&S.

      OSU Environmental Health & Safety (EH&S): Manages and oversees health and safety and related compliance for all of OSU. Contact them for issues related to safety training, laboratory compliance, occupational safety, biosafety, hazardous waste, chemical safety, etc. Contact them to report a safety concern that cannot be resolved within your unit or the College.

      EH&S Training Materials

      Register as a New PI with EH&S

      Units that operate small boats or paddle craft, or engage in diving activities, must contact OSU’s Diving and Small Boat Safety Officer for information on safety inspections, training, and university, state, and federal requirements.

      OSU Small Boat Safety

      OSU Office of Risk Management: Helps our units manage and mitigate risks through the use of risk assessments, insurance, waivers, and trainings.

      CAS Safety Advisory Council: Addresses safety concerns and policies specific to our College units and advises College leadership on safety issues and related compliance.

      University Health & Safety Committee: Assists University leadership in promoting and creating a healthy and safe workplace for its employees and is available to address employees’ safety concerns.

      Technical Support

      TIP: To get maximum functionality from Zoom, check weekly for updates on all your devices. Zoom does not update automatically. 

      How to update Zoom:
      1. Log in to your OSU Zoom account
      2. Go to the Zoom desktop application
      3. Click on your profile picture (upper right corner)
      4. Click "Check for Updates"
      5. Wait for Zoom to download updates, then click "Update" 

      Traveling for OSU MMI

      Travel booking and expense reimbursement now takes place through the online system, Concur. Primary support for Concur is  provided by the Travel & Expense Office. For assistance with arranging travel, contact Corporate Travel Planners (CTP) at oregonstate@ctptravelservices.com or 1-844-529-5854. You will first need an approved pretrip request in Concur to book directly with CTP.

      Concur Login Link

      Employees and Students can access Concur though their My Oregon State Dashboard. Just search for “concur” under the resources section.

      Direct Login Link: https://login.oregonstate.edu/apps/concursolutions/

      Complete Your Profile

      Before using Concur Travel and Expense for the first time, you should complete your profile by clicking the “Profile” link at the top left of the page, and then select Profile Settings. Please see our video library for help filling out your profile. Through your concur profile you can verify your email address, add your personal travel preferences, as well as update emergency contact information. An updated profile is critical and will really enhance your travel & expense experience.

      Concur Pre-Trip Requests

      OSU employees and students are required to submit pre-trip requests for their OSU sponsored domestic and international travel through Concur, except for in-state travel or one-day travel with no airfare. (Note: Pretrip requests are not the same as travel authorizations. Travel authorizations are not specifically required for CAS employees except for travel to high-risk destinations, per CAS pretravel authorization policy.)

      The International Travel Registry (housed in Global Opportunities) should still be used for ALL international travel. This will ensure OSU students and employees are properly supported in case of emergency while traveling abroad. Work is currently underway aimed at reducing the complexity around pre-trip registration processes for International Travel, but the International Travel Registry remains a critical component.

      Travel Booking

      As a reminder, the Universities new travel management company is Corporate Travel Planners (CTP). You are able to use the online booking tool in Concur or book directly with an dedicated Agent. If you have questions about booking travel please don’t hesitate to contact our office at travel@oregonstate.edu or visit our website for CTP Contact Information.

      Travel Policy

      The FIS Travel Policy has been updated and is available for review. https://fa.oregonstate.edu/fiscal-program/travel

      Travel booking and expense reimbursement now takes place through the online system, Concur. Primary support for Concur is  provided by the Travel & Expense Office. For assistance with arranging travel, contact Corporate Travel Planners (CTP) at oregonstate@ctptravelservices.com or 1-844-529-5854. You will first need an approved pretrip request in Concur to book directly with CTP.

      Training and Support

      There are various training materials available to help get up to speed on the new Concur Travel & Expense software. Please visit our training library to view training videos, process documents, or trip sheets. We will be continually adding content to our various libraries.

      The Travel & Expense Office is holding open office hours via Zoom for in person support and assistance. You can find the zoom details on the Contact Us page of our travel website.

      For general questions regarding Concur Travel & Expense please feel free to contact our team via travel@oregonstate.edu. If you have any questions specifically about credit cards, please contact procurement.cards@oregonstate.edu

      Please sign up to be on the Travel and Expense Office email list. This will be used as our main communication to campus for updates, announcements, and changes. https://lists.oregonstate.edu/mailman/listinfo/travel_and_exp_updates

      Students: Please complete the Clery Act Property and Travel Form prior to all overnight trips. If you are unable to complete the form ahead of time, then you may report it after your travel as long as it is within 60 days.

      The federal Clery Act, which reports crime statistics on university property, requires us to report where students lodge when they travel.

      • This only applies to OSU students
      • This only applies to travel that is more than one night
      • This only applies to lodging that OSU or students pay for (eg, hotels, Airbnb, field stations, or friend/family home if a noncommercial lodging reimbursement is claimed)

      If you have any questions about these requirements, please contact Clery Act Compliance at Clery.Compliance@oregonstate.edu or 541-737-4538. 

      There are several ways to travel between HMSC (Newport) and main campus (Corvallis).

      • Coast to Valley Express Bus
      • HMSC Motor Pool Car
        • There is one Motor Pool vehicle based at HMSC. Check availability on the HMSC Automobile Calendar. To reserve it, use the Room Reservation Request Form or email HMSC Scheduling. The HSMC car costs approximately $35/day and is billed to an index. The HMSC Automobile has parking privileges (no permit required) on the OSU Corvallis campus in A, B, and C lots but not in BR- or CR-designated areas of those lots.
      • Your Personal Vehicle
        • You will need to pay for parking on the Corvallis campus. If you are not an annual OSU parking permit holder, you can use hourly parking meters or purchase a permit online in advance. (Be sure to select "Login for more permit type options" to access the discounted daily "Infrequent Daily Driver Permit," if this applies to you.)
        • Parking cannot be billed to an index. If your trip is eligible for reimbursement, you may submit your request in Concur.
      • Enterprise Rental Car
        • Book through Concur to use the State of Oregon contract and bill to an index.
      • MMI Truck
        • MMI maintains a small fleet of E-plated trucks specifically for travel related to field research. You may check one out for local travel related to OSU business if one is available and this has been approved by the MMI Program Manager. You would be responsible for fueling the vehicle (you may use your T&E card for fuel in OSU-owned vehicles) and paying for parking on campus. Please note that driving a government vehicle comes with additional responsibilities and restrictions.
        • This requires that you have an approved Driver Authorization Form on file. Please complete this online and provide a copy to the MMI office for signature approval.