Facilities and Operations

Source: https://haskayne.ucalgary.ca/contacts/services/facilities Parent: https://haskayne.ucalgary.ca/

The Operations and Facilities team works to create effective, efficient, safe, inclusive, welcoming and aesthetic spaces within Haskayne School of Business for all of our stakeholders – students, faculty and staff members, the University community, as well as local and global visitors. Please report conditions issues to us via hsb.facilities@ucalgary.ca. Please note that due to the nature of certain requests, they may be easily and quickly resolved while others may require significant planning and resources to complete.

FAQs

Campus Security/emergencies in progress/first aid and safety information

Haskayne School of Business is located at 215 Haskayne Place NW

• Life-threatening emergency, dial 911
• Campus Security’s 24-hour help line for security and safety concerns, 403-220-5333
• All other after-hours concerns, contact Bree Austen at 403-542-5853

For information about University of Calgary emergency management, business continuity management and emergency readiness drills, visit the University of Calgary Emergency Management website.

To be included in real-time emergency communications disseminated by Campus Security, download the UCSafety app.

In the event of emergency within Haskayne School of Business (Scurfield Hall and Mathison Hall), please listen to and follow the speaker instructions. Make your way to the nearest exit and convene in the Education Tower food court area until emergency services personnel provide the all-clear. Haskayne Emergency Wardens will be on hand to guide evacuation from the building. If you are interested in becoming a trained emergency warden, please contact hsb.facilities@ucalgary.ca.

First aid kits are available in administrative, events, and food service and preparation areas throughout Haskayne School of Business. Email hsb.facilities@ucalgary.ca for information about the cyclical kit replenishment program or to report missing kits/supplies.

Where is the nearest AED Automated External Defibrillator (AED)?

An AED is a portable device designed to be simple-to-use by untrained individuals. Once turned on, an automated voice will direct the user in clear easy to understand terms. However, the units alone cannot save a person. 9-1-1 must be called as soon as possible.

• Scurfield Hall: 2nd floor on the wall near fire panel outside SH202
• Mathison Hall: located on the West side of each floor, by the washrooms

Fire Wardens

• All of the Fire Wardens are volunteers and as such we extend our deep thanks to them for taking the extra time to keep current on all the policies and procedures.
• Orientation for the Fire Wardens occurs in the Fall of every year.
• Emergency Warden Training - Online Course Link:  Under ‘Come JOIN US today, there is a link that will take you to the Learning site. You may sign up and take the course at any time and you have seven days to complete this course.

Our emergency muster point is at the food court in the EDC building. Fire Wardens: please remember to check in with your senior warden at the front of Scurfield Hall and indicate that your area is clear. You can do so by telling the senior warden "area colour & floor, CLEAR!" All other staff and faculty are required to go to the designated muster point until the "all clear" has been given by the Fire Marshall.

For information about the fire wardens in your building, fire warden manual, or to update your own fire warden information, please follow this link

Incoming / Outgoing Employees

Listed below are a few tips that can be used when you have Incoming/Outgoing Faculty and Staff.  Once you have confirmed a space (by the Operations & Facilities Manager) it may take Operations/Facilities a month to execute the required operations. Please contact the Operations and Facilities Manager as soon as you know about the incoming person and work with our office on logistics.

What we need from you:

• First name, last name, UCID# - by giving our office this information as soon as you receive it, we can begin working on preparing your new employee with keys, phones, computers, and card access.
• Do you require a desktop or a laptop? Please note that due to limited availability, laptops must have a business reason for use before they can be issued.
• If your hire is a contract employee and their term has been extended, please let our office know. Failure to do so may result in our office beginning the offboarding process with the employee's original end date!

All onboarding/offboarding instructions for employees can be found at http://www.ucalgary.ca/hr/

Ergonomics

If you require an ergonomic assessment, please complete the following steps:

1. Ensure you have completed the Ergonomics training through the UofC Portal
2. Email the Operations & Facilities Manager with your request. Please remember to include your reports-to manager in this email.
3. A member of our team will reach out and coordinate with you to arrange a date and time for your assessment.

After your Assessment:

After your assessment, our team will receive a copy of your ergonomic assessment. It is important to remember that our office does not view any confidential or medical information and this is only shared between you and the ergonomic assessor.\ We use the assessment results to schedule any moves, adjustments to your workspace, or installation of recommended items from your assessment.

To learn more about the University of Calgary Ergonomics Process, please visit the UofC Wellness site.

Info sheets: Furniture, paint care, etc...

New Contessa chair video: Link

Livello up/down tables here and here.

Astra 3 Double Arm Desk Light instructions

ReMARKable whiteboard paint care tip sheet

Varidesk mat info sheet

When is Haskayne School of Business open?

Haskayne School of Business is open from 6:00am to 10:00pm. Office areas are unlocked between 8:30am and 4:30pm on weekdays.

If you need access to the building outside of these hours and you do not have card access, contact Campus Security 24-hour Help Line at 403-220-5333. You will need to show your UCID card to gain access.

Signage, Posters, and Wall Hangings

View the 2018 Poster Policy

Office Keys / Card Access

KEYS:

Facilities has an inventory of keys for the building. If you are new to Haskayne, please contact Haskayne Facilities (hsb.facilities@ucalgary.ca) to receive your set of keys and fill out the appropriate paperwork.

If you lose your keys - don't panic. Come and visit the Operations/Facilities office and speak to the Facilities Advisor, Jane Brown. She will work with you on the next steps required to take with campus security and we will issue you a new set of keys. It is important that our office is notified of any missing keys so that we can inform Campus Security. They will then monitor compromised areas. Failure to notify our office can result in an increase of theft.

CARD ACCESS:

Our office works to update the card access in Scurfield Hall every semester. If you are a teaching faculty in a card access space, please have HSB timetabling notify us via email (hsb.facilities@ucalgary.ca) and we can grant you card access for the semester.

If you are a student who cannot access required spaces, please contact us via email and we will request this for you.

Please note that due to high volumes of card access requests, Campus Security requires a minimum of 3 business days to complete the request.

How do I get a telephone for my office?

If a phone number has not already been assigned to your space but you see a phone in your space, dial *81 and this will give you the telephone number. Along with the telephone number, you will be given a password that was assigned to you by University Telecommunications when your phone was requested. This password is needed to access your voicemail messages. You should change the system generated password to one you will remember. To change your password, dial 403-220-8100 and follow the instructions.

For any problems, please contact hsb.facilities@ucalgary.ca.

How do I use my telephone?

Are you having troubles with figuring out how your telephone system works? You can find a chart map here. If you need to find out the phone number that belongs to your phone, press *81.

If you have a single-line telephone set, a manual can be found here

If you have a double-line telephone set, a manual can be found here

How does my voicemail work?

All Scurfield telephones use the University’s voice mail system. This service provides voice mail pickup after the third ring, pick-up with a message while on the telephone, or if away from the office for an extended time, an “extended absence” greeting can be set. You can save (archive) messages for a period of 7 to 30 days.

To access your voice mail messages from your office phone, or anywhere else, just dial *98 from your office phone or any other phone on campus. You will be prompted for your password before you can access your messages (dial “1”). If dialling from somewhere other than on-campus, dial 403-220-8100 and press the # key-the follow the prompts to key in your telephone number and password.

If you forget what services are available, dial 403- 220-8100 and follow the Help Guide.

Those persons without a Caller ID style phone can distinguish between a call coming from outside the University (1 single long ring) and those from internally (2 shorter rings). Many faculties use this to manage incoming calls, particularly during weeks of student take-home assignments, exams, etc.

VoIP Voicemail to email Set-up –

VoIP Voicemail is an optional service provided with all campus VoIP telephones. Voicemail allows callers to leave spoken messages which you can retrieve later.

If you have questions on your phone or are having problems with your phone, please contact hsb.facilities@ucalgary.ca.

Where can I use a conference phone?

Conference Phones - All boardrooms have conference phones. There is a Scurfield Hall Polycom Teleconference Phone 'Tip Sheet' located by each conference phone that includes instruction to book the room as well as how to use the phone. The tip sheet can also be located here

How do I arrange for a Teleconference Number?

Call BELL at #1-800-268-9072

This is a 24hour/day 7 days/week service.

You will be asked for the following information:

• Moderator’s Office # and University of Calgary address
• Moderator’s name, email and phone number

Bell will provide the teleconference number and if desired, will provide Operator Assisted teleconferencing.

Download Polycom Teleconference Phone document.

Can I get new furnishings for my office?

We do not keep a stock of office furnishings on hand. If you require additional furnishings for your office, submit a request with Facilities at hsb.facilities@ucalgary.ca. The Operations and Facilities Manager will take the request into consideration. Please note that we work to replace the oldest furnishings first.

If your furnishing request is approved, it can take up to 4-months upon ordering for arrival. We order furnishings to be designed, made, shipped to Calgary, and then trucked to our building.

The layout of a single and double office can be viewed here.

• Office Décor – UofC requires offices to have UofC furnishings and paint. Painting HSB rooms or disposing of furnishings is prohibited. Heaters, fans, coffee machines, hot plates, candles or open flames are not allowed as they often blow the fuses or may cause fires.

How do I get a name plate for my office?

Office signage is available in the templates folder on the S-Drive. Your Area Administrator or Teaching and Learning Coordinator will be able to assist you.

Why isn’t my office being cleaned?

The University’s Facilities Management Department is responsible for caretaking on campus. They set out and perform specific cleaning tasks as per their schedules. To view the most up-to-date chart of the University’s Caretaking Standards, please visit their Caretaking Service Level Standards page.

If you need additional caretaking coverage or if the following standards are not met, contact Facilities at hsb.facilities@ucalgary.ca.

How do I book a room in Scurfield Hall?

Follow this link for the online booking request form:

https://haskayne.ucalgary.ca/contacts/services/haskayne-room-bookings/faculty-staff

What if I get locked out of a classroom?

Campus Security can open any classrooms on campus. If you find yourself locked out of a room you are teaching in, during or after office hours, contact Campus Security at 403-220-5333.

Office Moves

The following guidelines provide departments with an overview of how to prepare for an office move in Scurfield Hall.  Please note:  moves less than 2 hours in duration are handled by the SCM Furnishing Team (UofC) and many HSB moves are grouped into one 2-hour time slot. Facilities, IT, and Telecom require notification of 1 month (if possible) prior to the move.

The layout of a single and double office can be viewed here.

It is critical that you are prepared:

1. All packing must be completed 1 day prior to the move.
2. All items to be moved must be labelled. If you have permission to move filing cabinets, they need to be locked and you will be notified if they have to be cleared. Items not labelled will not be moved.
3. Boxes can be ordered by Area Administrators through Grand & Toy.  Facilities may have a few boxes on site.
4. Personal items should be taken home and returned to the new office on completion of the move, i.e.: small plants, pictures, etc. Movers will not be responsible for breakage or loss of personal items.
5. Do not move your desk without consulting with HSB Facilities as we need to ensure all office furnishings meet fire and safety code.
6. Whiteboards and corkboards should be left on the wall, or if they are to be moved, an I-request (Work Request) should be completed. Advise HSB Operations/Facilities if you intend to do this, and we can submit this request on your behalf.
7. Telecom will move your phone and provide a temporary password if needed. Operations/Facilities will arrange this.
8. Do NOT paint your office or supply your own furnishings.
9. After the move, please return any empty moving boxes to the Operations/Facilities office.
10. Dispose of all garbage - you may borrow the vacuum from HSB Operations/Facilities, however, you are responsible for emptying it after each use.
11. Please return un-needed keys to the Operations/Facilities office.

HSB Facilities tracks your name, keys, location, phone, etc. online for University and Emergency Information.

What do I do if I have a lot of documents that need to be shredded?

1. Go to http://archives.ucalgary.ca/forms/shredInfo and fill out the “Confidential Shredding Services Order Form - MAIN CAMPUS AND FACULTY OF VETERINARY MEDICINE” form.
2. Once your shredding request has been approved you will receive notification of the approval. You will then be asked to submit another form/ set of forms. This second form/ set of forms will go with the boxes of material to be shredded. This second form needs to be signed by your shredding coordinator. The HSB shredding coordinators are Area Administrators, HSB Reception, and Operations Administrator.
3. You can get boxes from your Area Administrator or you can order them from the Archives website.
4. If you have any questions, please email hsb.facilities@ucalgary.ca.

How to update your online directory

Visit this link: How to update your online directory

Haskayne School of Business building information and floorplans

Floorplans for all buildings on the University of Calgary campus are available in Archibus. Under the ‘request’ tab, choose Building Floor Plans.

• Scurfield Hall (SH) is building #33 on the University of Calgary campus. Construction was completed in December 1985 and it is approximately 160 000sf / 14 800sm.
• Mathison Hall (MTH) is building #191 on the University of Calgary campus. Construction was completed in October 2022 and it is approximately 107 000sf / 10 000sm