EULER Vade-Mecum

The Euler building, that was originally built to accommodate the CESAME (Centre for Systems Engineering and Applied Mechanics), hosts two different and independent entities :

1.         ICTEAM Institute / Mathematical Engineering (INMA)

2.         iMMC Institute / Applied Mechanics and Mathematics (MEMA)

Who is who : administrative staff, computer specialists and technicians

Technical problems arising in the building :
INMA : Nathalie PONET
MEMA : Gaëtan DAGNELIE and/or Astrid LEDUC

Cafeteria

There are two daily coffee breaks, one in the morning at 10:30 and one in the afternoon at 16:00. Everyone is expected to join these coffee breaks, which are a friendly and relaxing way to interact with one’s colleagues. Your host at UCL may take the opportunity of one of these coffee breaks to introduce you to everyone.

Coffee, tea, sugar and milk are provided, but you should bring your own cup and spoon. If something is missing, tell your secretariat.

A fridge and a microwave oven are at your disposal.

The newspaper « Le Soir» arrives daily ; you will find it in the cafeteria.

Car parks

Parking 13 (P13) is available for all Eulerians, but a (free) parking voucher is required. In order to get and print it, follow this link : www.uclouvain.be/10878.html.

Your visitors may also get a free parking voucher, which will be valid for 1 or 3 days. Your secretariat can provide you with this voucher. For longer stays, the maintenance unit at UCL can issue long-term vouchers under certain conditions (tel: 7 24 24)

Cesame News

Regularly, the “Cesame News” informs the Eulerians of what is happening in the building : participation in scientific events, new arrivals, visitors, published papers, and even weddings and births.

Do not hesitate to provide Isabelle HISETTE with information to include in this newsletter, which usually appears on Thursday evenings.

Codes

In the Euler building, an access code is required to enter the library, the fax/copier/printer room after hours (A101), and several computer rooms. Moreover, a code must be entered on the photocopier in order to copy or scan documents (please refer to paragraph “Computing” below). Ask your secretariat for all these codes.

Computing

Network access and computer configuration are managed by Gaëtan DAGNELIE or Etienne HUENS, depending on the entity you belong to.

Computers, toners and consumables in general must be purchased via your accountant (INMA : Isabelle HISETTE, MEMA : Astrid LEDUC).

The photocopier/printer called “Szut” is managed by the help desk (7 82 82) (creation of new user boxes for scanned documents, user codes, etc.)

Please address your specific requests to your secretariat.

Custom

Offering pies at one of the coffee breaks is a custom in Euler! This happens generally to celebrate an arrival, a departure, a wedding, a birthday, a scientific event (award, first publication, etc.), … Four to five pies is a fair quantity that will feed everyone. 

Emergencies and incidents

In the event of a serious problem in the building, you should first inform your secretariat. If you are alone, call the security guards at 7 24 24. 

Identifiers

To access the different UCL computer applications (e-mail, Intranet pages on the uclouvain portal, virtual desk, etc.), you are required to enter a login and a password. Your personal login and its associated password are your Global identifier” (“Identifiant global”).

In order to get your login and choose a password, you will need to activate first your “global user account” (“compte utilisateur global”), which is an account set up by UCL for each staff member and for all students, where some data are stored as f.i. e-mail address, personnel card number, etc.) To activate your account, go to the following page: https://www.uclouvain.be/account/activation.php. You will be asked to enter your FGS number, which can be found on your personnel card (“Smart card”).

 If you haven’t received your Smart card yet, call the Service Desk (8:30 AM – 5:30 PM on weekdays) at 7 82 82 (or dial 010/47.82.82 from outside UCL). More information about identifiers and accounts : http://www.uclouvain.be/4040.html.

Insurance

Please notify the insurance services before you use your car for professional reasons. Your secretariat can take care of this for you.

Leaving Euler

What needs to be done when leaving Euler? First of all, tidy up your office and empty your cupboards. Do not forget to return borrowed books to the library. Give your key and personnel/access card back to your secretariat. You do not need to do anything about your desktop or other computer supplies belonging to UCL ; just leave them as they are. However, do not forget to take a copy of your files with you, since all your data will be deleted from your computer after your departure.

Library

The library is located on the first floor, room A107. Contact your secretariat to get its access code. The library catalogue and rules are available on-line at the following address : http://www.uclouvain.be/17966.html.

Lost and found

If you have lost something in Louvain-la-Neuve, contact the security guards by mail (permanencelln-gplo@uclouvain.be) or by phone : 7 24 24. Found properties can be retrieved at the maintenance unit (Halles universitaires). 

Mail

Sending mail : internal mail (within the university), snail mail, express mail… Ask your secretary how to proceed.
Incoming mail is distributed via the personal mailboxes which are in each secretariat. Do not forget to collect your mail regularly…

Office supplies

Office supplies which are common to all Eulerians (paper for the photocopier, binding machine, etc.) are stored in room A103. However, one of the cupboards in this room contains a part of INMA office supplies.

Other supplies which are specific to each entity can be found in the secretariats : writing pads, pens, pencils, erasers, scissors, etc. If you need something which is not available (yet), ask your secretariat.

Paper recycling

A cardboard box allowing to collect paper is available in each office. These boxes are emptied on Thursdays by the cleaning service ; do not forget to put your box outside your office on Wednesday evening, otherwise it will not be emptied.

Poly'Art

We have organized an art exhibition in the Euler building on May-June 2009. The exhibitors were either Eulerians or some of their close relatives, who thus disclosed their hidden talents as photographers, sculptors, painters,... As a result, some of the exhibited works remained in the building, as you will notice. 

Publications

(INMA only)  You are the author or co-author of a scientific publication (journal or conference paper) : please send its references to Nathalie PONET and Isabelle HISETTE, who will mention it in the Cesame News and IAP-DYSCO Newsletter.

If your publication results from work performed at INMA, it should always acknowledge the financial support we get from the Belgian Science Policy Office, using the following acknowledgement : “This paper presents research results of the Belgian Network DYSCO (Dynamical Systems, Control, and Optimization), funded by the Interuniversity Attraction Poles Programme, initiated by the Belgian State Science Policy Office. The scientific responsibility rests with its author(s)."

Requests for payment

Requests for payment must strictly follow UCL’s regulations. Your accountant can provide you with the document to complete and give you all necessary explanation.

Seminar and meeting rooms

Seminar rooms : A002 (max. 49 persons), A207 (max. 30 persons)
Meeting rooms : A007 (max. 20 persons), A125 (max. 10 persons)

All rooms are fitted with a projector. A portable projector and a laser pointer are available in each secretariat. 

These rooms must be reserved prior to any occupancy via the binder which is available at the INMA secretariat.  Eating is not allowed in these rooms.

Seminars

The following seminars take place on a weekly basis in the Euler building (auditorium A002) : Seminars in systems and control, Seminars of the research group on Large Graphs and Networks

Smart card (Personnel card)

This card allows you to enter the building, access the main university libraries and access some parking lots (via a yearly subscription).

For more information : http://www.uclouvain.be/smartcard.htm.

In case of questions, do not hesitate to send a mail at : cartesacceslln@uclouvain.be

Snacks & Drinks

Gaëtan DAGNELIE (A215) can provide you with all kinds of snacks and drinks at a very attractive price. They are to be paid via tickets (0.50 €/ticket).

Telephone

To call someone who works at UCL in Louvain-la-Neuve : dial"7" + the last four digits of her/his phone number.

To call someone who works at UCL in Woluwé : dial first "777", then the last four digits of her/his phone number.

To call outside of UCL, fist dial “0”, then the complete number of the person you want to reach. Please note that only some telephones allow international calls. Contact your secretariat if necessary.

How to reach your office :

- from within Belgium : 010/47 + xx xx (four digits corresponding to your telephone line)

- from abroad : international prefix + 32 + 10 47 xx xx

A fax machine is available in room A101. To send faxes, proceed the same way as described above. All incoming faxes should bear their addressee’s name very visibly, since there is only one fax machine in the building.

The number of the fax machine is +32 10 47 21 80.

In case of trouble, contact your secretariat. 

Travelling

If you plan to attend a conference or to participate to a scientific event, either in Belgium or abroad, contact your accountant who will take care of everything : insurance, travel, accommodation, registration, etc.

Voluminous files (>5 MB)

To transfer your voluminous files (up to 1 Go), UCL offers a very efficient service called Transvol : http://transvol.sgsi.ucl.ac.be/index_UK.php. Do not hesitate to use it, it is free and fast.

Wi-fi 

The following link provides complete information about wi-fi access: http://www.uclouvain.be/en-wifi.html

Generally speaking, we advise to use a wired Internet connection.