Welcome to the IIIS local Page
We are delighted that you will be a member of the IIIS community during this academic year. The purpose of the IIIS is to facilitate your research and to create a helpful research environment. For this purpose, it is necessary for all of us to pay attention to a few simple rules designed to ensure that the IIIS workspace is a productive and enjoyable place to work.
- Using Desk Space in IIIS
- Security & Access to the IIIS
- Fire Safety
- Protocol for presence of Undergraduate Students in IIIS
- Printing and Scanning
- Computers/IT/IIIS Server/Software
- Telephones
- Office Supplies
- Post
- Attendance at IIIS Seminars
- FORMS Download Travel Reimbursement Form
Download Casual Payroll Form - Submitting Discussion Papers
- Kitchen/Canteen
- Recycling
- Health and Safey
- IIIS Bulletin
IIIS Open-Plan office space
- Students and Staff are offered desk/office deskspace at the start of each academic year. This is not a permanent agreement. The IIIS reserves the right to request that at any time you may be asked to move to an alternative desk or move from an office to a desk on the main floor.
- The IIIS reserves the right to request that your Supervisor/Manager find an alternative location if you are unable to adhere to the IIIS Code of Conduct
- You must inform the IIIS Administrator and IIIS Director if you are planning to be away for 4 weeks or more. The desk you are using will be returned to the IIIS during this period.
- The IIIS is a communal space and we ask that each occupant ensures that the space is kept clean and tidy eg the area around the photocopier. Please dispose of the packaging of the printer paper. Flatten the box and place in the kitchen.
- Please note the signs in the Seminar Room, Offices and on the main floor all refer to the need to respect the IIIS as a study environment. When using the photocopier located in the admin area, please ensure your copy job takes place with the minimum disturbance to the researcher occupying the nearby deskspace.
- Please keep conversation to a minimum in the open plan area. If there are work matters that need to be discussed with IIIS colleagues please use the canteen area or request the IIIS seminar room or the use an office space if it is available .This should minimise the disruption to your colleague's workstation.
- IIIS policy dictates that the right of individuals to privacy at each work-station is fully respected. Materials on student or staff's desk are not to be interfered with or inspected by others.
- The IIIS insists on a tidy desk policy and that the floor space in offices and around workstations is kept clear of books and other materials. If you have a storage issue, please contact a member of IIIS Staff.
Computers/IT/IIIS Server/Software
- If you wish to use an operating system other than MS Windows e.g. Linux, your supervisor must send a written explanation to the IIIS Director outlining why you are requesting to use this operating system. You cannot upload this system until you have been granted permission by the IIIS Director.
- Prior to vacating the desk space, occupants must ensure the hard drive is cleared of any additional files.
- The IIIS has licences for a number of software packages (Eviews, Rats, Stata etc) as well as licences for a number of online databases (COMTRADE, Datastream, etc). To access the IIIS software, email the IIIS administrator and ask her to activate access to the applications folder. Then, the software can be accessed with the Windows Explorer aka File Explorer under: (enter in address bar): \\winsan\applications
- In addition, students may also have access to additional software licences purchased by their Departments. For example, Economics students should consult the blog blog.tcdeconomics.com for details of Economics Department licences.
While IIIS staff will endeavour to assist with any technical difficulties, in the vast majority of cases IS services are the best people to contact, particularly with regard to issues concerning the network, Outlook, Macs, Linux, access to the Internet and printing Contact by e-mail or phone, ext 2000.
Security & Access
- Only those who have been allocated desk space in the IIIS have swipe access to the Institute. The swipe access doors at either end of the IIIS space must not be propped open unless specifically required for the purposes of approved delivery or removal of IIIS property.
- IIIS occupants are requested to be alert to any unfamiliar faces entering or exiting IIIS premises and to employ some discretion when responding to an individual without swipe access who is requesting entry to the IIIS. Please alert IIIS staff if appropriate.
- The seminar room is locked at all times when not being used for seminars, conferences and meetings.
- Office occupants are encouraged to keep their offices locked when not in use.
- Deskspace occupants are encouraged to keep valuables secure in personal lockers and cabinets. Guests should not be let unattened.
- IIIS occupants should be aware that access to the IIIS from the Arts Building lift is through the Classics Dept corridor. The Classics Department has requested that IIIS residents respect the quiet required for the reading areas on either side of this corridor.
Office Hours
- Researchers have 24hr swipe access to the IIIS. When the Arts Building is closed please en-sure to sign-in in the book provided by the Security staff on the ground floor
Fire Safety
What to do if you discover a fire
Raise the alarm at the nearest break glass unit (BGU) / alarm call point
- Leave your building immediately using the nearest exit route, closing doors behind you.
- Notify Security from a mobile 01-8961999, informing them that the alarm has been raised and in which area
- Report to your designated Assembly Point - Outside the Arts Building in front of the Book of Kells.
Note:
Do not fight fire unless safe to do so and you are trained in the use of fire extinguishers.
Do not fight fire unless alarm is raised first.
What to do if the fire alarm sounds
- Leave the IIIS immediately - There are two exits marked with the cleary signed exit sign above the door. One is the door that is commonly refered to as the main entrance to the IIIS. The second exit is located at the back of the Institute to the left of office room C6.005. Please user whichever exit is closer and safer. Please take the stairs to the ground floor and follow signs to exit building..
- Close doors behind you as you leave
- Move away from the building
- Report to your designated Assembly Point. Green area in front of Book of Kells
- Do not re-enter building for any reason until authorised to do so and fire alarm is switched off
Remember:
Do not take any personal risks.
If safe to do so, switch off equipment / make your area safe
Do not use lifts.
Keep exit routes clear at all times
Keep your area clean, tidy and clutter free. Remove rubbish regularly
Check and familiarise yourself with the nearest exit(s) from your building, break glass units and the location of your Assembly Point.
Note: on assessment of the incident, those assembled may need to be moved to an alternative Assembly Point location.
Telephones
- If you need to make internal calls or make an external call eg the printer/photocopier is not working, please use the staff desk on the left as you enter the Institue.
- You must turn your mobile phone to silent or vibration mode to avoid disturbing other occupants. Telephone conversations on mobile phones should be taken in the IIIS canteen or outside the IIIS open area.
Printing and Scanning
- All printers are to be used for research purposes only and not for teaching materials external to the IIIS. If you need to organise teaching materials please utilise the facilities within your own department.
- IIIS policy is to print double-sided. For draft materials, please also consider printing two pages of text per page.
- Set up Printing and Scanning Facilities on my computer?
Please download instructions Set Up Scanner
Please download instructions Set Up Printer
If there are issues with the operating system on your PC or Mac please liase with Kopikat and IS Services.
- I can no longer scan? This is probably because your password has changed. Download Instructions to setup scanning after my password has changed [pdf 30KB]
- If there is a problem with the printer/photocopier please ensure to follow the prompts to clear the issue. If the problem persisits contact Kopikat 01 278 22 22. request for a technician to call out to the IIIS, 6th floor Arts Building, Trinity.
- If the printer is out of toner and there are no spare drums please follow the same procedure. Contact Kopikat 01 278 22 22. request for a technician to call out to the IIIS, 6th floor Arts Building, Trinity.
Post
- IIIS Staff and occupants are expected to take responsibility for their own mail and postal correspondence.
- The mail ‘in’ tray is situated behind the IIIS Staff Desk in the admin area. Please ensure you check the ‘in’ tray for all incoming mail. Please deliver your college ‘out’ mail in the mailbox beside the security desk at the entrance to the Arts Building.
Protocol for presence of Undergraduate Students in IIIS
- The IIIS space is for research only. If you are holding office hours for your students, please ensure you do so outside of the IIIS. Please arrange space provision with your department.
Attendance at IIIS Seminars
- All IIIS residents are requested to attend IIIS seminar series which are run over the academic year. Full list of IIIS Seminars and Events.
Kitchen/Canteen
The kitchen and canteen area is a great resource. We encourage the use of this area for PhD students to meet and discuss their research as well as their breakout space. We ask that those who have access to office space respect the kitchen area for this purpose. We request that PhD students acting as tutors do not host 'tutor' meetings with colleagues that are not based in the IIIS. If you wish to request a meeting place please contact your home department or Colette Keleher for the use of a meeting room. For those who have an office please refrain from using the kitchen for meetings.
- Put used kitchen utensils in dishwasher - not in or beside the sink!
- Switch on/Empty Dishwasher as required.
- Clean up any spillage, on the floor or in the fridge or microwave, caused by your food, as soon as you see it.
- Clear & clean surfaces immediately after use (cleaning products stored under the sink).
- Label food in fridge/cupboard.
- Put teabags in the bin - not in the sink
- Anything that has expired or smells must be binned!
For those PhD students and postdoctoral reasearchers that are usng the kitchen on a regular basis please ensure that they remove expired food and debris.
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Office Supplies
- IIIS occupants must print double-sided and consider printing two pages of text per page for draft materials.
- IIIS staff maintain printer and photocopier paper supply.
- IIIS staff should be notified of any large-scale print jobs. .
Recycling
- The IIIS complies with all College recycling guidelines. IIIS occupants are encouraged to use recycling trays and bins as provided.
- It is the responsibility of each person in the Institute to assist in the removal of recycled items to the College Bins provided in the Arts Block.
- Please refrain from bulk disposal as College Housekeeping is not equipped to deal with the removal of large items of rubbish. If you are hosting an event it is your responsibility to remove all debris to the bins provided in the Arts Block, this is not the repsonsibility of housekeeping.
Health & Safety
- A first aid kit is available for use from the IIIS Kitchen area
- Safety latches on Balcony Doors must not be released under any circumstances
IIIS residents are expected to respect and adhere to this code of conduct in order to ensure that everyone can benefit from the IIIS workspace and continue their research efficiently.
IIIS staff.