University of Wisconsin–Madison

Electrical and Computer Engineering

Electrical & Computer Engineering

1415 Engineering Drive
2420 Engineering Hall
Madison, WI 53706
(608) 890-2182
office@ece.wisc.edu

The information on this page is specific policies and contacts for the Department of Electrical and Computer Engineering. You can find more information that applies to any faculty or staff member in the College of Engineering by visiting College Resources.

Resources for Electrical and Computer Engineering
Faculty and Staff

Department Chair Susan Hagness
Assoc. Chair for Operations John Gubner
Assoc. Chair for Undergraduate Studies Bernard Lesieutre
Assoc. Chair for Graduate and Online Studies Barry Van Veen
Department Administrator Lori Burrow
Asst. Department Administrator Katrina Olson
Payroll & Benefits Specialist Amy Terpening
University Grants & Contracts Specialist Renee Starks
University Grants & Contracts Specialist Jean Touchett
Financial Specialist Dwight Redders
Financial Specialist Kathy Hall
Communications Specialist Mike DeVine
Office Manager Courtney Summars
Director of Development Todd Hollister
Graduate Student Services Hannah Roberg
Undergraduate Student Services Stacy Harnett
Undergraduate Student Services Michael Radloff

Conference Rooms

ECE has two conference rooms in Engineering Hall, Room 4610 and Room 2421.  There are other rooms in EH that are also reservable. Reservations are made through the EMS System. Please login with your NetId and password.  Select ‘Reservations’.  Select ‘Request Engr Meeting Space’. Complete all necessary information (date, time, room, etc).  A confirmation email will be sent to you upon request approval.  If you have questions regarding booking a conference room, please contact Courtney Summars in the Main Office.

Classrooms

Curricular Services controls all classrooms. They can be scheduled after classroom assignments are made each semester.  Please contact Stacy Harnett in the Undergraduate Student Services Office with the following information: Title of event/Name of class, # of people expected, Date, Time, Building or room you’d like to use.

Keys and building card access

Students: Requests are made using the Key Request form found in the ECE main office, EH 2420. Forms should be filled out, signed by the PI and returned to EH 2420 and a $5 deposit per key is required in cash at the time of key pick up. Key card access also requires the form be filled out but there is no deposit requires.  For additional questions regarding keys and card access please contact  Courtney Summars.

Faculty: Requests are made using the Key Request form found in the ECE main office, EH 2420. Forms should be filled out and returned to EH 2420 at the time of key pick up. Faculty and staff are not required to pay a deposit for keys.

Building Access: All faculty, staff and students associated with Engineering will automatically be granted building access via your Wisc Card.  If you have issues with your access, please contact Matt Wornson, Engineering Facilities Manager in the Dean’s Office.

Key card Access: Several rooms in EH are accessed via your Wisc Card.  If you need access to these rooms, you’ll need to fill out the key form requesting access to the specific rooms.  The form can be found in the ECE Main Office, EH 2420.

Phone lines

Professors will be notified once an office is assigned. This usually occurs approximately one month prior to the professor’s arrival.  Offices will have one phone line, which is paid for by the department.  The Professor will also be notified once a lab has been assigned.  This will occur either just prior to their arrival or shortly after.  In most cases, land lines are not installed in the labs as students use their cell phones.  If requested, the department would pay for one phone line to be installed in the lab.

Safety

Protocols, service and training are available through UW Environment, Health & Safety. All PIs are responsible for updating lab safety signs outside their labs each year.

Any student, faculty, or staff wishing to have access to the chemical room must first complete the chemical safety training that is offered by the UW Safety Department. If you have any questions regarding safety you can contact Jesse Decker.

Teaching Supplies

The department keeps a supply closet of often used supplies such as white board markers, chalk, paper, etc.  If you’d like any supplies, please see Courtney Summars in the front office.  You will be billed appropriately to your 101 account.

Maintenance

All requests should be sent to our main office via Courtney Summars.

Duplicating Center

ECE runs a duplicating center where you can make color or black and white copies, scan documents, etc.  In addition, there are other services available such as design work, binding, etc.  Please contact Courtney Summars in the Duplicating Center to set up a copy code.  You may also send your copy jobs, with 24-hour notice to the Duplicating Center.  When sending copy jobs, please make sure to include all instructions for printing as well as funding information.

Parking

Parking is managed by Transportation Services.  To request a parking pass please click here.

Business cards

Please contact Mike DeVine or Courtney Summars to get your business cards ordered. Please send the following information: Name, Title, Address, Phone, Email, and any additional information you may want to be included such as website, etc.

Faculty Profile

Please go to: https://directory.engr.wisc.edu/secure. You’ll need to login using your NetID and password.  Once logged in, you’ll click “Create new profile” at the bottom of the page.  You can include your lab website on this profile as well.

New Faculty Postcard

When new faculty join our department, we create a New Faculty postcard to be sent out via snail mail. Once your profile is completed by External Relations, a postcard will be created and sent out.  Included in this postcard is a headshot.  If you are in need of a current headshot, our External Relations team can take one for you.

External Relations

The College of Engineering has an external relations team who will work with you on exciting stories regarding your research, grants you may receive or anything else pertaining to your time here. You will meet with them to get a profile written to be used in your announcement as a new faculty member to CoE and ECE.  If you have exciting news to share, please send details to Mike DeVine and Renee Meiller.

Websites

If you notice changes to the website, please send them to Mike DeVine. If you’d like to set up a website for your lab and/or research group, please contact Tony Tallmadge with CAE.

Social Media

Please follow us on Twitter and Facebook. If you’re active on social media, please follow us and tag us in your posts!

Department Events

The ECE department hosts a variety of events throughout the year. Prior to each school year, you’ll receive a calendar of events for the year.  Please add them to your calendar and make every effort to attend.  You’ll receive emailed invitations closer to each event.  Please make sure to RSVP.  Most of these events included graduate students and/or undergraduate students.  It’s a great time to talk to them outside of the classroom or research setting.

Payroll & Benefits

Upon signed acceptance of an appointment offer, the employee receives a Welcome Email providing details regarding UW-Madison Payroll and Benefits information.

  1. Payroll- Required
  • I9 Work Authorization-within 3 days of start date
  • Criminal Background Check (CBC)-complete prior to start date
  • Direct Deposit Authorization Form-complete within 30 days of start date
  • W4 Self Identification Form-complete within 30 days of start date
  • Payroll Forms: http://www.ohr.wisc.edu/benefits/new-emp/

 

  1. Benefits-30-day deadline to enroll from start date
  • Required forms-enroll or waive
  • State Group Health Insurance Enrollment Form- must complete if waiving coverage
  • State Group Life Insurance Enrollment Form- must complete if waiving coverage
  • State Group Life Insurance Beneficiary Form- mail directly to provider
  • ICI Enrollment Form- must complete if waiving coverage
  • Optional Forms
  • EPIC + Benefits
  • Dental Wisconsin
  • VSP Vision
  • Flexible Spending Account- FSA
  • Individual & Family Group Life Insurance
  • University Insurance Association Life Insurance (UIA)- mandatory- $22/annually
  • Accidental Death and Dismemberment Insurance (AD&D)
  • Tax Sheltered Annuity 403(b) (TSA)
  • Wisconsin Deferred Compensation (WDC) (Beneficiary Form)

 

  1. Employee I-9 Work Authorization-VISA Applications – Tenure track faculty- international employees need to apply for Permanent Residence status. H-1B status might need to be acquired first, dependent on the employee’s current visa status. H-1B and Permanent Resident applications will be filed through the Department and usually have sensitive deadlines.

 

  1. Common HR forms and Resources:

For addtional questions regarding Payroll & Benefits, please contact Amy Terpening.

Purchasing

The UW is tax exempt.  All purchases should not include tax.

All purchases should be made in compliance with the university guidelines.  If you have questions, please contact Dwight Redders, the ECE Financial Specialist, BEFORE you purchase.

All purchases should be shipped to a UW address.

Purchases under $5,000 can be made by faculty and staff within the department, using the following:

  • Shop@UW is the university’s e-commerce site that allows faculty and employees to easily compare prices, purchase tax-free, and return items available from contracted vendors, including Grainger, Staples, VWR and much more. Purchases on the site require an account (MDS Number).  Please contact Dwight Redders for details.
  • DoIT is the university’s technology vendor.  There are several shops on campus and an online web store.  Purchases on the site require an account (DoIT Number). Please contact Dwight Redders for details.
    • David Hanke is the department IT Specialist.  Consult with him on your purchases and have him help you configure your computer.  He can place orders for you and you can ask the department to place individual orders.  He can also assist with data backup.
    • Engineering software may be available to download through Computer-Aided Engineering (CAE).
  • SWAP is the university’s surplus property seller.  This is a good place to find used but good office furniture, computer equipment, and items for your lab.  Purchase on the site requires an MDS number.  Please contact Dwight Redders for details.

Pro-Card

If items are not available from any of the above resources, purchases under $5,000 can be made with the ECE department credit card.  See the ECE Department Procard Policy and contact Dwight Redders for details.

Purchases over $5,000 are made and authorized only by UW purchasing agents and require a purchase requisition.  Contact Dwight Redders to get started.
**Please note this process can take multiple weeks to complete the payment, so plan accordingly.

UPS Shipping 

The ECE department has a UPS shipping account that provides a great discount for shipping domestic and internationally.  Please contact Dwight Redders if you need something shipped out of the department.  You will need to provide the following information:

  • Ship To and From address (Be sure to include names of people, phone numbers, and proper addresses)
  • Weight of shipment
  • What shipping speed you would like to use?
  • Funding information
  • Is any packaging needed?
  • Description of what is being shipped

Travel & Reimbursement

The university has important regulations that must be followed in order to purchase or be reimbursed for travel. It is the traveler’s responsibility to understand and comply with UW travel and reimbursement policies and procedures.  If you have specific questions about policies or procedures contact the ECE Finance Office.

  • Travelers must be an authorized driver to claim mileage, rent a car, or drive a university fleet car. Contact the ECE Finance Office to get authorized. See the Risk Management website for information.
  • All UW employee’s and visitor’s airfare must be booked through Fox/Concur
  • All UW employee’s and visitor’s lodging must be booked through Fox/Concur, through the hotel or conference site directly. Third party sites like Expedia and Travelocity as well as Air BnB are not allowed.
  • The University follows the federal meal and lodging per diems. A lodging and meal allowance calculator is available for travelers to determine per diems by location.  This may be used before travel to plan or after travel for reimbursement.
  • Reimbursement – ***Please note, there is a 90 Day submission deadline for all reimbursement reports. The 90 Day mark starts from the last date of travel on the expense report.  Any reports received after the 90 days, will be denied.  There will be NO EXCEPTIONS.***
    • Travel and expense reimbursement is submitted by employees through the UW Reimbursement system.
    • After reimbursements are completed online, all required receipts MUST be turned in to room 2442 EH to Kathy Hall or attached directly to the GET report before submitting. Envelopes will be provided for hard copies of receipts.  If traveler is a student, the PI for the funding to be charged will be sent a copy of the reimbursement report for final approval, before the department approves, to verify the amount charged and the funding.
    • Hosting meals for others requires an itemized receipt, attendee list and business purpose. There are additional forms required for paying for or reimbursing hosted meal expenses.  See the UW policy and/or contact the ECE Finance Office BEFORE you host a meal to learn about reimbursement requests.

Grant Management

As a PI you have primary responsibility of award management.  This includes:

  • Agreeing to all terms and conditions for all projects.
  • Assure appropriateness and allowability of expenditures.
  • Manage expenditures to not exceed available balance.
  • Review and sign effort reports
  • Prepare technical reports and provide deliverables as required
  • Review Interim Financial reports

 

The UW tool used to monitor spending and balances on your funded projects and accounts is called  WISDM  (WISconsin Data Mart)

  • Log into WISDM here, using your NetID and password.
  • Under the Main Menu in the Projects you will find the Project Search feature.
  • It is generally best to search by PI or Co-PI Name. This will give you a complete list of all accounts under your name.  Note that when you have a short common name you may get other names included in your search.  If this happens click on any record with your name and this should provide only those projects you have PI or Co-PI status with.
  • The first three numbers are the fund numbers, this will indicate where the funding comes from; 144 (Federal research), 133 (other sponsored research), 135 (Graduate School) and 233 (discretionary/donation). These are the most common.
  • The UW fiscal year runs from July 1 to June 30.

 

More specific details regarding award management and award closeout can be found on the Research and Sponsored Programs website  https://www.rsp.wisc.edu/.

For additional questions regarding Grant Managment, please contact Renee Starks or Jean Touchett.

Research Administration

  • All proposals, contracts, and agreements need to be routed through appropriate university channels to ensure compliance with Federal, State and UW regulations. The internal system to route proposals, contracts, and agreements within the UW is called WISPER (WISconsin Proposal Electronic Routing System).
  • Work with the ECE Research and Grants Administrator on proposal submissions for assistance with proposal documents, submission process and assistance with electronic routing.
  • Log into WISPER using your NetID and password.
  • UW Research and Sponsored Programs (RSP) has final signature authority on all extramural support. Contact the ECE Research and Grants Administrator for details.
  • Prior to project submission, your OAR (Outside Activities Report) and your COI (Conflict of Interest) training should be done. This can be done at the following website OAR and COI.
  • All proposals should be finalized and submitted to the Dean’soffice 7 days prior to the sponsor deadline. This allows time to review the full proposal for errors and make any corrections or adjustments that might be needed.

 

Other grant submission tools and resources are:

  1. CAYUSE: Web-based system used for electronic grants.gov submissions to federal agencies that provide adobe forms for the submission process (e.g. NIH, DOD, CDC, USDA, etc.)
  2. Fastlane: Web-based system used for electronic NSF submissions.
  3. Vice Chancellor for Research

Other useful resources include:

 

For additional questions regarding Research Administration, please contact Renee Starks or Jean Touchett.

Funding/Hiring Graduate Students, Post Docs, Academic Staff

Funding information for Payroll – Three times annually (Fall, Spring and Summer semesters) faculty will be required to update/confirm funding information for their students or post docs on payroll as well as themselves (Summer 2/9ths).

 

Hiring Graduate Students:

Types of Graduate Student Appointments:

  • Fellowships
  • Research Assistant
  • Project Assistant
  • Teaching Assistant
  • PA Grader
  • Student Hourly/Lab Assistant (Graduate or Undergraduate)

Policy and Procedures:

  • Appointments cannot be backdated.

We are required to do a Criminal Background Check and I-9 work authorization verification BEFORE anyone can be hired.  I9’s are required to be completed within 3 days of students start date.  If you are planning on hiring someone, contact the department first.

  • Appointment letters are issued for RA, PA, TA and PA Grader appointments.

They are required to be signed and returned to the Payroll office.

  • TA Appointments- use ECE Portal to apply and accept appointments
  • All students must be enrolled in the UW before their start date.
  • International students with visa questions should contact ISS-International Student Services.
  • Students with enrollment questions should contact ECE Graduate Student Services Coordinator- Michael Radloff; (608) 890-2756 – Mechanical Engineering 3182
  • Enrollment requirements vary for non-dissertator and dissertator students during the Academic Year vs. Summer. Please check with Payroll & Benefits Specialist, Amy Terpening, for additional information.
  • Hours available to work are different for US Citizens vs. Foreign National students. F1 and J1 Students are limited to 20 hours/ week work.
  • Benefits-30-day deadline to enroll from start date; must hold 33.3% appt. to be eligible, appt. must be at least 6 months in duration to be eligible with the exception of TA appointments.
  • Tuition Remission– must hold 33.3% appt. for the entire semester to be eligible.
  • Appointment %, start and end dates can affect benefits. Consult with the ECE Payroll and Benefits Specialist in advance.
  • Glacier- International Post Docs must have Glacier Account- Taxes
  • SHIP- insurance alternative for students who do not hold at least 33.3% appt.
  • Graduate School Academic Policies and Procedures

 

Hiring Post Docs:

Types of Post Doc Appointments:

  • Research Associate (maximum 5 yr. appt.)
  • Research Intern

Policy and Procedures:

  • Valid Visa status is required.
  • Appointments cannot be backdated – We are required to do a Criminal Background Check and I-9 verification BEFORE anyone can be hired. I9’s are required to be completed within 3 days of students start date.  If you are planning on hiring someone, contact the department first.
  • Appointment letters are issued for all Post Doc appointments. They are required to be accepted, signed and returned to the Payroll office. They can only be written for the time period the employee has valid visa status. All 3rd, 4th and 5th year of all Post Doc appointments need to be pre-approved by CoE Dean’s office before they can be renewed.
  • Post Docs with visa questions should contact IFSS-International Faculty and Staff Services.
  • Benefits-30-day deadline to enroll from start date
  • Glacier- International Post Docs must have Glacier Account- Taxes

 

Hiring Academic Staff:

Types of Academic Staff Appointments:

  • Assistant Scientist
  • Assistant Researcher

Policy and Procedures:

  • Contact the Department Administrator for PVL requirements
  • Valid Visa status is required.
  • Appointments cannot be backdated. We are required to do a Criminal Background Check and I-9 verification BEFORE anyone can be hired. I9’s are required to be completed within 3 days of students start date.  If you are planning on hiring someone, contact the department first.
  • Appointment letters are issued for all Academic Staff appointments. They are required to be accepted, signed and returned to the Payroll office. They can only be written for the time period the employee has valid visa status. They are considered fixed, renewable appointments.
  • Post Docs with visa questions should contact IFSS-International Faculty and Staff Services.
  • Benefits-30-day deadline to enroll from start date
  • Glacier- International Post Docs must have Glacier Account- Taxes

 

Hiring Undergraduate Students:

Types of Undergraduate Student Appointments:

  • PA Grader
  • Student Hourly/Lab Assistant

                  Policy and Procedures:

  • PA Grader Appointments – use ECE Portal to apply and accept appointments

PI will approve Student Hourly timesheets bi-weekly.

  • Student Hourly – no letters issued, just need email with details of number of hours to be worked each week, hourly rate, start date, end date, funding information. PI will approve Student Hourly timesheets bi-weekly.
  • No Benefits

 

Honorary Appointment Invitations- Visiting Scholars

Types of Honorary (Zero Dollar) Appointments:

  • Honorary Fellow (must hold PhD)
  • Honorary Associate (must hold Bachelors)
  • Honorary Undergraduates(must apply through ISS rather than IFSS)

        Policy and Procedures:

  • Zero Dollar ($0) visiting appointments – no UW funds
  • Sponsoring PI is responsible for identifying office space, if needed.
  • International visitors – require DS-2019 application- specific documentation and financial requirements. They must satisfy the UW English proficiency, financial support and SHIP requirements. Approximately 2-3 months required to approve applications with UW-Madison IFSS office.

 

Common HR forms and Resources:

 

Instructional Resources

  • Undergraduate Student Service: The Undergraduate Student Services Center provides advising and other services for ECE undergraduate students.  It is located at 1147 Engineering Hall.  Academic advisors can help students, faculty, and staff with questions about accessing courses, navigating degree requirements, resolving academic issues, warrants and more.
  • Graduate Student Advising: The Graduate Student Services Center supplements faculty advisors and Engineering Career Services. It is located in the Mechanical Engineering building, room 3182.
  • Course Evaluations are done online using a web-based tool called AEFIS. Survey announcements are sent to faculty and staff via email for the final course and instructor evaluations.  All courses use a common survey for end-of-semester evaluations.  If you have questions, contact Lori Burrow, the Department Administrator.  For instructions on how to access AFEIS…
  • Moodle is a web-based learning platform for course collaboration, feedback and grading. Faculty and TAs should have access to the system.
  • Admissions questions should be directed to student services.
    1. Applications for undergraduate admissions is managed by the UW Office of Admissions and Recruitment.
    2. Applications for graduate admissions is managed through the UW Graduate School. The admissions recommendation is made by the ECE GRAF committee.  The UW Graduate School will make the final decision and notify students.
  • Undergraduate Scholarships
  • Graduate Fellowships
  • Student Organizations – KHK, IEEE, SWE, KHN
  • Career Services

Each year ECE hosts a grad student open house.  The Grad Student Recruiting, Admissions, and Fellowship (GRAF) committee chooses the students that are invited.  There may be other means to invite a potential student for a campus visit.  Please contact the GRAF committee chair for more information.