This document is to serve as the first place to look for questions about your role here. If a question is not answered, or something is incorrect, please submit a pull request to correct it!
We are thrilled to introduce you to our Employee Handbook, a comprehensive guide designed to provide you with all the information you need to thrive within our organization. As a member of our team, you play a crucial role in our collective success, and this handbook serves as a valuable resource to help you navigate your journey with us.
Our leadership team is committed to fostering a positive and inclusive work environment where every employee feels empowered to contribute their best work. This handbook outlines our organizations’s mission, values, and policies, ensuring transparency and alignment across all levels of the organization.
Whether you’re a new hire or a seasoned veteran, we encourage you to familiarize yourself with the contents of this handbook. It covers everything from our organization’s culture and code of conduct to our benefits and performance expectations.
We believe that by working together and adhering to our shared principles, we can achieve great things as a team. Thank you for being part of the ORCA Family, and we look forward to supporting your growth and success here.
Kendall Fortney
VERSO Program Director
Quicklinks
The Open Research Community Accelerator run by Vermont Research Open Source Program Office (VERSO)) at the Univerisity of Vermont, is dedicated to bridging the gap between academic research and real-world impact through open projects with social significance. Comprised of dynamic and passionate student teams, each consisting of 4-5 members, ORCA collaborates closely with professors, researchers, and community experts to identify research with broader application potential and translate these findings into open source projects.
This internship opportunity within ORCA offers UVM students a chance to gain hands-on experience in translating academic research into impactful open projects. It operates under Agile software development practices and fosters inclusive learning environments through platforms like GitHub, MS Teams, and Slack. Assessment is based on customer, stakeholder, and self-feedback, focusing on personal growth and professional development.
ORCA provides faculty, graduate students, and community organizations with product and development support to enhance the public value of their research and address collective community needs. Under the supervision of the Director of VERSO, who also offers mentorship and guidance, ORCA aims to empower the next generation of leaders while fostering innovation and social impact.
ORCA is a place where we encourage creative leaps to solve problems that likely have never been solved before. In order to do that you must be empowered to take risks, try new things and be given the space to figure out roadblocks.
There are some core cultural concepts:
The success of ORCA is in the referrals we receive from completed projects. We want the project sponsors to walk away feeling like they were listened to and we exceeded their expectations so they can’t help themselves from spreading the word of ORCA.
If you feel like you feel you are positive about something but you have not shared or validated it with others, consider that it may not be right. Often being exposed to someone else’s perspective can shift your understanding to be more nuanced and accurate.
ORCA is a group activity, we encourage you to change your plan often to best match the needs of the project, but only if those changes are open to the rest of the team. We want to avoid someone going down rabbit holes while the rest of the team has no idea that is happening.
Yes, it is from Ted Lasso, but it is important. In open source ecosystems it is easy to demean others in order to show off your competence (think of phrases like “did you even bother to read the documentation” ) but instead our collective goal it to life everyone up. That only happens if you are curious when someone seems to be struggling, rather than just assuming the worse
Each step we take should be to advance the ORCA ecosystem, to make it more resilient for the future and grow a meaningful, impactful collection of passionate people. Instead of solving a problem for someone else, teach them how to solve it themselves. Step into spaces if someone needs help, encourage collaboration and thoughtfulness with each other. We can only succeed together.
the VERSO Director is the supervisor for all students that are working on ORCA tasks either for a paid internship or for credit report. Questions about compensation, taking time off, disciplinary actions or other administrative tasks should go to them.
All leadership positions (with “lead” in the title) also will go to the VERSO Director for project assignment and tasks. Leads can work together to create tasks for each other as well.
All team members will look to their team leads for project assignment and task, while also working with each other to add tasks as needed. If there is a question of direction that would impact the project scope they will bring it to their team lead who may choose to involve the project sponsor and the VERSO Director if the change is large enough.
ORCA is built around the idea of Pods, or groups of students working together to solve problems. In real working environments, teamwork is a vital skill. We hope to grow ORCA members abilities to work together collaboratively and learn how to instinctively reach out to peers to troubleshoot problem and validate their work. Pods have in person co-working times where members are expected to show up if they can as it is has show to be valuable to the members to be in the same room. There are also team meetings like sprint planning and review that have required attendance.
If a pod wants to organize a social activity that follows the UVM Policies in this document, they can apply for funds to cover food from the VERSO Director.
There are a variety of roles at ORCA that will continue to evolve and grow. Generally they are split between leadership positions where students are encourage to change or grow what they are working on to best fit the needs of the project, and team members positions that should be more focused on delivering creative solutions within the scope of the task.
Students who have been part of a pod are encourages to apply to a leadership position if they are interested.
Focused on growth of engagement with activities and marketing initiatives
Supports the efficiency and reliability of the ORCA pods, volunteers and the digital infrastructure that supports open activities
Supports the open source community with VERSO and affiliated programs
Supports the growth of the leads and teams to help them meet their goals
Leads a specific ORCA Pod, provides support for pod members and direction for the project
Responsible for project execution including working collaboratively with researchers, and the development of open source software using standard engineering methodology.
While this internship takes place in an academic setting, we will not give you grades. Our goal is to equip you to perform professional activities like professionals perform those activities, and to be able to describe and demonstrate your ability to perform those activities. Instead, assessments in this internship will come in the form of customer-, stakeholder-, and self-feedback. How well are your products meeting their needs? How well does the team communicate with customers and stakeholders about project progress and status? And how well do you think you are doing at advancing toward your own goals?
At the beginning of each semester we will ask you to state your goals for personal growth. At the end of each semester, we will ask you to reflect and assess your own advancement toward those goals. You will be required to submit these initial and final statements to help us understand your learning journey, and to improve your own learning journey and those of your peers, now and in the future.
In this internship, we will work together to develop a learning community that is inclusive and respectful. As a learning community we will seek to encourage and appreciate expressions of different ideas, opinions, and beliefs in the spirit of Our Common Ground. Meaningful and constructive dialogue is encouraged in this internship. This requires mutual respect, willingness to listen, and open-mindedness to opposing points of view. Respect for individual differences and alternative viewpoints will be maintained at all times in this internship. Conduct that substantially or repeatedly disrupts the ability of instructors to teach and the ability of students to engage may result in my asking a student to temporarily leave the meeting. See Undergraduate Catalogue - Classroom Code of Conduct (p. 443-444)
If employees fail to meet reasonable standards of performance, supervisors are expected to take appropriate action as outlined in the Progressive Discipline and Termination Guidelines document. The goal of these steps is to improve job performance, so that students can continue to be effective members in the working environment.
Your employment is under the term of the UVM’s Student Employment policies as a temporary employee of VERSO, the office facilitating the ORCA Program. Student Employment Policies are here with additional information here
Compensiation is determined based on the Pay Level Guidelines as set by UVM. In order to be compensated you must submit your time by the Payroll Calendar. If you miss submitting in time, let the VERSO Director know and you will receive it in the next pay period. Student employees are not eligible for benefits such as health plan or a retirement plan.
As you are not full time employees, the various types of leave available to full-time employees are not available to you, but we will make every reasonable attempt to accommodate your needs for un-paid time off.
If a student is injured on the job, a report of the incident should be immediately filed with the supervisor or the supervisory person in charge at the time. Please contact UVM Risk Management at 802-656-3242.
These UVM employment policies provide guidelines regarding rights, responsibilities, and expectations while working at the ORCA.
The UVM Directory includes fields for indicating your lived name and your pronouns. Lived names (preferred names, names in use) are names that an individual wants to be known by in the University community. Entering your pronouns is strongly encouraged to help create a more inclusive and respectful campus community. To update your information, login to the UVM Directory. A preview box will allow you to see how this information will appear in other systems used on campus such as Microsoft Teams and Blackboard. More information about how to make changes to your lived name and pronouns is available in the Knowledge Base.
UVM is committed to providing opportunity for employment in a reasonably accommodating manner without discrimination to individuals with disabilities. Learm more about Student Accessibility Services. A170 Living/Learning Center; 802-656-7753 access@uvm.edu www.uvm.edu/access
As an employer, UVM will not discriminate on the basis of race, color, religion, ancestry, national origin, place of birth, sex, sexual orientation, disability, age, positive HIV-related blood test results, genetic information, gender identity or expression, or status as a disabled veteran, recently separated veteran, other protected veteran or Armed Forces service medal veteran. To view more information on this policy:http://www.uvm.edu/policies/general_html/affirm.pdf
Sexual harassment is illegal and corrosive to a healthy work environment. We are committed to providing a work environment free of harassment. To view more information on this policy: https://www.uvm.edu/sites/default/files/UVM-Policies/policies/sexharass.pdf
In compliance with Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VI of the Civil Rights Act of 1964, and other federal, state, and local laws, The University of Vermont does not discriminate on the basis of age, race, color, sex, sexual orientation, gender identity, and religion, national or ethnic origin, disability, or veteran status in any phase of its employment process, in any phase of its admission or financial aid programs, or other aspects of its educational programs or activities. The vice provost for institutional equity and diversity is the individual designated by the University to coordinate its efforts to comply with Title IX, Section 504 and other equal opportunity and affirmative action regulations and laws.
The Code of Conduct and Ethical Standards (“Code”) is a tool to help you comply with legal and regulatory requirements and with University policies and procedures. The Code is designed to help you make ethical choices when and if you are faced with a difficult decision or situation. Everyone is expected to adhere to the highest standards of ethical behavior and conduct themselves in a professional manner at all times. This includes honesty, integrity, respect for others, and compliance with all applicable laws and regulations. The University of Vermont is committed to continually strengthening its ethical culture. From the University’s motto of “Studiis et Rebus Honestis” (Integrity in Theoretical and Practical Pursuits) to our values stated in “Our Common Ground”, we are all expected to perform our jobs and to conduct business in an ethical and compliant manner. All University personnel have a shared responsibility to the University, to those we serve, to our community and to each other.
The full Code applies to all University of Vermont personnel. Personnel includes, but is not limited to, faculty, staff, volunteers, student employees, and individuals hired or contracted to perform a function that is generally associated with an employment relationship (i.e., temporary employee, student employees). This Code also applies to all those attending a UVM hosted, sponsored or internal event.
UVM receives federal grants and is therefore required to comply with the Alcohol and Drug-Free Workplace Act of 1988. This Act requires that colleges receiving federal monies provide and maintain a drug-free workplace. UVM has no intention of intruding into the private lives of its student employees; however, the university does retain the right and responsibility to expect each employee to report to work and to perform their duties in a manner that will not jeopardize the health and safety of co-workers or other students. Some of the drugs that are illegal under state or federal law include marijuana, heroin, hashish, cocaine, hallucinogens and depressants and/or stimulants when not prescribed for medical care.
Any student employee who is at the workplace under the influence of alcohol or illegal drugs, or who possesses or consumes alcohol or illegal drugs on the job or in the workplace, is subject to university disciplinary action, up to and including dismissal from the University. The illegal manufacture, distribution, or sale of illegal substances on the premises is strictly prohibited and will constitute an offense warranting dismissal. Any illegal substance found shall be turned over to an appropriate law enforcement agency.
The purpose of UVM’s FERPA Rights Disclosure is to communicate the rights of students regarding access to, and privacy of their student educational records as provided for in the Family Educational Rights and Privacy Act (FERPA) of 1974.
Religions may be practiced in many different ways, and can impact participation in internships variably. Students have the right to practice the religion of their choice. Each semester students should submit in writing to their instructors as early as possible and at least one week prior to their documented religious holiday the date(s) of the conflict or absence. Instructors must permit students who miss work or exams for the purpose of religious observance to make up this work. The complete policy is here.
If a student is injured on the job, a report of the incident should be immediately filed with the supervisor or the supervisory person in charge at the time. Please contact UVM Risk Management at 802-656-3242.
Only authorized personnel designated by VERSO Director are permitted to manage official social media accounts and communication channels on behalf of the program. Social media and electronic communication channels should be used for professional purposes related to the program’s activities, initiatives, and announcements.
Authorized personnel should regularly monitor official social media accounts and communication channels for compliance with these policies. Take appropriate action to address violations or inappropriate content.
Violations of these policies should be reports to VERSO Director as soon as they are found. Violations of these policies may result in disciplinary action, up to and including revocation of social media privileges or termination of employment/volunteer status.
The University has established a robust compliance reporting system made up of several reporting mechanisms. For more information on available reporting mechanisms, review the Whistleblower Policy: Reporting, Protections, & Non-Retaliation policy.
Student employees are not eligible for benefits such as sick leave, overtime, holiday pay, vacation, or a retirement plan, but they are eligible for Worker’s Compensation under provisions of Vermont law. Worker’s Compensation covers expenses for medical care and certain benefits for loss of pay resulting from injuries or disabilities incurred while on the job. Supervisors should be contacted as soon as possiblein the event of any on-the-job injuries in order to allow for completion of the necessary forms. We strongly encourage a healthy work-life balance by setting reasonable expectations for workload and encouraging breaks and time off when needed. Burnout can negatively impact health and productivity, so it’s important to prioritize self-care.
Your academic needs are priority, if you need to work less due to classwork or test, let your project lead know and take care of what you need to do.
At UVM we recognize that wellbeing looks different for everyone and that mental wellbeing is about much more than access to mental health care services. While CAPS plays an important role in supporting clinical mental health, there are many other resources on campus that also support student mental health and wellbeing. We encourage you to explore the wide variety of offerings available to support you and to help you support others.
If someone needs immediate medical or psychiatric attention
Campus Mental Health Resources
IF YOU’RE CONCERNED ABOUT YOURSELF OR SOMEONE ELSE
ALCOHOL, CANNABIS, TOBACCO AND OTHER DRUGS
BIPOC MENTAL HEALTH
GENDER AND HEALTHY RELATIONSHIPS
LGBTQ+ MENTAL HEALTH]
SPIRITUALITY
SELF-CARE AND PHYSICAL ACTIVITY
SEXUAL VIOLENCE SUPPORT AND ADVOCACY
Supporting someone in crisis When helping someone in crisis or distress it can be hard to know what level of support they need. Take time to assess the situation by asking questions. Listening non-judgmentally and staying calm can assist you in getting to the most helpful response. Sometimes it requires calling 988 or 911. Sometimes all someone needs is someone to sit with while they are upset and to validate how they are feeling.
Professional development and training programs.
As a part of ORCA you get access to a space for co-working sessions. This space is shared with the ARC Program https://www.uvm.edu/uvminnovations/arc so be respectful of the space and pick up when you are done. The space required card access which should be given to you at the beginning of your time in ORCA.
Location Hills Agricultural Sciences Building, Room 129 105 Carrigan Drive, Burlington, VT 05405
Scheduling There will also be an open/ closed sign for the door if you are having a private meeting, feel free to hang it on the door. If you are going to use the space please reserve it on Outlook. “Hills 129 - Coworking Space” is available in the Global Address List.
You can add the calendar to your Outlook Application by following the steps here: https://www.uvm.edu/it/kb/article/uvm-campus-calendars/#outlook-for-windows If you don’t see the calendar, please make sure you’re using the Global Address List and not the Offline Global Address List.
If you are just using Outlook on a web browsers: 1) Do to Add Calendar 2) Select Add from a Directory 3) From the drop down select your name 4) Enter “Hills 129 - Coworking Space” and hit Add when you find it
To schedule this resource, students will need to create an event on their calendar and invite Hills129@uvm.edu as an attendee. This will book the space.
Created 2/18/24 by Kendall Fortney