The Dean’s Office will be closed to the public from 12:30 pm on December 24, 2013 and will re-open on January 2, 2014.
Before leaving for the holidays, please be reminded about the following procedures and deadlines, including: Campus Mail Services, Building Access, Staff Leaves and Hiring Deadlines, MedIT Service Desk hours, Finance deadlines, Signing Authority availability, and General Office procedures:
|Campus Mail||Please note that Campus Mail Services will be closed from Monday, December 23, 2013 to Wednesday, January 1, 2014. They will be resuming work at 8:30 AM on Thursday, January 2, 2014. As such, their last pick-up/delivery will take place at 8:30 AM on Friday, December 20, 2013. This also applies to the Campus Bike Courier to Financial Services and Faculty Relations. Please make arrangements as necessary for your unit.|
|External courier pick-up/deliveries at the IRC||Please note the last day for external courier pick-up/deliveries at the IRC Dean’s Office will be Monday, December 23, as the Dean’s Office will close at 12:30 pm on December 24.|
|Facilities||Building access: Please be aware of any access restrictions to your building, including elevators. If you will be accessing the Office during the Leave period, read and understand the University’s work-alone protocols.· Point Grey, Woodward Instructional Resource Centre:
o Dec 24: Closed to the public at 3pm.
o Dec 25 – Jan 1: Closed to the public. There will be no services for the building (e.g. custodial, mail). The elevator will not be in service; the staircase will be locked.
o 3rd floor: The alarm system will be ARMED from Dec 25 to Jan 2. (the “auto-disarm” feature, normally set for 6:30 am M-F, will be disabled) If you come in, you must use your alarm code to DISARM the system when you arrive, and ARM the system when you leave.
o Basement: The alarm system will be ARMED from Dec 25 to Jan 2
o Jan 2: Open to the public at 7 am.
o Campus Security (604.822.2222)
· Point Grey, Life Sciences Centre:
o Dec 24 : Closed to the public at 7 pm. Administrative offices are closed at noon.
o Dec 25 – Jan 1 : Closed. Access to the building is limited to those with access key cards. Building heat, power, and elevator access will continue as per normal operating procedures.
o Jan 2: Open to the public at 7 am
o Campus Security (604.822.2222)
· Point Grey, UBC Hospital:
o Open as per normal operating procedures.
o Campus Security (604.822.2222)
· VGH, Diamond Health Care Centre:
o Dec 25, 26, Jan 1: Closed.
o Dec 27, 30, 31: Access to the building and use of elevators is limited to those with access key cards. Building heat, power (lights) will also be reduced.
o Jan 2: Open to the public.
o Security (604.875.4492)
· VGH, other locations (e.g., JPPN or MSAC buildings):
o If your unit is located in a hospital building that does not close, building access to your office is not affected. Please follow procedures as established for your site/location.
o Security (604.875.4111 ext. 66661)
· Children’s & Women’s Hospital:
o H214 : The alarm system will be ARMED from Dec 25 to Jan 2.
o Other areas of the hospital are open as per normal operating procedures.
o Security (604.875.2999)
· Other locations:
o Please follow procedures as established for your site/location.
Those using meeting rooms between Dec 25 to Jan 1 must ensure they have card/key access to the building and rooms as they will be closed during this time. Please contact the site’s reception desk or email@example.com for any questions about room bookings or access.
Please note AV technicians will not be available from Dec 25 to Jan 1, inclusive, for technical support .
|HR||Attendance records: All staff must check their record for accuracy and have records signed off by each employee and his/ her supervisor and submitted for archiving / carryover of totals into the new year. Please see previous email from Karminie with instructions.
Staffing Changes/Hires: Payroll will be closing as of December 24 for the holidays which means all transactions for the December 31 pay must be processed by then. Please ensure all transactions have reached payroll no later than December 16 to allow for enough time to process.
Staff Leave over the Holiday Break (December 27 and 30-31, 2013)
CUPE 2950 Staff
CUPE 2950 staff are granted 3 days’ leave of absence with pay between Boxing Day & New Year’s Day in accordance with Article 30.08 of the Collective Agreement, unless they are required to work for operational reasons.
M&P staff may be offered Christmas leave for the three days between Boxing Day and New Year’s Day as an offsetting arrangement to those staff who work significant hours of overtime over and above the usual job requirements, in accordance with Article 10.04 of the AAPS Agreement. The decision to grant this arrangement is made by your manager. Employees who have not worked significant overtime would not be granted this time off and would need to use vacation time if they will not be working on these days.
NUT & RA’s
Non Union Technicians and Research Assistants who are normally scheduled to work will be given three days leave of absence with pay to be taken between Boxing Day and New Year’s Day unless they are required to work for operational reasons.
December 24, 2013
The Dean has elected to close the office at 12:30 pm on December 24. If you wish to take December 24 off you will need to use a vacation day which will need to be updated on the attendance spreadsheet. Staff working on December 24 will not be required to use vacation time and therefore do not need to have their spreadsheet updated.
|MedIT||Service/Help Desk including Video Conference Services: Hours of operations are 8:30 am to 4:30 pm on Dec 27, 30, and 31.
If you have access to the server to work remotely, this will continue even if your computer is turned off. All systems will remain operational over the holiday period and there are no planned UBC IT or MedIT changes scheduled for the year end systems maintenance window.Again, please remember to turn off your computer and monitor.
|Finance||Journal vouchers and Requisitions must be received with all signatures by 12:00 PM noon on Thursday, December 19 to ensure processing before the closure.
Dean’s signature requests: To ensure enough time for processing, documents requiring the Dean’s signature must be received by 12:00 PM noon on Thursday, December 19 to ensure the signature is obtained.
Accounts payable cheques will not be produced over the holidays between Dec 27-31. The last cheque runs (including Employee Reimbursements/Direct Deposits) before the holidays will be on the morning of Dec 24. To ensure the payments are made by December 24, Requisitions must be received by 12:00 PM on Thursday, December 19. The cheques issued through December will be dated with the current date. The first cheque run after the holidays will be on the morning of Jan 2.
|Communications||Please submit any content for the January edition of The Link to firstname.lastname@example.org by December 20.|
|Signing Authority||December 23 & 24: Dr. Stuart will be in the office/on call at VGH/Diamond. He will also be in the office on December 27. Items requiring his approval/signature before the holiday should be left with Carolyn Rogers at the IRC by the 23. Please check with her in the morning for when a courier will be sending files to DHCC.January 2 & 3: Dr. Stuart will be away during this time. Dr. William Miller will be Acting Dean. Items requiring his approval/signature can be left with Carolyn and he will be in on Friday morning for signatures.
Dr. Stuart will be back in the office at IRC on Monday, January 6.
|General Office||Voicemail/Email: Activate your “out of office” messages to notify people of your absence.
Extended absences beyond the Leave period: Arrange backup assistance with your unit as necessary.
Your workstation: Ensure your work area is secure. Confidential/sensitive information must be locked away. Valuables should be taken with you. Turn off your computer and monitor. Unplug heaters and fans. Empty your recycling and waste bins. Close your doors and windows, and TURN OFF ALL LIGHTS.