Operations Office

Emergency Action Plan:

The Elvey Building's Emergency Action Plan is available online at MyGI - log in with your UA username and password to take the EAP Quiz.


Deborah Coxon, GI Operations Manager, 907-474-7411 or dcoxon@alaska.edu.

Dolores Baker, GI Operations and GI Audio/Video and Conference Room Scheduler, 907-474-7243 and 474-7291 or djbaker@alaska.edu

All Building Work Requests:  operations@gi.alaska.edu

If there is a building emergency:

  • During regular work hours, 8 a.m. - 5 p.m., Monday - Friday, call 907-474-7291 or 474-7411
  • After hours, weekends or holidays call 907-474-7000

Health & Safety Emergencies:  Call 911

Emergency Action Plans

Emergency action plans are presented here for your perusal. Please read the plan that is appropriate for your building BEFORE an emergency situation comes into play. The life you save could be your own, a total stranger's, a co-worker's or a firefighter's.

Akasofu 1st Floor

Akasofu 2nd Floor

Akasofu 3rd Floor

Akasofu 4th Floor

Akasofu 5th Floor

GI Akasofu DEAP June 2014

ASF Richardson Site DEAP, February 2015

GI WRRB Emergency Action Plan, February 2015

GI Elvey Emergency Action Plan, February 2015

GI OEM Emergency Action Plan March 2015.pdf

Please take a few minutes to read the Emergency Action Plan, listed below, pertaining to your building. After reading the EAP, please take the GI EAP Quiz. The GI EAP Quiz is an Annual Safety requirement.

Field Sites

Field Sites and Visit Requests
The Operations Office is responsible for maintenance of Field Sites associated with the Geophysical Institute and some of the grants and contracts administered by the institute. These sites include facilities located at:

Restricted Sites
Three field sites are located on military installations. Access to these sites is restricted and requires authorization. Authorization/approval to visit these sites requires at least seven (7) working days' notice to the Air Force. A SANS Version 19 form needs to be submitted to the GI Operations Manager for the authorization/approval to visit these sites.

These sites are:

  • Barter Island at Kaktovik, Alaska
  • Ft. Yukon, Alaska
  • Tin City, Alaska


See web page descriptions for


Key Policy

Geophysical Institute (GI)/ University of Alaska (UAF)

Effective date: January 1, 2012


  • GI/UAF keys are the property of the University of Alaska to be issued to current faculty, staff and students of the GI.
  • GI/UAF keys shall not be duplicated, loaned, borrowed or transferred.
  • GI/UAF keys shall be issued and returned to the GI Operations Office.
  • All GI/UAF key holders terminating their employment or academic association with the University must return their keys to the GI Operations Office.


  • All GI/UAF key holders are responsible for costs associated with the loss or misuse of GI UAF keys.
  • There will be a $25 fee for each “Operating” key series (office door, lab door, department area door) that are not properly returned, lost or stolen.
  • There will be a $100 fee for each key in the “Master” series (Master keys, Sub-Master keys and the Elvey Front Door key) that are not properly returned, lost or stolen.


  • The Elvey Building is open during normal business hours Monday through Friday.
  • The Elvey Building is locked during all holidays and weekends.


  • Keys for the Elvey Building and GI Field Sites are issued in the Elvey Building, Room 615 GI Operations Office, from 8:00 AM - 4:00 PM, Monday through Friday.


  • Authorization Forms are available in the GI Operations Office.
  • Written authorization is required from your supervisor for:
    • Regular GI faculty and staff
    • GI graduate students
    • GI undergraduate students
    • Temporary GI employees
    • Non GI personnel key requests will be reviewed on a case by case basis and approved by the GI Operations Manager.

Vehicle Use

Sec. 44.68.040 states that an employee who violates this regulation is subject to dismissal from State employment upon hearing for other dismissals for cause.

Alaska Statute, Sec. 44.68.010 states: "State-owned vehicles may be used only in the conduct of State business. A State officer or employee may not use or permit use of State owned vehicles except in the conduct of State business."

Other Conditions of GI UAF Vehicle Use Policy:

  • You must have at least three (3) years of driving experience.
  • You must possess a valid Alaska driver's license.
  • Effective March 31, 2001, you must complete the online UAF Driver Safety Class and take the Quiz.
  • Annually all drivers must complete and submit the UA Driver Authorization form to GI Operations.
  • Vehicle must be returned in same condition as when checked out (full of fuel, clean inside).
  • Report all mechanical deficiencies to GI Operations (x7291).
  • Report all accidents. Notify each of the following: 911, UAF Security (x7721), and GI Operations (x7291). See accident folder in glove box.
  • Do not transport hazardous materials or chemicals in GI vehicles unless you possess a State of Alaska commercial driver's license (CDL with appropriate endorsements) and the vehicle is properly placarded.
  • You may not transport family members in UAF vehicles.
  • Animals are not allowed in UAF vehicles at any time.




Shipping and Receiving


The primary responsibility of Geophysical Institute’s (GI) Shipping & Receiving is to establish and implement procedures for the receipt, shipment, documentation and distribution of official university goods, materials, equipment and supplies in support of university-related functions and GI staff, faculty, and students.


The GI Shipping & Receiving Department is located in the Elvey building within the garage area of the first floor. The GI Shipping & Receiving office is located in Room 109.


GI Shipping & Receiving
903 Koyukuk Drive
Fairbanks, Alaska


8:00 A.M. to 5:00 P.M. Monday through Friday

Closed for lunch from Noon – 1 p.m. 

Jump to:

Receiving Procedures
Receipt and Processing of Materials
Processing Discrepancies
Materials Requiring Special Handling
Expediting Schedule
Shipping Procedures

Receiving Procedures

All material and equipment procured by the university is accepted by GI Shipping & Receiving with the exception of material that is picked up by, or delivered directly to, departments. The Business Office forwards a copy of all purchase requisitions and or purchase orders with the PO number noted to the receiving department so they may reconcile all incoming orders with items ordered and determine who the end use is (for delivery purposes). Incoming shipments are counted to verify if carriers’ manifest or log quantity agrees with the actual count. Any shortages, overages or damages are noted on the bill of lading.

Equipment Purchases

Please see the Geophysical Institute Property Manual concerning any equipment purchases from vendors and/or provided by the US Government for tagging purposes. The Institute receives government furnished property and equipment on loan, which must be tagged separately for reporting requirement. The Institute also purchases equipment in which the US Government holds title; these also have special tagging requirements. It is very important that all equipment purchases are routed through the Shipping and Receiving Department.


Deliveries are accepted during operating hours. Any visible damage is noted as a formal exception on the bill of lading and acknowledged with the driver’s signature. If damage is present, the carton is opened and the contents are inspected. If necessary, photographs are taken for documentation purposes.

UPS and FedEx Shipments

UPS and FedEx packages are logged and inspected for external damage before delivery to the addressee. Packages are opened by GI Shipping & Receiving only when a Purchase Order is referenced or when it is necessary to identify a recipient.

Overnight Carriers

All overnight carriers deliver packages directly to GI Shipping & Receiving.

C.O.D. Shipments

GI Shipping & Receiving will refer all C.O.D. shipments to the GI Business Office.

Personal Packages – Non U.S. Postal Service (USPS)

Shipping & Receiving accepts and processes personal shipments that are delivered by another vendor other than USPS. All personal packages need proper ID and notification from personnel.


Receipt and Processing of Materials

Material Received On Purchase Orders

The package is thoroughly inspected for exterior damage. If damage is noted, GI Shipping & Receiving will take appropriate action.

The package is opened and the contents are verified against the purchase order and the vendor’s packing slip.

Purchase Orders deemed sensitive by mutual agreement of GI Shipping & Receiving and the requesting Department will be opened by both parties.

Departments receiving unopened orders are required to inspect and verify the contents in a receiving capacity, sign for receipt and forward packing list and/or invoice to GI Business Office for data input and payment approval.

Material meeting the capitalization limits; over $5000 will be asset tagged by GI Shipping and Receiving.

Hazardous Materials

Hazardous materials will be received.

Radioactive Materials

GI Shipping & Receiving notifies UAF Environment, Health, Safety and Risk Management for processing and receipt.

Controlled Substances

GI Shipping & Receiving notifies UAF Environment, Health, Safety and Risk Management for processing and receipt. 


Processing Discrepancies

Once departments have received their material, it is important to inspect it in a timely manner. The ordering department must make the final decision as to the accuracy of the order. It is extremely important that any discrepancies be reported to the appropriate purchaser as soon as possible; vendors may not accept claims that are not filed in a timely manner.

Wrong Material

Contact the appropriate purchaser with the purchase order, the date you received the material, and the discrepancy. Please retain the material, the original packaging and the documentation until contacted by Purchasing.

Defective/Damaged Material

Please provide a thorough description of the damage or defect to your purchaser.

Over Shipments and Shortages

It is important to report all over shipments and shortages immediately to your purchaser. All over shipments and shortages will be notated on the original purchase order.


Materials Requiring Special Handling

Material with Insufficient Information

Packages with insufficient information to identify ordering departments or individuals will be accepted and researched through the GI Business Office and vendor.

Materials Delivered or Picked Up from Vendor by Department

Only items below $5000 may be delivered or picked up by a Department. Department forwards the vendor packing list to GI Business Office for processing.

Departments are not allowed to obtain capital expenditures ($5,000 and over); those purchases MUST go through Shipping and Receiving for proper documentation. Please see GI Property Manual.

Shipments Requiring Refrigeration

Upon receipt, GI Shipping & Receiving will notify Department immediately. 


Expediting Schedule

Expedited deliveries will be delivered the same day as long as they are received prior to the daily scheduled delivery run.

Refrigerated/perishable material will be delivered the same day as long as they are received prior to the daily scheduled delivery run. All expedited currency and bank deposits will be processed in a locked bank bag. All other materials are delivered within 3 working days.

Regular scheduled deliveries are made daily.

A daily delivery log is maintained by GI Shipping & Receiving. 


Shipping Procedures

General Information

GI Shipping and Receiving provides packing and shipping services for outgoing material. All shipments must relate to official university business and all requests must have a valid account number to be processed. GI Shipping & Receiving uses FedEx for most outgoing shipments. If package does not meet FedEx requirements, GI Shipping & Receiving selects a freight company to handle the shipment and department is charged accordingly. Outgoing shipments must be accompanied by pre-printed shipping labels and appropriate documents.

Outgoing Shipments

Charges for all outgoing shipments are billed directly to departmental accounts as designated at the time of shipment.

Foreign Shipments

Charges for all outgoing shipments are billed directly to departmental accounts as designated at the time of shipment. Outgoing shipments must be accompanied by pre-printed shipping labels and appropriate documents.


Shipments will be initiated and facilitated by UAF Environmental, Health, Safety, Risk Management.