The Mathematics Department Headquarters Office in 2-236 is the administrative office that handles financial matters, appointments, and visas; it also provides office supplies, is the home of the department's fax and photocopy machines, and is the place to deposit outgoing mail. Paula Duggins is the Administrative Officer. Camille Capozzi Carino is the Personnel Coordinator who takes care of appointments, visas, health insurance, and parking. Sonia Franklin-Sparrock is the Financial Coordinator who oversees accounts, projections, and reimbursements. The Headquarters receptionist oversees office supplies, teas, incoming packages and faxes among other things.

All outgoing mail must clearly show your name and an MIT return-address on the envelope. Please note that the department will only pay for business-related mailing expenses; you should stamp all personal mail. As funds are limited, please be modest in departmental mailing. If you have what appears to be an expensive mailing to do, please check with headquarters.

The department's fax machine is located in headquarters. Our fax number is (617) 253-4358. All department members are asked to do their own faxing. If there is any personal faxing, please arrange billing with the receptionist.

The receptionist takes care of the department's office supplies. If you need anything, feel free to ask him. The supplies are located in the cabinet spaces in headquarters.

The department provides a telephone for departmental or personal, long-distance use in the Conference room adjacent to headquarters, Room 2-232. [There is a logbook to mark down your call, and you will be billed through Headquarters. Please mark down all calls, whether personal or department-related.] Per departmental policy, please use a calling card for all personal calls.

Incoming Mail

All incoming mail is sorted into mail slots in room 6-121, accessed by the 16-P key. The mail slot will correspond to your room number. It is important that you inform all your correspondents to use your building and room number for all mail addressed to you. The address should appear as follows:

Name

Department of Mathematics

MIT, 2-###

77 Massachusetts Avenue

Cambridge, MA 02139-4307

If the building-room number is not listed, or if "77 Massachusetts Avenue" is not written, incoming mail could be delayed. At the beginning of your stay in the Department (during which incoming mail may not have your room number) the mail sorters will have a directory to check in the mail room. Otherwise, they will send your mail to the Headquarters Office and it will be directed properly.

Telephone Policy

It is the procedure of the department to check the telephone billing twice a year. Auditors require that we keep regular, periodic checks on phone usage. Please note that while brief "necessary" personal telephone calls are permitted, personal calls are otherwise prohibited unless a personal telephone credit card (calling card) is used. If there is an extreme amount of calls charged to the department, we will ask you for clarification.

From MIT's Policies and Procedures, 13.2.3 Responsible Use of MIT Computers, Networks and Telephones. “The use of MIT's telephones is restricted to Institute business and necessary personal telephone calls. Necessary personal telephone calls include calls to arrange family and personal schedules, medical-related calls and other reasonable calls; these calls should be brief. No reimbursement to MIT is required for such calls.”

“Telephone calls related to personal business and activities are prohibited unless a personal telephone credit card is used or an explicit agreement for reimbursement to MIT has been established with the appropriate organization.”

Copy Room

The copy room that services Mathematics and Chemistry on the second floor at the main stairwell is available for self-service use. Machines work on a pass-code basis. If you have need of copying assistance please ask Camille for the code. Copying in this room should be departmental or pertaining to mathematics. (Please note that copying of books may be in copyright violation!)

Other smaller copy machines, located in 2-374 and 2-349, can be used for short-term copying. There is a copy machine in headquarters, but please use this machine only for the smallest chores.

All copying should be departmental (related to class or research work). If you have extensive personal copying to do, please stop by Headquarters to arrange to reimburse the department for your personal copies.