Campus Services, Human Resources & General Support

Boats - How to Schedule, Get Training and More

Quick links: How to reserve a boat; Reserve a boat (EMS); How To's in EMS (W&M)

The Institute maintains and operates a fleet of research vessels for use by faculty, staff and students (an index is required for charges).  The fleet includes more than 30 small boats and several larger vessels staffed with dedicated crews.  Small boats are reserved on a first-come, first-served basis. Training is required before you may use a VIMS boat. For additional information:

• How to reserve small vessels
• Vessels Operation, Training and Safety Policy (scroll down at linked page)

For information on how to reserve a large research vessel and general information on Marine Operations at VIMS, visit Marine Operations.

Eastern Shore Laboratory

Quick link: ESL website

The Eastern Shore Laboratory (ESL) serves as both a field station in support of research and teaching and as a site for resident research in coastal ecology and aquaculture. By virtue of its access to unique coastal habitats, excellent water quality, and an extensive seawater laboratory, the ESL affords educational and research opportunities not available elsewhere within the region.  

For any questions about the ESL, contact the ESL Director, Dick Snyder, (757) 787-5834

Getting Connected - IT Security, Account Access, E-mail, Phone and Network

Quick links: ITNS User Guides; login for VIMS webmail; ITNS Help Request (intranet)

IT Security - We're all in this together.  You can help protect the VIMS computing environment by following policies and guidelines. (see also International Travel, below)

Account Access - Your VIMS userid will provide access to VIMS email, printers, network services and more.  

VIMS Network - Learn how to connect on- and off-campus.

Computer Access, Setup & Usage - System requirements, purchases and installations

VIMS email - accessed on the web at https://outlook.office365.com or through Outlook on your desktop or laptop.  Microsoft Outlook and Webmail/Outlook Exchange allow users to easily share calendars and schedule meetings. There's more VIMS email information on the ITNS website. Don't forget to activate your W&M email account and then create a rule to redirect your W&M email to your VIMS email mailbox. The rule should redirect all messages then delete the message from the William & Mary mailbox. The redirect feature maintains the original sender information allowing replies to those email messages.

The vims-business email address provides a mechanism for contacting everyone at VIMS with important announcements related to VIMS operations and business.  The vims-misc list is used for more casual announcements of upcoming events, lost-and-found items, items for sale, etc., that are not related to the business of the VIMS community.  You may opt-out of the vims-misc list by submitting an ITNS Help Request.  

For full guidelines on the use of VIMS group email addresses, see VIMS PPD 0303.  Use of either group address for commercial or partisan political purposes, such as circulating advertising for products or for political candidates, is not allowed. Please also consider the broad range of backgrounds and experiences in our community, and VIMS’ goal to welcome, support, engage and celebrate this diversity when posting messages.

Phones - VIMS uses a voice-over-ip landline telephone system called Avaya IP Office.  For details on available services, contact Will Benton, Telecommunications Specialist, at x7085.

Telephone/Handset reference guides are available, here.

For move, add, and change requests, submit an ITNS Help Request.   

Phone Use Policy - VIMS landline telephones may be used for local calls, with long-distance service limited to business-related calls. To obtain an outside line, dial 9 and then dial the number you are calling. The landline communications system is programmed to allow identification of the 911 emergency location of a caller. Do not move a landline phone to a new office or workspace as this may pose a threat to a caller’s safety in case of emergency. 

VIMS' Information and Technology Services (ITNS) provides additional information, resources and support.

Guests - Gloucester Point Campus

Directions to Gloucester Point campus

Visitor parking information and parking permits: contact Judy Polentz x7102, Office of the Dean & Director

Campus visitors need to first check in first with Judy Polentz in Watermen's Hall to obtain a parking permit and sign the guest book before proceeding to other buildings

On-campus housing in Gloucester Point- Abrahamson House

Street addresses are available to direct visitors to individual buildings on VIMS' Gloucester Point and Wachapreague campuses, but these numbers are NOT to be used for mailing or shipping addresses. 

Human Resources - From Hiring to Retiring

Quick links: VIMS Human Resources; VIMS HR Forms & Resources
W&M Human Resources; For Managers & Supervisors; New Employees; Current Employees; Retirees
VIMS HR support: staffing@vims.edu

Support on the VIMS Campus
The VIMS Staffing Administrative Coordinator can address general questions and help with actions such as PAFs, I9 verifications and hiring proposals.  Visit VIMS Human Resources for the details.  Gretchen Arndt, the Staffing Administrative Coordinator, can be reached at staffing@vims.edu.

For HR advice and counsel on policy & procedure, non-routine or complex HR questions, performance management, workforce planning, career paths & employee development, talent acquisition strategies, employee retention, class & comp strategies, organizational development, and process improvement, contact our Senior Human Resources Consultant (position currently vacant). In the interim, please contact staffing@vims.edu.

For urgent HR issues, contact the VIMS Assistant Director for Administration, Sally Brooks.

University Human Resources
William & Mary Human Resources provides support in areas of hiring and recruitment, benefits administration, compensation and performance management, staff development and training, employee relations and retirement processes.  For information, use the quick links above to access online resources.  For questions about benefits, retirement, leave/medical, employment verification, and other general HR transactions, contact W&M Human Resources.

Keys and Access Cards for Campus Buildings

Quick link: VIMS Key Request Form 

Requests for keys and building access via your W&M id card are made by filling out a VIMS Key Request Form on DocuSign. Requests must be approved by your section head prior to submitting the request. The General Key provides access to most campus buildings.  The Watermen’s Hall key provides access to the Library after hours and on weekends.  Buildings currently accessed by card are: Andrews Hall, Clayton House, Chesapeake Bay Hall, Seawater Research Laboratory.  

ID Card - aka Tribe Card

Quick link: Tribe Card Services

The Tribe Card serves as your VIMS ID card and is the official form of identification for all W&M faculty and staff. It can be programmed at VIMS to allow access to buildings on the VIMS campus.  You also need it to access W&M campus recreational facilities. The Tribe Card and associated ID number (93#) is non-transferable and may only be used by the person to whom it was issued.

Insurance Claims

Quick link: VIMS Risk Manager

The Risk Manager in the Office of  Finance administers the risk management programs of VIMS other than automobile insurance and workers' compensation. This includes handling of insurance claims associated with covered research equipment.

Immediately call the Risk Manager, Carol Tomlinson x7014, to report any loss or occurrence that could require insurance coverage. If you are unsure about the applicability of the insurance coverage, call the Risk Manager for assistance.

Additional information is included in the VIMS' Policy and Procedure Documents; section PPD-0201, regarding VIMS Insurance Coverage Program.

International Travel

Quick links: W&M International Travel Policy; W&M IT Security Guidelines for Travelers 

Faculty, staff and students planning international travel should be familiar with and adhere to W&M's International Travel Policy. For example, if you are teaching a course that involves travel to another country, enrolled students are required to purchase international travel insurance from the university's vendor.  Travel approval by W&M's International Travel Review Committee (ITRC) is mandatory when a travel request involves a country on the university's advisory list. And, if you are taking with you any equipment (such as a laptop computer) or information (including collaboration or training with foreign nationals), or working with a country subject to a U.S. trade embargo, you should contact the International Travel and Security Manager at the Reves Center to seek clarity with regard to compliance with U.S. laws concerning export control. A full list can be found on the U.S. Department of State’s website. Further details available here...

For additional information and support contact Nick Vasquez, International Travel and Security Manager (Chair)

From W&M IT: International travelers should limit the amount of sensitive information that is stored on or accessible to any mobile device taken on the trip, and travelers should avoid contact with the William & Mary (and VIMS) network in general, specifically when traveling to high risk countries more...

Mailing & Shipping Addresses for VIMS Campuses

Pool Vehicles - How to Schedule, Get Training and More

Quick links: Reserve a Vehicle (EMS); How To's in EMS (W&M)

The Institute has a fleet of cars, mini-vans and trucks that are available for use by faculty, staff and students.  Vehicles are reserved on a first-come, first-serve basis. Training is required before you may use a VIMS vehicle. Rates and additional information are provided on the website.  more...

When reserving a vehicle, you must choose the authorized driver or drivers from a drop-down list.  Persons not listed as an authorized driver should submit a Faculty/Staff Driver Authorization Form to Carol Tomlinson.

Publication Center and Print Shop

Quick link: Publications Center and Print Shop

For all your printing needs from business cards to large format posters for conferences, more...

Purchasing/Procurement & Contracts

Quick Links: Accounting & Purchasing Toolbox (VIMS, scroll down on the page to find the list of Purchasing Coordinators); AdminServices@vims.edu (for general questions); buyW&M (information & resources)

buyWM is the W&M university-level platform for purchasing and procurement functions such as contracting and supplier management.  For most of us it's simply another online shopping experience. 

buyW&M is accessed at https://buy.wm.edu where you will be prompted to log in using your W&M credentials through the university’s Central Authentication Service (CAS) and Duo Two-Factor Authentication.

When a vendor is not registered in buyW&M, or refuses to register as a vendor, a purchase order (PO) may be used if the purchase is under $5,000.  

Mandatory Sources & Policy Requirements:

• All expenses must be approved prior to the transaction taking place.
• Purchases from registered vendors are made through buyWM.   
• Office supplies are purchased through The Supply Room Companies (TSRC).
• A manual purchase order may be allowed if a transaction is exempt or meets other special conditions.
• The Procure To Pay Matrix provides a guide for frequently purchased goods and services and allowable exemptions up to $200,000.
• All contracts for goods and services that require a signature must be reviewed and signed by W&M Procurement Services.
• Funds for purchases usually come from external grants, state funds (including Equipment Trust Fund, ETF), local funds, indirect cost recoveries (IDC) or the VIMS Foundation.

For questions and support on the VIMS campus, contact your Purchasing Coordinator (scroll down below the Accounting & Purchasing Toolbox to see the list of staff).  

Carol Birch is VIMS' Procurement & Financial Manager.   

Dave Zoll is the Director of VIMS Procurement and Supply Operations.  He is the VIMS lead on Contracts.

Use this email for general questions or if you're not sure who to contact: AdminServices@vims.edu. 

More details on using buyWM are available here: buyWM User's Guide (Box; W&M login required).

Room Scheduling, Special Events, Alcohol Policy

Quick links: Reserve a Room (EMS); VIMS EMS FAQs; How To's in EMS (W&M)

W&M's Event Management System (EMS) is our online system for reserving campus spaces and requesting setups for events. The system allows you to search for room/space types (conference, lobby, outdoor, etc.), specify configuration (lecture, u-shaped, reception, tent, etc.), select the types of setups needed (coffee, tea, paper products, etc.) and more.

Visit William & Mary's How To's in EMS for information on how to login using your W&M login credentials and basic navigation tips.  VIMS EMS FAQs provides additional information tailored for the VIMS campus.

If you plan to serve alcohol at a VIMS event, you will need to follow VIMS guidelines and obtain permission in advance from the Dean & Director.  Refer to the Policy on Service and Consumption of Alcoholic Beverages at VIMS and complete a Scheduling Request Form before your event.

For any questions and support on the VIMS campus, contact Kelsey Birch x7040

Room reservations for academic program courses are made by the VIMS Registrar as described in Classrooms & Classroom Scheduling. Contact the VIMS Registrar for further information.

Shipping & Receiving
For shipping and receiving information and support on the VIMS Campus, contact the Shipping, Receiving & Supply Manager at x7032. 

Travel Requests - Approvals and Reimbursements

Quick Links: Chrome River; Accounting & Purchasing Toolbox

Chrome River is the university’s comprehensive travel approval and expense reimbursement tool.

Before traveling, VIMS faculty, staff and students must submit a request for travel pre-approval through Chrome River. Upon return, the traveler may use Chrome River to submit approved travel-related expenses for reimbursement.  Alternatively, they may send receipts and other required details to the VIMS Travel / Purchasing Coordinator for processing.

Pre-approvals: This Flowchart (pdf) shows the pre-approval process and this Quick Guide (pdf) walks you through the steps.

Expense Reports (Reimbursements): This Flowchart (pdf) shows the pre-approval process and this Quick Guide (pdf; for employees) walks you through the basic steps.  

Additional Quick Guides, a training video and other Chrome River resources and information are available on the W&M website (scroll to the bottom of the page).

For any questions and support on the VIMS campus, contact Maxine Butler x7332 or Brandy Lowery

Note: if you will be traveling to a high risk country, please refer to International Travel, above.

Work/Service Requests and Campus Moves

Quick link: Facilities Management - Submit a Service Request; Facilities Management - Submit a Move Request

For any questions and support on the VIMS campus, contact Facilities x7096

Facilities Management

Director: Mark Brabham
Quick link: Facilities Management; Forms & Policies; Submit a Service Request

VIMS Facilities Management:

• Maintains and keeps operational the campus facilities and grounds;
• Plans for the renovation of existing facilities and the construction of new facilities; and
• Ensures that the campus physical environment is safe and enhances the efforts of the faculty, staff, and students.

We encourage you to visit the VIMS Facilities Management website to get a better sense of the wide range of services they provide.

Did you know?  The Gloucester Point campus occupies over 42 acres and the Wachapreague campus occupies just under 5 acres. The Institute also owns an additional 30 acres in Gloucester County consisting of Oak Island (30 acres) and a property on Sarah's Creek (.58 acres). The Gloucester Point campus is home to 68 buildings encompassing  338,892 square feet. The Wachapreague campus is home to 24 buildings encompassing 34,026 square feet. 

Office of Finance

Chief Financial Officer: Linda Rudy
Quick link: Office of Finance

The Office of Finance provides assistance to the Institute in establishing, maintaining, and overseeing the budgets. We strive to perfect a balance between the Institute's mission and the resources available.

Human Resources

Assistant Director for Administration, Office of the Dean & Director: Sally Brooks
Quick links: VIMS Human Resources, W&M University Human Resources; VIMS Overview & Working Here Essentials

Information Technology & Network Services (ITNS @ VIMS)

Director and CIO: Gary Anderson
Quick links: ITNS; Policies & Procedures; User Guides; Submit a Service Request

• Explore the information technology resource requirements of the VIMS community
• Plan and develop a flexible and scalable information technology infrastructure that can deliver those resources to the VIMS community
• Identify and promote a set of cost effective and supportable information technology services that can be reliably delivered to the VIMS community
• Develop and seek support for policies that will assure security, stability and supportability of IT resources for the VIMS community.

We encourage you to visit the VIMS ITNS website to get a better sense of the wide range of services they provide.

Did you know? SciClone, on the W&M campus and Chesapeake, which is maintained by VIMS ITNS on our campus, work together to provide high performance computing capabilities that can be accessed free of charge by any VIMS faculty, staff, or student body with a legitimate need for the services. For more information consult the W&M HPC User's Guide, or contact W&M IT's HPC group.

Marine Operations

Director: Timothy Turner
Quick Links: Marine Operations; Diving Program

Marine Operations maintains and operates VIMS' fleet of research vessels and also offers a broad range of technical services to the VIMS scientific community. The Institute's research fleet comprises more than 30 small boats and several larger vessels staffed with dedicated crews. Their technicians, machinists, welders, fabricators, and mechanics can design, fabricate, and repair complex electronic and mechanical instruments and tools. They can also assist in designing field programs and conducting field work, either locally or away. 

Did you know? Marine Operations is also the home unit of the VIMS Scientific Diving Program which was founded in 1983.  As a member of the American Academy of Underwater Sciences, we follow AAUS Standards to safely conduct scientific diving operations.  

VIMS Operations

Chief Operations Officer: Joseph Martinez
Quick link: Operations