This page includes all documents and forms pertaining to the Department of Earth and Space Sciences, listed by team in alphabetical order. For ESS-related policies and procedures, see the ESS Policies and Procedures page. For questions and concerns about the following forms, please contact the individual team. Students may also wish to consult our Additional Student Resources page and Graduate Program Guide (PDF) for guidelines, degree requirements, etc.

Computing

• Earthwiki – CompHelp – guides for setting up printers, remote access, and more.
• ESS IT Onboarding Handout – currently being revised
• How to Surplus IT Equipment – Submit an IT ticket

Communications

• Colloquium Nomination Submission Form
• Communications Request Form
• Photo Release Form

Facilities

• Alcohol Request Form (University of Washington)
• ESS Room Scheduler Guide
• How to Surplus Unneeded Items
• Key Request & Refund Instructions
• Renovation Request Form

Faculty & Staff

• ESS Organization Chart
• Example Retirement/Rehire Letter – This letter provides a template for ensuring that retiring faculty taking the “40% rehire” option have an unambiguous record of the agreement, consistent with ESS policy at the time of their retirement. The University and College of the Environment continuously change their policies; this is designed to protect both the faculty and the department. The letter includes a copy of all relevant policies.
• New Faculty Onboarding Document – this is a resource to guide new faculty to the trainings and resources available to them. (Updated Jan 2020) Currently being updated.

Field Trips

ESS field trip documentation, fee waivers, and resources

Financial – Purchasing

• Freight Shipment Instructions
• Purchase Authorization Form – GIM 2
• Purchase Request
• Request for M&E Sales Tax Exemption
• Sole Source Justification Form– Required if the purchase is greater than $10,000 and requires a specific vendor

Financial – Reimbursement

Reimbursement Training (coming soon)

• EU GDPR Privacy Notification for Collection and Use of Personal Data
• Event Attendance Sign-Up Sheet – required for FOOD reimbursement
• Expense Reimbursement for Graduate Student Recruitment
• Honorarium Reimbursement Request
• Honorarium Reimbursement Request for NRA (non-resident alien)
• Reimbursement Request
• Meals paid for others: On the UW Travel Services Forms website, under “Meals” you can find linked the “Meals Paid for Others Template Form” as well as the “Meals Paid for Others Completed Example”. Itemized receipt(s) are required regardless of cost. Reimbursement is at actual amount paid (exclude alcohol) and cannot exceed allowable meal per diem rate/per person according to location of travel.
• Travel Reimbursement Claim Worksheet (UW Employees) – Mileage rate change effective as of 1/1/2025
• Travel Reimbursement Claim Form (Non-UW Employees)

Human Resources/Payroll

• Conduct Expectations for ESS Work Spaces – for individuals using ESS workspaces
• Faculty Promotion Resources
• New Employee Handout
• Notice of UW Presidential Order: Employee/Student romantic relationships and conflict of interest – Employees (faculty, staff, postdocs, and graduate ASEs) are not permitted to have real or perceived conflicts of interest with students they supervise or instruct as will result, for example, from romantic relationships between instructor and student.
• Pregnancy Accommodation (University of Washington)
• Union Resources (Classified Staff)

Letterheads & Logos

• ESS ‘W’ Logo
• ESS New Logo
• ESS Letterhead – W Logo for documents

Main Office

• ESS Shipping Label Form
• Event Planning Request Form

Misc. Forms/Templates

• Budget Closing Checklist
• Budget Opening Checklist
• Deficit Transfer Form
• ESS Website General Feedback Form
• Refund Check Request
• UW Cost Transfer Invoice (CTI)
• UW Internal Sales Document
• UW Invoice Voucher
• Visiting Speaker Honorarium Checklist

Records Storage

• General Records Storage Request (State Budgets)
• Grant Records Storage Request
• Retention Schedule

Research Grants and Contracts

Please see the Research Grants & Contracts page for resources.

Safety

Safety in our department is of utmost importance. Safety concerns should be voiced. You are encouraged to contact any member of the ESS Safety Committee, any faculty member, or directly to the Chair. See also the comprehensive information on our Reporting Concerns page. We will make an appropriate informed response. If you are looking for contacts to report a concern, see Contact Us or Reporting Concerns which both can be accessed from the About drop-down menu.

Further Safety Resources

• Field Trip Safety Guidelines and Forms (Coming soon)
• UW EHS Safety Manual
• Field Trip Guidelines for Non-Registered Individuals (College of the Environment)

Students (Graduate)

• Graduate Program Guide (Coming soon)
• Research – Sample CV (PDF, Word)
• TA Evaluation Form

Students (Undergraduate)

• Undergraduate Research Funding Proposal Form – coming soon
• Degree Planning: BA Option (PDF, Word)
• Degree Planning: Biology Option (PDF, Word)
• Degree Planning: Geology Option (PDF, Word)
• Degree Planning: Geoscience Option (PDF, Word)
• Degree Planning: Physics Option (PDF, Word)
• Honors Planning Document
• ESS Department Guidelines for GeoClub Officers (coming soon)
• GeoClub Budget Template – for use when submitting estimated and final budgets for events for which GeoClub is seeking departmental financial support.
• Spring Break Field Trip Guide

Travel

• Airfare Reservation Request Form
• Customs Letter Request – required when transporting equipment out of the country and back
• Per Diem Advance Request – due at least 15 days before your trip
• UW Field Advance Request – Doesn’t cover airfare, meal, or lodging expenses
• UW Field Advance Request Step-by-Step Instruction
• UW Field Advance Step-by-Step Spent Down (Reconcile) Instruction – Use Oanda Historical Currency Converter for exchange rates during trip.