information technology - Perimeter Institute

INFORMATION TECHNOLOGYThe IT DepartmentThe Information Technology Department has developed a number of policiesregarding the use of computers at PI. They are located on the PI Intranet. IT Acceptable Use Policy ( examples of unnacceptable use)• accessing another User's account• seeking information on passwords or data belonging to others• making unauthorized copies or using unlicensed proprietary software, or providing unauthorized• copies of proprietary software to others• sending unsolicited email messages, including the sending of “junk mail” or other advertising• material to individuals who did not specifically request such material (email spam)• any form of harassment via email, telephone, or paging, whether through language, frequency, or• size of messages• viewing, printing or sending pornographic materials• any activity that violates any other Perimeter policy or code• any activity that violates federal, provincial or municipal laws or regulations

Key Administrative StaffMichael Duschenes, Chief Operating Officer• Michael manages the day to day affairs of Perimeter Institute• He is charged with specific oversight of scientific administration,human resources, communications, information technology,building operations, and outreach.• Michael works closely with the Institute’s Directors, Scientific Advisory Committee,and Board of Directors.Sue Scanlan, CGA, Director of Finance• Sue and her team monitor the financial performance of the Institute.• This involves the development of budgets and forecasts, managing cost controls,fulfilling grant reporting requirements, and providing a variety of accountingservices throughout the Institute.Colleen Brickman, Director, Facility Management• Colleen oversees the management of PI's physical buildingsand contents involves ongoing g improvements, maintenance, security,and other services.

John McCormick, Director of IT• John oversees Perimeter's information technology infrastructure including:computer hardware, networks, software development, and technical support.• In addition to servicing researchers and outreach staff with a full array ofinformation technology solutions, the department also provides audio/visualservices (including recording and distribution of lectures), supports thetelephone system, develops the website and intranet infrastructures,and spearheads new technical initiatives.John Matlock, Director of External Relations and Outreach• John is responsible for key initiatives, staffing and budgets involving PI’smany external and outreach activities.• External projects are divided among three areas – media relations,government relations and community relations.• Outreach projects involve the creation and delivery of programs and productsfor students, teachers and member of the general public across Canada and beyondLeeAnne Kane, Scientific Administrative Coordinator• arrange seminar and course details• arrange colloquium speaker meetings and dinners• determine the appropriate admin staff to help with your needs• arrange coordination of LTV, sabbatical and undergrad programsKaren Wiatowski, Visitor Program Coordinator• Coordinate ground transportation for short and long term visitors• Coordinate and manage PI temporary housing for visitors and new scientific staff

Jodie Carriere, Conference Coordinator (arrives Sept 29 th )• Assistance in planning and organizing conferences within the InstituteDawn Bombay, Librarian and Conference Assistant• For assistance during conferences• To order books for the library• Information about the library systemSheri Keffer, Human Resources Manager• Assistance with immigration issues or questions relating to work permits or visas• Assistance with applying for permanent residency• Preparation of employee agreements and contracts• Support for confidential employee issuesMorgan Malinski, Human Resources Administrator• Answering questions regarding health benefits• Planning and organizing social eventsg g g• Verification of employment letters• Coordinates the Health & Safety program

Werner Friesendorf, Shuttle Van Driver• Transportation with the shuttle driver is arranged through Debbie Guenther• Transportation to and from other area universities• Airport pick-up and drop-off when availableDawn Poll, Sr. Bookkeeper/Payroll Administrator• Payroll and reimbursements• Blackberry program administration• Assistance with grant applicationsColleen West, Bookkeeper• Travel reimbursementsJoy Montgomery, IT Help Desk Analyst• Assistance with any computer problems• Request new hardware, software or configuration changes• First-level technical support

Sheena Gilks, Reception and Operations Administrator• Assistance with concerns about office temperature or furniture• Assistance with courier packages and ordering office suppliesMike Leddy, Building Operations Assistant• Conducts regular maintenance at both buildings• Resolving issues with heat and air conditioning in officesDamian Pope, Senior Manager, Scientific Outreach• content creation and presentation delivery for high school teachers• Perimeter Explorations teaching modules• PI Teacher NetworkRichard Epp, Outreach Scientific Manager (secondment from UW)• Content creation for high school students• Delivery of student workshops• Future planning for elementary school programming

Scientific ResponsibilitiesPerimeter Institute’s s Policy & Procedure Manual can be found on the PINET in theInformation section under Human Resources.Responsibilities of Mentors‣ Ensuring that the postdoc is well integrated into the Institute and having a positive experience throughout the term oftheir appointment.‣ Consultation with the postdoc regarding their research plan and, if relevant, monitoring the progress of this planthrough regular meetings‣ Encouraging the postdoc to present their work, and to publish their results in a timely fashion‣ Encouraging g the postdoc to acquire and enhance their knowledge and technical skills as dictated by their current andfuture needs‣ Facilitation of the procurement of teaching opportunities if desired by the postdoc.‣ Encouraging postdocs to apply for training and research support as appropriate‣ Discussing time spent away from PI and assisting with maximizing research and interaction opportunities offered bythe postdocs travel grant.‣ Providing career development advice including pro-active assistance in obtaining the postdocs next research position.Reporting PublicationsIt is the responsibility of each PI Postdoctoral fellow to request a PI Preprint number from the Information Technology Departmentand to provide LeeAnne Kane, the Scientific Administrative i ti Coordinator, with a current publication list. It is advised d that t you usethe publication tool on the PINET to add your applications and print reports. It is required that all manuscripts should have thefollowing acknowledgement:Research at Perimeter Institute is supported by the Government of Canada through Industry Canada and by the Province ofOntario through the Ministry of Research & Innovation.

Scientific Administrative MeetingsMeetings are currently held on the last Friday of every month in the Alice Room (301) from 11am – 1pm.All Faculty, Associates and Postdocs are invited to attend.Travel and Time Away from PIAll researchers spending time away from the Institute t must inform the Scientific Administrative i ti Coordinator as soon as their travelplans are known, indicating dates of travel, travel destination and reason for the travel for inclusion on this schedule.Postdocs should inform their mentor about absences from PI longer than a week, whether for personal or scientific trips.Visitor PrivilegesPostdocs are eligible to extend invitations to 2 Collaborators per term for a combined total of 6 weeks.All researchers inviting Visitors to PI should submit a visitor request form to the Visitor Program Coordinator, Karen Wiatowski.When inviting a visitor, the following items should be considered:• Determine the avenue (seminar, collaborator, recruit) through which the visitor will be invited• Submit the request form as soon as the suggested visitor’s arrival and departure dates are known• Identify all travel, research grants and cost sharing opportunities that the Visitor has available to him/her• Agree to host the Visitor while at PI and include a summary of the visit in your annual report• Do not make any formal arrangements with the visitor until the visit request has been confirmed by the Visitor ProgramCoordinator.

Conferences & WorkshopsPI is committed to providing its Researchers the opportunity to organize conferences, workshops and schools which will benefitand complement their research programs. It is the mission of the conference and workshop committee to ensure that events areof the highest quality and relevance as possible while maintaining a good balance among the different research efforts at PI.There will be one large campaign for proposals once a year (in January) as well as reminders to submit proposals at the beginningof each term.Steps to Organizing i a Conference1. A proposal template can be found on the Researcher Wiki on the PINET for you to fill in all the required information.2. The proposal is submitted as far in advance as possible to the Conference Coordinator. Funding is determined at thebeginning of each fiscal year (August to July)3. The Conference Committee Chair will contact you, the Scientific Organizer, to discuss the content, structure and quality of theevent.4. If the proposal is approved, you will meet with the Conference Coordinator to discuss the budget, marketing and a timeline foryour event.5. The Conference Coordinator will notify you once the conference budget has been approved.6. Planning the event will then take place with assistance from the Conference Coordinator.Scientific CommitteesColloquium/Seminar Chair – Lee Smolin (Fall 09) Richard Cleve (Winter 09)Postdoc SelectionChair - Lee SmolinConferences and WorkshopsChair – Rob MyersLong Term VisitorChair – Daniel GottesmanLibraryChair – Jonathan WalgateGrads & CoursesChair – Laurent FreidelAwardsChair – Rob MyersPostdoc CommitteeSelf Assembling

What’s Happening at PI?Outreach ProgramsStudent Programs• Physica Phantastica• ISSYP(International Summer School for Young Physicists)Teacher Programs• PI On-Location Workshops• Einstein Plus WorkshopsGeneral Public• Public Lecture SeriesGetting involvedSee Julie Taylor, Damian Popeor Richard EppKeynote presentationsat summer campsMentoring students atthe ISSYP campsPhysica PhantasticapresentationstiInput on a variety ofoutreach content•Products• Perimeter Explorations Series

Culture and Arts“Mozart’s music is so pure and beautiful that I see itas a reflection of the inner beauty of theuniverse.” – Albert EinsteinEvent Horizons 08/09Top quality musical and cultural events in a unique atmosphere that provides theopportunity to interact with world class artists.Art TalksKitchener Waterloo Art Gallery and PI have formed a partnership to bring cutting edgevisual art presentations by distinguished artists and cultural figures to Waterloo Region.Art Talks take place in Perimeter Institute's Mike Lazaridis Theatre of Ideas.Jazz in the Black Hole BistroContemporary jazz greats and rising stars infuse the intimate atmosphere of the BlackHole Bistro with unforgettable music and evenings to remember. Concerts typically takeplace once a month.Black Hole Bistro Dinner Concert SeriesDelight the body and soul with a unique fine-dining concert event in the comfortablesetting of the Bistro.To order tickets forany of these eventsplease contact Anneat ext. 5420

Social EventsPI wants you to have a little bit of fun while you are here and get to know your fellow colleagues and their families.Some of the events we have hosted in the past include: a connect to the community-welcome back barbeque ,trip to the Ontario Science Centre, Halloween parties for adults and children, Holiday parties for adults andchildren, Family Movie nights, Dog sledding and a ski trip to Collingwood.Black Hole Bistro EventsCooking with Carla; Wine Tastings; Dance PartiesPub Night; Wine & Cheese

Scientific ActivitiesWeekly SeminarsOrganizersQuantum Information Theory – Mondays at 4pmDaniel GottesmanInternational Loop Quantum Gravity – Tuesdays at 10amJames RyanCosmology – Tuesdays at 2pmNiayesh AfshordiQuantum Foundations – Tuesdays at 4pmChris FuchsColloquims – Wednesdays at 2pmLee SmolinPiquidos – Wednesdays at 4pmRolando SommaStrings – Thursdays at 11amSamuel VazquezQuantum Gravity – Thursdays at 2pmMichele ArzanoParticle Physics – Fridays at 2pmMichael TrottPIRSA (Perimeter Institute Recorded Seminar Archive)PIRSA is a citable archive of recorded seminars from relevant bodies in physics located on our website.Every seminar, seminar series, and collection of seminars is given a unique number, the PIRSA#,which h allows each specific seminar to be referenced.

Fire safetyFirst AidHealth and SafetyImmediately leave the building through your designated Exit Door.Designated Meeting AreaDo not re-enter the building until instructed If you have an incident that is an emergency DIAL 911 First Aid Main Station in the dressing room, adjacent to the Theatre First Aid Kits located at reception/security, office supply cabinet on the 2 nd floor south side, and in the staffkitchen on the 3 rd floor south side.First aid representatives• Dawn Poll Carla Wikstrom Jodie Carriere35 King St. Bistro Head Chef Conference CoordinatorSecuritySecurity staff are in the building Monday to Thursday from 5pm – 8:30am, and from Friday at 5pm to Mondaymorning at 8:30am. Please contact Security if you require assistance walking to your vehicle at night or requireaccess to your office.

We hope this has answered some of your questionsWELCOME TO PI!