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Employee Guide to the Caltech Community


Contents

Human Resources is committed to advancing the Institute’s distinguished reputation by attracting, recruiting, and supporting individuals who have extraordinary curiosity, talent, and energy that advances the Institute’s mission.

Title

page

How to Use This Book

1

Welcome Message

2

History of Caltech Timeline

4

Caltech Administrative Organization Chart

8

Your First 48 Hours

12

Navigating Your First 30 Days

16

Additional Policies for Staff (PMs)

20

Institute Policies for Faculty, Staff, and Students

23

Caltech’s Code of Conduct 26 Campus Maps

29

Acknowledgment of Receipt

30

Employee Handbook


How to Use This Book

Welcome Message from the Associate Vice President for Human Resources

This handbook is your guide to your first 30 days at Caltech. This book is but an introduction to a varied yet spectacular workplace experience. While the handbook is by no means complete, it is our hope this book will introduce you to the Caltech basics.

Caltech is a remarkable community. It is a community of more than 5,000 people, including staff, faculty, and students who work to pursue excellence every day. Caltech is a community of dedicated individuals who demonstrate a commitment to cutting-edge research and the first-class education of our talented student. Caltech’s excellence and ambition set it apart from its peers.

You can find complete information regarding Institute polices, administrative guidelines, code of conduct and other Institute information on the Human Resources website. Your supervisor and colleagues will be able to give you more specific information on how things work in your department or division. The handbook was designed to spark your interest, inform, inspire and introduce you to a world of possibilities. After reading this book we hope you will go on one of our five selfguided tours, that you will visit Human Resources, or grab a coffee at the Red Door.

Human Resources is committed to serving this special community by providing a high level of customer service, innovative programs, quality benefits, resources, and tools to help you thrive professionally and personally. It is a pleasure to be a member of such an amazing endeavor, and I encourage you to take advantage of all Caltech has to offer. —Julia McCallin

It is our great pleasure to welcome you to the Caltech community.

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Caltech

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Employee Handbook


History of Caltech Timeline

Caltech staff members share the passion, commitment to excellence and pursuit of audacious ideas that characterize the institution.

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Caltech

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Employee Handbook


History of Caltech Timeline

The mission of the California Institute of Technology is to expand human knowledge and benefit society through research integrated with education. We investigate the most challenging, fundamental problems in science and technology in a singularly collegial, interdisciplinary atmosphere, while educating outstanding students to become creative members of society.

1928

1910

1890

1895

Throop University, the forerunner to Caltech, is established

1928

The first building on the modern-day campus, Pasadena Hall, is built at Throop University. When Robert Millikan changed Throop’s name to the California Institute of Technology in 1920, Pasadena Hall was renamed Throop Hall. It is now the site of the Turtle Pond.

Linus Pauling, an Linus Pauling, an 1910 alumnus and faculty alumnus and faculty member who would member who would go on toon win two go on to win two The first building individual Nobel Prizes, individual Nobel Prizes, the modern-day 1925 1925 writes his first paper writes his first paper campus, Pasadena onatthe quantum on the quantum Hall, is built Throop 1929 of the mechanics of the University.mechanics When Robert Millikan, Ira Robert Millikan, Ira chemical bond. The chemical bond. The Robert Millikan Bowen, Harvey changed Throop’s Bowen, Harvey same year, Thomas same year, Thomas Cameron, and Russel Cameron, and Russel Hunt Morgan arrives Caltech builds Hunt Morgan arrives name to the California Otis discover Institute ofwith his fruit fly Otis discover with his fruit fly Southern California’s high-energy X-rays high-energy X-rays laboratory the laboratory to found the first seismic network. Technology in 1920,to found bombarding Earth Earth division. bombarding biology division. The stations cover a Pasadena biology Hall was continuously fromrenamed all continuously from all MorganHall. would later go Morgan would later go 500-kilometer radius Throop directions. They named They named on site to win aroundon to win a Nobel It is now the of a Nobeldirections. centered them “cosmic rays. ” Turtle Pond. rays.” the Prize in 1933. them “cosmic Prize in 1933. Pasadena.

1900

1895 1910

1890 1905

1900 1915

1905 1920

1910 1925

1915 1930

1920 1935

1956

1929 1947 Caltech builds Southern California’s first seismic network. The 200-inch Hale The stations cover a Telescope 500-kilometer radius at Palomar Observatory sees centered around Pasadena.first light.

1925 1940

1935 1950

2003

Charles Keeling Charles Keeling publishes a graph of publishes a graph of 1977 1977 rising carbon dioxide rising carbon dioxide 1991 levels in the levels in the 1947 1973 1973 atmosphere. That atmosphere. That graph – called the graph – called the I launches to Voyager Voyager I launches to Keeling curve – would Keeling curve – would Work begins on explore what the solar explore the solar become crucial the become crucial in the would later become the It becomes Thein200-inch Halefirst four women system. It becomes system. The The first four women discussion on discussionthe on first man-made Laser Interferometer Telescope at Palomar the first man-made to earn bachelor’s to earn bachelor’s anthropogenic climate anthropogenic climate Gravitational-Wave Observatory sees object to travel to object to travel to degrees from Caltech degrees from Caltech change. change. interstellar space. first light. interstellar space. graduate. graduate. Observatory (LIGO)

1940 1955

JPL’s beginningsThe canAthenaeum JPL’s beginnings can The original student The original student The AthenaeumTheodore hosts von Richardhosts P. Feynman Theodore Karman Throop University is Throop University is von Karman be traces to theits first formal union, The Dugout, is the union, Theits Dugout, is dinner. first formal dinner. arrives as a full be traces to the launches Caltech’s launches Caltech’s renamed the California renamed California Throop University, mid-1930s, when a mid-1930s, when a dedicated, 376 dedicated,Inwith 376 attendance were In attendance were He would professor. aerospace graduate aerospace Institute of Technology ofgraduate Technology the forerunner to with Institute few Caltech students Caltech students engravedwhen with George bricks engraved with Prize three Nobel three Nobel goPrize on to win the few Nobel program program (GALCIT), when George Ellery Ellery(GALCIT), Caltech,bricks is amateur and amateur space students’ names. students’ names. winners: Albert and with it and winners: Albert Prize in physics and andAndrews with it the birth of the birth of space Hale, Robert Andrews Hale, Robert established enthusiasts started enthusiasts started Some of these can Some of these can RobertSouthern California’s Einstein, Einstein, Robert write several popular Southern Millikan, and Arthur Millikan, and Arthur California’s tinkering with rockets. tinkering with rockets. still be found onAmos the Noyes on the Millikan, and A.A. Millikan, and A.A. books about science aviation industry. still be found aviation industry. Amos Noyes After an unintended After an unintended south wall of Winnett. south wallMichelson. of Winnett.Einstein Michelson.physics. Einstein nicknamed Thinker, nicknamed Thinker, explosion occurred explosion occurred was a visiting was a visiting Tinker, and Stinker Tinker, and Stinker on campus, on campus, the professor at Caltech set the school on its set the school on its 1926 1926 the professor at Caltech groups and its until 1933. groups and its until1924 1933. new course of new course of 1950 1924 experiments relocated experiments relocated pursuing scientific pursuing scientific to an isolated area to an isolated area research of the research of the next to the San next to the San greatest importance. greatest importance. 1931 1931 Gabriel Mountains; Gabriel Mountains; that site is the current that site is the current home of JPL. home of JPL.

1920

1945 1960

1950 1965

1970 1955

Richard P. Feynman Alumnus Harrison arrives as a fullSchmitt walks on the professor. He would moon as a member of go on to win the theNobel Apollo 17 crew. Prize in physics and write several popular science books about 1972 physics.

1975 1960

1980 1965

Robert Wilson, an Alumnus Harrison alumnus, wins the Schmitt walks on the Nobel Prize for moon as a member of discovering the cosmic the Apollo 17 crew. microwave background radiation.

1972 1978

1950

1970 1985

1975 1990

1991Quake Stephen launches the field of microfluids at Caltech, Work begins on what to a technology would latermanipulate become thefluids Laser Interferometer thousands of times Gravitational-Wave smaller than a Observatory (LIGO) dew drop.

1980 1995

The Caltech-led Robert Wilson, an BOOMERanG alumnus, wins the Nobel Prizemission for maps the microwave discoveringcosmic the cosmic microwavebackground and background proves radiation. that the universe is flat.

1978

1998

1985 2000

1990 2005

Caltech

2011

1936

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2003 2012 Stephen Quake launches the field of microfluids at Caltech, a technology to The Curiosity rover, manipulate fluids led by project scientist John Grotzinger, thousands of times smaller than a successfully lands dew drop. on Mars.

1995 2010

John Eiler directlyThe Caltech-led measures dinosaur BOOMERanG body temperatures for maps the mission the first time, using a microwave cosmic geochemistry background and technique he created proves that the on tooth fossils. universe is flat.

1920

1936

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1930 1945

1956

Employee Handbook

1998

2000 2015

2005

John Eiler directly measures dinosaur body temperatures for the first time, using a geochemistry technique he created on tooth fossils.

2011

2012

The Curiosity rover, led by project scientist John Grotzinger, successfully lands on Mars.

2010

2015


Caltech Administrative Organization Chart

Caltech is an exceptional community of researchers, educators, staff and students that advances the boundaries of science, engineering and technology and yields outsized impact.

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Caltech

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Employee Handbook


Biology & Biological Engineering Division

Administrative Organization Chart

Associate Vice President Research Administration

Associate Vice President Human Resources

Chief Information Officer Information Management Executive Director Audit Services & Institute Compliance (ASIC)

Associate Vice President Facilities

Chemistry & Chemical Engineering Division

Engineering & Applied Sciences Division

Vice President for Administration and Chief Financial Officer

Associate Vice President Finance; Treasurer

General Manager Athenaeum

Associate Vice President for Development Geological & Planetary Sciences Division

Vice President Development & Institute Relations

Assistant Vice President for Engagement and Annual Programs

Board of Trustees

Humanities & Social Sciences Division

Provost

Physics, Mathematics & Astronomy Division

Assistant Vice President for Campaigns

Vice President Student Affairs

Exec. Assistant to the President & Secretary, Board of Trustees

Assistant Vice President for Equity, Accessiblity, & Inclusion Initiatives, & Title IX Coordinator

Vice President; Director Jet Propulsion Laboratory

President

Director of Government Relations

Vice Provost for Special Projects

Vice President Strategy Implementation

Senior Director for Diversity

Vice Provost; Chief Diversity Officer

Vice Provost; Chief Diversity Officer

Director Office of Research Compliance

Deputy Director Jet Propulsion Laboratory

Dean of Undergraduate Studies

Assistant Vice President Strategy Implementation

Senior Director Student Activities & Programs Dean of Graduate Studies

Chief Investment Officer Director Staff & Faculty Consultation Center Director Teaching & Learning Programs

Caltech

University Librarian

Assistant Vice President for Student Affairs Operations

General Counsel

Director StudentFaculty Programs

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Assistant Vice President Advancement Services

Chief Innovation & Corporate Partnerships Officer

Deputy General Counsel

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Chief Strategic Communications Officer

Employee Handbook


Your First 48 Hours

Other institutions have extraordinary individuals, but Caltech is an extraordinary community of curious and capable minds.

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Caltech

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Employee Handbook


Your First 48 Hours The following is a checklist of actions and items you should complete within your first 48 hours of employment at Caltech. If you have any questions regarding how to complete the tasks please contact Human Resources at x3300

ACTION

CHECK IN

PICK UP ID

SET UP EMAIL

DESCRIPTION

Check in with Human Resources (International employees first check in with International Scholar Services)

Pick up your ID card

Set up your email account (IMSS Room 204 in Central Engineering Services)

TASK COMPLETE

ACTION

DESCRIPTION

MARK CALENDAR

Mark your calendar with new hire and benefits orientation dates

MEET WARDEN

Meet your floor warden

LEARN PLAN

Learn your department/division emergency plan

GET ACCESS

Get any access cards/keys you need for your building/workstation

COMPLETE I-9

Complete your I-9

GET PHONE EXT.

Get your phone extension and set up voicemail

SUBMIT TAX

Submit tax forms

GET TIMECARD

Get Kronos timecard training

PATENT

Patent agreement

MEET PAYROLL

Meet your Payroll Activity Monitor (PAM)

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Caltech

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Employee Handbook

TASK COMPLETE


Navigating Your First 30 Days

Human Resources is interested in crafting ideas, activities and options that allow the entire Caltech community to strive for excellence. We believe in creating pathways, bridges, and connections between ideas and results.

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Caltech

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Employee Handbook


Navigating Your First 30 Days

ACTION

DESCRIPTION

LOG IN

TASK COMPLETE

ACTION

DESCRIPTION

Log into access.caltech.edu

JOIN THE ATHENAEUM

Visit the Athenaeum to learn more about membership

VISIT PARKING

Visit the parking office

ATTEND ORIENTATION

Attend your orientation (coffee@Caltech, Benefits, and International Scholar)

SET UP GYM

Set up your gym membership

SUBSCRIBE TO NEWS

Visit Caltech Today at www.caltech.edu/today

SELECT MEDICAL PLAN

Select your medical benefits at mybenefits.caltech.edu

REVIEW CHART

Review the Institute Administrative Organization Chart

RETIREMENT PLAN

Log into mybenefits.caltech.edu and select Manage myTIAA Contributions

READ POLICIES

Read the Institute policies (hr.caltech.edu/services/policies)

SIGN UP FOR W-2

Sign up for online W-2 at access.caltech.edu

VISIT CREDIT UNION

Visit the Caltech Employees Federal Credit Union (Wilson Ave.)

COMPLETE COI

Complete your online Conflict of Interest (COI) at access.caltech.edu

TRY CAMPUS TOUR

Try one (or more) of the campus tours

COMPLETE OBA

Complete the Outside Business Activity (OBA) form if applicable

COMPLETE TRAINING

Complete your online harassment training (managers and supervisors only)

COMPLETE KIT

Create a personal emergency kit

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Caltech

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Employee Handbook

TASK COMPLETE


Additional Policies for Staff (PMs)

As an organization we are curious. Human Resources seeks to know each employee, work group, unit, and division so that we can help you create long-term strategic plans. We call it being curiously strategic.

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Caltech

Policies & Personnel Memoranda

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Employee Handbook


Institute Policies for Faculty, Staff, and Students

1

Acceptable Use of Electronic Information Resources

2

4

Disability and Reasonable Accommodation

5

Compliance with Export Laws and Regulations

Environment, Health, and Safety

3

6

Conflicts of Interest

Nondiscrimination and Equal Employment Opportunity

7

10

Sexual Violence

8

Substance Abuse

9

Unlawful Harassment

Whistleblower Policy

If you have questions, we encourage you to call Employee & Organizational Development (EOD) at (626) 395-6382.

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Caltech

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Employee Handbook


Institute Policies for Faculty, Staff, and Students

8

9

9-1

9-3

Motor Vehicle Use Policy

Employment

Employment of Minors

Outside Activities

10-1

10-4

Rate Ranges by Classification Student Ranges (Undergraduate and Graduate)

11-4 Non-Exempt Alternate Workweek Schedule

15-2 Paid Time Off for Benefit Based Employees

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Institute Staff Personnel Policies (Personnel Memoranda)

11

Graduate Teaching Assistants, Graduate Research Assistants, and Graduate Laboratory Assistants

Hours of Work, Workweek, Workday, Shifts, Overtime, Pay Premiums

12

13

Employee Personnel Records

Problem Resolution Policy and Process for Campus Staff and Employees at JPL

15-7

15-8

Military Leave

Paid Time Off for Non-Benefit Based Employees

Caltech

15-18

11-3 Employee Timekeeping

14 Terminations

15-22

17

Tuition Exemption for Children of Employees

Domestic Partners

Patent Policy

Personal Leaves of Absence

26

27

31

32

Employee Medical and Family Care Leave

Other Leaves of Absence

Service Date

Uniforms and Special Clothing

33

34

--

Ridesharing

Violence Prevention

Limited Distribution Personnel Memoranda

15-15 Tuition Reimbursement Plan

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Employee Handbook


Caltech’s Code of Conduct

At the heart of our mission is unwavering dedication to honor, integrity, equity, and diversity.

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Caltech

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Employee Handbook


Caltech’s Code of Conduct

The Caltech Community’s Statement on Ethical Conduct

We are all part of the Caltech community whether we are located on campus, at JPL, at observatories or anywhere else in the universe. As members of the Caltech community, we expect that each of us will embody the high standards that have gained Caltech its worldwide reputation. In 2012, members representing the Caltech community began a conversation on ethical conduct. These discussions focused on the overarching values of our community. As a result of these discussions, we describe, in detail, these values.

Strive For Excellence

Act With Integrity

Encourage Open, Honest, And Respectful Discourse

Respect And Promote Freedom Of Inquiry

Foster A Supportive And Diverse Community

Commit To Education

Conduct Work Responsibly

Protect The Interests Of Those Who Place Their Trust In Us

Provide And Maintain A Safe Environment For Learning And Working

Obey The Law And Comply With Institutional Policies

Represent Caltech

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Caltech

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Employee Handbook


Tour A

If You Only Have an Hour: Self-Guided Tours

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4

4 1

3

Check out the cannon Location: In front of Fleming House (Building 57) Description: The 1.3 ton cannon is harmless but noisy when it is fired to celebrate special occasions, such as commencement or the last day of the academic term. It has been the centerpiece of many MIT versus Caltech pranks over the years, which is why it is chained.

Tour C

Walk down orange walk/The Synchrotron Location: Between Firestone Laboratory (Building 50) and Fleming House (Building 57). The Synchrotron (Building 49) Description: Take a stroll down the Orange Walk. During the winter, you will also find that the oranges are ripe but many have claimed they are not sweet. Down the walk you will pass the Synchrotron Building which was originally a giant clean room built for the decade-long (1936 – 1946) job of grinding and polishing the mirror for the 200-inch Hale Telescope at Palomar Observatory.

2

2

4 3

1

1

5

2

6 3

3 4

5

1

2

2

6

N

Sites

W

Sites are grouped by color indicating their geographical locations.

E S

Campus Directory Map 3

Emergency Telephone Security Station SS First Aid Station Emergency Operations Center Campus Boundary

1

3

Caltech Store Location: Winnett Student Center (Building 51) Description: Get your Caltech gear at the Caltech Store! You will find Caltech mugs, notebooks, t-shirts, books from Caltech authors, and much more here. Get a coffee at Red Door Location: Winnett Student Center (Building 51) Description: The Red Door offers solutions to all your caffeine needs. With an outdoor patio, it’s a great place to relax, have a meeting, or read the news.

1

Explore the gem room Location: Arms Laboratory of the Geological Sciences (Building 25) Description: The Gem Room includes a collection of minerals and gemstones. You will find benitoite (the official gemstone of the state of California), attractive copper minerals from Michigan and the Southwest, dinosaur eggs, and other interesting specimens from Europe and the Americas. The Smilodon fatalis skeleton (sabertoothed cat) is also displayed here. Coelostat Location: Linde + Robinson Laboratory and Courtyard (Building 24)

Sherman Fairchild Library Location: Sherman Fairchild Library (Building 43) Description: The Sherman Fairchild Library serves as the main library on campus that is open 24 hours a day Monday - Thursday for current Caltech students, faculty, and staff. Go visit the turtles Location: Turtle Pond/Throop Memorial Garden Description: Say hello to the turtles in the tranquil and tree-shaded Throop Memorial Garden, which is also known as the Turtle Pond. The landscaped area marks the site of Throop Hall, which was the first building on the Caltech campus built in 1910 and torn down after suffering extensive damage in the 1971 Sylmar earthquake (magnitude 6.7). 9th floor Millikan Location: Millikan Library (Building 32) Description: If you’re looking for a quiet place to work or read, check out the ninth floor of the Millikan Library. It is the highest floor of the building, which is designed to withstand 8.0 magnitude earthquakes, and the Lookout has the best view of the Caltech campus and the city.

Description: The 25,000 square-foot compound provides space for the Keck Institute for Space Studies (KISS) and the Caltech Board of Trustees while serving as a venue for aerospace/ engineering seminars and conferences. The conference center is also LEED-Platinumcertified with extensive daylight that creates an open, airy space.

4

1

Catalina Garden Project Location: 391 Wilson Ave. (between the parking structures) Description: The Catalina Community Garden Project began in response to the demand for more space by members of the Avery Community Garden. Included in the development was a small grove of citrus and avocado trees, an area for vines along the wall with grapes started, plots for a community garden, and a gazebo.

2

Visit the gene pool Location: Between Beckman Institute and Beckman Auditorium (Between Building 74 and 91 on map) Description: The blue-lined reflecting pool has been dubbed “the Gene Pool” because of its distinctive double-helix tile design. It is also modeled after fountains outside the Alhambra in Spain.

3

The Keck Center Location: Building 127

North Avery Garden Location: SW corner of Holliston Ave and E Del Mar Blvd. Description: In 2008, a group of students, with the help from the Moore-Hufstedler Fund for student life, the Caltech Sustainability Office, the Caltech Y, and the Caltech Facilities Management department started a community garden. The garden is shared by grads, undergrads, postdocs, and staff in both individual and shared plots.

Tour E

1

Treehouse room in Annenberg Center for Information Science and Technology Location: Room 347 in Annenberg Center for Information Science and Technology (Building 16) Description: Take a break from work in the Treehouse Lounge. This is a two-story lounge that is lit by natural light and has a view of Moore Walk, Avery House, and the San Gabriel Mountains.

2

Joint Center for Artificial Synthesis (JCAP) Location: Jorgensen Laboratory (Building 80) Description: JCAP is the Fuels from Sunlight Energy Innovation Hub established by the US Department of Energy in 2010. Inside JCAP, researchers are working to advance the research and development on systems to convert sunlight, water, and carbon dioxide into a range of commercially useful fuels.

3

Dabney garden Location: Dabney Hall (Building 40) Description: Dabney Gardens, designed by landscape architect Beatrix Farrand in 1928, is a secluded and elegant courtyard behind a wrought-iron gate. Come sit and enjoy the beautiful wall fountains, climbing roses, and stuccoed and tiled walls. The quiet garden also features an antique bronze statue of a water buffalo bearing Tenjin, a Japanese deity of the arts, sciences and learning.

4

Beckman Auditorium Location: Building 91 Description: Beckman Auditorium is operated by Caltech Public Events as a campus and community service. A broad spectrum of performing arts, lectures, films, classes and entertainment events are offered throughout the academic year. All events presented in Beckman Auditorium are directly sponsored by Caltech.

Tour D

Tour B

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Visit the gym Location: Braun Athletic Center (Building 3) Description: Recognizing that active bodies support active minds, Caltech’s Braun Athletic Center offers resources and programs that promote the health and well-being of the entire Institute. The Braun Athletic Center is where our community comes together to train, play, and get fit.

Take a stroll down Olive Walk Location: Walkway down Athenaeum near South Student Houses Description: Did you know Caltech is a certified olive-oil distributor? From 2007 to 2012, the campus hosted the Olive Harvest Festival to collect as much as 2,600 pounds of olives from the 130 olive trees on Olive Walk.

SS

2

3

2 1

3

Visit the Athenaeum Location: Athenaeum (Building 61) Description: The Athenaeum, or the “Ath,” is Caltech’s faculty club and the center of social activities for the Caltech community. Did you know that Albert Einstein stayed here during his three-month visit in 1931?

Description: The Robinson Coelostat was created by renowned artist, architect, engineer, and instrument designer Russell Porter. It is now used to provide daylight into underground laboratories, supply a beam of light for scientific experimentation, and create a large real time projected image of the sun visible in the main corridor of the building.


Employee Guide to the Caltech Community Acknowledgment of Receipt

I acknowledge that I have been given a copy of the employee guide to the Caltech community. I understand that this guidebook summarizes Caltech’s personnel guidelines, and that it is furnished to me solely for my information. I further understand that the statements contained in the guide are not intended to create any contractual or other legal obligations. I also understand that Caltech at any time may change, rescind, or add to any of its policies, benefits, or practices as described in the guide, except for policies required by law. I acknowledge that it is my responsibility to read and become familiar with Institute policies and personnel memoranda found on the human resources website.

Date

Signature

Printed Name

Department and Mail Code

NOTE TO THE EMPLOYEE: Please sign and return immediately to Human Resources Records Management, Mail Code 153-84.


We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law. Â The Institute adheres to the policy of employment at will which permits the Institute or the employee to terminate the employment relationship at any time, for any lawful reason, with or without cause or notice.

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