CAMPUS CLOSURE INFORMATION FOR PHYSICAL & BIOLOGICAL SCIENCES
PURCHASING, RECEIVING/DELIVERIES, STOCKROOM, PERSONNEL/PAYROLL and FACILITIES
This year's Campus Closure dates are December 22, 2007 through January 1, 2008. Holidays are: Dec 24, 25, 31 & Jan 1. Closure days are: Dec 26, 27 & 28. The campus will reopen Tuesday, January 2, 2008.
PERSONNEL/PAYROLL
Guidelines for completing December Time and Attendance Records:
Academic employees; http://pbsbo.ucsc.edu/personnel_payroll/acad/acad_clos.html
Staff employees; Guidelines will be e-mailed to staff employees via the CruzPay system.
RECEIVING/DELIVERIES, STOCKROOM
PB Sciences Receiving/Delivery, and the Stockroom will be closed during the entire closure period (December 22 - January 1). The last day for deliveries and off-the-shelf Stockroom purchases will be Friday, December 21 and the Stockroom will close at 3:00 PM. See paragraph below for purchasing information.
Dry ice pellets will be delivered to the Physical Sciences Building loading dock on Friday, December 21 and 28.
Standing blanket orders for radioisotopes and compressed gases will not be delivered during the closure. Any items that you order on your own will not be delivered to the campus during the closure as all delivery service drivers are being advised of the closure.
PURCHASING
All orders are now processed through CruzBuy. Although orders can be submitted at any point, including during the closure, accountants will not be approving orders over the break and no deliveries will be made to campus by vendors during that time. Requisitions that do not need to be touched in Purchasing (all catalog orders, non-catalog orders less than $2500 that are not for services, entertainment, or hazardous materials) will be approved within one day by your accountant. The PO is then sent to the vendor automatically and it is dependent on the vendor when it will be delivered. If you must receive something prior to the closure, it is best to allow 5-7 days from the time you submit the order for the item to be delivered. Be sure to check the workflow in CruzBuy to see who must touch it and put an internal note on the requisition stating that is needed prior to December 21st. You can check the requisition in CruzBuy at any time to determine whether the PO has been issued or if additional approval is pending.
If you have questions about any of the Receiving/Delivery/Stockroom information, please contact Linda Jennings at extension 9-2785. If you need assistance locating an order within CruzBuy, please contact Margaret Olson at extension 9-2340.
FACILITIES
BUILDING HEAT
From Friday night, December 21 through Tuesday night, January 1, the science buildings will be heated according to a modified "weekend/holiday" schedule. This schedule allows the buildings to drop to approximately 64 degrees throughout the closure period. Each building has a somewhat different heating schedule depending upon its controls and how they're inter-linked. PB Sciences Facilities will e-mail building specific heating schedules to occupants by December 20th.
FACILITIES PROBLEMS
For facilities emergencies during the Closure call x9-4444. There will be a minimum of Campus Facilities staff on campus, so response time will be slower than usual. Save non-emergency concerns for Tuesday, January 2, 2007. You may e-mail your facilities requests to pbsciwodesk@ucsc.edu or call 9-3498. Division Facilities staff will review your requests after the holidays.
SECURITY
The science buildings will remain locked throughout the closure period. Entry keys will be required for access. In some past years thieves have used holiday periods to relieve labs of equipment, occasionally passing from one lab to another through adjoining lab doors. Make arrangements with your lab neighbors to secure each other's labs and to lock away small, expensive, marketable items whenever possible.
To protect your data: BACK UP YOUR HARD DISK AND LOCKUP YOUR CD's and PERIPHERAL COMPUTING EQUIPMENT, including external hard disk, if not in use over the break.
Check that exterior windows are closed and locked in the evenings. If you see doors propped open, please close them. If you notice a problem with an exterior door (or an unlocked exterior elevator) please report it by calling x9-4444 any time, day or night (Campus Dispatch will pick up the calls). Avoid letting strangers follow you into the buildings. Report suspicious behavior to the campus police x9-2231 any time.
Lockdown Options: Cable and Padlocks - University equipment insurance does not cover theft unless stolen equipment was secured (with evidence of cut locks) or there are signs of forced entry. (University insurance does not cover non-university equipment or property). Even with insurance coverage, there is a $250 - 1000 deductible per occurrence. Cabling provides minimal security, but will deter impromptu thefts and some pre-meditated thefts. The Division Machine Shop can advise, provide and install devices on university equipment valued at >$1500, and brand your university equipment, if you choose, at the division’s expense. For more information, you may call Dave Thayer at extension 9-2308.
ENERGY CONSERVATION AND POWER FLUCTUATIONS
Turn off and unplug equipment that will not be in use over the break, including computer monitors and printers. Laser printers on standby can be a real energy drain.
