Information for Staff

After each ACP Board meeting, the Board communicates relevant updates to ACP staff.

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 acpannouncements@aip-info.org as a trusted address in your e-mail account.  This will ensure that you receive building related announcements in your inbox.

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.

All spaces in the parking lot are general parking and you can park in the space of your choice. 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.

IT Staff

April Chapman
Interim IT Director

Steve McLain
Helpdesk Technician

For all technology needs/issues contact the HelpDesk at Helpdesk-md@acp.org or 301-209-3120.
IT staff is available for assistance from 7:00am to 5:30pm.

Office Services Staff

Debbie Dillon
Manager, ACP Facility and Office Services

Angela Wright
Assistant Facilities Manager

Magda Renaud
Receptionist

For all needs/issues relating to the building, contact:
Debbie Dillon ddillon@aip.org 301-209-3105

For meeting/administrative/ mail room assistant, contact:
Angela Wright awright@aip.org 301-209-3175

There are three Societies in the building.

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

The American Physical Society (APS) is located on the 4^th 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).

To request technology equipment for a meeting, contact your Society's IT department.

Audio visual equipment in ACP Conference Rooms includes:

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.

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 2^nd floor and 4^th floor conference rooms have ceiling-mounted projectors.

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

Conference Room Phones with Extensions

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.

Guidelines and Forms for Use of ACP Facilities by Outside Groups

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 301-209-3002 or Debbie Dillon ddillon@aip.org  301-209-3015.

Bike Locker Waiver.pdf

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 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 301-209-3015 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 301-209-3015.

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.

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.

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.

Office Services will assist with copying for mailings or projects.  Please contact Debbie Dillon at ddillon@aip.org 301-209-3105 for assistance with copying.  If staff is available we will complete the required copying and deliver it to you.

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, the electronic board across from the elevators on the first floor and 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.

ACP is committed to maintaining a safe and secure workspace and does not tolerate any acts or threats of violence in the facility or on the property.  ACP is in Maryland and under state laws prohibits wearing, carrying, or transporting firearms, whether concealed or open, on or about the person without a permit.  A permit to carry a weapon does not supersede ACP policy of ensuring a safe weapons-free space.  Possessing a weapon on ACP property will result in being denied access to the facility and property.  If an employee of an organization located in ACP is found to be in possession of a weapon on ACP property, then the employee may be subject to disciplinary action by the employer.

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

ACP Preferred Caterers.pdf

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 301-209-3002 or Debbie Dillon at ddillon@aip.org  301-209-3105 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.

ACP offers several restroom options and gender specific locker rooms.

The restrooms located in the center of each floor and the locker rooms connected to the fitness center, are gender specific.  This means, these facilities are accessible only for people that identify the same as the designation of the space.  Identity is determined by the individual and does not require any legal or medical substantiation.

For anyone seeking a private restroom, each floor has single occupancy facilities designated as a gender-neutral space.  The single occupancy facilities are located at the ends of the building on the 2nd - 5th floors, near the side stairwells.

ACP leaves the decision of which restroom to be used by the individual in need of using the facilities.  The organization nor other individuals within ACP have the right to dictate or direct the proper restroom facility for another individual.

All employees receive nine paid holidays each year. 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.

2023 ACP Holiday Schedule

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

• A recorded announcement will be placed on the "ACP Building Announcements Line" (301-209-3366) no later than 9:30 P.M. the evening before
• Information also will be at here.
• Information will be sent via building announcement to all employees

ACP Weather Emergency Policy.pdf

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.

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 cafe area you will find a water dispenser (hot and cold), a Flavia machine with a variety of coffee and tea options and a Keurig machine.  In addition, there is an ice machine, four 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.

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:
Angela Wright
301-209-3175 or awright@aip.org

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:
Angela Wright
301-209-3175 or awright@aip.org

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.

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 2^nd, 3^rd and 4^th 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.  There is a 16 foot buffet table in the lunch room and seating for 70.

Conference Room Setup Styles

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

Reservations for Conference Rooms on the 2^nd, 3^rd, 4^th and 5^th 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 301-209-3002 or Debbie Dillon ddillon@aip.org 301-209-3105.

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.

Each of the pantries has a refrigerator, microwave(s) and toaster oven for use by employees.  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   301-209-3002
ddillon@aip.org   301-209-3105

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 (hang tag or sticker) will be given to you.  Please hang the tag in the rear view mirror of your vehicle or adhere the sticker to the bumper of your vehicle.  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 hang tag/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 hang tag/sticker?
Yes.  You can use the same parking hang tag/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  301-209-3105 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.

ACP Vehicle Registration form and Parking Regulations

Phone systems
Each society has its own phone system.

How to make an internal call
To place calls within the building a 10 digit number must be used.

Land lines
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.

Conference call instructions

Our property management company is Cushman & Wakefield.  There are two engineers on site Monday through Friday from 8:00am-5:30pm. Victor Garrett or Paulino Gomez will respond to work orders submitted through Office Services (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 301-209-3014 or Paulino at 301-209-3377.  If you are unable to reach Victor or Paulino, contact Debbie Dillon ddillon@aip.org  301-209-3105.

Information on the Purple Line can be found at www.purplelinemd.com.

Current construction work being performed in the immediate area around ACP property:

Temporary Lane Closures on River Road and Rivertech Court (August 6, 2021)

Update:  Beginning on or about August 16, crews will resume underground utility relocation at the intersection of River Road (MD 431) and Rivertech Court through September 2, weather permitting. Temporary lane closures along both River Road and Rivertech Court will occur. Work may take place from 7 a.m. to 5 p.m. on weekdays, and as needed on weekends.

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 301-209-3002 and they will get in touch with the building engineers and/or the security guard.

For the safety of all employees, ACP developed a document detailing security procedures for staff, deliveries and visitors. Please read the document so that you are aware of security procedures.  If you have questions, contact Debbie Dillon at ddillon@aip.org 301-209-3105.

Security Procedures for Staff, Deliveries and Visitors.pdf

There is a high capacity shredder located in the Mail Center that can be used by employees.  When using it, you do not need to remove staples or paper clips.  It will also shred CDs.  Replacement bags and oil for the shredder are in the Mail Center.  If available, Office Services staff will assist with shredding projects.  If you need assistance in operating the shredder, check with a member of the Office Services staff.

The shuttle runs from the College Park metro station to ACP, Raytheon, M-Square and USDA every 15 minutes from 6:00am-9:00am and 3:00pm-6:00pm and stops in front of the building.  The last pick up at ACP is 5:49pm.

M-Square Shuttle Bus schedule

Taxi Service
If you need a taxi contact the Reception Desk 301-209-3002 and we will make arrangements for you.

We will also coordinate taxis for meeting attendees.  Please use the taxi sign-up sheet.

We use the following taxi company:

• Taxi-Taxi (301-577-2000)

Fares/times to the following locations are approximate:

BWI Airport -- $65 (35 minutes)
Dulles Airport -- $85 (45-60 minutes)
Reagan Airport -- $50 (30 minutes)
New Carrollton AMTRAK/Metro Station -- $25 (15 minutes)
Greenbelt Metro Station -- $15 (10 minutes)

Taxi Sign-up Sheet for Meeting Attendees

A UMD ID card allows you to access library services.  You can also use the card for campus recreation services at discounted rates.

You will need to complete the Affiliate Data Collection Form.

Affiliate Data Collection Form

Instructions for Completing UMD Affiliate Data Collection Form

Wi-fi is available in the public areas on the ground floor.  The SSID is ACP-Guest.  You will need to read and accept the terms.  On floors two through five, societies have their own guest wireless access.  See you society's IT support to obtain the SSID and password.

The Tactic reservation application is a hybrid workplace platform that will make it easy to plan your week. This is a very user friendly application that will be used for all workstation and conference room reservations for both the ACP College Park and ACP DC locations. Below are some helpful tips and reminders, a recorded training session, and QR codes to download the application.

Helpful tips/reminders

• First time users for AAPT and APS will need to reach out to their respective IT departments for login directions.
• The open area cubicles located in the APS and AIP neighborhoods are not reservable and are first come first serve.
• Workstation reservations may be made up to one month in advance and conference room reservations may be made up to three months in advance.
• Please remember to update reservations in the system when changes occur with the original reservation including cancelations.
• Reserving conference rooms
  • Be sure to include society (AAPT, APS, AIP) in meeting title
  • Build in set-up and clean-up times to reservation
  • Allow enough time for approval process which may take up to a week
• The application can be accessed through your computer or downloaded to your phone. Use links below for web access and QR codes for phone downloads.
  • Tactic Web Access