Departure instructions for scholars in the School of Historical Studies
Four to six weeks before you leave the Institute you will receive a message from Linda Cooper containing a link to a survey with questions about your experience at the Institute. The message will come with the subject line “Request from Robbert Dijkgraaf”. Please click on the link in that message and complete the survey before you depart from the Institute. As part of the survey process, you will also be asked to upload your Final Report for the Director. If you have not received the message with link by three weeks before your departure please contact Marian Zelazny (firstname.lastname@example.org) or Linda Cooper (email@example.com.)
The Director asks each of you to prepare a brief, written report of the academic work you accomplished here. You are expected to submit the Final Report by uploading it in PDF copy into the Member Survey. (The survey will include an item that requests you to upload the report.) The Final Report need not be more than one or two pages long. It should include a synopsis of your work, a list of papers or publications that resulted, and any comments you wish to make about the intellectual benefit you derived from your stay at the Institute. Please keep in mind that these summaries may be appended to reports the Institute submits to foundations and agencies, and they often prove to be crucial elements in applications for new funding. If you have received outside support, we suggest that you acknowledge this in your report.
Institute Housing Departure (if applicable)
A detailed list of instructions about departing from the housing complex can be found here. It is important to notify Sharon Tozzi (firstname.lastname@example.org, ext. 8383) in writing at least one month prior to your departure. Please contact Sharon Tozzi or Andy Compton directly with any related questions.
If you have Health Insurance through the Institute:
If you have health insurance through the Institute’s group plan please contact Cindy Pearce (email@example.com, ext. 4436) at least one month prior to your departure in order to arrange for termination of your health insurance. If Cindy is not contacted within one month of your departure, you may be charged for unwanted extended coverage. Please note that coverage payments are handled on a monthly basis, you are required to retain coverage for the full time that you are here, and the monthly payment cannot be pro-rated. This means that, even if you depart early in the month, you will still need to pay for the full month of health insurance coverage for the final month.
Closing Your Institute Account
Please contact Accounts Receivable (firstname.lastname@example.org, ext. 4447) several days before your departure to make an appointment to settle your Institute account. Please be prepared to pay cash in the Dining Hall during the last week before you leave in order to facilitate the settling of your account. The Institute accepts cash, checks, and travelers checks. The Institute does not accept credit cards.
Forwarding Printed Mail
Please send Marian Zelazny your forwarding information by email to email@example.com. We will use the forwarding information that you provide to forward your office mail, and to contact you if the need arises. Please note that this forwarding information collected by the School will be used only for forwarding mail which is sent to your office address. Mail sent to your apartment is handled by the U.S. postal service. The forwarding details that Marian collects include the following:
*Departure Date from the Institute:
Departure Date from the U.S.:
Permanent Office Address:
Permanent Home Address:
*Preferred address for forwarding main (Office or Home):
Office Telephone Number:
Office Fax Number:
Home Telephone Number:
Home Fax Number:
Temporary address/Dates Applicable:
*Asterisked details marked above will be compiled in a shared forwarding list that will be circulated to all departed scholars from this academic year, at the end of the summer, after everyone has left the Institute. The list will include each scholar’s departure date, preferred mailing address, and email address. If you have any objection to sharing these details please inform Marian of that when you send her your information. In such cases she will include only your name, departure date and university affiliation.
Return Office Key
If your office was in West Building, or if for any reason you were issued a physical office key, the key should be returned to Marian Zelazny. You can either bring it by in person, leave it in Marian’s mailbox in the H.S. Lounge, or put it in a sealed envelope with Marian’s name on it and leave that at the reception desk in Fuld Hall. For those whose ID card serves as the office key, there is no need to return it. The card will be de-activated after your departure. You can keep it as a souvenir, and it is also possible to have it re-activated if you retain it and return again for a visit at a future point.
Return Library Books
Please return all books from either the Institute Library or Firestone Library before you depart. Books from Firestone Library should be returned before departure even if they are not yet due.
Forwarding Apartment Mail
Apartment mail will be forwarded by the U.S. post office to addresses within the U.S. To arrange this you must file a separate form directly with the post office. This can be done on the web at moversguide.usps.com https://moversguide.usps.com/icoa/home/icoa-main-flow.do?execution=e1s1&_flowId=icoa-main-flow, or you can use a printed forwarding address form. Supplies of the printed Moverr's Guide are kept in a display rack in the hallway by the mailroom in the basement of B building, connecting that building to Fuld Hall. You can also pick up a form from the local post office.
If your new address is not in the U.S. the post office will not allow automated forwarding. If you are expecting important mail at your apartment address, and your new address is outside the U.S., you can fill out the post office forwarding form, using the School of Historical Studies address as your U.S. mailing address. Please note, however, that there will be postage costs associated with sending mail on to a foreign address. Because of that we ask in such cases that you make every effort to notify any businesses, friends and colleagues of your new address before you depart. Please also leave instructions with School staff concerning the specific type of mail that you ask to be forwarded. We will not forward junk mail or solicitations. We would also like to limit (as much as possible) what actually must be sent on to you and avoid associated charges. If there is mail that you would agree to have opened and scanned and sent on to you by email, as an alternative to incurring postal charges, please inform staff.
Your current Institute email account will be deactivated approximately one month after your departure from the Institute. In the meantime if you would like to have your email messages forwarded to another email address please see the procedures on the web page:https://www.itg.ias.edu/content/how-setup-email-forwarding-using-zimbra-webmail-client. Please note that once set up, email forwarding will continue for about a month (sometimes a bit longer) after your departure before it is automatically discontinued. You are encouraged to notify contacts of your new email address during that period. All email accounts will be discontinued, without possibility of retrieving messages or other data, by no later than September 10th following the end of the academic year.
Alternate IAS Email & Staying Connected with IAS
AS a former Member of the Institute there are some benefits that you will have access to even after you leave here. One of those benefits is the option to obtain an AMIAS/IAS Email address. Information about that and other benefits the Institute offers to former Members can be viewed on the web at: https://www.ias.edu/scholars/staying-connected-ias