IPAM Institute for Pure and Applied Mathematics UCLA NSF
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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, 1 pm and 4 pm, Monday through Friday.

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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 $50,000 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
The insurance policy must be underwritten by an insurance corporation having an A.M. Best rating of "A-" or above, an Insurance solvency International, Ltd. (ISI) rating of "A-" or above, a Standard & Poor's Claims paying ability of "A-" or above, a Weiss Research, Inc. rating of "B+" or above, or such other rating services as the Agency may from time to time specify. The following plans offer acceptable coverage and are available for international visitors:

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 Gateway USA

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

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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 Room(310) 825-2111The entrance to the emergency room is at the corner of Charles E. Young Drive and Gayley. Map
Main Operator(310) 825-9111
Information Desk(310) 267-9119 (west)
(310) 267-9120 (east)
Patient Affairs(310) 267-9113Will help you find the services you need
Physician Referral Service(800) 825-2631Will help you find a doctor that accepts your form of insurance

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.

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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 $12 per visit. The nearest lot to IPAM is #2. Please see your program coordinator or Yvette King in the finance office to inquire about monthly parking permits. For occasional parking needs, ask in advance about our parking arrangements in lot #2.

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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 Affiliation Letter 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 the hallway next to the kitchen. 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 after hours access to the building (through rear door). Please keep your code secure, and be sure the door latches behind you.

Dress Code: 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 is open from 8:00 am to 5:00 pm, unless there is a workshop that runs beyond that time, in which case IPAM will remain open in accordance with the program schedule.

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: A few of the offices have phones. The phone number appears on the button on the bottom right corner of the base. It is equipped for local service only. If you do not have a phone in your office, you may use the phone in the kitchen for local calls. For long distance and international calls, please use a calling card or another method that does not require long distance service.

Recycling and Composting: IPAM offers both recycling and composting, and encourages its staff and visitors to produce less waste. 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. Starting in May 2009, IPAM composts organic waste including food, paper plates and napkins, as well as "spudware" and "cornware" utensils and cups. You will find composting containers in the kitchen as well as the lobby areas (collection on Friday). Please help us recycle and compost most of our waste! More information about UCLA's sustainability efforts are available at www.sustain.ucla.edu.

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.

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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.

EMERGENCIES

There are 7 exit doors to IPAM which are clearly lighted with Exit signs. Please locate the one closest to your office so that you can exit quickly if there is an emergency. 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. In case of an earthquake, hide under a desk or table until the tremors cease; do not leave the building until it stops. There are fire extinguishers throughout the building. Emergency procedures will be covered during orientation and will be provided in your orientation packet.

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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.

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 our Upcoming Programs page. 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 bulletin board by the registration desk. IPAM's weekly calendar is available here.

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.

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UCLA SERVICES AND FACILITIES

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.

Faculty Center
The UCLA Faculty Center is a private club located at 480 Charles E. Young Dr., serving lunch every weekday, and dinner on Tuesdays and Thursdays. It offers reciprocal privileges for members of more than one hundred other faculty clubs throughout the U. S., Canada, Europe and Australia. To find out if your faculty club is one of them, go to UCLA Reciprocity. To dine at the UCLA Faculty Center, just show your faculty club membership card. You may pay for your meal with cash or credit card.

Fitness Facilities
Participants of IPAM's long programs may purchase a discounted membership for 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. Bring this affiliation letter along with a photo ID to the Wooden Center membership desk, where you may complete the application and sign a waiver. The membership rate for visiting scholars is $50/quarter. You will get a recreation card to swipe upon entering the gym. For more information go to Fitness Facilities.

UCLA Libraries

Library Borrowing Privileges
The Young Research Library (YRL) will provide our core participants with library cards upon request. If you would like a library card, please see your program coordinator. He or she will make the arrangements and notify you when you can go to the YRL Circulation Desk to pick it up. You will need to present your IPAM affiliation letter and a form of photo ID, and they will ask you for your local residential address. You will be able to use the library card at any of the UCLA libraries, including the EMS library in Boelter.

Most of the mathematics books and journals are located in the Science & Engineering Library's Engineering & Math Sciences (SEL/EMS) collection in 8270 Boelter Hall. Depending on the 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 Transportation to UCLA
You may ride the Santa Monica Big Blue Bus and the Culver City Bus for $1.00 per ride. Exact change is required. Alternatively, at UCLA's Central Ticket Office, you may purchase a Metro pass to ride the Los Angeles Metro (bus and rail) or an "EZ Pass" to use all three bus systems. Ask your program coordinator for more information and current rates.

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MISCELLANEOUS

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

Vending Machines: There are vending machines with a variety of snacks and beverages located directly behind the IPAM building and in the breezeway of the Math Sciences Building.

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