Information for Appointees
Updated: 20 August 2010

Answers to Fellows
Frequently Asked Questions


Whether you're just starting a new fellowship at Natural History or have been here for awhile but still haven't found what you're looking for, here are some answers to commonly asked questions. Click on the link to reference answers and find links to additional information on the topic. Note that some links are to references posted on the SI intranet and therefore only accessible from a Smithsonian IP address:

How do I go about finding a place to stay during my fellowship?

Finding good and inexpensive housing in the DC area can be difficult. Here are some links to help. However, these are just suggested sites for starting your housing search. The Smithsonian does not officially recommend any particular housing listing, web site or reference.

Short-term: The following locations offer short-term (several weeks/months) housing options in Washington DC in dormitories and other shared living arrangements.

Resources: Use the following sources to access a variety of housing listings for the Washington DC area.

DC Links:

National Housing Information Links:

How much?: In 2006 the average monthly rental rate in and around DC is $950 - $1,100 for a studio and $1,300 - $1,500 for a one bedroom; in most places this includes utilities. A two or three bedroom town home starts around $2,000; this varies greatly from neighborhood to neighborhood and usually doesn't include utilities. If you were looking for a room to rent in a town house or apartment with other roommates, you could expect to pay any where from $550 to $750 and most likely doesn't include utilities.

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Do I have to undergo the background investigation and be fingerprinted to be nominated/awarded a fellowship appointment?

Yes. All academic and volunteer positions at the Smithsonian are now characterized as Non-Critical Sensitive. Placement in an academic appointment requires successful adjudication of a pre-appointment background check.

PROCESS: Please allow at least 4 weeks for this process to complete BEFORE the nomination deadline. All individuals, U.S. citizens and Internationals, nominated for an academic appointment must undergo a pre-appointment background investigation before an appointment can be confirmed.

Nominees are required to complete an OF 306 Declaration for Federal Employment, a standard form issued by the Office of Personnel Management. The OF 306 is available at the OPM web site as an on-line fill-in form at: http://www.opm.gov/forms/pdf_fill/of0306.pdf.

Nominees are also required to complete an SF 87 Fingerprint Chart (fingerprint card). The SF 87 will be mailed directly by the Smithsonian to individuals nominated for an academic appointment. The SF 87 is not available electronically and cannot be sent via e-mail.

Non-local (to DC/NY) nominees must take the SF 87 to their local law enforcement agency or courthouse to obtain fingerprints. A minimal fee is usually involved. The nominee must then mail the completed OF 306 and SF 87 to the Office of Protection Services.

GENERAL MAIL: Please send your response via the US Postal Service to:

Smithsonian Institution
Office of Protection Services
Personnel Security Division
P.O. Box 23793
Washington, DC 20026-3793

We recommend that, minimally, you select First Class mail for timely delivery. To help ensure quicker service we suggest USPS Priority Mail and advise that you request Delivery Confirmation to track and confirm delivery of your response.

EXPRESS MAIL: Should you wish to use a delivery service (FedEx, UPS, etc.), address your response to:

Smithsonian Institution
Office of Protection Services
Personnel Security Division
Capital Gallery Building
600 Maryland Avenue SW, Suite 4160
Washington, DC 20024

If the nominee is within commuting distance to Washington, DC, they may hand-deliver the completed OF 306 and be fingerprinted on-site at no cost. In addition, nominees having difficulty obtaining the proper fingerprints at their home location may request a deferment to be fingerprinted at the Smithsonian upon their arrival to DC.

The Smithsonian Office of Protection Services is located at 600 Maryland Avenue, SW, Suite 4036. Office Hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

If you have questions regarding the process, or the status of your submitted documents, please contact: ops.pso@si.edu.

The Smithsonian Office of Protection Services (OPS) contracts the Office of Personnel Management (OPM) to conduct all investigations. Based upon the investigation results, OPS determines the nominee's suitability for a position at the Smithsonian. The turnaround time for investigation results is about 10 days from the time information is received by OPS from the nominee.

OPS will notify the NMNH Head of Acaedmic Services when an investigation is closed. They will then contact the nominee to extend a formal offer, and provide further detail.

I have recently completed a background investigation with another Federal agency and been fingerprinted. Do I require another pre-appointment background investigation at the Smithsonian?

Yes. The Smithsonian must conduct pre-appointment background screenings for all tentative selectees whose positions are categorized as "critical sensitive" or "non-critical sensitive," even if the candidates come from another federal agency.

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I'll be bringing my computer along. What are the IT specifications, connections, requirements and limitations?

The networked environment at Natural History consists of over 700 workstations linked via 10/100baseT copper and fiber to dozens of Netware, Windows and UNIX servers. Access to this distributed system is handled by Netware Directory Services. Once connected, users have access to email, network drive space, network printers, shared applications, and the internet.

Networking a PC requires 1) a physical connection to the network, 2) client software, 3) accounts and passwords and 4) a properly configured workstation.

No Devices are to be connected to the Network without prior approval from the appropriate NMNH-IT operations staff. This includes personal PCs, printers and all other networkable devices.

For any non SI laptop connecting to the SInet you must:

    • make sure the laptop is set to DHCP (obtain an IP address from the SInet
    • not set to a specific IP at your University/institution)
    • have a Virus program installed (McAfee or Symantec, etc.) with all current updates
    • have all current Windows updates loaded and installed.
No remote access software of any kind that goes outside the SI to look at home workstations (PC Anywhere etc.) is permitted.

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I'll be bringing specimens with me to the Museum. How do I get them into the building?


As you could guess, you'll need to check first before traveling here to ensure appropriate steps are taken care of.

Fellows seeking to bring comparative materials into the research collections must notify the Collections Management Staff prior to their arrival. Most units have sterile entry requirements, mandating that specimens first be treated according to the policies of the unit. Each unit has slightly different processes including required documentation. In some cases protocol treatments yield the specimens unavailable for several days/weeks while undergoing treatment. Please plan accordingly.

The Museum Support Center also maintains strict inventory control over specimen movement in and out of the building through its shipping office. Visitors planning to bring comparative material into the MSC facility must notify Collections Management Staff prior to their arrival. A list of specimens being brought into the building must be presented, along with the specimens, to the shipping officer.

If you're bringing in specimens not managed by your assigned unit you will need to check the policies covering the associated specimens (e.g. if your fellowship is with the Department of Entomology but you're also bringing in plant specimens associated with your insects you will need to check with the Botany collections Manager).

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If my fellowship is not being paid through the Smithsonian, how do I ensure that my appointment is recognized by the Institution?

This is considered an "External Fellowship" appointment. Your registration with NMNH Office of Academic Services will ensure that everything is taken care of.

Note that there are three categories of fellowship appointment:

1. Smithsonian Fellowship
2. Visiting Scholar / Visiting Scientist Fellowship
3. External Fellowship

Smithsonian Fellowship: A "Smithsonian Fellowship" is an official academic appointment awarded by the Institution following application and competitive review through the formal Smithsonian Institution Fellowship Program. Funding is provided and administered by Smithsonian's Office of Research and Training Services (ORTS). Awardees are granted the title "Smithsonian Fellow."

Visiting Scholar / Visiting Scientist Fellowship: Some individual units as well as specific researchers at NMNH may offer fellowship(s) using specialized funds, often received through grants. Although funded separately, these awards are also administered by ORTS. Awardees are given the title "Visiting Scholar Fellow" (Predoctoral level) or "Visiting Scientist Fellow" (Postdoctoral level).

External Fellowship: NMNH welcomes students and scholars who have received external funding to support a fellowship at our Museum. These fellowships are considered External Fellowships and awardees use the title "External Fellows."

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Can I apply for external funding under the auspices of the Smithsonian?

Yes! Many fellows during their Smithsonian fellowship apply for additional support to complement their current fellowship appointment as well as to fund additional research time at the Museum after their official SI fellowship concludes. However, there are several restrictions and terms to consider as well as offices to coordinate with.

To ensure that your proposal doesn't conflict with your current fellowship, first discuss your plans with ORTS.

If cleared through ORTS, fellows are highly encouraged to submit proposals for external grants and contracts under the auspices of the Smithsonian Institution (SI). Fellows must follow procedures for proposal submission as described in Smithsonian Directive 321, "Review and Submission of Proposals for Sponsored Projects, which can be found at http://prism.si.edu/opmb/pdf/SD321.pdf. As part of this procedure, all proposals must be reviewed and approved by the fellow's supervisor, the department chair, the Associate Director for Research and Collections, and the Office of Sponsored Projects (OSP) prior to submission.

Fellows are encouraged to contact OSP as soon as possible if they plan to submit a proposal for external grants and contracts. Among other things, OSP can assist with budget preparation and provide answers regarding SI and sponsor policies.

If a proposed project is scheduled to start during the time period of the fellow's appointment (and the fellow is unwilling to terminate his/her appointment early if the proposal is awarded) or if the fellow does not budget funds for his/her own salary in the proposal, the fellow cannot be named as the Principal Investigator (PI). The fellow's sponsor (a SI employee) must be listed as the PI, and the fellow can be listed as a Co-PI.

If proposed project is scheduled to start after the end of the fellow's appointment (or the fellow is willing to terminate his/her appointment early if the proposal is awarded) and the fellow has budgeted funds in the proposal for his/her own salary, then the fellow can be named as a PI. At the time of the award, the fellow will become a temporary employee of SI for the duration of the award's project period.

Smithsonian's Office of Sponsored Projects (OSP) oversees all external funding proposals as well as awards received. Not only can they assist you in identifying potential funding resources, you must coordinate your submissions through them.

Smithsonian Institution
Office of Sponsored Projects
P.O. Box 37012, MRC 1205
Washington, D.C. 20013-7012

Phone: (202) 633-7110
Fax: (202) 633-7119
E-mail: OSPMAIL@SI.EDU

FedEx Address:

Smithsonian Institution
Office of Sponsored Projects
2011 Crystal Drive, Suite 352
Suite 9200, MRC 903
Arlington, VA 22202

 

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Can I submit a proposal to the National Science Foundation through the Smithsonian?

There has been great confusion about submitting proposals to the National Science Foundation from members in the Smithsonian community. Fellows (as well as trust employees, research collaborators, research associates, adjunct scientists, and other honorary appointments) may submit proposals to NSF without special restrictions.

Federal employees may submit proposals as Co-Principal Investigators (Co-PIs) by collaborating with other organizations that can serve as the lead applicant. In these cases, the Smithsonian would receive a subaward.

Federal employees may also submit proposals as PIs if their proposals meet one of the following 3 conditions:

(1) Special Projects that can make unique contributions to the needs of researchers elsewhere or to other specific NSF objectives
(2) National and International Programs for which NSF bears special responsibility
(3) International travel in order to ensure appropriate representation or availability of a particular expertise at an international conference

Always consult the NSF Program Officer prior to preparing a proposal.

Note that all proposals must be reviewed by your supervisor, your Department Chair, the Associate Director for Research and Collections (or Associate Director of Public Programs, as applicable), and the Office of Sponsored Projects prior to submission. For more information about the proposal submission process, visit the OSP intranet website at http://prism.si.edu/osp/index.htm or review Smithsonian Directive 321, "Review and Submission of Proposals for Sponsored Projects," at http://prism.si.edu/opmb/pdf/SD321.pdf.

If you have any questions, please feel free to contact OSP. Staff in the departments of Mineral Sciences and Paleobiology may contact Violet Bruce at 202.275.0670 or violet@si.edu. Staff in all other NMNH departments may contact Benjamin Nevius at 202.275.0692 or neviusb@si.edu.

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What options are available to me if I become pregnant during my appointment?

During your fellowship appointment a whole variety of medical and personal issuse may arise that could affect your fellowship appointment. A new pregnancy, death of a close family member, illness, accident, etc. are examples of things our fellows have encountered during their appointment. We recommend that you discuss new developments with your staff sponsor. In most cases sponsors are supportive of working out a plan to best address new developments. You may also want to first discuss your options with your fellowship coordinator (Mary Sangrey).

In the case of a new pregnancy we will first review how you prefer to proceed and then consider your preferences under the terms and conditions of your appointment. In some cases you may be eligible to consider several weeks of an unpaid leave of absence, change of duties, and/or change of work location.

Any new development during your appointment can be stressful. It's important to us that you feel that you're being treated fairly and know where to turn if you need somebody to talk to. In addition to talk to your staff sponsor and fellowship coordinator, important offices and resources at the Smithsonian include:

Employee Assistance Program

Fellows having a problem or a difficult situation affecting their work are encouraged to contact the Employee Assistance Program (EAP). They are here to listen, advise and refer you to services or resources which may help.
Typical concerns EAP can assist you with include:
    • Substance Dependency and Addiction
    • Family and Marital Crisis
    • Financial Problems
    • Workplace Stress
    • Medical Concerns
    • Caregiver Demands
    • Mental Health and Wellness
    • Workplace Violence
    • Management Support
    • Employee Counseling
    • Reasonable Accommodation Guidance
phone: 202-633-1051
Office of Equal Employment and Minority Affairs

Office of Equal Employment and Minority Affairs (OEEMA)
Capital Gallery, Suite 2091
600 Maryland Avenue, SW
MRC 521
Washington, DC 20024

Telephone: 202-633-6430
Fax: 202-275-2055
TTY: 202-275-0756
Labor and Employee Relations Branch (LER)

Office of Human Resources
Victor Building, Suite 6100
 MRC 912
750 Ninth Street, NW
Washington, D.C. 20560-0912

phone: 202-275-1102
TTY: 202-275-1110
Job Line 202-287-3102
Intranet Address http://ohr.si.edu
Ombudsman

The Ombudsman is a neutral party to whom individuals can bring any work-related problem, concern or complaint that cannot be resolved through normal channels. The Ombudsman will respect confidentiality when requested, will listen to the problem and discuss steps to take to help you reach a fair resolution.

Ombudsman
Chandra Heilman
Quad, Suite 3146
MRC 725
Washington, DC 20560

phone: 202-633-2010
fax: 202-633-2009
e-mail: heilmanc@si.edu

 

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As part of my fellowship I will be traveling to attend a professional meeting, visiting other museums, and conducting field research off-site. Who arranges my travel?

Smithsonian Travel Services is available to assist with your travel needs. You will need to work through your unit administrative office, especially if using funds through the Smithsonian system, including having your administrative officer prepare a travel authorization prior to your travel and then completing a travel voucher upon your return to so as to clear your expenses.

Contact:

Travel Services Office
Located at: Room NHB CE 221/222
Operation: 9:30 a.m. - 4:30 p.m.

E-mail: travel@contracting.si.edu
Phone: 202-633-1730
Fax: 202-357-2049

Mail to: MRC 172

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I'd like to meet other fellows at the Smithsonian. What opportunities and social events are offered by the Museum?

There are a variety of formal and informal gatherings through which fellows can meet each other as well as staff, visitors and guests. Many of the research departments as well as other units at Natural History host special seminars and other gatherings. Generally posted in the staff elevators, you will find flyers announcing these events. Unless otherwise noted, most of these are free and open to you to attend.

A few of the regularly scheduled opportunities and events include:

      • Tuesdays Systematics Discussion Group - every Tuesday from noon to 1:00 p.m. in the ARC. Discussion paper posted on the NMNH intranet - systematic page.
      • Senate of Scientists Dinner Forum - he Senate of Scientists sponsors an annual dinner and lecture series featuring prominent scientists.
      • Botanical Society of Washington - meetings are generally held monthly, at 7:00 p.m. on the first Tuesday of the month, except July and August, in the NHB Cathy Kerby Room.
      • Entomological Society of Washington
      • Paleontological Society of Washington - meetings generally begin at 7:30 p.m. In the NHB Cooper Room. Meet at the Constitution Avenue lobby at 5:30 p.m. to join us for dinner.
      • POETS - an informal gathering every Friday, late afternoon (5:30 p.m.) in the Waldo Schmitt Room.

ARC Tours: About once each month special fellows tours of collections or facilities are arranged. Watch e-mail for the next event and don't hesitate to submit your requests for sites to visit.

SI Fellows Social: ORTS also arranges, once each year, a formal social for all Smithsonian fellows to provide a chance for you to get to know each other and meet key administrative staff.

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I'd like to give a seminar to the Museum community about my research. How do I go about arranging this?

Fellows are encouraged to share their research activities with the Natural History community by giving a seminar and/or making available their research poster presentation(s).

Each research department has a seminar coordinator. Contact this individual to discuss possibilities. Your sponsor will know who your unit's seminar coordinator is.

In addition to departments, many local biological societies, clubs and organizations hold their meetings either at or near NMNH. Consider offering to speak to one of these.

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I lost my Smithsonian ID badge. What do I do?

First, contact Security (through the Office of Academic Services - See Mary) to have your badge deactivated. Next, invest a lot of effort in trying to find it including checking with the Security office to see if someone found it and turned it in. However, if after about a week you have no success, or know for certain that it will not be recovered you will need to work through Mary Sangrey in the ARC to:

1. Record your badge as "LOST"
2. Cancel your badge and access
3. Secure a replacement authorization form
4. Pay a lost/reissue fee
5. Reactivate your new badge
6. Report/record your new badge numbers

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What's my mailing address? What is MRC?

Most mail delivery for most occupants located in the Natural History Building should be addressed to:

10th Street & Constitution Avenue, NW
PO Box 37012
NHB, MRC (XXX)
Washington, DC 20013-7012

Use of this address is recommended for time-sensitive items or items that might be damaged by irradiation. Mail delivered to this address is generally received about one week after the cancellation date. Smithsonian Mail Services has provided this general address (PO Box 37012, Washington, DC 20013-7012.) for Smithsonian organizations in the Washington Metropolitan area that want to expedite delivery of mail while items sent to the 20560 zip code are delayed because of irradiation. Mail Services estimates that mail delivered through the 20560 zip code is received about two weeks after the cancellation date.

MRC is the Mail Routing Code used by the central Smithsonian mail sorting center to help direct mail to units. Check with your sponsor for the appropriate mail code to use to ensure delivery to you.

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How do I look up Smithsonian phone numbers?

The Smithsonian no longer issues paper telephone booklets. Instead contact information for individuals within the Smithsonian community are posted on the intranet and also available as part of lookup features in each voIP SI phone.

Intranet: The Smithsonian phone directory is available on the Smithsonian intranet (prism.si.edu), click on SI Phone Directory.

VoIP: You can retrieve the telephone number of any SI employee who has a VoIP phone by using the telephone instrument. Numbers are accessed using either the directories or services button. The directories button is used for staff in your calling region (Washington DC, Suitland, or New York). The services button is used for staff outside your calling region. To access staff in your calling region:
.. Press the directories button to display the Directory Menu.
.. Press 4 to select and open the Corporate Directory Menu.
.. While in the Corporate Directory Menu, you must enter a First Name, Last Name, or telephone number by using the dialing pad.

Once the name or telephone number is entered, press the Search soft key. The Corporate Directory will list all of the available names and phone numbers returned in the search. If the entire search is not shown, press the More soft key and then the Next soft key to see
the rest of the records. Press the scroll key to find your specified party. Select the party and press the Dial soft key. Press Exit soft key twice to exit the Directory Menu.

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I'm having trouble with my computer. What do I do?

The Smithsonian Office of the Chief Information Officer (OCIO) is the central information technology resource for all Smithsonian technology needs. The office maintains a help desk and automated service request system (called, Help Self Service and is administered through the submission of a HEAT Ticket). Contact:

phone: 202-633-4000
E-mail: OCIOHelpDesk@si.edu
Fax: (202) 312-2828

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Can I take advantage of the WageWorks commuter benefits program?

No. Volunteers, fellows, interns, scholars, contractors and docents are NOT eligible. The SI Transit Pass Program is available to eligible Federal and Trust employees whose work (duty) station is located in the National Capital Region (NCR) - AND - who use mass transportation to and from work.

The transit benefit program (WageWorks) allows any person in Smithsonian Institution employee status (including part time and intermittent employees) to save up to 40% on their commuting expenses. If you take a bus, subway or railway to work or pay to park at work you can use this benefit. Wageworks works with Metro trains, buses, MARC, VRE, and some vanpools in the DC area as well as mass transit agencies all over the United States, including New York and Boston. You can also elect to have your monthly parking expense paid directly to your provider to save you time and money.

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What are the US Federal holidays and is the Museum closed to fellows on these days?

While the public exhibits of the Museum remain open throughout the year, except Christmas Day, Smithsonian offices are closed on the following Federal Holidays:

      • New Year's Day
      • Martin Luther King's Birthday
      • President's Day
      • Memorial Day
      • Independence Day
      • Labor Day
      • Columbus Day
      • Veterans Day
      • Thanksgiving
      • Christmas

During holidays facilities and offices are operated following weekend protocols. If you have weekend access to collections or facilities, you will have the same access on Federal Holidays unless otherwise notified.

If the Museum is closed for another reason, watch for e-mail notification concerning access.

The Office of Personnel Management (OPM) determines the operating status of Federal agencies, including the Smithsonian. Announcements of closings, such as those weather related, are generally broadcast on local television and radio stations. These are also posted on the web at www.opm.gov. Typically, weather related closings of Federal government operations do not limit your access to the facilities who will, most likely, be operating following weekend protocols.

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Where can I find information in case there is an emergency or disaster?

The Smithsonian maintains a web site at http://www.alerts.si.edu to provide accurate information and links to the Smithsonian 24 Hour Information line (202-633-8100); Shelter in Place Guidance; Direct links to other key web pages; and up-to-date information about the status of our facilities.

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I'm a foreign student who will be receiving a stipend. How do I go about getting a social security number?

Answer coming soon.

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Key References

CONTACT FOR NMNH OFFICE OF ACADEMIC SERVICES

Mary Sangrey
Office of Academic Services
Academic Resources Center (ARC)
PO Box 37012
NHB, MRC 106, Room 59A
Washington, DC 20013-7012

phone: 202-633-4548
fax: 202-786-0153
e-mail: sangreym@si.edu

Operation:
Monday - Friday
7:00 a.m. to 4:30 p.m.

CONTACT INFORMATION for ORTS:
Office of Research and Training Services
470 L'Enfant Plaza, SW
Suite 7102
MRC 902
P.O. Box 370
Washington, DC 20013-7012

phone: 202-633-7070
fax: 202-633-7069
e-mail: siofg@si.edu
Operation:
Monday - Friday
9:00 a.m. to 5:00 p.m.


CONTACT INFORMATION for OIR:

Francine Berkowitz
Office of International Relations
1100 Independence Avenue, SW
Quad, Room 3126
MRC 705
Washington, DC 20560

phone: 202-633-4795
fax: 202-786-2557
e-mail: fcb@si.edu

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