Research Assistant Handbook January 2016
Welcome to Applied Research & Innovation Applied Research and Innovation (ARI) at Humber is a catalyst for moving ideas from concept to implementation. As a key service provider to the institution, ARI plays a critical role in supporting the applied research efforts of faculty, students and Humber partners. Research Assistants are an integral part of our team we count on you to help us to support research and innovation activities at Humber. Some of you will be working directly with staff and faculty members on their research projects. Some will be working at the incubator supporting students and grads with their businesses. Others will work on projects that support ongoing research at the college. Whatever your role, we look forward to working with you, and we hope that you find your job interesting and rewarding. Darren Lawless, PhD Dean, Applied Research & Innovation The Research Assistant Handbook The purpose of this handbook is to provide Research Assistants with clear guidelines about their positions within Applied Research & Innovation (ARI). All of the important information that you need to know to excel at your job is included in this handbook. If you have questions about anything in this handbook, or if you require additional information, please contact: Laurie Cooper Project Assistant Email: laurie.cooper@humber.ca Phone: 416-675-6622 ext. 5214 Candice Watson Business Manager Email: candice.watson@humber.ca Phone: 416-675-6622 ext. 5895 January 2016 1
Table of Contents Applied Research & Innovation... 3 HumberLaunch... 3 Policies & Procedures... 4 Code of Conduct... 4 Privacy and Confidentiality... 4 Employee Rights and Responsibilities... 5 Employee Safety... 5 Office Guidelines... 5 Employee Identification... 6 Computer Login and Password... 6 Office Equipment... 6 Personal Belongings... 7 Office Etiquette... 7 Office Attire... 7 Work Hours and Compensation... 8 Timesheets... 8 Lateness and Cancellation of Scheduled Shifts... 8 Breaks... 9 Additional Training... 9 Contact Information... 10 January 2016 2
Applied Research & Innovation Applied Research & Innovation activities are a key component of Humber s institutional strategic plan. Applied Research & Innovation (ARI) is a resource centre offering support for: Industry partners seeking or participating in ARI activities with Humber faculty and students Faculty and staff members pursuing scholarship activities Students and graduates pursuing entrepreneurial opportunities Students seeking opportunities to work as Research Assistants Humber students have many opportunities to work with ARI. As well as opportunities to engage in ARI projects with external partners, students may also work with faculty and staff members on their research and innovation projects. Students benefit participating in these activities by: Applying classroom lessons to real-world challenges Making valuable connections with industry, community and academic partners Starting businesses with support from the New Venture Seed Fund and the HumberLaunch Incubator Location & Hours Humber North Campus Room LX104A 205 Humber College Boulevard Toronto, ON M9W 5L7 Phone: 416-675-6622 ext. 5895 Hours: Monday to Friday, 8:30am to 5:00pm Visit the Applied Research & Innovation website In addition to the core office, ARI also operates a business incubator called HumberLaunch. HumberLaunch The HumberLaunch incubator is an extension of ARI that provides Humber students and alumni with the environment and resources to cultivate innovative ideas into successful business ventures while promoting economic development. HumberLaunch is a destination for entrepreneurial innovation. Entrepreneurs are provided with physical resources, business advice, knowledge, skills development, mentors and networking opportunities during their start-up phase. The services at HumberLaunch are offered to members with innovative ideas. This includes Humber students, alumni and members of the community. January 2016 3
ARI embraces the philosophy that educators can create an academic environment that will foster innovation and entrepreneurism. With that in mind, the HumberLaunch incubator builds upon the Humber New Venture Seed Fund, available to graduates and recent alumni. Recipients of the New Venture Seed Fund can work with the HumberLaunch incubator to engage with mentors and other entrepreneurs. Location & Hours Humber Lakeshore Campus 3180 Lakeshore Boulevard West (across the street from the main building of Lakeshore Campus) Phone: 416-675-6622 ext. 79250 Hours: Monday to Friday, 8:30am to 4:30pm Visit the HumberLaunch website Maps of Humber campuses and facilities are available on the Humber website. Policies & Procedures Code of Conduct As a member of the ARI team, you are expected to abide by the Humber Code of Student Conduct. When working off-campus or interacting with third parties for work-related projects and tasks, you are a reflection of the ARI team, and as such, you are expected to present yourself in a professional manner. Privacy and Confidentiality As an employee of ARI, you will come in contact with confidential information. This information may include, but is not limited to, personal information regarding other employees, external partners, and funders, as well as intellectual property, marketing plans, and financial and operational information. All employees are required to use discretion and take all precautions to ensure that access to confidential information is restricted to authorized individuals. When you are hired, you will be required to sign a Confidentiality Agreement. Disseminating confidential information to individuals or organizations external to Humber may expose ARI to certain liabilities. Only authorized employees may disclose information to any third parties. In the specific case of media, only designated media spokespersons are authorized to communicate with media sources. If you are unsure about whether you are a designated media spokesperson, you should seek clarification from the Business Manager. As a general rule, Research Assistants should never communicate with media unless they have explicit permission to do so in advance. Everything that you hear and learn in the time while you are an employee of ARI should be treated as confidential and should not be repeated to friends, faculty or staff members, or January 2016 4
fellow students. You should never communicate directly with external partners or other project stakeholders without prior approval from the Business Manager or your Project Lead or direct supervisor. On occasion you may be required to travel to and from each office location or to other departments on each campus. Before travelling with confidential information, make sure that you have received permission to do so from the Business Manager or your Project Lead or direct supervisor. Employee Rights and Responsibilities Humber is committed to providing a safe learning and working environment, free from discrimination and harassment. In accordance with Humber s Human Rights Policy, Humber has the right, as well as the legal and moral responsibility to ensure that all its members are treated fairly, equitably and respectfully without discrimination. For more information about Humber s Human Resources policies, practices and procedures, visit the Humber HR Services website. Employee Safety Humber is committed to providing a safe learning and working environment for students, staff and visitors, free from abuse, threats, intimidation, and physical attacks. A minimum of two employees should be in the office together at all times. If there is an exceptional circumstance where you have to work alone, the office door should remain locked until another employee joins you. To ensure your safety, Humber has put in place the following initiatives: Work Alone Program CCTV Cameras For more information about safety initiatives at Humber, please visit the Humber Public Safety website. Office Guidelines The following sections outline the guidelines that you will be expected to follow once you are hired as a Research Assistant. You will be asked to sign a copy of the Office Guidelines for Research Assistants to ensure that you understand what is expected of you as an employee of ARI. January 2016 5
Employee Identification When you are hired as a Research Assistant, you may be required to get an Employee ID Card from the Humber IT department. This card will allow you access to certain work areas deemed necessary by the Business Manager and your Project Lead or direct supervisor. In addition to work areas, your ID card will give you access to Humber facilities, including the gym and pool area, and certain borrowing privileges from the libraries and IT department. In order to ensure that you are not denied access to certain work areas, it is important that you always bring your Employee ID Card with you when you are on campus during work hours. If you lose your ID card, it is your responsibility to notify the Business Manager and your Project Lead or direct supervisor as soon as possible. The IT department will deactivate your lost card and issue a new one for you. Your ID card should only be used by you and not shared with others. Your access to secure areas should only be used to conduct work related tasks and never for personal reasons. Computer Login and Password In order to obtain access to non-academic computers you will need to notify the Project Assistant/Business Manager and provide your student user name. You will be notified by the IT department via email once access has been granted. Your assigned permissions may give you access to staff computers and the Humber I Drive, if required. The I Drive is a confidential shared network at the college. You can request access to a folder under your name that can be accessed from the following path: I:Departmental/Research/Students. You should always save any work-related documents in your I Drive folder. You are expected to use Humber computers during work hours. All Humber employees are required to adhere to the Acceptable Use Policy when using any of Humber s IT services while on campus or remotely. Use of your personal computer for work-related purposes is strongly discouraged. If you receive non-academic IT permissions, you will also be provided with a Humber email address. This email address is to be used for all of your work-related correspondence. Use of personal email address for any work-related correspondence is strongly discouraged. Office Equipment Office equipment is solely dedicated to ARI related tasks and are not to be used for attending to personal matters, including homework. ARI has computers, scanners, photocopiers and standard stationary supplies for you to use during work hours. The 3D printer at HumberLaunch is only to be used by employees who are properly trained to use it. All office equipment is the property of Humber and should be used only for work related tasks. The work stations and computers for Research Assistants January 2016 6
are shared spaces. Please be courteous and respectful of these spaces and of other people s belongings. Personal Belongings Please be aware that Humber and ARI are not responsible for any lost or missing personal belongings. Please store any valuable items safely for the duration of your shift. Office Etiquette ARI is not an entity that stands alone. We are a member of the body that makes up Humber, and together with our colleagues we work towards a common mission to develop broadly educated, highly skilled and adaptable citizens who significantly contribute to the educational, economic and social development of their communities. Keeping this in mind, ARI employees are expected to respect all individuals, regardless of personality types, religious beliefs, personal values and individual habits. Always be courteous and remember that this is a shared office space. Cell phones should not be used in the office and should either be turned off or put on vibrate. Fragrance-free Environment Fragrances are found in a wide range of products, including perfume, cologne, deodorant, soap, shampoo, hairspray, air fresheners, and cleaning agents. Exposure to fragrance chemicals in scented products can trigger health reactions in some individuals with conditions such as asthma, allergies, migraines, or chemical sensitivities. ARI is a fragrancefree environment. Please use any fragrant products sparingly, and where possible, consider using unscented alternatives. Office Attire As an employee of ARI, you are expected to abide by a business casual dress code on a regular basis. From time to time, we may hold or attend special events. On these occasions you will be notified of the dress code in advance and expected to dress appropriately. Appropriate Business Casual Attire Pants Dress pants, khakis, dark jeans that are not tattered or well worn, tailored kneelength shorts, capris Skirts and Dresses Casual dresses and skirts at or below knee-length Shirts and Jackets Casual shirts, dress shirts, sweaters, golftype shirts, sports jackets, blazers Inappropriate Attire Pants Sweatpants, yoga pants, exercise pants, Bermuda shorts, short-shorts, leggings, spandex Skirts and Dresses Short, tight skirts that ride halfway up the thigh; beach dresses Shirts and Jackets Camisoles, muscle shirts, midriff-baring tops, halter-tops, sweatshirts, shirts with potentially offensive words or pictures January 2016 7
Appropriate Business Casual Attire Footwear Loafers, boots, flats, dress heels, leather deck-type shoes, walking shoes Hats and Head Coverings Head coverings required for religious purposes or to honour cultural tradition Inappropriate Attire Footwear Flashy athletic shoes, flip-flops, slippers, thong sandals Hats and Head Coverings Baseball caps, touques, fedoras, or any other type of hat Effective September 8, 2015, any students who have been hired to represent ARI at events or video/photo shoots or to conduct surveys/demos are expected to adhere to a dress code. This dress code includes an ARI golf shirt (provided by the Business Manager) and dress pants (black, navy blue, grey or beige). Work Hours and Compensation Your hours of work will depend on the requirements of your specific position. Both your hours of work and compensation will be clearly stated on your employment contract. The number of hours that you work per week may vary, depending on the nature of the tasks that you have been hired to complete. On occasion, you may be required to travel between North and Lakeshore campuses or to other departments on each campus. You may receive performance reviews throughout the course of your employment. These may be formal or informal, depending on the nature of your work. Your direct supervisor will inform you about these details when you are hired. Timesheets All Research Assistants are responsible for submitting bi-weekly timesheets. It is your responsibility to track and document your work hours, which will be approved by the Business Manager or your Principal Investigator or direct supervisor. Timesheets can be found on the ARI website here. You are not permitted to work on weekends or holidays unless you have received advance written pre-approval from your direct supervisor and the Business Manager. It is your responsibility to submit your timesheet to your direct supervisor for approval before noon on the day that it is due. If timesheets are submitted late, your pay may be delayed. If you do not submit your timesheet within four weeks of the date that it is due, you may not be paid for the time that you worked. All employees are paid on a bi-weekly basis. Your pay will be directly deposited into your bank account by midnight each payday. New employees should allow up to four weeks before their initial payment is processed. Lateness and Cancellation of Scheduled Shifts January 2016 8
All employees are expected to arrive on time for their scheduled shifts and be physically present in the office. Research Assistants are not permitted to work from home or other offcampus locations unless prior arrangements have been made in advance and approved by your Project Lead or direct supervisor, Research Officer, and/or Business Manager. If for some reason your assigned work requires you to be absent from the office, please notify the Business Manager and your Project Lead or direct supervisor. If you ever have to arrive late or cancel your scheduled shift, you must inform the Business Manager and your Project Lead or direct supervisor of your lateness or absence before the scheduled start time of your shift. For planned lateness or cancellations of scheduled shifts, you should provide at least 48 hours notice. For unplanned lateness or cancellations, please provide notice as soon as possible. If you do not provide notice of your absence or lateness it will be noted, and appropriate disciplinary measures may be taken. Breaks Employees are entitled to a 30 minute unpaid eating period after 5 consecutive hours of work. If an employee works 7 hours or more during one shift they are entitled to take a 60 minute unpaid eating period. A supervisor and employee can agree, in writing or verbally, if the eating period is divided into two periods (e.g. two 15 minute unpaid breaks) or three periods (e.g. two 15 minute unpaid breaks and one 30 minute unpaid break). All employees may bring food into the office; please be cautious of bringing food that contains allergens. ARI and HumberLaunch both have fridges available for employees to store their meals and other snacks. Additional Training All Research Assistants are required to complete the following mandatory training before they begin their assigned tasks: Accessibility for Ontarians with Disabilities Act Training Integrated Accessibility Standards Regulation & OHRC Training Pathways to Human Rights, Education and Actions Health and Safety Training Research Assistant Online Tutorial (includes the Tri-Council Policy Statement Course on Research Ethics) You will receive additional information about these training programs from the Project Assistant or Business Manager when you are hired. Completion of the above listed items and 30 hours of Research Assistant project experience will earn a Research Assistant Training Program Certificate (issued by ARI) and can be credited on a student s co-curricular record. January 2016 9
Contact Information If you ever have any questions, please contact: Laurie Cooper Project Assistant Email: laurie.cooper@humber.ca Phone: 416-675-6622 ext. 5214 Candice Watson Business Manager Email: candice.watson@humber.ca Phone: 416-675-6622 ext. 5895 Contact information for other ARI staff members is available on the ARI website here. January 2016 10