Residents' Guide

Mail | Medical Insurance | Medical Services & Supplies | Parking on Campus

Building Policies | Building Security | Emergency Evacuation

Staff Support & Services | UCLA Services & Facilities | Miscellaneous

This guide is intended for the use of long program participants who are in-residence at IPAM for up to three months, but other visitors may find the information helpful as well. For information on IPAM financial policies for funded participants and speakers, please go to the Policies page.

MAIL

Incoming mail: Mail for individual visitors will be distributed by IPAM staff. If you are expecting mail, you may check the administrative suite (1158) after 2:30 pm each day.

Our mailing address for external mail is:
Institute for Pure and Applied Mathematics
460 Portola Plaza, Suite 1158
PO Box 957121
Los Angeles, CA 90095-7121 (please use 9-digit zip code)

Some companies such as Fed-Ex require a street address. If so, please use the following:
Institute for Pure and Applied Mathematics
460 Portola Plaza
Los Angeles, CA 90095-7121

Campus Mail: To send mail to another office on campus, you will need the office's campus address and mail code. IPAM's internal mailing address is:
Institute for Pure and Applied Mathematics
1158 IPAM Building
MC: 712105

Outgoing Mail: IPAM will pay postage for work-related mail only. There is an outgoing mail box located in the IPAM administrative suite (1158) and mail is collected once a day. A staff member can provide you with envelopes and assist you as needed.

Please stamp and mail personal mail by depositing it in a U.S. mailbox or post office; the campus post office is located in Ackerman Union, floor A. There are two U.S. Mail pick-ups daily at this branch, 3 pm and 5 pm, Monday through Friday.

Back to Top

MEDICAL INSURANCE

Health Insurance for Visitors

IPAM long program participants must have health, accident, medical evacuation and repatriation of remains insurance. The insurance policies must cover the scholar and all accompanying dependents. Uninsured dependents may face grave risks, as medical costs in the United States are very expensive and admittance to clinics for uninsured patients is limited.

The insurance must provide the following coverage:

• medical benefits of at least $100,000 per accident or illness
• repatriation of remains in the amount of $7,500
• expenses associated with the medical evacuation of the exchange visitor to his or her home country in the amount of $10,000
• a deductible not to exceed $500 per accident or illness

• Travel insurance plans of any kind
• Any plan purchased outside of the U.S. and/or not a U.S. company
• Reimbursement arrangements or vouchers, including from home governments and consulates in the U.S.

Seabury & Smith, International Student Department
Plan: Medical Insurance for International Students and Scholars. Available to all full time international education program participants.
Phone: (800)282-4495
On the Website, select USA Plan

Harbour Group, LLC
Plan: International Student & Scholar Medical Insurance Plan. Available to international students, scholars, and visiting faculty on F and J visas.
Phone: (800)252-8160.

Penteco, Inc.
Plan: ISIS Incoming Health Insurance. Available to visitors who will be in the U.S. less than one year.
Phone: (800)247-5575

Hinchcliff International
Plans: Healthcare Advantage and Preferred Health Plan. Both are available to international students, scholars, and faculty on F and J visas.
Phone: (888) 350-2002

Back to Top

MEDICAL SERVICES AND SUPPLIES

These numbers are for the UCLA Medical Center in Westwood. For emergency situations, please call 911 for an ambulance or go to the emergency room.

Emergency Medical Supplies
Emergency medical supplies, such as bandages and over-the-counter medicines, are located in the kitchen, office supply area and by the entrance to lecture room 1200; for inventory purposes, please notify your program coordinator if you use any supplies.

Back to Top

PARKING ON CAMPUS

Parking is at an extreme premium on the UCLA campus so as much as possible, please do not drive to campus. Parking on the campus is $8 per visit. The nearest lot to IPAM is #2. Please see Lee Melreit for questions regarding visitor parking permits. For occasional parking needs, ask in advance about our parking arrangements in lot #2.

Back to Top

BUILDING POLICIES

Alcohol: Please do not consume or store alcohol in the IPAM building unless it is part of an official IPAM event.

Appliances: Small electrical appliances, such as coffee makers, irons, hot plates, small refrigerators, or other such appliances are not allowed in offices. The building's electrical system was not designed to accommodate appliances in individual offices.

Bicycles: Please do not bring bicycles or motorcycles into the building. There are high-security bike racks available around campus.

Building Access: The building is locked after hours and on weekends and there is no access without an access code. Please carry your Bruin Card with you when using the building after hours in case you are asked to show identification.

Copier Usage: All resident participants at IPAM will be provided with a user code for the copier located in Room 1229A (adjacent to the IPAM library). A second copier is located in the administrative suite. Please go to a private retailer such as Kinkos for large-scale copying.

Door Codes: IPAM residents will be provided with a number code for access to the building (through rear door). Please keep your code secure, and be sure the door latches behind you.

Dress: There is no dress code other than to please wear shoes outside of your own office. If your visit includes a stay at the UCLA Lake Arrowhead Conference Center, we recommend you bring warm clothing as the night temperatures there (especially in winter) can get very cold.

Drug Free Workplace: IPAM strongly endorses the University position on drugs in the workplace and a zero tolerance policy is in effect at all times.

Fax Machine Usage: A fax machine is located in the administrative suite. IPAM is happy to accommodate reasonable requests to fax work-related documents. Please complete a fax cover sheet with the materials you wished to have faxed and ask the IPAM program staff for assistance.

Keys: Residents will be issued a key to their office during the orientation. Visitors will be asked to sign a form acknowledging receipt and will be required to pay a $10 deposit, which will be refunded when your key is returned.

Kitchen: You are welcome to use the refrigerator and the microwave in the kitchen. Please label any items placed in the refrigerator with your name and remove them promptly when you are finished with them. The refrigerator will be cleaned out at regular intervals and all food not labeled will be discarded. Please be considerate of other users and clean up any mess you make in the kitchen, microwave, or refrigerator.

Office Hours: IPAM will be open from 8:00 am to 5:30 pm when programs are in session. Otherwise the hours are 8:30 am to 5 pm.

Personal Belongings: Please be aware that due to the large number of visitors and walk in guests, IPAM will not accept responsibility for lost or stolen items. It is strongly suggested that residents or visitors do not leave their personal belongings unattended.

Phones and Phone Usage: As a convenience to our residents phones have been installed in each room. When you are assigned a room, you will be notified of the phone number. Your phone is equipped for local service only. For long distance and international calls, please use a calling card or another method that does not require long distance service.

Recycling: You will find white paper and mixed paper/cardboard recycling containers near each copier and at the entrance to the IPAM library. Bottle and can recycling containers are located throughout IPAM's lobby. You may also deposit your bottles, cans, and paper into the recycling containers around campus. Click here for more information about UCLA's recycling efforts.

Repairs and Maintenance: Please notify a staff member if you have any problems with building features (heating, air conditioning, leaks, etc.) or with phones.

Smoking: All classrooms and buildings on the campus are smoke free. No one is allowed to smoke inside the Institute, but you may smoke in adjacent areas outside the building.

Back to Top

BUILDING SECURITY

Please keep the door to your office locked when you are not there.

The doors to IPAM will be locked in the evening, but we cannot guarantee the security of the building after hours. Please do not prop open any external doors or let anyone not affiliated with IPAM into the building after hours.

Please do not leave valuables unattended. Due to the large number of visitors and walk in guests, IPAM will not accept responsibility for lost or stolen items. Some offices have filing cabinets or desk drawers that lock; please ask the finance office if a key is available.

EMERGENCY EVACUATION

There are 7 exit doors to IPAM which are clearly lighted with Exit signs. Please locate the one closest to your office. In case of emergency, such as a fire or earthquake, please proceed to the nearest emergency exit door. The meeting place in case of an evacuation is the lawn in front of Moore Hall, across the street from IPAM's main entrance; from there, the staff will escort the group to the official meeting place for our section of campus. Emergency procedures will be covered during orientation.

Back to Top

STAFF SUPPORT AND SERVICES

As much as possible, please refer general questions to the Program Coordinator assigned to your program. The program staff occupies suite 1158. See the staff directory for contact information.

Administrative Support: Administrative support for visitors is limited. Please channel all requests for administrative assistance through your Program Coordinator. We will make every effort to accommodate your needs.

Afternoon "Tea Time": When a long program is in session, tea and a light snack are served at 3:00 pm in the library every weekday, except during workshop weeks.

Bulletin Boards: There are several general purpose bulletin boards in IPAM; please talk to your Program Coordinator if you would like to post something. In addition, we maintain a message board in the lobby during workshops.

Check in Procedure: There will typically be an orientation session for new visiting scholars to IPAM during the first week of a long program. The staff will be on hand to provide necessary information and materials.

Check out Procedure: At the conclusion of your stay at IPAM, it will be necessary to sign our check out form ensuring that you have returned any keys or other materials provided and to sign any necessary forms, such as for reimbursement. Please do not leave without notifying the Program Coordinator and finance office.

Room Scheduling: There is a master schedule/booking system for the conference room, meeting room, and classroom at IPAM. Please see Lee Melreit who can assist you if you need to schedule an event in one of our rooms. Please be aware that the large lecture room is reserved for program events.

Schedule: The dates for all workshops are posted on www.ipam.ucla.edu/programs. Detailed schedules are posted on the program's web page a week or more prior to the start of a workshop. When a program is in session, the daily schedule will be posted on the wall monitor in the main lobby and on the bulletin board by the registration desk. IPAM's weekly calendar is available at LINK.

Supplies: Residents will be provided with basic office supplies upon their arrival at IPAM. Additional items such as paper clips, staples, envelopes, and folders are available upon request; please ask your Program Coordinator. Other items that we do not have in stock can be purchased in the campus book store in Ackerman Union.

Back to Top

UCLA SERVICES AND FACILITIES

Bruin Card
The Bruin Card is available to all long program participants in residence for more than a month. It serves as a photo identification card and is needed for a variety of purposes. You can ride both the Santa Monica Blue Bus and the Culver City bus for a discounted fare ($0.25) on weekdays with the card. It also serves as a library card once you activate it (see your Program Coordinator for instructions). In addition, you may arrange to use it as a debit card for meals at UCLA restaurants and some Westwood vendors. The Bruin Card office is in Kerkhoff Hall, room 123.

Bruin OnLine
Bruin OnLine (BOL) is a collection of services that provides UCLA students, faculty, and staff with dial-up service, wireless network access, email, web hosting services, and free software and technical support. You must have a UID number (on your Bruin Card) to enroll.

Campus Security: Escort Service
UCLA Police provides walking escorts to and from campus buildings and Westwood Village from dusk until 1:00 am every night throughout the year. Van service is also available during the academic year and can transport you to nearby residential areas. Call 310-794-WALK to request an escort; please allow 15-20 minute for your escort to arrive.

Fitness Facilities
Participants of IPAM's long programs may purchase discounted membership in the UCLA fitness center, which provides access to Wooden Center, Sunset Canyon Recreation Center, Tennis Courts, Marina Aquatic Center, Student Activities Center, Drake Stadium, and the North Pool in Kaufman Hall. Your Program Coordinator will provide you with an "affiliation letter" on IPAM stationery stating that you are a departmental scholar at UCLA. Take it to the Wooden Center membership office, where you may complete the application and sign a waiver. For fees and more information go to Fitness Facilities.

UCLA Libraries
Most of the mathematics books and journals are located in the Science & Engineering Library's Engineering & Math Sciences (SEL/EMS) collection in 8241 Boelter Hall. Depending on field, some may also be located in the Biomedical Library, Chemistry Library (now including Physics materials), College Library, or Young Research Library. Some materials may be in storage at the Southern Regional Library Facility. To retrieve these materials, please ask library personnel at the reference desk.

The Science and Engineering Librarian for the subjects of computer science, mathematics and statistics is Anita Colby.

UCLA Resources for Visitors

UCLA maintains an online visitors information page and The New Faculty Information Guide, both of which may be useful to IPAM visitors.

Public Transit Discounts
UCLA offers discounted use of public transportation during the academic year. BruinGo! lets you ride the Santa Monica Big Blue Bus and Culver CityBus lines for 25¢ and a swipe of your BruinCard. You may also purchase a FlashPass for $22.50 each quarter (approximately 3 months) for unlimited use on either bus. The Go!Metro quarterly bus pass (about $45) features half-price fares on Metro Buses, Metro Rail and LADOT Commuter Express buses.

Back to Top

MISCELLANEOUS

ATMs: There are several Bank of America and Wells Fargo ATMs located on level A of Ackerman Union, a short walk from IPAM.

Vending Machines: There are two vending machines in the IPAM kitchen, one for snacks and the other for soft drinks. Other machines with a variety of snacks are located directly behind the IPAM building and in the breezeway of the Math Sciences Building.

Back to Top