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Voluntary Self-Identification of Disability Survey

To: Faculty and Staff
From: Julia McCallin, AVP for Human Resources
Date: January 17, 2020
Re: Voluntary Self-Identification of Disability Survey

The Office of Federal Contract Compliance Programs (OFCCP) requires federal contractors to invite employees and job applicants to voluntarily self-identify as individuals with disabilities (IWD). The OFCCP further requires we resurvey employees every five years. In keeping with this requirement, we are inviting our employees to participate and complete a voluntary self-identification survey.

Please take a minute and complete the one-question survey on "Voluntary Self-Identification of Disability." The survey can be found through, Disclose Disability Status. We encourage you to participate during this survey period from January 15, 2020, to February 28, 2020. If you have any questions about the survey, please contact Human Resources at 626-395-6382.

An individual is considered to have a disability if they have a physical or mental impairment or medical condition, or a history of a condition that substantially limits a major life activity. Although the process to self-identify is strictly voluntary, we hope you will choose to participate. Any information that you provide will be handled discreetly, maintained in a secure electronic file in HR, and will only be disclosed if required by law and requested by an authorized governmental agency.

Since individuals can become disabled at any time or may no longer be disabled, individuals can change or update or declare their designation at any time at, Disclose Disability Status.

The Institute is committed to Nondiscrimination and Equal Employment Opportunity for all persons and has a long-standing policy regarding Disability and Reasonable Accommodation.

As required by law, the Institute provides reasonable accommodations to qualified individuals with known disabilities. We encourage both applicants and employees to contact Human Resources if an accommodation is needed.

  • For accommodation requests or assistance at Campus, please contact Disability & Leave at 626-395-3092 or email
  • For accommodation requests or assistance at JPL, please contact Arlene Cass at 818-354-9750 or email

Thank you in advance for your cooperation.


Ask Julia: A Podcast for the Caltech Community

We are excited to announce a transformative podcast hosted by Julia McCallin, associate vice president of Human Resources, as a part of Human Resources' Respectful Community Campaign. The Respectful Community campaign was launched in 2018 to foster a staff community where each member with diverse perspectives is encouraged to engage in respectful and thoughtful exchanges of ideas, cultivate talent, and facilitate opportunities for improvement.

After reflections on the first year of the Respectful Community Campaign and feedback from participants and the Emerging Leaders group, this new podcast aims to bring a feeling of connection with the Institute and the Caltech community near and far. This first season will cover the importance of communication and will feature members of the Caltech community and their roles in helping shape campus culture.

Episodes will be available for listening through the Caltech Human Resources webpage and

Have a question for Julia or suggestions for future podcasts? Click here.


Caltech Recreation Newsletter December 2019

Community Giving

Shoe Donation Box 2019 SAAC, student athlete advisory committee has been doing a used shoe drive, please bring in old, smelly, gently overused shoes with some life left in them, it will help those who have none!

Holiday Food Drive 2019

Make a difference this holiday by helping us give back to the community. This year we will be donating to the Friends in Deed Food Pantry servicing Pasadena and surrounding communities. Donations of non-perishable items will be accepted December 9-16 at the Braun Athletic Center.

General Facility Notes

The Braun Athletic Center Winter Break Holiday Hours

Monday December 23 8am-8pm, POOLS 8am-7:30pm

Tuesday December 24 8am-2pm, POOLS 8am-1:30pm

Wednesday December 25 CLOSED

Thursday December 26 CLOSED

Friday December 27 8am-8pm, POOLS 8am-7:30pm

Monday December 30 8am-8pm, POOLS 8am-7:30pm

Tuesday December 31 8am-2pm, POOLS 8am-1:30pm

Wednesday January 1 CLOSED

Thursday January 2 8am-8pm, POOLS 8am-7:30pm

Friday January 3 8am-8pm, POOLS 8am-7:30pm

  • Reminder Regular Hours are: Monday-Friday 6:00am-10:30pm; Saturday/Sunday 8:00am-8:00pm
  • Regular Pool Hours: Monday-Friday 6:00am-8:30pm; Saturday/Sunday 12:00pm-6:00pm
  • Reminder re: Guests at the Braun Athletic Center: Non-membership eligible guests must purchase a day pass and have a member present with them for their entire visit. Member and guest should meet at the gym lobby, as guests are not authorized to wander looking for their host. Members are responsible for actions of their guest, and must remain with them for the duration of the guest’s visit.
  • Reminder re: Safety and Security. While we all strive to create a community that is respectful, safe and enjoyable, you should be aware that petty thefts are on the rise in our buildings and on campus. In part this is due to members of the community allowing unidentified folks into our buildings. Please do not let anyone into our buildings, all use should be checked in through central access point at Braun. All thefts over the past semester have been from unsecured lockers. Day lockers are available in the Braun Men’s, Braun Women’s, and Brown Men’s locker rooms. Please bring your own lock when using day lockers. If you must bring valuables to the gym, make sure to lock it up!
  • Project Tennis Courts: Our tennis court fencing project is nearly complete. Take a look at the new attractive chain-link when walking to the gym from campus! The courts themselves will be resurfaced summer 2020.
  • Project Individual restroom: The firs- floor gender neutral restroom on the left as you face them, is becoming a full service individual use changing room. This lockable space will feature three open faced lockers, a changing area, restroom facilities, and a shower for families or individuals to use before and after their workout. Please use this space quickly as others may be waiting and also do not leave your belongings in the space permanently. This space will also be used to offer officials for Caltech Varsity games a secure and professional place to change and keep their belongings.
  • Winter Flu season: Please be ever vigilant about flu season in our shared common space. Please be even more diligent about wiping mats, balls and machines, as well as washing hands and covering sneezes!

Aquatics Notes:

This past fall, we evaluated our work and activity schedules in order to have a good work environment for our staff and supervise the safety of our swimmers. By being more strategic with how we are scheduling staff and activities at the pool, we will continue with these changes that were made this fall.

Current schedule:

Pool Schedule Changes: We strive to create and post the pool, and other facility schedules a week in advance at a minimum. We strive to reduce last minute changes but they do happen for either student facing reasons or equipment/water quality or weather reasons. Please always call the desk or review online if you are wanting to come swim and have a tight schedule.

Winter Weather: Heavy rain can make it difficult to see the bottom of the pool or beneath the surface. If heavy rain causes bottom obstruction, pools will be cleared until the bottom is visible. Don’t forget that winter is a great time to use the spa. Please keep in mind with the increased use during the winter there will be times the spa is closed for regularly scheduled maintenance.

Group Fitness

Fall Term group fitness schedule runs September 30-December 15, 2019. Holiday group fitness schedule runs December 16, 2019-January 5, 2020. Check out what classes we will be offering, both class schedules are currently listed on the site.

New Group Fitness Class! Monday s we will be offering a new class at 8:30pm, HIIT. High Intensity Interval Training mixes cardio and weights for a great full body workout.

Our group fitness program is organized in parallel with the Institute’s academic year [4 terms (fall, winter, spring, summer] allowing individuals opportunities to progress to more advanced classes. During breaks between terms, we offer a reduced schedule of classes, allowing for appropriate rest and recovery of both instructor and participant. This format also enables participants to try different activities. To see the latest group fitness schedule go to and click Fitness and Wellness.

Inter-house and GSC Leagues 2019-2020 Academic Year

Inter-house Intramurals: open only to undergraduates. Activities included: Dodgeball, Volleyball, Soccer, Ultimate Frisbee, Basketball, Table Tennis, and Floor Ball. Usually the undergrads play on Tuesday and Thursday evenings 7-9pm

GSC Intramurals: open to all members, and member eligible community. Activities included: Soccer, Volleyball, Basketball, Softball, and 1-Day tournaments for Kickball, Flag Football, Inner tube Water Polo and Tennis. GSC Soccer and Volleyball will start the week of January 6, 2020. Team and individual registration is going on now for both sports. To register go to and click intramurals. Contact Heather Morgan if you have questions or need help with registration.

General Reminders

Did you know we have a Facebook & Twitter page? Like Caltech Recreation to get up-to-the minute news, info and changes to Caltech Recreation Schedule. Want to make sure you are receiving emails about recreation and membership? Make sure you have added to your contact list.

Proper footwear:

Intercollegiate Athletics

Intercollegiate Team News: Jump on the Beaver Bandwagon!

Each of the six fall sports programs made tremendous strides in 2019. The volleyball program, led by newly-minted SCIAC Coach of the Year Tom Gardner, had its first 10-win season in more than 20 years as well as its first season of multiple SCIAC victories, while a small handful of individuals helped rewrite the record books. Both cross country teams yielded national qualifiers in the same year for the first time ever. Senior Simon Ricci and junior Claire Hu performed admirably in Louisville's near-freezing temperatures and earlier in the month led their respective teams to eighth and seventh-place finishes at the regional championships held in Claremont. The men's soccer team caught fire late in the season with several individuals accruing accolades for their hard work. Senior Kevin Yu was recognized as Second Team All-SCIAC for the third straight year, freshman Sam Klauer won SCIAC Newcomer of the Year and senior Theo Yang was recently became a second team selection for CoSIDA Academic All-America. Meanwhile, the women's soccer team is transforming itself into a competitive group in its third year as a program, holding SCIAC champion and NCAA finalist Pomona-Pitzer off the scoreboard for 67 minutes on Senior Day. The men's water polo team also showed some upside in 2019 when they began the season 5-1 while working to incorporate a talented freshman class into an already established core group of players.

The intercollegiate teams and Caltech scholar-athletes will have more to look forward to this winter. The men's and women's swimming and diving teams will resume in competition in January after recently hosting the first four-team SCIAC meet in the modern history of both programs. From there, the Beavers will look to build momentum towards the SCIAC Championships and national meet, set to be held in Greensboro this year. Both basketball programs have also been exciting to watch with early wins in tow. The men appear primed to compete for a SCIAC playoff spot in 2020 while the women will look to match or improve upon last year's first double-digit win season in the history of the program.

Winter Orange Out dates are:

January 8, 2020 Men’s Basketball 7pm

January 25, 2020 Swim & Dive 10:30am

January 29, 2020 Women’s Basketball 7pm

February 12, 2020 Baseball 2:30pm


United Way Campaign Ends on December 3

Each year Caltech sponsors a fundraising campaign for the United Way of Greater Los Angeles.

Donations to the Caltech Y, Child Educational Center, and Children's Center at Caltech receive a 100% Institute match. Login to access.caltech and click "United Way" to designate the agencies you would like to support. Contributions may be made by payroll deductions or by sending a one-time check.

For more information, please contact Staff Education by phone at 626-395-3204 or by email at


Adopt an Angel 2019

The angels have arrived!  Please pick up your angel today and bring the spirit of the holidays to a child!

Caltech Human Resources is once again sponsoring the annual Adopt an Angel Program, which provides holiday gifts for children of poverty-level families in the San Gabriel Valley area. The Angel Program is affiliated with the Foothill Unity Center, a nonprofit organization that provides critical support in the form of food, clothing, motel vouchers, referrals, and advocacy for people in crisis who reside in the San Gabriel Valley area. 

The angels are available for pick-up in Human Resources Office, at 399 S. Holliston.   The angel bears the name of a child, along with their special wish list, age, clothing size, and interests. Unwrapped gifts with the paper angel attached are to be delivered to the Human Resources office. Foothill Unity Center will make their first pick up on Tuesday December 3, 2019. The last day to drop off your angel’s unwrapped holiday gifts will be Friday, December 13, 2019.  

For more information, contact Human Resources at or 626-395-3300.


The Access to Higher Education for Every Student Act

To: The Caltech Community

From: Julia McCallin, Human Resources

Subject: The Access to Higher Education for Every Student Act

This note is to share important information with the Caltech community about California's Access to Higher Education for Every Student Act. The Act seeks to ensure that California institutions of higher education foster campus communities that are safe, welcoming for all, and provide access to services and support for all students, faculty, and staff, regardless of their immigration status. This legislation imposes a number of requirements on Caltech, including advising faculty, staff, postdoctoral scholars and students of their rights and obligations under the law. It also requires institutions of higher education provide members of their community with important information about their rights under state and federal immigration laws and how to respond to a federal immigration action or order.

Caltech is committed to protecting all members of our community. Caltech Security has no responsibility for immigration enforcement and will not inquire about immigration status in the normal course of its duties or participate in immigration enforcement activities unless legally required to do so.

Caltech keeps student and personnel records private and will not share such information with immigration officials unless legally required to do so. Any Caltech office that receives a request for information from an immigration enforcement agency should route that request to Caltech's Office of General Counsel.

Caltech has designated the Director of the International Offices to serve as a resource to Caltech community members who have concerns about their immigration status. The Director is available to provide assistance to DACA recipients and other faculty, students, postdoctoral scholars and staff who may be subject to a federal immigration order or inquiry. The International Offices maintains a list of attorneys who are qualified to provide legal immigration representation to members of the Caltech community who have concerns regarding their immigration status. Caltech also offers counseling and support through the Caltech Student Counseling Services, the Staff and Faculty Consultation Center and the Caltech Center for Diversity.

Below is additional information that all Caltech faculty, students, postdoctoral scholars and staff should be aware of:


Do not release or disclose personal information concerning faculty, students, postdoctoral scholars or staff. If you receive a request for such information contact the Office of the General Counsel.


Immediately notify the Office of the General Counsel upon becoming aware that an immigration officer will or has entered campus. If you are contacted by an immigration officer executing a federal immigration order refer them to the Office of the General Counsel to verify the legality of the warrant, court order, or subpoena.


Do not accept any documents on behalf of Caltech. Refer any entity executing a federal immigration order to the Office of the General Counsel for validation of the warrant, court order, or subpoena.


Find additional information regarding your rights under state and federal immigration laws on the International Offices website or by following this link: Caltech International Office.


United Way Campaign Kicks Off on Friday, November 1

Each year Caltech sponsors a fundraising campaign for the United Way of Greater Los Angeles.

Caltech Family Night and Outdoor Movie is the official kick-off event for this year's United Way campaign. This year's event, open to the entire Caltech community and their families, will begin at 5:00pm. on Friday, November 1. Join us for an evening of activities for all and a screening of Toy Story 4. See the event listing for details.

The United Way portal on access.caltech will go live on November 1st. Login to designate the agencies you would like to support. Contributions may be made by payroll deductions or by sending a one-time check.

Your donations can also help support three campus organizations: The Child Educational Center, the Children's Center at Caltech, and the Caltech Y.

For more information, please contact Staff Education by phone at 626-395-3204 or by email at


Halloween Zumba

A Zumba Halloween

The Caltech Braun Athletic Center is hosting a Halloween themed Zumba class on Wednesday, October 30, from 6-7 p.m. The instructors will be dressed up and so can you! No prior dance/Zumba experience necessary!


Institute Policies

To: The Caltech Community
From: Julia McCallin, Associate Vice President for Human Resources
Date: September 25, 2019
Re: Institute Policies

The Institute policies are regularly updated and may be found on the Human Resources web page at: They are also available in the Caltech Catalog at (See section 1, "General Information," subsection "Institute Policies.")

As a member of the Caltech community, you are expected to understand and comply with the requirements of these policies.

The Institute Policies are:

  • Acceptable Use of Electronic Information Resources
  • Compliance with Export Laws and Regulations
  • Conflicts of Interest Policy
  • Disability and Reasonable Accommodation
  • Environment, Health, and Safety
  • Gender-Based Misconduct
  • Nondiscrimination and Equal Employment Opportunity
  • Substance Abuse
  • Unlawful Harassment
  • Violence Prevention
  • Whistleblower Policy

If you have questions about the policies, please feel free to contact me at extension 3230 or Tara Kruckeberg in Human Resources at extension 8661.


Updated Campus Cart Guidelines Highlight Safe Operation and Driver Requirements

As many of us walk across Campus each day, we see a variety of carts delivering mail and packages, collecting hazardous waste, moving grounds crews and their tools, delivering meals for catering, escorting staff and visitors, and moving maintenance technicians and materials to their assigned task. These carts improve the efficiency and effectiveness of services provided to the Campus community and they need to operate safely to avoid potential personal injury or property damage.

The Guidelines for Campus Cart Usage were updated in July 2019 to enhance safe operation and driver requirements so that all cart operators are aware of potential hazards and driver responsibilities to prevent accidents that may occur while operating a cart in the course of their duties.

Employees are required to enroll in utility cart training prior to initial use on Campus. The utility carts are restricted to designated routes and times shown on the Campus Cart Map and should not operate in public streets, except for crossing at signaled or signed intersections, also shown on the Cart Map.

The Guidelines for Campus Cart Usage is located on the Human Resources website for Institute Policies at

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