Department Telecommunications and Information Processing (TELIN – EA07) –General Guidelines and Good Practices at the Work Floor

1INTRODUCTIONTELIN is one of 10 departments in the Faculty of Engineering and Architecture (FEA) of Ghent
University (UGent). It is composed of 5 research groups: DDCM (Database, Document andContent Management), DIGCOM (Digital Communications), GAIM (Group for Artificial
Intelligence and Sparse Modelling), IPI (Image Processing and Interpretation) and SMACS(Stochastic Modeling and Analysis of Communication Systems). The members of theseresearch groups also provide education to bachelor and master students in the faculty anduniversity, predominantly in the bachelor and master Computer Science Engineering andElectrotechnical Engineering, in the bachelor and master Electronics and ICT Engineering
Technology, and in the master Industrial Engineering and Operations Research. Finally,
department TELIN is supported by a number of technical and administrative personnelmembers. Patrick Schaillée and Sylvia Moeneclaey are responsible for the administrative
tasks in the department, Philippe Serbruyns and Davy Moreels for the ICT tasks.
TELIN is housed in the Technicum building T3. However, the other university buildings arescattered through Ghent and neighboring towns. Most departments of the FEA faculty arehoused at the Zwijnaarde campus Ardoyen, while part of the education also takes place in thePlateau building (near the Technicum).
The department is managed by the departmental board who is responsible for all official
departmental decisions. All professors (ZAP) of the department are part of the departmental
board as well as a delegation of the other academic members (called OAP at Ghent University)and of the technical and administrative members (ATP). The current composition is listed on
https://telin.ugent.be/telin-docs/general/department-info/ and reports of past meetings can befound at https://docs.UGent.be. Meetings are in Dutch (mandatory). Please contact one ofyour representatives for more information.
The department is headed by the head of department who is elected amongst the full-time
professors of the department every 4 years. Currently, Prof. Joris Walraevens holds thisposition. He is responsible for the daily operation of the department.
The reception desk of the department (Patrick and Sylvia) can be found on the second floor.
Opening hours are 9h-12h and 14h-16h each working day (except Wednesday). Pleasecontact them for any operational questions. You can also contact them electronically via telinsecretariaat@lists.ugent.be or via MS-Teams. For ICT-related questions, you can contact
Davy and Philippe directly through telin-helpdesk@lists.ugent.be, in their office, also on thesecond floor, or via MS-Teams.

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GUIDELINES
CONCERNINGOPERATION OF THE DEPARTMENT
2.1

THE

GENERAL

Office – Desk – Shared Rooms and Equipment

Every member of the department is provided with their own desk, typically in an office sharedwith other members. Although you have a lot of freedom in your office, please follow generalsafety guidelines, keep your office clean, and be considerate towards your office colleagues.
Also take into account selective collection of garbage: paper/carton, can/plastic, othergarbage. If you are in need of something for your office, please contact Patrick and Sylvia or
Philippe and Davy for ICT-related issues. Daily consumables (pens, paper, …) are stored ina cupboard in the hall next to the reception desk. You can take what you need there. Please
let Patrick and Sylvia know if you detect a shortage of something.
The department has some shared rooms, which are listed below. These should be treated asshared rooms only, which means that you keep everything spot clean, you do not leave yourown belongings in these shared rooms, you leave everything behind like you found it, … If you
spill something in the shared rooms or corridors, please clean it up yourself.
There are 5 meeting rooms in the department, three normal ones (red room on the secondfloor, capacity 20 persons; green room on the first floor, capacity 10 persons; white room on
the ground floor, capacity 15 persons) and two smaller ones which can also be used when
you have a conference call (yellow room on the first floor and blue room on the second floor;
capacity 5 persons). Your office keys can (un)lock the meeting rooms. Please reserve a
meeting room at https://telin.ugent.be/meetingroom using your TELIN username. Please also
cancel the reservation if your meeting is canceled for any reason. If you have a meeting withexternal visitors, you can ask for coffee and other drinks or order sandwiches when you wantto provide a sandwich lunch. Please send an Email to Patrick and Sylvia at least two days inadvance. For internal meetings, everyone can take their own drinks. Please put back cables
and chairs/desks after your meeting has finished.
We have a common shared recreation room (with a kitchen) in the center of the first floor.
Here, you can take a coffee and chat to colleagues in between work. Next to this large room,
there are two small kitchens, on the first and second floor. You can use the coffee and watermachines. Glasses, cups, dishes etc, are at your disposal but please bring them back to theplace you took them from. Dirty glasses and dishes should be put in the dish washer directly.
Please put in a soap tablet and start the dish washer when it is full, and empty the dish washer
when it has finished cleaning. Use the appropriate signs on the dish washer to indicate its
status. The refrigerators in the blue room and the recreation room are also at your disposal.
Please keep them clean and only take your own food. Do not keep expired food in therefrigerator! Do not use the refrigerator in the kitchen on the second floor; this one is formeetings only. Finally, we also have a snooker room on the ground floor (next to the lab room,
see next paragraph) which can be used to relax or as additional meeting room. For TELIN
personnel only.
The department has two lab rooms, one on the ground floor (research group IPI) and one on
the first floor (research groups DIGCOM and IPI). Your office keys can (un)lock the lab rooms.
Please make yourself familiar with the specific rules. We ask you to sign the provided paper
when you use the room and leave your name and period of use to any experiment set-up. If
you use any equipment or tool, please put it back to its appropriate place when finished.

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The department has some showers and lockers at your disposal. These are located on theground floor. Please keep the showers clean. You can also dry your clothes there when they
are wet (for instance for people that commute by bike). The lockers are equipped with a 4digit code that you set yourself. Please also put your name on the locker you use, so that weknow whose locker it is in case we need to release it.
Next to the T3 building (side of the stairs to the Scheldekaai), there is a small building where
you can park your bicycle safely. You can also find some UGent bikes there, which can beused for work-related rides (no commuting!). You can find the keys to unlock them in thelockers; the codes of the locks can be obtained from Davy.
The department has a departmental library, mainly containing books but also some journals.
You can find a searchable database on the TELIN website. Please ask Patrick or Sylvia if you
want to check out a book. For other books, journal papers or papers of conference
proceedings, please check the university library webpage.
Finally, please be considerate towards the people that use the toilet room after you and keepthem clean.

2.2

Research and Education

Research at department TELIN is initiated and supervised by the individual professors. They
are free to make their own choices which research directions to pursue and are responsible
for the adequate supervision of (PhD) research. Please contact your supervisor for any
research-related questions. For more general questions, please consult the following pages
from Ghent University: https://www.ugent.be/intranet/en, https://www.ugent.be/ea/en/for-phdcandidates-and-students,
https://www.ugent.be/student/en/ict
and
https://www.ugent.be/student/en/administration.
Education is the joint responsibility of the individual professors, the department, theeducational program committees and the faculty. The department has many courses in its
portfolio and appoints professors (and occasionally postdocs) of the department to teach thesecourses. These professors are then responsible for the quality of their courses. In principle,
all academic staff is supposed to help in supporting the professors in giving the courses. Thiscan be as an assistant who teaches exercise classes, helps in supervising projects,
supervises lab sessions, but also as a supervisor of exams. At the beginning of the academic
year (September), the departmental board makes up a schedule of which academic personnelmember helps in which course, based on the needs of that course, the skills of the academic
staff (expertise, language, …), also taking into account the other tasks of every member toprovide the right balance between tasks. If necessary, this schedule is revised at the beginningof the second semester (February). Once academic staff is matched with courses, it is theresponsibility of the professors of the courses to make sure the course is taught adequately(in all its aspects). If you experience any problems or have any questions, please contact theprofessor of your course, your supervisor, or the head of department.
Each year, every researcher can suggest subjects for master theses. Students then choose athesis from the whole list of subjects and execute that thesis in the next academic year. Pleasecontact your supervisor if you want to propose a subject.

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SAFETY GUIDELINES

3.1

University Safety Guidelines

All safety guidelines of Ghent University apply. An overview can be found here:
https://www.ugent.be/intranet/en/human-resources/health-safety. Please also check out
thesepages:
https://www.ugent.be/intranet/en/human-resources/healthsafety/laboratoryrules.pdf.

3.2

Emergency Guidelines

In case of emergency: inform the Center of Permanence (PerC) of Ghent University at number(09 264 88) 88 immediately.
When you call PerC, please give the following information:• nature and degree of seriousness of the incident, e.g. fire, explosion, gas leak, bomb
alert,...
• if applicable: which dangerous chemicals are involved, e.g. radioactive, biological,...
• are there any victims: number and nature, e.g. burnt, missing,...
• where does the incident take place, inform about building, address, location,... If theemergency is in T3 Technicum, make sure to include that the entrance is at theScheldekaai.
• possible actions that have been taken already, e.g. evacuation,...
• who you are, give your name, status,...
Do not intervene yourself if:• the intervention is dangerous• the risks are unknown• it is unclear how the incident should be handled• there are not enough protection tools available• there is no escape route• an urgent intervention is not really necessary
Further important issues:• take notice of the present information in the building: signals, information signs, escaperoutes,...
• take notice of protection tools: first-aid box, fire extinguishers,...
• at least 2 persons should act when they want to control the fireIf you notice anything unusual that does not require immediate action, please contact
permanentie@UGent.be.

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4/6We have a first intervention team in the building who takes responsibility in evacuations andfirst aid situations. The team consists currently of Patrick Schaillée (coordinator), DavyMoreels, Sylvia Moeneclay, Philippe Serbruyns and Dimitri Van Cauwelaert. Please follow theinstructions carefully in case of emergencies.

3.3

ICT and ICT Security

Information security policy and policies concerning ICT infrastructure of UGent applies to thedepartment, cf. https://www.ugent.be/en/facilities/ict/information-security. Some more
information and good practices can be found here: https://telin.ugent.be/telin-docs/. In
particular, it is important to make regular (automated) backups of your data. Contact Philippeand Davy if you have any questions.

3.4

Specific Departmental Safety Rules

Please lock the door of your office when no-one is present, especially at the end of the working
day. The doors in the corridors should be closed before 8am and after 18pm. If you pass byafter 18pm and you see one of the doors open (and hear a beeping noise), please close it!
Note that it is not permitted under any circumstance to block the emergency exits.
Windows can be opened for ventilation, but windows in offices at the ground floor should beclosed when no-one is in the office. Please also make sure to avoid wasting energy by turning
off the radiators in shared rooms as well as in your office when the windows are open or when
no-one is present for a longer time (for instance turn off the radiators in your office at night
when no-one will be in the next day).

4WELL-BEING

4.1

University Guidelines on Well-Being

An overview of guidelines on well-being at Ghent University can be found here:
https://www.ugent.be/intranet/en/human-resources/health-safety. In particular, please readthe code on conduct on inappropriate behavior. All issues related to mental wellbeing at theworkfloor can be discussed with Trustpunt, a centralized organ at Ghent University that canhelp with any mental health related problem.
More
information here:
https://www.ugent.be/intranet/en/human-resources/health-safety/psychosocial-welfare.
The faculty has three confidential contact persons, who closely collaborate with Trustpunt andcan help by listening to your problems and directing you to the right person. The confidential
contact persons at this moment are: Kristien De Meulder (Kristien.DeMeulder@UGent.be),
Prof. Guy De Tré (Guy.DeTre@UGent.be) and Inge Lason (Inge.Lason@UGent.be). The
faculty has an ombudsperson for PhD students who currently is Prof. Guy De Tré(Guy.DeTre@UGent.be) (Prof. Peter Troch (Peter.Troch@UGent.be) as his substitute).

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4.2

Specific Departmental Guidelines on Well-Being

The department has installed a well-being committee. Prof. Guy De Tré is the chair of thiscommittee. If you want to contribute, please contact him. Also, if you have any issue that youwould like to have discussed in this committee, you can contact him as well.
The department stimulates friendly interactions between members of the department. Therecreation room and snooker room can be used to relax in between work and talk tocolleagues. Furthermore, if you want to organize a social event for the department, that is
highly encouraged. Please contact the reception desk or the head of department for anyinformation.

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