Introduction

Mission

The Plant Care Facility

Plant Care Facility Committee (PCAC)

Permanent Greenhouse Staff

Greenhouse Users

Project Requests,
Space Allocation,
and Charges

Operating Procedures

Services

Greenhouse Support Areas

I. Introduction

This document establishes the procedures and guidelines for the use and maintenance of the Plant Care Facility of the College of Agricultural, Consumer, and Environmental Sciences at the University of Illinois. This policy statement was developed to standardize the access and use of the facilities; define the roles and responsibilities of the Plant Care Advisory Committee (PCAC), permanent greenhouse staff, and greenhouse users relative to the Plant Care Facility; and enhance the cooperation between greenhouse staff and users.

This document was developed by the PCAC. Changes should be submitted to the PCAC for consideration, and a recommendation for action will be made to the College's Office of Research.

II. Mission Statement

The Plant Care Facility (PCF) serves as the primary greenhouse space available to faculty, staff, and students within the Departments of Crop Sciences (CPSC), Natural Resources and Environmental Sciences (NRES), and affiliated USDA projects. The facilities are dedicated to the acquisition and dissemination of knowledge through research, teaching, and outreach activities. These activities are related to specific courses, research projects, extension demonstrations, departmental functions, and department-sponsored student organizations.

III. The Plant Care Facility

The Plant Care Facility consists of greenhouses and service space in the Plant Sciences Laboratory greenhouse complex and the Turner Hall greenhouses. The Plant Sciences Laboratory greenhouse complex is shared by users from three departments in two colleges: the Departments of CPSC and NRES in the College of Agricultural, Consumer, and Environmental Sciences and the Department of Plant Biology in the College of Liberal Arts and Sciences. The west half of the Plant Sciences Laboratory greenhouses is part of the Plant Care Facility while the three northeast wings are operated by the Department of Plant Biology.

IV. Plant Care Advisory Committee (PCAC)

The PCAC shall be appointed by the Office of Research with recommendations from the Departments of CPSC and NRES. It shall consist of an Associate Director of the Office of Research, three faculty from NRES, three faculty from CPSC, one faculty member affiliated with the USDA, one faculty member from the Department of Plant Biology, and the Greenhouse Coordinator who shall serve as a permanent, ex-officio, non-voting member. The role of the committee is advisory only. It will make recommendations on greenhouse policy and courses of action to the Office of Research. The domain of the PCAC encompasses all matters that pertain to use of the PCF. These include:

1. Formulating and/or evaluating policy associated with the PCF;
2. Influencing quality and cost control on the PCF by:
   • Advising the Greenhouse Coordinator and the Office of Research on needs of PCF users;
   • Reviewing and making a recommendation regarding unusual, large, or new expenditures for the PCF;
   • Annually reviewing expenditures made by the Greenhouse Coordinator;
   • Annually reviewing and recommending the rate charged as a space-use fee;
   • Providing comments on the annual evaluations of permanent greenhouse staff, as requested;
3. Coordinating policy to achieve compliance with requirements for the growth of state and/or federally regulated plant material;
4. Responding to greenhouse policy issues raised by the users of the PCF, including the resolution of space-use appeals submitted to the PCAC; and
5. Organizing an ongoing strategic planning process to identify specific objectives and strategies for improving facilities and plant care at the PCF.

The day-to-day operations of the Plant Care Facility, including allocation of space, is under the authority of the Greenhouse Coordinator. If issues deemed appropriate by the committee need to be resolved, a recommendation for resolution will be determined by vote of the PCAC. In the event of a tie within the PCAC, the Associate Director of the Office of Research will cast the deciding vote. On occasions when the unresolved situation involves a PCAC member, that member will not vote on the outcome. All other avenues for resolution should be exhausted before issues are brought to the PCAC.

V. Permanent Greenhouse Staff

The permanent greenhouse staff consists of the Greenhouse Coordinator, the Agricultural Gardener Foreman and Agricultual Gardeners.

The Greenhouse Coordinator coordinates the function of the Plant Care Facility. This position operates under the supervision of the Associate Director of the Office of Research, College of Agricultural, Consumer, and Environmental Sciences. The Greenhouse Coordinator:

1. Is responsible for the day-to-day operation and maintenance of the PCF by assisting with and coordinating the activities of greenhouse users and staff. This includes supervision of the Agricultural Gardener Foreman, personnel hiring, evaluation, and termination, in-service training, and public relations.
2. Implements facility policy and procedures as recommended by the PCAC.
3. Receives and reviews work requests, including space requests, soil orders, and service requests from greenhouse users and staff; makes greenhouse space assignments, and maintains records of greenhouse space use and associated charges.
4. Oversees the PSL soil mixing operations and supervises the staff responsible for mixing soil.
5. Coordinates the ordering and maintains an inventory of common greenhouse supplies (A list of common supplies can be obtained from a member of the greenhouse staff upon request).
6. Maintains financial records for greenhouse expenditures. Summarizes records annually for review by the PCAC.
7. Coordinates facility repair and maintenance activities with the Manager of Agricultural Sciences Facilities. Provides input for use of the PCF facilities maintenance account.
8. Provides information on PCF operations as requested by the PCAC and administration of the Illinois Agricultural Experiment Station.
9. Conducts an annual performance evaluation of the Agricultural Gardener Foreman.
10. Works with the greenhouse users and staff to develop and implement the daily and periodic plant maintenance programs to provide proper plant care in the PCF.
11. Participates in strategic planning to improve PCF operations, facilities, and associated equipment.

Greenhouse Agricultural Gardener Foreman

The Agricultural Gardener Foreman supervises and participates in the proper care of plants in the greenhouse and associated outdoor areas in support of research and instructional programs supported by the PCF. This position operates under the supervision of the Greenhouse Coordinator. The Greenhouse Agricultural Gardener Foreman:

1. Trains and supervises full and part-time greenhouse employees (Agricultural Gardeners, student workers, and other greenhouse assistants.)
2. Assists with and coordinates the activities of greenhouse users and staff. Assists with developing and implementing the daily and periodic plant maintenance programs to provide proper care of plants in the PCF.
3. Assigns and reviews work and approves leave and time reports for Agricultural Gardeners and student workers.
4. Orders common greenhouse supplies.
5. Conducts an annual performance evaluation of the Agricultural Gardeners.
6. Participates in hiring Agricultural Gardeners and part-time greenhouse workers.

Greenhouse Agricultural Gardeners

Agricultural Gardeners provide proper care of plants in the greenhouse and associated outdoor areas in support of research and instructional programs supported by the PCF. Duties include assisting greenhouse users and supervising part-time greenhouse workers. The positions operate under the supervision of the Agricultural Gardener Foreman.

Responsibilities of the Permanent PCF Staff:

1. Work with Greenhouse Users to develop and implement daily and periodic plant maintenance programs to provide proper care of plants in the PCF. Grow and maintain plant materials required for research projects, courses, and laboratory use by users of the PCF. Assist some greenhouse users in planting, care and growth to maturity of plant materials used for research, teaching, and outreach activities, including plants grown in outdoor areas.
2. Instruct greenhouse users on greenhouse operational procedures, cultural and pest control practices, and the use and operation of greenhouse equipment and the environmental control system.
3. Develop and implement pest and disease monitoring and control programs utilizing chemical, biological, and other control measures as appropriate, after consultation with Greenhouse Users.
4. Assist in the design and implementation of fertilization programs, after consultation with Greenhouse Users.
5. Assist with the operation and maintenance of greenhouse systems, machinery, and equipment such as evaporative cooling systems, whitewash application and removal, humidifying and mist systems, computerized greenhouse environmental control system, soil handling equipment, sprayers, fertilizer injectors, etc.
6. Maintain records of space use, supply use, equipment use, maintenance and repair, soil use, fertilization, disease and pest monitoring and control, and chemical applications.
7. Assist with maintaining and stocking the PCF with operating supplies. Assist with maintenance of inventory records of greenhouse equipment. Provide input on greenhouse operating budget.
8. Assist Greenhouse Users in setting up, maintaining, and dismantling greenhouse projects.
9. Assist with maintaining all greenhouse, outdoor areas, and associated work and storage areas in a clean and orderly condition.
10. Assist with mixing soil and potting materials. Prepare indoor and outdoor soil beds.
11. Assist with the set-up of course laboratories held in the PCF in coordination with Instructors. Assist with deliveries of plant materials and other supplies to classrooms and labs.
12. Perform related duties as needed.

Permanent Staff Evaluations

An annual review of work performance will be conducted for all greenhouse staff, including the Greenhouse Coordinator (by the Associate Director of the Office of Research), Agricultural Gardener Foreman (by the Greenhouse Coordinator), and Agricultural Gardeners (by the Agricultural Gardener Foreman). Each staff review will be discussed with the reviewer's supervisor. The purpose of evaluations is to provide an opportunity to recognize accomplishments and identify areas for improvement.

VI. Greenhouse Users

A Greenhouse User is a member of the faculty, professional staff, or student of the Departments of CPSC, NRES, or affiliated USDA project who is designated on a Request for Project Services as the principal researcher, the instructor of a CPSC or NRES course, the advising or cooperating faculty member of a graduate or undergraduate student, or faculty advisor of a CPSC or NRES Department-sponsored student organization. The general responsibilities of Greenhouse Users are to serve in a leadership role in the planning, coordination, implementation, maintenance, and successful completion of projects conducted within the PCF. It is expected that Greenhouse Users will interact frequently and directly with PCF staff. Individual faculty members are ultimately responsible for the organization of their students' use of the PCF facilities.

1. Submit a Request for Project Services to receive a space assignment.
2. Obtain plant materials and uncommon supplies for the project or course. Greenhouse staff will assist if requested.
3. Submit written work requests to the Greenhouse Coordinator or Agricultural Gardener Foreman whenever there is a need for assistance or a change in routine of previously specified cultural practices.
4. Maintain open lines of communication with the greenhouse staff concerning the status of the project or course as it relates to the use of the PCF.
5. Maintain project areas in an orderly manner. Particular attention must be paid to neatness and sanitation following guidelines established by the PCAC.

VII. Project Requests, Space Allocation, and Charges

Space will be assigned on a square foot of bench basis. Personnel who may request space at the facilities include:

1. Faculty and Academic Professional staff of the Departments of CPSC, NRES, and affiliated USDA personnel;
2. Graduate students who have a faculty-approved research project for credit toward an M.S. or Ph.D. degree;
3. Undergraduate students who wish to conduct a faculty-approved study project for class credit or an honors research project; and
4. CPSC or NRES Department-sponsored campus organizations for educational activities.
5. While priority is given to users from the Departments of CPSC, NRES, and affiliated USDA projects, if space is available and not being used by these units, projects of faculty, staff, and students from other academic departments of the University of Illinois can be accommodated, and an appropriate space-use fee will be assessed.

Project Request Procedure

1. Submit a completed Request for Project Services to the Greenhouse Coordinator a minimum of 2 weeks prior to the start of the project. Forms are available outside of PSL 1222 (Greenhouse Coordinator's office) or outside 1312 PSL (Agricultural Gardeners' Office). Greenhouse Users are encouraged to discuss the options available for greenhouse projects with the Greenhouse Coordinator or the Agricultural Gardener Foreman. Users are also encouraged to suggest appropriate space that might be assigned to the project.
2. The Greenhouse Coordinator will notify the Greenhouse User within 1 week of the disposition of their request. The request will be:
   • reviewed and approved with an indication of the specific space to be allocated and when it will be available;
   • reviewed and returned for further information; or
   • rejected, with explanation(s) for the decision. A written appeal may be submitted to the PCAC.

Policy for Space Assignment and Service Charge Assessment

1. No space will be assigned to a user permanently. Maximum space assignment is one year. For longer durations, Greenhouse Users may reapply for the same space.
2. A service charge will be assessed based upon actual space held for the project, services, and supplies provided by the PCF. Accounts will be billed quarterly.
3. If the assigned space is not used within two weeks of when the space is made available for use, it is subject to re-assignment. If the Greenhouse User needs to hold the space, fees will begin to accumulate. If a project cannot be completed in the originally requested period, Users should notify the Greenhouse Coordinator in writing of the need for an extension of the space allocations.
4. Greenhouse Users may not assign unused space to other users. Unused space should be reported to the Greenhouse Coordinator in writing so that fees can be adjusted and space reassigned.
5. If more space requested than is available and if the Greenhouse Coordinator is unable to resolve the situation by asking Greenhouse Users to review their space needs, a written appeal may be submitted to the PCAC by the Greenhouse User denied space.

VIII. OPERATING PROCEDURES

Hours of Operation

The normal working hours for the greenhouses are 8:00 a.m. to 5:00 p.m. Monday through Friday.

First-time Users of the PCF

All first-time users of the PCF are required to schedule an orientation session through the Greenhouse Coordinator (1222 PSL) or the Agricultural Gardener Foreman (1312 PSL). This session will introduce the user to the resources of the PCF and common facilities available for use. The correct procedures to handle containers, soil mixes and fertilizers, disease and pest avoidance and control, water systems and watering, and other topics will be discussed and demonstrated.

Security

1. Access to the PCF and support areas is limited to authorized faculty, staff, and students. Visitors should be accompanied by a faculty member, staff member, or student while in the greenhouse or support areas. Children should be under the direct supervision of an adult at all times.
2. Use of the PCF for tours, classes, or other activities are to be scheduled at least 3 weeks in advance of the activity. Please use a Group Use Request Form, available outside of 1222 PSL (also available on-line) to schedule your activity.
3. Users requiring after-hours or weekend access to the greenhouse or support areas will be issued the appropriate keys through the Greenhouse Coordinator. Persons issued keys are responsible for the security of the building.
4. All outside doors, tunnel access doors, and support area doors are to be locked at all times except during normal working hours.

Use of Facilities and Sanitation

1. All users of the PCF are expected to observe good housekeeping rules by returning equipment and unused supplies to proper storage areas and by cooperating in keeping the facilities clean and orderly. Sound sanitation practices are necessary in order to reduce, if not eliminate, disease and insect problems.
2. Use clean, sterile containers and tools which are supplied by the PCF. Avoid putting plant material, containers, or tools on the floor or other "contaminated" surface. The floor is not a desirable work area. All used pots and containers should be returned to assigned storage areas.
3. Take care not to contaminate the pasteurized soil in carts or tubs. Only use sterile scoops, dustpans, and brushes on bench surfaces.
4. All watering hoses should be stored off the aisle walkways, and breakers/nozzles must be kept off the ground.
5. Report all insect and disease problems to a member of the permanent greenhouse staff immediately so that its spread can be contained.
6. Do not use greenhouse space for storage of pots or other supplies.
7. Notify a member of the permanent greenhouse staff prior to bringing unsterile field soil, wild, collected plant material, nursery stock, rooted cuttings or other plant material purchased from an outside vendor into the greenhouse. This material needs to be isolated and inspected to prevent other plants and soil in the greenhouse from infestation or contamination with pests and/or diseases on the incoming material.

Environmental Control

1. Greenhouse environmental control equipment (thermostats, vents, photoperiod shades, time clocks, environmental control system, etc.) shall be primarily operated by the greenhouse staff.
2. Access to the Greenhouse Environmental Control System will be provided through the Greenhouse Coordinator only. Changes in the environmental conditions in individual greenhouse spaces should be requested in writing through the appropriate greenhouse staff. Service Request Forms are available outside of 1222 or 1312 PSL. While any changes or malfunctions in the Environmental Control System should be reported in writing, the Greenhouse Coordinator or greenhouse staff may be contacted directly to correct emergency situations. For after-hours or weekend problems with the Environmental Control System, a list of emergency contacts is posted outside throughout the greenhouse.
3. The manual control options for the Environmental Control System are to be used for maintenance purposes by authorized personnel or in emergency situations only. In all cases, manual controls are to be used with caution. The environmental control system is not able to sense the use of manual control until an alarm condition has been reached, and both plants and greenhouse systems are at risk of damage. Use of manual control systems in emergency situations must be reported to the Greenhouse Coordinator.

Maintenance

1. Any problems with structure or non-dedicated equipment should be reported to the greenhouse staff.
2. Maintenance of equipment dedicated to individual projects is the responsibility of the Greenhouse User.

Alteration of Facilities

Approval must be obtained from the Greenhouse Coordinator before any changes, deletions, or additions are made to the permanent facilities.

Trash Disposal

Plant material and used soil are to be collected and disposed of separately from other trash (paper, plastics, wood, metal, etc.). Separate receptacles labeled for PLANT MATERIAL ONLY or TRASH ONLY are available throughout the greenhouses.

Experimental Hazards

1. The use of hazardous materials, organisms, or systems (e.g. radioactive materials, dangerous non-pesticide chemicals, UV lamps, bees, pollutants, etc.) in greenhouse experiments must be reported to the Greenhouse Coordinator or Agricultural Gardener Foreman. A minimum of two weeks notice is required prior to the use of any such materials or systems in the greenhouse.
2. Rooms in which hazardous conditions are present are to be kept locked. The rooms are to be labeled with appropriate warning signs. Emergency contacts and procedures must also be posted.

Shoes and Clothing

Appropriate footwear is required for greenhouse staff, users, and visitors. Preferably, no open-toed shoes should be worn in the greenhouse.

Smoking

Smoking is prohibited in all areas of the PCF.

Disposal of Plant Material after Project Completion

It is the responsibility of the Greenhouse User to coordinate disposal of the plant material in a timely manner after project completion. The greenhouse staff will normally be available to assist.

IX. SERVICES

Plant Culture

1. The greenhouse staff will provide the level of services (watering, fertilizing, planting, etc.) As chosen by the Greenhouse User on the Request for Project Services.
2. The greenhouse staff may decline to provide these services if cultural practices constitute experimental treatments.
3. Changes in plant cultural requirements during the course of a project should be requested in writing on a Service Request Form.

Greenhouse Supplies

Pots, labels, flats, fertilizer, stakes, etc. can be obtained from the general supply as a service provided by the PCF. A stock of commonly used supplies will be maintained. Needs for large quantities of pots or special pot sizes must be identified on the Request for Project Services. The cost of the supplies will either be included in the space charge or may be purchased from the PCF greenhouse stock by the Greenhouse User.

Soil and Soilless Root Media

1. Soil and soilless root media may be ordered through the the Greenhouse Staff (1222 or 1312 PSL). A selection of pre-mixed soilless media, vermiculite, perlite, and peat will be kept in stock.
2. Soil handling equipment (mixer, grinder, conveyor, Bobcat, etc.) is to be operated by greenhouse staff only.
3. Soil will be mixed, steamed, and delivered to the appropriate greenhouse location. Soil orders must be requested a minimum of five working days in advance of the date the soil is needed.
4. Soil carts should be emptied and returned to the soil room within five working days from the date they are delivered. Soil that remains unused for over five working days may be re-assigned to other users.

Pest Control

1. Pesticides are normally applied by the PCF staff. The level of pest control desired by the greenhouse user should be indicated on the PCF Request for Project Services. Pest control will be at the discretion of the greenhouse staff for projects where no guidelines are provided.
2. If a project requires applications of pesticides by greenhouse the user(s), this is to be to noted on the PCF Request for Project Services form along with what pesticide(s) will be applied. Pesticide applications by PCF users are to be discussed in advance with Ruth Green or Bette Leach.
3. Anyone applying pesticides in the PCF greenhouses must have the appropriate Operator or Applicator licenses from the Illinois Department of Agriculture. All applicable pesticide label instructions and EPA Worker Protection Standard (WPS) guidelines must also be followed. This includes applying the correct pesticide(s), using appropriate rates, wearing appropriate personal protective equipment, posting approved warning signs and, recording and keeping pesticide application information in the PCF records.
4. EPA WPS Warning Signs and Pesticide Application Record Sheets are available from the PCF staff.

X. GREENHOUSE SUPPORT AREAS

Misting Facilities

Growth Chamber Room (1309 PSL)

1. The Greenhouse Coordinator is to be consulted before any growth chambers or incubators are moved into or out of this room.
2. Space in the ultra-cold freezer will be assigned by the Greenhouse Coordinator. Items put into the freezer are to be properly labeled. The shelf list on the outside of the freezer should be filled out and kept up-to-date by users.

Greenhouse Autoclave

An autoclave is available to steam containers and destroy transgenic plant material. It is available only to users who have received instruction in its use. Users must fill out the log sheet provided for each load autoclaved.

Cold Storage Rooms and Freezer (1311 and 1315 PSL)

1. The freezer is normally locked.
2. Use of these spaces will be scheduled by the Greenhouse Coordinator. Changes of cooler or freezer settings are to be approved by the Greenhouse Coordinator.
3. All items stored in the coolers and freezer need to be clearly labeled with the user's name and office number.
4. The storage of food or drinks in the coolers or freezer is prohibited.
5. The coolers and freezer must be kept organized and swept-up during and after use. All water spills should be mopped up promptly by the user.

Storage Areas and Pesticide Storage

1. Greenhouses should not be used for long term storage. Other storage space available includes 1224 PSL, 1909 PSL, and storage cages in the basement of Turner Hall.
2. All pesticides must be stored in the Pesticide Storage Room (1911 PSL). Access to this room is provided through the permanent greenhouse staff.

Outdoor Alcoves

1. Turf areas should be kept free of obstructions and debris. The greenhouse staff will mow turf within the fenced areas.
2. Greenhouse users are responsible for the maintenance of plant material within the garden beds or cold frames unless written arrangements have been made with the greenhouse staff.

Employee Restrooms and Showers (1308 and 1310 PSL)

1. Greenhouse staff have priority for locker and shower use. Available lockers will be assigned by the Greenhouse Coordinator.
2. Lockers should be clearly labeled with the user's name.

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