New starter (especially for EO postdocs, PhD students and staff)

Welcome to IfM Experimental Oceanography!

Where are we?

Physically, we are located in Bundesstr. 53 (Directions) on the 2nd floor (as well as some offices/labs on the 3rd and 4th floor of the Geomatikum). The building (Bundesstr. 53) is normally locked on the weekend. Access can be granted by security guards on the ground floor of the Geomatikum (tall brown building).

On the university-side of Bundesstr. 53, we have:

  • 1st floor: Data Assimilation and Remote Sensing group (Detlef Stammer)
  • 2nd floor: Experimental Oceanography and Sea Ice groups (Eleanor Frajka-Williams, Dirk Notz)
  • 3rd floor: Climate modelling group (Johanna Baehr)
  • 4th floor: Theoretical Oceanography group (Carsten Eden)
  • Geomatikum: Additional offices/labs for Experimental Oceanography on the 4th floor (Andreas Welsch)

On the second floor, we have

  • A seminar/meeting room (253): Equipped with teleconference system, projector, and conference table. There is a keycode (group leaders) or Francisca has a key. Availability and booking can be checked by contacting Francisca (or Maite - 1st floor, Martina - 4th floor). Larger seminars/meetings can be held in 022/23 on the ground floor (capacity 60-70 persons) but are often booked during term-time for teaching.
  • Shared kitchen, equipped with coffee machine, kettle, fridge, dishwasher.
    • The coffee machine free for all to use. Thomas Wasilewski can advise on operation/cleaning. Generally, turn on and press button on the right next to a single cup. If usual coffee drinkers occasionally bring a bag of beans to re-supply, then we can keep it as free to use.
    • Dishwasher. Please empty the dishwasher when you see it needs it. Cleaning staff do not do this for us.
  • Printer room (251): Printers z0251-c1, z0251-c3, z0251-m2, fax machine and University printer/copier (for use with CopyCard).

We also share the building with the Max-Planck Institut für Meteorologie which currently has an ocean group (Jochem Marotzke) and an atmospheres group (Bjorn Stevens).

Organisationally, the Experimental Oceanography group is one working group in the Institut für Meereskunde which is part of the Center for Earth System Research and Sustainability (CEN). We are part of the MIN faculty - Mathematics, Informatics and Natural Sciences at the Universität Hamburg.

We are affiliated with the Cluster of Excellence CLICCS - Climate, Climatic Change, and Society which also includes folks from Meteorological Institute, the Institute of Soil Science, the Department of Mathematics, the Geology-Paleontology Institut, the Department of Social Sciences and others.

Planning

Latest UHH info on Corona/Covid19. At the moment, no restrictions, but check for updates.

Group meetings

  • Weekly group meetings (SuSe24 - Thursdays at 11am in 253, changes each semester)
  • ~Fortnightly 1-1 meetings with Eleanor (use calendly to schedule, or let Eleanor/Francisca know if none of the times work for you.)

Weekly meetings will be likely change in time by semester, due to teaching/classes and other conflicts.

The university calendar can be found here with semester breaks and teaching terms.

Seminars

Lots of seminars are on in the Institut, as well as dissertation talks by MSc and PhD students.

Specific timings may vary, so check the links below for up-to-date information.

Seminars can be found on the MPIMET seminar page:

  • Wednesdays at 13:30 are the Joint Seminar (often in-house)
  • Thursdays at 15:15 are the KlimaCampus Kolloquium (often external speakers). These are held in 022/023.

The TRR181 seminar series is every other week in the semester with details here. Email announcements come via the members.cen email list.

The CEN lecture series on `Sustainability and Climate Risks’ is on Wednesdays from 16:15-17:45 (hybrid), with details here.

In the winter term, there is the GSEM seminar by students. Time TBD, but in 2022/23 this was Wednesdays at 15:30, announced by Thomas Pohlmann.

The CLICCS public lecture series is Thursdays in the evening (6-7:30pm), schedule here. Registration links can be found here. Many of these are in German.

Computing

IT support:

Within the IfM/Experimental Oceanography group, Thomas Wasilewski is a point of contact for CEN-IT.

User IDs

You will have a Benutzerkennung (University-wide) and a u-nummer (CEN-specific).

  • The B-kennung (e.g. bbbXXX) is for university-wide access and single sign on (e.g. Zoom, email, eduroam, mailing lists, etc). Your e-mail address is bbbXXXX at uni-hamburg.de, but a more user-friendly mail alias will be automatically created for you using your firstname.lastname@uni-hamburg.de. It is created automatically when you join, or can be requested here, which will direct to the application portal.

  • The u-nummer is CEN-specific, and is used to access the HPC cluster, Mattermost, ownCloud, Confluence.

Internet access

E-mail

Other useful-to-know:

  • If you get a * * SPAM * * notice when you send mail (you may notice this if someone replies and you see the subject got flagged as spam), you can fix this – apply for a personal certificate to authenticate your mail here.
  • If you need to set up access to a group/functional shared mailbox, see the instructions here.
  • Running out of space? Use the Online archive feature, which will give you an extra 20GB of space in a sort of separate mailbox. Instructions translated to English.

Calendars

To use your outlook calendar, you can access it on OWA by signing in with your B-kennung, and in the top left corner (where it says ‘Mail’), choose ‘Calendar’.

To add the university Exchange calendar (rather than the CEN Owncloud calendar) to a desktop program like Apple Calendar, you follow the same instructions as to add an e-mail account to an iOS device: https://www.rrz.uni-hamburg.de/services/e-mail/fuer-mitarbeiter/exchange/handouts/handout-fuer-apple-iphone.pdf

How to share your calendar: Outlook instructions

To share your Outlook calendar with a person(s) at UHH who also uses Outlook, you can use the Outlook desktop app and the menu item ‘Calendar Permissions > Permissions’ and allow anonymous people to view your ‘free/busy time’.

To share your Outlook calendar with anyone, you can ‘publish’ it. This option can only be set up using Outlook on the web, OWA. After logging in and selecting ‘Calendar’ (rather than ‘Mail’), you go to Settings (gear icon in top right), then ‘Options’ from the dropdown menu, then ‘Calendar > Shared calendars > Calendar publishing’. I chose ‘Availability only’, and it then generates two links for you which can be ‘subscribed to’ by other people in whatever calendar application they use, or on the web.

Printing

  • Adding CEN/IfM printers. Instructions are here (2nd floor printers are: z0251-c1, z0251-c3. You will need these printer names when following the instructions.) When asked to login, use your u-nummer and password. You may also need to be connected to the VPN for printing to work.

  • University printers. University printers are accessed using a CopyCard. This is not essential, but can be helpful when printing in another building, or if you have a large amount of copying to do. University guidance is here

Accounts to create

u-nummer items: License may need to be added for individual access to Confluence. ownCloud and Mattermost should be automatic, but the user will need to be added to the IFMEO team in Mattermost.

Mattermost

Create account on Mattermost: https://mattermost.cen.uni-hamburg.de (username: *firstname.lastname*@uni-hamburg.de, password: pick a new one). You will need to be invited to join the ifmeo Mattermost team. (Ask Eleanor or Thomas to add you.) There is a Mattermost desktop and mobile client.

ownCloud

Login to ownCloud for filesharing and access to some shared calendars: https://owncloud.cen.uni-hamburg.de (username: firstname.lastname, password: u-nummer password)

(optional) Confluence

Login to Confluence: https://collaboration.cen.uni-hamburg.de/ (username: u-nummer, e.g. uXXXXXX and password: u-nummer password)

ORCID

If you don’t have one already, create an ID at https://orcid.org.

Mailing lists to join

Need guidance on how to sign up.

If you’re involved in teaching, then also

If you’re involved in the EPOC project, then also

Software we use

You can find available software at the RRZ software list.

  • Zoom. It can be installed using the RRZ service portal. You need to have the VPN running if you’re off-campus. You can configure your account here

  • Sophos antivirus (for Macs - PCs are likely fully-managed). Request the application in the RRZ service portal. You need to have the VPN running if you’re off-campus. Navigate to software (note you can put your portal in English). Then add the service “SRV03298 - RRZ Sophos Intercept X Lizenzantrag - RRZ Betreuungsbereich” (to find it, you can search for SRV03298 or Sophos) to the shopping cart and then send it. You will then receive an email with the request to confirm the license and terms of use in the service portal. After confirmation, you will receive an email with the access data for the installation sources. Installation instructions are here in German.

Other optional items

File sharing services

Teaching platforms

Phone management

Adding publications on UHH Pure “FIS” system

You need to first Register for the service where you login with your B-kennung, and choose the language (English or German) on first login.

Safety

First aid kit in kitchen (lower right cabinet). Dagmar Hainbucher is the first aid representative until the end of 2023. When supplies are used, let her/Francisca know.

Office furniture: For changes to furniture etc, check with Francisca. There is a limited selection of furniture in the basement that can be swapped out.

University info

Staff portal (KUS)

Useful info about purchasing, travel, human resources: https://www.kus.uni-hamburg.de (login with B-kennung)

Working at IfM - General information

There is an intro document available from Francisca with the sections:

  • Absences (sickness, vacation, work travel)
  • Room booking requests
  • Letterboxes/pigeon holes in room 136
  • Office supplies
  • Safety in the building
  • Mensa/Lunchroom menu. Link doesn’t work - this is what I could find mensa geomatikum
  • Job ticket for public transport in Hamburg (HVV Profiticket)
  • KUS portal (internal staff service)

with attachments (we should put these in a shared read-only owncloud folder)

  • Vacation request form (Urlaubsantrag.doc)

  • Work-related travel request form (antrag-dienstreise.pdf)

  • Institute’s letterhead (Briefvorlage-MIN.docx)

  • CEN letterhead (Briefvorlage-CEN.docx)

  • Guide for travel expense claim (Ausfuellhilfe-reisenkostenabrechnung.pdf)

  • Travel expense claim (Dienstreisen-reisekostenabrechnung.pdf)

  • Recommended format for Email signatures at UHH

  • UHH recommended font for official things TheSans. If you have Mac, you’ll need to ‘order’ the font to be sent by e-mail.

  • Core working hours at UHH: M-Th from 9am-3pm and Friday from 9am-2pm. Flexible working is supported. More details for University-wide guidance are here

  • Vacation/leave: University practice is to request vacation leave from Eleanor using a form (available from Francisca) who will then collate requests. University guidance is here.

  • Timesheets for EU projects: timesheets need to be filled out. Kaja has these for EPOC. Francisca will have these for TERIFIC.

  • Travel costs: there is a form, please ask Francisca.

Commonly used forms can be found on owncloud: ask to be shared the folder.

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