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Isaac Newton Institute for Mathematical Sciences

A-Z

We hope this guidance will answer many of the questions that you may have before and during your visit to the Institute. It contains information regarding staffing, housing arrangements, audio-visual facilities, transportation, computing, and library facilities.

Contents



Absence:

If you intend to be away from the Institute for more than one weekday, please leave details of how you can be contacted with Reception or by emailing reception@newton.ac.uk. If you plan an absence of more than three days, please consult the Administrator who can be contacted at administrator@newton.ac.uk. Such absences may have implications for your subsistence allowance (if applicable), unless you are visiting another UK academic institution. It may be necessary for somebody else to use your desk during any absence because of the pressure of office space.


Audio Visual Resources:

Seminar Room 1 can accommodate an audience of 107 seated at tables and offers chalk boards, data projector, 3 overhead projectors, slide projector, video player and radio microphone for use by lecturers.

Seminar Room 2 can seat 42 and also has chalk boards, data projector, overhead projector, video player and a slide projector.

The Institute wishes to make talks, presentations, lectures, seminars etc widely available by placing them on the web. There is an audio recording facility available in both seminar rooms for this purpose although only seminars given in Room 1 are recorded as a matter of course. Please note that any lectures booked with less than 72 hours notice may not be recorded or streamed.

We also provide facilities whereby visitors can submit their presentations / lecture notes / overhead transparencies to be placed on our website. All visitors are strongly encouraged to make use of this facility, to enhance the accessibility of research at the Institute. These documents can be submitted in any format via our upload form.

For further information, please see the Audio Visual Resources page.

See also Lectures / Seminars.


Bicycles:

Information on hiring bicycles can be found on the notice boards in each office. If you require any information before you arrive, please contact Reception at reception@newton.ac.uk.


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Car Hire:

The University has a special arrangement with Enterprise. When booking, state that you are from the Isaac Newton Institute, University of Cambridge. Visitors should check that the insurance cover is adequate for their needs. Please remember to bring your driving licence.


Childcare:

For reasons of safety and out of consideration to other visitors, the Institute requests that young children (under the age of eleven) are not brought into the building except on special occasions, where they should be closely supervised.

Details of local childcare facilities are available on the University’s Childcare Office website and Girton College’s Childcare Information page.

For initial guidance on childcare facilities, please contact the Administrator or Housing Officer at the Institute.

See also Schools.


Coffee and Tea:

Morning coffee is served between 11:00 and 11:30am from the counter on the mezzanine floor. There is also a self-service machine, which can be used to make coffee, tea and hot chocolate at other times. Please ensure that cups taken into offices are returned to the counter near the kitchen.

Cold drinks and snacks are also available, payment for which should be placed in the ‘honesty tray’.


Computing Facilities:

If you have any queries or problems relating to computing facilities in the Institute, the computer staff can be contacted in room F6 (first level) or by emailing support@newton.ac.uk. A brief summary of the facilities available is given below, but more complete information is available on the Computing page.

The facilities that are offered depend on whether you have been allocated an office within the Institute.

For those who have not been allocated an office within the Institute (including workshop participants):

For those who have been allocated an office within the Institute:

Due to health and safety reasons, please do not use covered power sockets in the Institute building; there are power sockets in the library that can be used for laptops etc.

Computing facilities in the Institute are provided to authorised users only for academic purposes. Their usage is subject to the guidelines of the Institute and the rules of the University of Cambridge.

See also Laptops and Printing.


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Dates of Visit:

In order that the Institute can use its limited facilities and resources effectively, visitors are asked to regard their acceptance of invitations as firm commitments. If you need to change these commitments, please indicate your new dates by using the “Response to Invitation” form immediately.


Departure:

There are various matters that need to be dealt with before visitors leave the Institute:

Programme Participants / Visiting Fellows:

  1. You should submit the following, either on the paper forms provided (please return completed forms to Reception) or electronically via the Departure Information page:
    • Completed questionnaires on the scientific and administrative aspects of your visit.
    • Details of publications resulting from your time at the Institute. We would particularly appreciate it if you could continue to send us details of preprints and other publications connected with your work here so that we can build up an archive.
  2. Books must be returned to the Institute library, and any books borrowed from other Cambridge libraries should be returned directly to them.
  3. On your last day at the Institute: your door entrance card, photocopy card and office key (if applicable), should be handed in at Reception. Please also provide Reception with a forwarding address if this differs from the one held on our records.
  4. If you have any outstanding questions about your financial arrangements, please contact Stephen in GH3, telephone 65732. If you have any remaining queries regarding the Institute's accommodation, please contact Esperanza in GH1 or telephone 65730.

Workshop Participants:

  1. Luggage / bags / posters must be moved out of the Discussion Room by 16:00 on your last day.
  2. Please complete Taxi request list at Reception by 16:00 on your last day.
  3. Please return your INI door entrance cards and lanyards to the collection box at Reception.
  4. Conference Package participants must return room keys to the Porters' Lodge before departing.
  5. Wolfson Court dining cards must be returned to the Porters' Lodge at Wolfson Court before departure.

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Disabled Visitors:

The Institute welcomes disabled visitors and is accessible for wheelchair users. There is suitable parking on site, ramped entrances, wide corridors and safe stairwells in case of fire. The office accommodation, seminar/lecture rooms and communal areas are accessible to wheelchair users by lift and there are separate toilet provisions for disabled people on each floor. However, the library has a mezzanine level that is accessed via stairs - please ask a member of library staff if you need assistance. Both seminar rooms have been fitted with an induction loop. The Institute has accessible housing available in wheelchair-friendly apartments with wet-room showering facilities. For more information, please contact the Administrator at administrator@newton.ac.uk.


Entry Cards and Keys:

On arrival, Visiting Fellows and Programme Participants are issued an entry card that will enable them to enter the building at any time by the front and rear entrances. The entry card will also allow access to the library when it is not staffed (after 17:00). Use of doors without an entry card between 17:00 and 09:00 and at weekends or public holidays will result in the sounding of the intruder alarm and security will be summoned automatically.

It is not possible to issue workshop participants with an entry card.

Those visitors allocated an office space will be issued with the office key. You are advised to lock your office and windows when it is likely to be unoccupied. A warden from the University Security Office secures the building each night, locking all office doors and windows. Visitors should ensure they have their key with them after 19:00 to avoid being locked out of their offices. The warden may check the building at various times during the night.

If you lose your key or entry card, please inform Reception immediately.

See also Opening Hours.


Fax:

Documents to be faxed should be handed to Reception. Expenditure on faxing is monitored in the same way as telephone calls.


Financial Support:

If you are receiving an allowance for living expenses, payments are made on a monthly basis usually by cheque drawn in GBP. If you have been offered reimbursement of travel expenses you will be given a claim form in your arrival pack. Please complete and return this with original receipts. A special arrangement has been made so that cheques issued by the Institute may be cashed, without it being necessary to open a bank account, at Barclays Bank, St Andrew's Street, about a mile away in the centre of Cambridge. Visitors should take their passport with them as proof of identity.

Payments can also be made by International Bank Transfer, for which full bank details are required.

If your stay is for more than one month and you would prefer to open a UK bank account please contact the Finance Officer for details of the documentation which is required by the banks.


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Fire:

If you discover a fire, sound the fire alarm by breaking the glass at one of the red fire alarm call points. Attempt to deal with the fire if possible but do not take personal risks. If you hear the fire alarm sound (a loud continuous ringing), telephone the Fire Brigade by lifting a telephone receiver and dialling 1999 from an internal phone. When the operator replies, say "Fire at 20 Clarkson Road, Cambridge".

Do not replace the receiver until the operator has repeated the address. Leave the building by the nearest exit and assemble in the car park at the side of the main building. Occupants of the Gatehouse may assemble in the Reception area of the main building, unless the alarm has sounded there as well.

In the event of a fire, do not use the lift, do not attempt to collect personal belongings before leaving the building and do not re-enter the building. If you are unable to use the stairs because of decreased mobility please make your way to one of the landings on the staircases in the northeast or southwest corners of the main building and wait for assistance. The stairwells provide 20 minutes of fire resistance.

Please note that in Seminar Room 1 the area around the room which is carpeted in beige must be kept clear of chairs and personal belongings at all times as it is needed as an escape route in case of fire.

Please ensure that all chairs and personal belongings are kept within the red-carpeted area of Seminar Room 2 to allow sufficient space around the outside edge of the Seminar Room for an emergency evacuation.

The fire alarm is tested each Friday at 9:30am.


First Aid:

If you require first aid, please contact Reception.


Furniture and Office Equipment:

Furniture items such as footrests, fans, desk lamps and additional small tables are available on request from Reception. If you have any problems with the furniture provided or require something that is not already in your office please email reception@newton.ac.uk.

See also Stationery

.

Insurance:

Insurance policies at the Institute cover only Institute equipment. If you wish to bring your own computer or other equipment, please ensure that you obtain adequate insurance cover.


Junior Members:

The Institute has a scheme of ‘Junior Membership of the Newton Institute’. Graduate students and early career researchers in UK universities within 5 years of receiving their PhD are eligible to apply. Details on eligibility, how to apply for membership, and procedures for applying for grants, can be found on our Junior Members page.


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Laptops:

Visitors who have not been allocated an office space should use their laptops in the library where provision has been made. Please avoid trailing cables, for the safety of other participants. If you need assistance, please contact the computing staff in office F6, or by email at support@newton.ac.uk.

See also Computing Facilities.


Lectures / Seminars:

Lectures and seminars should be arranged with the agreement and cooperation of the organisers of the two programmes running at any one time. Seminar rooms should be booked three working days in advance through Reception. Please note that lectures / seminars should not be booked to finish after 17:00.

Information about seminars at the Institute is distributed weekly via our mailing lists. Details of seminars should be given to Reception by the end of the Tuesday of the week before they are scheduled so that they can be included in these lists.

Weekly lists of seminars are published on our website:

See also Audio Visual Resources.


Library:

The library staff will provide help and information about use of the Institute’s library, and about other libraries and sources of information in Cambridge. Please see the library webpages for further details of our resources.


Local Information:

Leaflets, guidebooks and maps can be found in the Local Information section of the library, situated on the shelves to the left of the door.

The Visit Cambridge website contains a large amount of current information about leisure and events in Cambridge and the surrounding area.

See also University Lectures and Events.


Lunch:

Lunch is available in the cafeteria at Wolfson Court (adjacent building), Churchill College and Robinson College. Hot and cold food is also available at the Centre for Mathematical Sciences. For those who would prefer to bring their own lunch, there is a refrigerator and a microwave oven on the Mezzanine Floor of the Institute.


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Mailing Lists:

The Institute has a number of mailing lists that provide regular information about the Institute and its activities. For a full list and details of how to subscribe, see the Mailing Lists page.


Medical Treatment:

Information about local healthcare services can be found on the Cambridgeshire and Peterborough Clinical Commissioning Group website.

All overseas visitors are entitled to free emergency treatment under the NHS. Emergency means essential treatment, which cannot be reasonably delayed until the patient returns to their home country. If you do not normally live in the UK and you do not meet one of the exemptions from charges then you will have to pay for any treatment you might need. We strongly advise participants to consider taking out appropriate health insurance for non-emergency treatment. Further information about healthcare for overseas visitors can be found on the NHS Choices website.

See also First Aid.


Merchandise:

A selection of Isaac Newton Institute merchandise, including t-shirts, pens, mugs and USB drives, is available in the library. Please pay at Reception.


Newcomers and Visiting Scholars:

The Newcomers and Visiting Scholars have a programme of social events during University term time, including weekly coffee mornings at the University Centre to which children are welcome. Other social events include tours of the Colleges, and visits to other towns and cities, such as London and Stratford-upon-Avon. Events require advance booking.


Newspapers:

A selection of national and international newspapers are available in the library on the newspaper rack by the door; please do not remove these from the library.


Office Space:

Office space is strictly limited. The Institute sets aside a number of spaces for each programme, normally two visitors to an office.


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Opening Hours:

From Monday to Friday (except on public holidays), the front doors of the Institute are open between 09:00 and 17:00.

See also Entry Cards and Keys.


Parking:

Visitors can park in the Institute’s car park if space allows. Cars should be registered with Reception where a parking permit will be issued.


Photocopying:

There is a photocopier located within the library, which can also be used to scan and email documents. Visitors should observe copyright regulations when making copies; these are displayed next to the photocopier.


Post:

Incoming post is delivered to the mailboxes on the first floor.

Items to be sent by post should be brought to Reception by 15:30, Monday to Friday, with the visitor’s name noted in the top left hand corner.


Posters:

The Institute has boards which can be used to display posters. The size of the boards is 1170 mm x 890 mm (3' 10" x 2' 11"). Please check your invitation letter to determine if your request to present a poster has been accepted.

Participants who wish to print out large posters for display at our poster sessions are advised to use the Old Schools Reprographics Centre. You may send posters through in advance of your visit and then collect them upon your arrival in Cambridge.


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Preprints:

Papers written at the Institute or based on work carried out at the Institute can be included in the Isaac Newton Institute Preprint Series. Participants are strongly encouraged to submit relevant papers to this series by sending an electronic copy (preferably as a PDF) to preprints@newton.ac.uk. We will then assign it a number and add it to the series online, as well as displaying a bound copy in the library. The author may request additional personal bound copies. If you have any questions about submitting a preprint, please email preprints@newton.ac.uk or speak to the library staff.

Our preprint series is an online repository that complies with the Green Open Access model, to provide greater accessibility to our research output. Find out more about this initiative on the University's Open Access website.

Visitors are asked to acknowledge support from the Institute in their preprints.

See also Publications.


Printing:

There are three printers provided in the Institute: one (lw1) is black and white and can be found on the mezzanine level outside room M12, while another (lw2) is colour and can be found on the first floor outside room F8. This printer can also be used for transparencies. A third printer (MFD-library) is available in the library, and also provides photocopying and scanning facilities. The Institute does not normally charge participants for printing unless the facilities have been used unreasonably or inconsiderately.

See also Computing Facilities.


Programmes:

Information about past, current and future programmes can be found in the Programmes section of our website.


Proposal Submission:

The Institute's Scientific Steering Committee considers proposals for 1-, 4- or 6-month research programmes, to be submitted by 31 January and 31 July each year. See our Call for Proposals for more details.


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Publications:

The Institute produces a variety of publications on its activities, including our Preprint Series, Annual Report, Newsletter and Case Studies. For a full list, please see our Publications page.

Visitors are asked to acknowledge support from the Institute in their publications. It would also be appreciated if authors would keep the Institute informed of any papers completed after their visit based on work carried out at the Institute.


Public Telephone:

The nearest credit card phone is located in Wolfson Court as the Institute does not have a public telephone.


Recycling:

The Institute encourages the recycling of paper, plastic, glass and cans. There are designated recycling bins by each printer and in the library. Please check the information sheet displayed by each bin, as not all materials can be recycled.


Schools:

An overview of local schools provision and admissions, aimed specifically at Visiting Scholars, can be found on the University’s Childcare Office website.

Cambridgeshire County Council advise that, if you have come from overseas, your child may be eligible for a Cambridgeshire school place if they are aged between 4 and 16, and if they will be resident in Cambridgeshire for six teaching weeks or longer. Because of differences in the availability of school places in different parts of the city, non-EC nationals who expect to be accompanied by school-age children should draw this to the attention of the Housing Officer who will take account of this when seeking accommodation for them.

More detailed information can be found on the Cambridgeshire County Council School Admissions webpages. If you cannot find the information you are looking for, their Admissions Team can be contacted at Admissions@cambridgeshire.gov.uk.

See also Childcare.


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Security:

In the event of any emergency or breach of security at the Institute please inform the Administrator - 35981, or University Security - 31818 (24 hours) immediately.


Smoking:

The Institute operates a no smoking policy. Smoking is not permitted anywhere within the Institute, or in areas near to the building.


Sports Facilities:

There are various facilities available in Cambridge to cater for your needs. Information is provided in the Local Information section of the library, and the Cambridge University Sport website.


Staff:

The Institute staff are here to facilitate the scientific work of the Institute and its visitors, and to make your stay in Cambridge as pleasant and trouble-free as possible. Please do not hesitate to contact us if you have difficulties; we shall do our best to resolve them.


Stationery:

Pens, pencils, photocopying paper, notepads, chalk, pens for use with overhead projectors etc are available on the shelves on the Mezzanine floor. Other stationery is available from Reception during office hours.

See also Furniture and Office Equipment.


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Telephone Calls:

The Institute constantly monitors telephone expenditure because of limited funds. The Finance Officer is able to inform you of the cost of your calls so that you can ensure that they are kept within reasonable bounds.


Telephone Rates:

A summary of telephone call charges is below. Please try to use the cheaper rates whenever possible.

Zone Cheap Rate Standard Rate Peak Rate
UK 1800-0800 Mon-Fri 0800-1800 Mon-Fri    
All day Sat & Sun        
Australia & New Zealand 0000-0700 Any day 0700-1430 Any day    
1430-1930 Any day 1930-0000 Any day    
USA & Caribbean 2000-0800 Mon-Fri 0800-1500 Mon-Fri 1500-1700 Mon-Fri
All day Sat & Sun 1700-2000 Mon-Fri    
Elsewhere 2000-0800 Any day 0800-2000 Any day    

University Centre:

The University Centre, a facility for graduates and staff of the University, is located overlooking the river in Granta Place off Mill Lane. There is a cafeteria serving lunch and evening meals seven days a week, as well as a restaurant, lounge and additional cafeteria, with newspapers, periodicals and televisions. Visitors who wish to use the University Centre may collect a card from the library.


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University Lectures and Events:

The official publication of the University, the Cambridge University Reporter, gives details of some of the lectures and seminars open to the public. It is published every week during term time.

Talks.cam gives details of talks held throughout the University that are open to the public.

What's On lists public events run by the University, and includes exhibitions, performances, clubs and classes, as well as talks.


Valuables:

In exceptional circumstances, it may be possible to store valuables in the Institute safe. Visitors for whom this is necessary should consult the Finance Officer. The Institute can accept no liability for visitors’ possessions. Rooms in the Institute’s accommodation have also been fitted with safes and we encourage participants to make use of them.


Visas:

Please confirm whether or not you need a visa for entry into the UK by referring to the UK Border Agency website.

It should be noted that:

  1. Visa applications should be made at least 8 weeks before the intended day of travel
  2. Visitors wishing to visit countries outside the UK during their stay at the Institute should ensure that they obtain a multiple entry visa
  3. A visitor applying for a visa should obtain the reference number assigned to the application by the UK authorities and give this information to the Institute in the event of any difficulty
  4. It should be noted that entry to the UK should be made as an academic visitor
  5. Visa applications are processed by the UK Border Agency. Please refer to their website at http://www.bia.homeoffice.gov.uk/visitingtheuk/ for guidance.

Visits to Other UK Universities:

All long-term participants in Newton Institute programmes are encouraged to give seminars at, or to make short visits to, UK institutions outside Cambridge during their stay. To support this activity, the Institute will cover the travel expenses involved for any participant who is formally invited to speak at another institution; the host institution is expected to cover any accommodation and incidental costs. Further details are available on our webpage for participants willing to speak elsewhere.


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