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By Gabrielle Taylor · Last updated 2026-03-11

General Admin Details

Purchasing Request

Each item will need PI/Faculty approval email stating which account to charge

  • Lab/ Teaching/ Learning Supplies
  • Registration request
  • Software
  • Linux Cluster
  • Publishing
  • Grid Access
  • Visitor Badges
  • Poster
  • Travel Delegate
  • Flights
  • Amtrak/Train/Buses

For Grant Purchases please use the request form in our administrative folder on Box.


Defense Planning

Please submit to administrative contact:

  • Prepare abstract & title to share with DBEI + more
  • Party Preparations
  • Desired Snack/Food items/Drinks
  • Request Room Reservation for defense, and for defense celebration

Email BLAST Announcements

  • PENNSIVE (at) LISTS.UPENN.EDU (PennSIVE Lists is a list that can be used for emailing all of the lab members.)


Catering with PennSIVE

Catering orders are done for weekly meetings, and other academic events. We do not receive deliveries at 3700 Hamilton Walk, as there is no stopping for cars. We always provide Blockley address 423 Guardian Drive. Administrative support will share order details, PO payment details, emails, and contact.

Contacts include:

  • Delivery Driver
  • Restaurant
  • Catering team on behalf of the restaurant

Catering Notes- Catering orders will be canceled if not delivered within an hour and requested for full refund. *A ‘refund’ will be credited by the restaurant. You may use this to re-order at a later date.

Coverage for catering: The team will discuss how to support catering coverage when administrative coordinator is out. Two members will volunteer to help, tackle contact throughout coverage. Administrative telephone will be used, by the desk: 215-898-1555 where everyone can access. When a delivery driver is missing, please contact restaurant, and if that fails, contact the caterer. Please use email to discuss more with the catering contact to request additional assistance.

RESTAURANT PICK

When choosing a caterer/restaurant please use EZcater, PennSupplier data base, or check with the restaurant to see if they are tax exempt. *Tax exemptions must be made to avoid taxes on the institution.


Guest and Visitors

Determine the guest needs, during their visit to PennSIVE. Please determine if guest has been to Penn before, this will greatly affect the work in preparations. Common things to note:

Transportation

  • Please arrange transportation or make note of transportation reimbursements needed with your administrator.

Access to the POD

  • We may meet this person outside of Richards or additionally request a Penn card. Please keep in mind Penn card request may take a few weeks turnaround

Grid Access

  • Please use your administrator to request this, which requires advance planning from the HR department. The HR department must also have reasons behind request of access and the expected timelines desired for access.

On-site contact

  • Determine on-site contact for the guest

Accommodations

  • Does our guest need accommodations?

Dinner

  • Will dinner plans be made for the guest? Discuss plans or provide reimbursement information (Please see our Penn Card guest policy)

Seminar Guest/ Itinerary

  • An Itinerary is used to create an agenda of the day for guest. Please determine in advance who should meet with guest so that calendar invitations and openings may be solidified. For this format, please feel free to rely on topics of conversations regarding work experience or experiences outside of work/hobbies/other interest.


Group Event Planning

While planning events please understand the sequence of roll-out. These must be done in chronological order to ensure best event planning and preparations.

  1. Identify Event/Venue
  2. Confirm headcount
  3. Request Quote
  4. Procede with payment

Any changes made to the event after (b), the headcount, may not be guaranteed as additional payments may be required. Please identify the payment procedures and speak about the venue expectations for payments. Payments may be expected at X date, and in this case please consider a new venue. Most payments are made from the university 10-60 days after the event.


Interviews and Exit “Interviews”

Interview participation forms can be found in our SOP resource folder. Whatever form you use is fine if the interviewers document their questions and the candidate’s responses.

All documentation related to searches is discoverable, including interview notes, and may be reviewed in the case of an audit by the OFCCP or the UPenn Office of Audit, Compliance, and Privacy, or in cases of an employment complaint. Search documentation should be clear enough and detailed enough that it can help departments, auditors, and the University understand the preferred candidate’s skills and qualifications and how those skills and qualifications compare to other candidates under consideration.

  • Record notes on a dedicated document. Interview notes and observations should not be recorded on a candidate’s application or resume.
  • Notes should contain the name of the candidate, name of note taker, and date.
  • Record key information, keep notes brief.
  • Notes should be factual and objective.
  • Focus notes on information that is directly relevant to the position description.
  • Avoid inquiries based on an applicant’s protected class. Examples can be found on the University of Pennsylvania’s Avoiding Bias in the Hiring Process webpage. This resource is accessed via Pennkey. If you do not have a Pennkey, your department Faculty Coordinator can help you access the information.
  • In cases where an interviewed candidate happens to volunteer information regarding their protected characteristics during the search or interview, the information should neither be documented nor shared with other interviewers or search committee members.
  • Avoid observations regarding a candidate’s physical appearance or characteristics.
  • Avoid conclusions and/or statements that infer or are based on a protected characteristic e.g., “pregnant,” “stuck in the past,” “may not be able to perform work,” etc.
  • Departments can build consistency in their process by developing a candidate evaluation template.

Exiting “interviews” are used to establish an idea for how long a person may continue working with the lab after the leave. Information for where the person can access their work should be discussed, along with a process of passing along projects, etc. Each PI should have an informal exit discussion with those leaving to prepare for exit.


Supporting the Administration

There are many other people, and groups who support the lab administratively. Mail people, AV Contacts, Facilities, and moreover YOU. Each of you have a place to be a supporter of the lab administratively and it helps everything run smoother. Administration at times, very heavily relies on a team effort, just as any other position in the lab. We are our best when we can appreciate and participate in understanding how our administration works.