[IGPP Everyone] Working during Winter Closure? Please respond

Brown, Carlene cbrown at epss.ucla.edu
Mon Dec 17 14:07:02 PST 2018 

Dear Everyone,

As you know, UCLA will be closed for the Christmas/New Year's Day holidays between Saturday, December 22 and Tuesday, January 1, with all administrative offices closed during that time and very limited services available on campus.

Since some lab operations must continue uninterrupted, we are compiling a list of all those who expect to be on campus during the closure. If you plan to work on campus at all during the Winter break, please respond to this email by Wednesday, December 19 with the following information:
*         Name (or for PIs, names of lab members)
*         Dates expected be on campus
*         Room location(s) where you will be working
*         For staff titles only (not academic): approval from supervisor and short explanation of why the work must be done during the closure
As a reminder, for safety reasons NO ONE SHOULD WORK ALONE IN A LAB DURING THE CLOSURE. Please arrange for at least two people to work together at all times.

Also please review the memo below concerning campus services that will/will not be available. Note in particular the instructions for EH&S and employee injury reporting (both highlighted below).

Thanks,

Carlene

Carlene Brown
CAO, Earth, Planetary, and Space Sciences
Phone: 310-825-9784
Fax: 310-825-2779

From: Administrative Vice Chancellor Michael Beck [mailto:adminvc at ucla.edu]
Sent: Wednesday, December 05, 2018 3:30 PM
To: Brown, Carlene <cbrown at epss.ucla.edu>
Subject: Availability of Campus Services During the 2018-19 Winter Holiday Closure

[UCLA]

 Office of the Administrative Vice Chancellor



December 5, 2018
PLEASE POST
To:

Deans, Directors, Department Chairs, and Administrative Officers

Re:

Availability of Campus Services During the 2018-2019 Winter Holiday Closure

In an effort to reduce cost by conserving energy and to be consistent with the Chancellor's directive to close the campus except for units providing essential services during the year-end holiday period, all Administration operations and support services in the VC/CFO's organization will be closed from Saturday, December 22, 2018 through Tuesday, January 1, 2019 with the following exceptions:
Central Ticket Office:
CTO telephone lines will be staffed from 10:00 a.m. to 4:00 p.m. on December 28, but the service windows will be closed during this period. On event days, the venue box office windows will be staffed 60 minutes prior to the beginning of the event.
Environment, Health & Safety:
EH&S will have limited staffing on December 26, 27 and 28, and other staff will be on call. Fire-1 will operate on a reduced schedule from 8:00 a.m. to 5:00 p.m. on December 26, 27 and 28. Fire-1 will not be in service on December 24, 25, 31 and January 1. The EH&S Hotline [(310) 825-9797] will be monitored throughout the Winter Holiday Closure for reporting of any serious injuries that may occur during this period. To report a Hazmat incident or fire on campus, call 9-1-1 on the campus phone. Please ensure that all laboratory tests, experiments, or processes are turned off to prevent dry boiling or other potential problems.
Facilities Management:
FM will provide custodial services on a limited basis (e.g. trash collection, and cleaning and restocking of the restrooms). Electrical, plumbing, air conditioning, elevator, and other facilities services will be available to the few buildings remaining open, including the Medical Centers. The Trouble Call Center will be in continuous operation and can be reached at (310) 825-9236. For more specific building information, please see the Facilities Management Holiday Closure 2018 information page<https://www.facilities.ucla.edu/news-and-events/holiday-closure-2017>.
Housing & Hospitality Services:
The Lake Arrowhead Family Holiday program will be in operation from December 26 through January 2. Administrative offices will be closed on December 24 and 25.
On-Campus Housing will provide limited accommodations to international students, student athletes, and other residents in need of housing and dining during the break period. Regular meal service will end after lunch on December 14 and re-open with dinner on January 6. Limited meal services will be available to resident "stay through" guests and staff using EasyPay. Detailed information is available on the UCLA Housing FAQ page<http://ask.housing.ucla.edu/app/answers/detail/a_id/61>. The Covel Dispatch Center will be open, and staff will be available to provide monitoring of alarms, emergency response, maintenance service, and limited housekeeping services to these students. Construction activities for on-going renovation projects will continue. In addition, a variety of maintenance projects will be conducted during this period in the Housing facilities.
University Apartments' administrative offices will be closed from December 23 through January 1. Limited maintenance and custodial team members will be available to respond to maintenance inquiries. After-hours team members will respond to all calls 24/7. Construction activities for on-going renovation projects will continue.
The UCLA Guest House will be closed from December 21 and reopen to guests on January 2.
The UCLA Meyer and Renee Luskin Conference Center and Plateia Restaurant will be closed from December 16 and reopen for guests on January 2.
UCLA Catering Operations and Meeting Room Services will be closed for events and deliveries from December 20 through January 4. The Conferences and Catering sales office will be closed during the closure.
Housing Services will be closed from December 20 through January 2. Housing residents wishing to make housing payments should log into their MyUCLA<http://www.my.ucla.edu/> account to view their current balance and submit a payment on line using the BruinBill Accounts link. Residents will need their UCLA logon to access the payment web site. Parents may make payments at the same link above provided the student has given them third party access to their account.
Insurance and Risk Management:
IRM will be closed. For claims reporting, please use the third-party claims administrator's telephonic claims centers. For Workers' Compensation (employee injury) claims, please call (877) 6UC-RPRT [(877) 682-7778]. The Claim Form (DWC 1) and Incident Report Form must be filled out and faxed to (310) 794-6957 or scanned to wcreports at irm.ucla.edu<mailto:wcreports at irm.ucla.edu>. For Auto, Property and General Liability (injury or property damage to 3rd parties) claims, please call (800) 416-4029.
Injured Employees should be referred or taken to the Emergency Medicine Center (EMC) at Ronald Reagan/UCLA Medical Center because the UCLA Occupational Health Facility (OHF) will be closed. Injured employees must identify themselves as UCLA employees because they are covered by the Workers' Compensation program. Follow-up medical treatment should be scheduled with OHF when they re-open on January 2.
IT Services:
All services and systems will be operating, and emergency production support will be available. For additional information, please access the ITS Winter Holiday Closure page<https://www.it.ucla.edu/news/campus-closure>.
Assistance during the closure will be coordinated through IT Services Client Support at (310) 825-8000 or email to clientsupport at it.ucla.edu<mailto:clientsupport at it.ucla.edu>.
Mail, Document & Distribution Services:
BruinPost will be closed.
Bulk Mail Services will be closed. In order to process Bulk Mail orders before the close of day on December 21, projects must be approved and ready for the fulfillment process to begin by December 4.
Cylinder Management will be open December 26, 27 and 28.
Document Services' customer service will be closed; however, preset digital printing orders and mainframe processing will continue operations with limited deliveries throughout the holiday closure. Please contact Mike VanLancker at mvanlancker at mdds.ucla.edu<mailto:mvanlancker at mdds.ucla.edu> for questions concerning Document Services.
Mail and Messenger Services will provide limited mail delivery and outgoing mail pick-up/processing once-a-day between the hours of 8:00 a.m. and 11:00 a.m. on December 26, 27 and 28. A list of those buildings that will be served is available on the UCLA Mail Services - Winter Closure 2018 (PDF)<https://ucla.app.box.com/s/fbzpeup17evf6x81orgjplqxhiblx6w2> page.
If you would like to be added to the list, please notify David Aberbuch at daberbuch at mdds.ucla.edu<mailto:daberbuch at mdds.ucla.edu>. Stamp sales will be closed, but metering of mail will be available on December 26, 27 and 28 until noon. Messenger Service will be closed except for pre-arranged deliveries. If you receive your mail through Messenger Service (generally off-campus), you will be contacted prior to the holiday break to determine your service needs. Please contact Daniel Westbrook<mailto:messenger at mdds.ucla.edu> at (310) 825-9825 for any Messenger questions and David Aberbuch<mailto:daberbuch at mdds.ucla.edu> at (310) 206-6508 for questions concerning Mail delivery and processing.
Receiving at 650 Charles E. Young Drive (CHS A-Level loading dock) will be operating on a limited basis. Urgent items may be picked up at CHS A6-081 between 8:00 a.m. and 4:00 p.m. on December 26, 27 and 28. Please contact Ed Dawson<mailto:edawson at mdds.ucla.edu> at (310) 825-4410 for questions concerning Receiving.
Events & Transportation:
BruinBus Operations:

  *   Transit bus routes will not operate during the closure.
  *   Charter services will be available on a pre-reserved basis.
BruinCar Rental Services: The BruinCar Office will be closed and will reopen at its standard time on Wednesday, January 2. UCLA personnel with authorized BruinCar User Accounts will be able to reserve and pick-up vehicles through the online reservation and self-service dispatch system during the closure.
Events Office will be closed.
Parking at Campus Pay Stations (excluding medical parking areas and event/basketball parking) will be complimentary for the period of December 22, 2018 through January 1, 2019.
Parking Kiosks serving the Medical Area Parking Facilities will be in operation on December 26, 27 and 28 from 8:00 a.m. to 6:00 p.m. All other kiosks will be closed during this closure period and will reopen at their standard times on Wednesday, January 2.
Parking Structures: RRUCLAMC Valet Parking will continue the normal 24-hour service throughout the closure. All other Parking Structures will be open to serve permit holders with the exception of Luskin Conference Center Parking, which will be available only to permit holders for that specific area.
RRUCLAMC Parking Cashiering Lobby will be open 24 hours/day throughout the closure.
Vehicle Fueling: The self-service fuel islands (Unleaded and Clean Energy operated CNG) will be operational.
Vehicle Incident Reporting: Vehicle incidents should be reported immediately through the Emergency maintenance services phone number at (800) 825-2963.
Vehicle Maintenance:

  *   Light-duty vehicle maintenance at Fleet Services will be closed and will reopen on Wednesday, January 2 at 6:30 a.m.
  *   Heavy-duty vehicle maintenance at Transit Services will be closed and will reopen on Wednesday, January 2 at 6:30 a.m.
  *   Emergency maintenance services will be available via (800) 825-2963.
UCLA Police Department:
The Police Department will remain open throughout the holiday closure to respond to emergencies, provide 24-hour patrol, take police reports, and for Emergency Medical Services (EMS) responses. CSO Escort service will be available during the closure from 5:00 p.m. to 1:00 a.m. Fingerprinting and other administrative services will not be available during the closure.
Vending:
Vending sites will be serviced at campus Medical Center buildings including Center for Health Sciences, Ronald Reagan, Medical Plaza, and Tiverton House. Other campus locations will not be serviced during the holiday closure period.
100 UCLA Medical Plaza:
100 Medical Plaza will be closed December 25 and January 1. The Office of the Building will be closed during the closure period with Building Management accessible 24/7. Security guards will remain on duty as normally provided 24/7. To report building emergencies 24/7, call the Management Office at (310) 794-0671, select option 1 and a staff member or security officer will respond.
UCLA Westwood Center (924 Westwood):
UCLA Westwood Center will be closed December 25 and January 1. The Office of the Building will be closed during the closure period with Building Management accessible 24/7. Security guards will remain on duty as normally provided 24/7. Only limited services will be available on December 26, 27 and 28 to pre-approved departments. Employees will be required to swipe their building issued Access Device (FOB) at the lobby entrance, elevators, and their specific suite in order to gain access during the Winter Closure. For security purposes, all UCLA staff members must wear their BruinCards in a visible manner while working in the building during Winter Closure. If employees are unable or unwilling to produce and wear their BruinCard during this period, they will not be permitted to remain in the building unless pre-approved by their respective department supervisor.
Heating, air conditioning, limited parking, engineering, and janitorial services will be provided during normal business hours. To report building emergencies 24/7, call the Management Office at (310) 794-0671, select option 1 and a staff member or security officer will respond.
UCLA Wilshire Center (10920 Wilshire Blvd.):
UCLA Wilshire Center will be closed during this period, but Building Management will be accessible 24/7. Only limited services will be available on December 26, 27 and 28 to pre-approved departments. Employees will be required to swipe their BruinCards at the lobby Security Desk in order to access the building during Winter Closure. For security purposes, all staff members must wear their BruinCards in a visible manner while working in the building during Winter Closure. If employees are unable or unwilling to produce and wear a BruinCard during this period, they will not be permitted to stay in the building and will be escorted out of Wilshire Center by building security or UCLA PD.
Heating, air conditioning, limited parking, engineering and janitorial services will be provided during normal business hours for the essential services operating on December 26, 27 and 28. Security guards will remain on duty as normally provided 24/7. To report building emergencies 24/7, call the Management Office at (310) 794-0671, select option 1 and a staff member or security officer will respond.
UCLA Wilshire Glendon (10889 Wilshire Blvd.):
UCLA Wilshire Glendon will be closed during the closure period with Building Management accessible 24/7. Security guards will remain on duty as normally provided 24/7. Only limited services will be available on December 26, 27 and 28 to pre-approved departments. Employees will be required to swipe their building issued Access Device (FOB) at the elevator lobbies, and in elevator cabs, and their specific suite in order to gain access during the Winter Closure. For security purposes, all UCLA staff members must wear their BruinCards in a visible manner while working in the building during Winter Closure. If employees are unable or unwilling to produce required identification during this period, they will not be permitted to remain in the building unless pre-approved by their respective department supervisor. Heating, air conditioning, limited parking, engineering, and janitorial services will be provided during normal business hours to the essential services operating during the closure. To report building emergencies 24/7, call the Building Security at (310) 443-6431, and a security officer will respond.
The Hammer Museum will be open every day during the Winter Closure with a few exceptions: The Museum will be closed on December 25 and January 1.
All other Administration operations will be closed during the holiday closure period. The following information is provided with regard to those operations to assist you in planning for the shutdown:
Campus Human Resources:
CHR will be closed. For human resources information related to the 2018-19 holiday closure, please visit the Campus Human Resources portal<https://www.chr.ucla.edu/news/2018-19-winter-holiday-closure>.
Corporate Financial Services:
BruinCard Center will be closed and will reopen under normal business hours on January 2 (9:00 a.m. to 4:00 p.m.). The online functions at BruinCard<https://secure.bruincard.ucla.edu/bcw/web/Home.aspx> and BruinCard System and Reader Network will be operational. To browse FAQs, visit BruinCard FAQs<https://ucla.in/2BSykHn>. BruinCard Systems Administration will provide on-call emergency coverage during the holiday closure period at IT Services Client Support (310) 825-8000.
Campus Purchasing and Accounts Payable will be closed. Please refer to the Purchasing & Accounts Payable web portal<https://purchasing.ucla.edu/> for specific information on dates and deadlines for invoice processing. BruinBuy will be operational in accordance with IT Services' schedule. Subject to applicable release limits, campus departments may process electronic catalog purchases, releases from campus-wide agreements, releases from departmental blanket agreements, and LVO purchases during the closure. Procurement Cards may be used to make purchases within authorization limits and program policy. Please plan ahead to the extent possible and submit requisitions with supporting documentation to Purchasing no later than Friday, November 30, for processing in advance of the holiday closure. Please note that subcontracts and orders requiring negotiation of terms and conditions with the vendor will require more lead time.
Financial Management & Reporting: General Accounting and Property, Plant & Equipment Management will be closed. The Financial System and the AMS Web System will be available during normal business hours. The financial journal approval process and the AWS web transaction approval process will resume upon campus re-opening. Financial journals for the month of December must be submitted by Tuesday, January 8, 2019.
Payment Solutions and Compliance will be closed and will reopen under normal business hours on January 2 (9:00 a.m. to 4:00 p.m.). CASHNet (BruinBill, Cashiering and eMarket sites) will be operational. For emergency CASHNet system support, email cashnet at finance.ucla.edu<mailto:cashnet at finance.ucla.edu>. Deposits posted in CASHNet and batches closed by 6:35 p.m. on December 31 will be marked as December business. Please contact your main cashier office regarding specific processing deadlines. Gift checks received during the holiday closure may be held for deposit until the campus reopens on January 2. Any checks held overnight should be securely stored. Dunbar service will be available by special request only. Submit your request to MyUCLA Ask A Question<https://ucla.in/2BSbPmb> before 2:00 p.m. on Friday, December 7, to make special pick-up arrangements. All disbursement requests must be received prior to December 5 for guaranteed delivery before Winter Closure. Customers may Search Frequently Asked Questions<https://ucla.in/2QgFgqI> for Payment Solutions and Compliance related topics.
The Central Resource Unit (CRU, formerly campus Payroll) intends to be closed; however, leadership will make a final decision regarding closure in early December. In the event of a change in hours of operation, a communication will be shared with the campus community. The CRU encourages employees to take advantage of direct deposit via the UCPath Portal<https://ucpath.universityofcalifornia.edu/>. For information regarding year-end deadlines, please visit the Central Resource Unit web portal<https://www.centralresourceunit.ucla.edu/>.
Records Management and Information Practices will be closed. No Subpoenas will be received or serviced; public records requests sent to the University will be marked received and processed on January 2, 2019.
Student Accounts will be closed and will reopen under normal business hours on January 2 (9:00 a.m. to 4:00 p.m.). The last paper check refunds for the calendar year will be processed on December 18, and the last BruinDirect refunds will be processed on December 20. Refund processing will resume on January 2. Customers may visit the Search Frequently Asked Questions<https://ucla.in/2cJ3wgv> to browse Student Accounts related topics. Any inquiries received during closure will not receive a response. BruinBill will remain functional during the holiday closure period.
UCLA Travel Accounting will be closed, and will reopen on January 2 (8:00 a.m. to 5:00 p.m.). The Express Travel and Reimbursement System will be available through the holiday closure period although transactions will not be reviewed or processed until after the closure.
UC Travel Center will be closed; however, there is a 24/7 emergency line staffed for after-hours assistance with any changes to existing travel plans. Call UC Travel at (310) 206-2639, select option 2, and a knowledgeable travel counselor will assist you with your changes. In addition, UC Travel online booking will be available via the Connexxus portal. We will reopen on January 2 at 8:00 a.m.
Additionally, UCPD is providing the following security tips:

  *   Doors and windows should be locked at all times during the campus closure.
  *   Locks and/or alarms on timers should be reset to cover the closure schedule.
  *   Report any broken or flickering lights, broken doors, windows, or other locking equipment to Facilities Management at (310) 825-9236.
  *   Leave valuables in a secure location or take them home for the holidays.
  *   Turn off copiers, printers, scanners, and computers and secure critical files.
  *   Do not leave computer passwords or lock combinations where they can be found.
  *   Reinforce building security procedures prior to the holiday closure.
  *   Report suspicious circumstances to the Police at (310) 825-1491.
Additional crime prevention information is available on the UCPD web portal<https://police.ucla.edu/> or by calling the Crime Prevention office at (310) 825-6111.
If you have specific questions or would like further information before the holiday closure, please do not hesitate to contact us at (310) 825-2411. Our best wishes for happy holidays.
Sincerely,
Michael Beck
Administrative Vice Chancellor

Gregg Goldman
Vice Chancellor and Chief Financial Officer


cc:

Chancellor Gene Block
Executive Vice Chancellor and Provost Scott Waugh


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