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Frequently asked questions - All

If you can't find the information you're looking for, please contact the Reception desk at x3000 or Debbie Dillon (ddillon@aip.org), x3105.

Q

ACP Board

The ACP Board is comprised of two representatives from AAPT, AIP and APS. 

The ACP Board meets every four to six weeks to discuss all issues related to the building. If you would like read-only rights to the ACP Board calendar please contact ACPServices@aip.org.

Members of the ACP Board include:

AAPT
Beth Cunningham, Executive Officer (President of ACP)
Mike Brosnan, Chief Financial Officer

AIP
Robert G.W. Brown, Chief Executive Officer
Gigi Swartz, Treasurer and Chief Financial Officer (Treasurer of ACP)

APS
Kate Kirby, Chief Executive Officer
James Taylor, Deputy Executive Officer and Chief Operating Officer (Secretary of ACP)

 

Q

ACP building announcement e-mails

The ACP building announcement e-mail address was set up to inform all employees of building events, activities and weather-related closings.  Examples of events/activities include: brown bag lunches, blood drives, flu shots, lunch room not available, window washing, elevators not available, etc.  Building wide e-mails are sent on an as needed basis.

Please add acpba@acp.org as a trusted address in your e-mail account.  This will ensure that you receive building related announcements in your inbox.

Q

ACP business hours

The ACP Reception Desk is open from 8:00am-5:30pm, Monday through Friday.  There is limited access to the building on weekends, holidays and off hours.    

Q

ACP parking lot

All spaces in the parking lot are general parking and you can park in the space of your choice.  However, employees may not park in visitor parking.  There are handicapped parking spaces on the east and west sides of the building.  These should only be used if you have a handicapped parking sticker issued by the state in which you reside.  ACP does not have jurisdiction over the handicapped parking spaces and you can be ticketed by the Riverdale police if they are patrolling the lot.

Q

ACP staff contacts

IT Staff

Jeff Kobilinsky
Director, Information Services

April Chapman
IT Helpdesk Manager

Chaitanya Mahajan
User Support Supervisor

For all technology needs/issues contact the HelpDesk at Helpdesk-md@acp.org or x3120.
Technology Center staff is available for assistance from 7:00am to 5:30pm.

The Technology Center is located on the lobby level, east side of the building at the end of the hallway.  For security reasons the door is locked.  Ring the doorbell to gain access.


Office Services Staff

Debbie Dillon
Manager, ACP Facility and Office Services

Melody Bratton
Assistant to the ACP Office Services Manager

Gabriel Winebrenner
Mail Center Supervisor

For all needs/issues relating to the building, contact:
Debbie Dillon ddillon@aip.org x3105

For meeting/administrative assistance, contact:
Melody Bratton mbratton@aip.org x3164

For Mail Center Assistance, contact:
Gabriel Winebrenner gwinebre@aip.org x3399/3656
 

Q

ACP Tenants

ACP Tenants

There are three Societies in the building. 

The American Institute of Physics (AIP) is located on the 2nd and 3rd floors (the red floors).

The American Physical Society (APS) is located on the 4th floor (the green floor) and the west side of the 5th floor (the blue floor).

The American Association of Physics Teachers (AAPT) is located on east side of the 5th floor (the blue floor).

Q

Audiovisual equipment for meetings

To request technology equipment for a meeting, contact the ACP HelpDesk at Helpdesk-md@acp.org or x3120. 
You can also complete the Equipment Requests section of the Conference Room Services Form on the Files and Forms page.

Help Desk staff can assist in setting up presentations and will remain in the meeting room to assist if needed.

Conference phones
All conference rooms have Polycom and Alcatel phones.  Use the Polycom phones for conference calls.  Instructions for making a conference call can be found in the conference rooms. A list of phone extensions for the conference room phones is also in each of the conference rooms. See the Files and Forms page for Conference Call Instructions and a list of Conference Room Phones with extensions.

Videoconference equipment
If you need videoconferencing equipment, contact the ACP Help Desk at Helpdesk-md@acp.org or x3120.

Microphones
Conference Room A is the only conference room with microphones.  Hand-held and lapel microphones are available.

Sound system
Conference Room A is the only conference room with a sound system.

LCD projectors
Conference Rooms A, B, C and the 2nd floor and 4th floor conference rooms have ceiling-mounted projectors. 

Projector screens
Conference rooms A, B, C and conference rooms on the 2nd, 3rd, 4th and 5th floors have screens. 
Conference Room A can be divided into two rooms. There are three projector screens to accommodate all room configurations.

Power strips
The Technology Center will provide power strips for use by meeting attendees.  They can be requested at Helpdesk-md@acp.org or x3120.

Q

Availability of conference rooms for outside groups

ACP conference rooms can be used by employees so long as the event is related to employee involvement in a professional activity that is job related. Completed forms and waiver should be submitted to Debbie Dillon ddillon@aip.org.  After receipt of the forms, the request will be considered by the ACP Board, and the employee will be informed of the Board’s decision. There is no charge for employee use of the conference rooms.

ACP also rents conference rooms to outside groups that are physics or physics community related. The procedure for outside groups is the same as for employees.

Please read the guidelines, complete the request form, and sign the waiver. 

Q

Beverage services for meetings

You can request a Keurig coffee service or brewed coffee.  The coffee service will be available 30 minutes prior to the start of your meeting.  Let us know if you would like the coffee service set at a specific time.  We will refresh the coffee service throughout the day.  Unless requested, coffee services are removed 30 minutes prior to the scheduled end time of a meeting.

Office Services provides candy for all meetings.  We also provide water in pitchers or three gallon beverage dispensers.  Bottled water can be provided at cost.

We also provide at cost sodas or juice for meetings.

During breaks and lunch, Office Services staff will refresh the water and candy and remove any used cups, plates, etc. from the tables.  Trash cans are emptied if needed.

Q

Bike lockers

ACP has eight bike lockers for use by employees on a first come, first serve basis.  Prior to using a locker, you will need to sign a waiver.  After you have read and signed the waiver, take it to the Reception Desk.  The Receptionist will give you the combination to the lock box.  The lock box is located near the lockers and contains the locker keys.  Bike lockers are for daily use only.  If you have any problems with the lockers, contact the Reception Desk x3002 or Debbie Dillon ddillon@aip.org  x3015.

Q

Building access cards & ID badges

Access cards
All employees are issued access cards on their first day of employment.  All of the doors to the building are locked. Most doors (except the Technology Center, east and west stairwell doors, and the hallway doors nearest the reception area) have access panels.  To enter the building, swipe your card over the access panel.  You will hear a beep, and the door will unlock.  Standard access for the doors is Monday-Friday, 6:30am-7:00pm.  For safety and security reasons, please do not hold the door open for someone you do not recognize. 

If you lose your access card, please contact Debbie Dillon x3015 or ddillon@aip.org as soon as possible so we can deactivate your card.  A new access card and ID will be made for you.

ID badges
All ACP employees are required to wear ID badges while on ACP property.  Employees are issued badges on the first day of employment.  A member of the Office Services staff will take your picture and adhere it to your access card.  You will be given a badge holder, clip and lanyard for your ID.  If you need a replacement badge holder, clip or lanyard, stop by the Reception Desk or contact Debbie Dillon ddillon@aip.org x3015.

If you forget your ID badge you will need to sign in at the reception desk.  A temporary ID will be given to you.

If you would like us to take a new picture for your ID, stop by the reception desk.  If you prefer to use another picture for your ID please provide it to us via e-mail and we will print one for your badge.

Q

Building access during non-business hours

Standard access to the building is 6:30am-7:00pm, Monday through Friday.  Your access card will work on all doors during those hours.  Some employees require building access during off hours.  Two levels of access have been set up for those employees:  6:30am-7:00pm, Sunday-Saturday and 24 hours, Sunday-Saturday.  Any level of access other than standard access requires a justification and approval from your supervisor. 

If your access level is other than standard access, prior to 6:30am and after 7:00pm weekdays and all day weekends and holidays you will need to enter through the front door.  An access panel is located to the right of the door closest to the reception desk.  Please sign in at the reception desk and let the security guard know the floor you will be on and how long you expect to be in the building.  It’s also important that you sign out prior to leaving.  This is for your own safety.

Should you come in to work during off hours make sure you have your access card.  If you do not have it, the security guard will not allow you to enter the building.  If you are attending a meeting you will need your access card to enter the building and will need to sign in and sign out.   

Q

Caterers

Society meeting planners handle the catering needs for meetings and other functions for their respective societies. 

Q

Coat & luggage check

Luggage can be stored in the coat room during meetings.  It is located outside Conference Room C.  The coat room is locked once all meeting attendees have arrived.  If an attendee needs to get into the coat room he/she should go to the Reception Desk and a member of the Office Services staff will unlock the room.

Q

Copying services

Office Services will assist with copying for mailings or projects.  Please contact Debbie Dillon at ddillon@aip.org / x3105 for assistance with copying.  If staff is available we will complete the required copying and deliver it to you. 

Q

Emergency evacuation and shelter in place

In the event of a fire the alarm will sound.  You should vacate the building immediately.  There are designated areas for employees to meet in the parking lot.  Signs on various light poles in the parking lot indicate the meeting point for each society.  The Emergency Meeting Area map has instructions on how to vacate the building.  Please familiarize yourself with the map and the nearest exit for your location in the building.

Should there be an emergency where we will need to shelter in place (tornado, intruder, etc.) you will be contacted through Everbridge, ACP’s emergency notification system.  There are areas on each floor designated as “safe” areas.  In various areas of the hallways and on the back of conference room doors you will find a map that indicates the safe areas.  If you are on the lobby level you can go to the basement.  Please stay in the safe area until you are informed it is safe to leave.

Q

Events and art exhibits

Several times a year the ACP Events Committee arranges events (picnic, luncheon, desserts, etc.) where all employees can socialize.  Employees will be notified of events via e-mail as well as posters placed in the pantries.  In addition, the committee sponsors various drives for donations during the year to support local organizations (food, school supplies, animal shelters and families in need).

Twice a year, ACP exhibits artwork inspired by current trends in science as well as technology, medicine and mathematics.  This artwork is exhibited in the lobby level conference rooms, hallways and rotunda.  There is a gallery talk and reception whenever the artwork is changed.  ACP employees are invited and encouraged to attend.  Information about the artwork can be found on the Art@ACP page

See upcoming events.

Q

Fire wardens

There are fire wardens on each of the floors.  If you have questions regarding vacating the building during an emergency, check with one of the fire wardens on your floor.

In addition, several employees from each society are trained in CPR, First Aid and operation of the Automatic External Defibrillators (AED).  An AED is located on each floor in a cabinet near the center stairwell.  In addition, a First Aid kit is kept at the Reception Desk.

The Medical Emergency Procedures document contains a list of fire wardens and employees trained in CPR, First Aid and AEDs. 

Q

Fitness center

The ACP Fitness Room is located on the lobby level on the east side of the building next to the ACP Technology Center.  It is available for employee use from 7:00am-7:00pm, Monday through Friday.  You will need your access card to enter the locker room or to enter the Fitness Room from the outside door.  

Men's and women's locker rooms are equipped with lockers and showers.  Please note that lockers are for daily use only.

The equipment room has a rowing machine, two treadmills, two ellipticals, one lateral elliptical, two spin bikes, a dual lat pull/mid row, a dual cable gym and a Smith-dual action.  In addition there are dumbells, plates, kettleballs, exerballs, exertubes, jump ropes and mats.  There is water in the Fitness Room for employee use as well as anti-bacterial wipes for use on the equipment. Equipment is maintained through a service agreement and is inspected for safe and proper operation on a quarterly basis.

Prior to using the Fitness Room for the first time, you will need to sign a waiver. Please read the Fitness Center Rules,  complete and sign the waiver and give it to your Human Resources department.  After receipt of the signed waiver, your access card will be changed to include the Fitness Room.

If you prefer to get exercise outside, many employees walk on the sidewalk around the ellipse.  Walking around the ellipse three times is approximately one mile.

Q

Folding machine

The folding machine is located near the Mail Center and is for use by employees.   There are a variety of folds that can be done on the machine.  It will accept 8x11, 11x14 and 11x17 paper.  

Contact Office Services at ACPServices@aip.org / x3002 or Debbie Dillon at ddillon@aip.org / x3105 for assistance with folding projects.  If you have a project that requires folding, let us know the type of fold you will need and the date you need the project completed.  We will run the papers through the folding machine and return them to you.  You also can contact a member of the Office Services staff if you need assistance in operating the folding machine.

Q

Holiday schedule

All employees receive nine paid holidays each year.  Depending on the days of the week on which Christmas and New Years are celebrated, two additional holidays may be added.  The holiday schedule for the following year is announced in the fall.  Personal days and/or additional holidays vary by Society.  You will be notified of those dates by your Society. 

Q

In the event of bad weather or an emergency

In the event of inclement weather or an emergency, there are several ways to check the status of the building:

  • After 6:00am, a recorded announcement will be placed on the Building Announcements Line at 301-209-3366
  • Information also will be at www.acp.org/building-announcements
  • Information will be sent via building wide e-mail to all employees

In the event of an emergency during business hours, you will be contacted by the Everbridge system via your office/workspace phone, via e-mail/text or your cell phone.  Employees can choose their preference for being contacted.  The system will continue to call until you respond and acknowledge the call.

Q

Intercom system

There is no intercom system in the building. The building was not wired for an intercom system during construction.  Over the years ACP has looked into getting an intercom system installed; however, the cost is prohibitively expensive. 

In the event of an emergency during business hours, the Everbridge system is used to contact employees via office/workspace phone, via e-mail/text or cell phone.  Employees can choose their preference for being contacted.  The system will continue to call until the person responds and acknowledges the call. 

Q

Lunch Room

The lunch room is located on the lobby level on the west side of the building about half way down the hallway on the left.  In the cafeteria area you will find plates, cutlery, salt/pepper, tea bags, hot chocolate and cups.  There is an ice machine, several microwaves and a toaster oven.  Please cover your food when using the microwaves and clean any spills.

When the weather is nice many employees eat lunch at the tables on the patio or in the courtyard.  The patio tables can be accessed through the lunch room doors.  The courtyard tables can be accessed through the hallway doors near the lunch room.  If you go outside please make sure you bring your access card with you.  You will need it to enter the building.

There may be times when the lunch room will be used for a meeting and will not be available.  On these occasions you will receive a building wide e-mail indicating the date and time the lunch room will not be available.  

Q

Mail Center hours

The Mail Center is open from 8:30am-5:00pm.  It is located on the lobby level, west side of the building at the end of the hallway.  Mail Center staff is responsible for receipt and distribution of all deliveries.  There are four mail runs each day; the first is after UPS is delivered (10:00-10:30), the second after the mail is received from the Post Office (late morning) and at 2:30pm and 3:30pm.  Outgoing mail is picked up during each of the mail runs.  Fedex and UPS Overnight packages are delivered immediately upon receipt.  All deliveries require a signature of receipt.  If you are not at your desk, we will ask someone in your area to sign for the package.

The last pick up for UPS is the 2:30pm mail run and the last pick up for outgoing mail for the Post Office is 3:30pm.  We will pick up outgoing Fedex packages during mail runs or you can bring them to the Reception Desk.  Fedex picks up at 5:00pm Monday-Friday at the Reception Desk.

If you have a question regarding deliveries or outgoing mail/packages please contact the Mail Center:
Mailroom@aip.org
x3399

Q

Mail to APS Ridge and AIP Publishing in Melville

A package is sent to each of the locations daily.  Ridge packages are handled through APS.  The drop box is located in the Accounting area.  Items being sent to Melville can be given to Mail Center staff during mail runs or dropped off in the Mail Center prior to 3:00pm.

If you have a question regarding deliveries or outgoing mail/packages please contact the Mail Center:
Mailroom@aip.org
x3399

Q

Mailing personal packages

Sending of personal packages and reimbursement varies by society.  Please check with your society regarding its policy on sending of personal packages.  Employees cannot use the postage meter for personal mail.

Q

Meeting room reservations

Reservations for Conference Rooms A, B, C, the Rotunda and the Lunchroom are made through Office Services.

Reservations for Conference Rooms on the 2nd, 3rd, 4th and 5th floors are made through the respective Society.

Contact ACPServices@aip.org and let us know the date, time and name of the meeting. We will check the calendar and if space is available the conference room(s) will be reserved for you. If space is not available, we’ll let you know and will check alternate dates.  You will be sent a confirmation e-mail.  Reservations can be made through the Reception Desk x3002 or Debbie Dillon ddillon@aip.org x3105. 

After you receive confirmation of your meeting room reservation(s), please complete the Conference Room Services Form and email it to ACPServices@aip.org.  Two weeks prior to your meeting, Office Services will contact you to go over details for the meeting.  We will contact you a week in advance to discuss final details.

Office Services staff is responsible for setting up of conference rooms.  If you require a special set for your meeting or function, let us know and we will work with you on options.

Q

Meeting spaces

There are three ACP meeting rooms located on the lobby level.

Conference Room A is located on the left side of the rotunda (from the main entrance) and is approximately 2319 square feet.  Conference Room A can be divided into two sections and can be set in a variety of ways (theatre, classroom, conference, birthday bash and u-shape).

Conference Rooms B and C are located on the right side of the rotunda (from the main entrance) and are identical is size (1639 square feet).  They have permanent conference tables and cannot be reset in different styles.  Conference Rooms B and C comfortably hold 21 people around the table (22 if the screen is not being used) and there is room for a limited amount of perimeter seating.  Conference Room C has windows.

In addition, each of the floors has a small conference room.  The conference rooms on the 2nd, 3rd and 4th floors are approximately 336 square feet.  They have permanent conference room tables and will hold 11 people comfortably (12 if the screen is not being used).  The conference room in AAPT is approximately 276 square feet and will hold 14 people comfortably (13 if the screen is not being used).  There are two conference rooms in the APS space on the 5th Floor (approximately 608 and 308 square feet respectively) and will hold 21 (22 if the screen is not being used) and 10 people comfortably. 

The lunch room is approximately 2383 square feet and can be used for luncheons and/or dinners during meetings.  If a buffet is set in the lunch room, the capacity is 80.  If the food is set in the hallway, it can accommodate 90.

Q

Pantry service

Office Services staff stocks and maintains all pantries in the building.  ACP provides items for a beverage service to employees free of charge.  Each pantry has a Keurig machine with eight types of coffee.  In addition, there are five flavors of tea bags and three kinds of hot chocolate.  You will also find skim and whole milk, half and half, sugar, creamer, stir sticks, napkins, cups, plastic knives, forks, spoons and other items.  Pantries are stocked daily.  Extra items can be found in the labeled cupboards. 

Each of the pantries has a refrigerator, microwave(s) and toaster oven for use by employees.  The appliances are owned by the society.  As a courtesy to your coworkers please clean any spills on counters and don’t leave food in the sink.  We also ask that you cover food when using the microwaves and clean any spills.  Office Services periodically cleans the refrigerators and freezers.

Should something be missing or need to be reported, please contact Office Services:

ACPServices@aip.org   x3002
ddillon@aip.org   x3105

Q

Parking permits

How do I get a parking permit?
Read the rules and regulations and complete the Vehicle Registration Form. Take it to the Reception Desk, and a parking permit will be given to you.  Please adhere the sticker to the bumper of your vehicle.  If you prefer, it can be affixed to your back windshield.  Just make sure it’s visible.  Please note that ACP does not assume liability for vehicles parked in the lot.

If I will temporarily be driving a vehicle other than one registered do I need to get a parking permit?
No.  If you are driving a different vehicle on a temporary basis you will not need a sticker. We will issue you a temporary parking permit.  You can get a temporary parking permit at the Reception Desk.

If I get a new vehicle, can I use the same parking sticker?
Yes.  You can use the same parking sticker.  However, you will need to complete a registration form for the new vehicle.

Can I leave my vehicle in the parking lot overnight or for a few days?
Yes.  From time to time you may need to leave your vehicle in the parking lot overnight.  If this occurs, please contact Debbie Dillon ddillon@aip.org  x3105 and inform her of your vehicle information (make, model and license plate number) and the date(s) you will be leaving your vehicle.  We will alert the security guard.  As noted above, ACP does not assume liability for vehicles parked or left in the lot overnight. 

Q

Phone system

How to get an outside line
In order to place an outside call you must first dial 8 before dialing the 10 digit phone number.

How to make an internal call
To place calls within the building dial the four digit extension of the person you’d like to reach. 
Four digit calling also can be used to reach the APS Ridge office and the AIP Publishing Melville office.

Are there land lines in the building?
Yes.  There are several analogue phone lines and phones on each floor of the building.   These are for use in an emergency if the office digital phone lines fail.

Conference phones
All conference rooms have Polycom and Alcatel phones.  Use the Polycom phones for conference calls.  Instructions for making a conference call can be found in the conference rooms. A list of phone extensions for the conference room phones is also in each of the conference rooms.

See the Files and Forms page for Conference Call Instructions and a list of Conference Room Phones with extensions.

Q

Property management and site engineers

Our property management company is Tishman Speyer.  There are two engineers on site Monday through Friday from 8:00am-5:30pm. Victor Garrett or Paulino Gomez will respond to any issues related to the building (office/workstation temperature, spills, water leaks, restrooms, elevators, etc.).  They should be contacted if you see a suspicious person on the property or in the event of an emergency.

Contact Victor at x3014 or Paulino at x3377.  If you are unable to reach Victor or Paulino, contact Debbie Dillon ddillon@aip.org  x3105.

Q

Purple Line

The Purple Line is still in the planning stage.  When complete, it’s scheduled to run down River Road in front of ACP property.  Information on the Purple Line can be found at www.purplelinemd.com.

Q

Security guards

Security guards are on site 24 hours a day, seven days a week.  During business hours, the security guard patrols the property.  After hours, the security guard can be reached at the reception desk at 301-209-3384 or by cell at 202-409-0226.  Please report any suspicious person(s) or activity to the security guard and he/she will investigate.  You can also contact the Reception Desk x3000 and they will get in touch with the building engineers and/or the security guard.

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