CBL Facilities Procedures

Contacts & Forms

For directions, public transportation and parking information, see Visiting CBL.

Access Cards

CBL Reception will provide a building/suite Access Card to each new employee that must be returned upon separation. A $25 fee will be charged to replace a lost Access Card.

The building is open Monday - Friday, 7 am to 6 pm. At other times, you may use your Access Card to enter at Lobby 4.

Art Display

Employees may not display art or personal items other than plants that are visible from outside their office space. The Art Committee selects works for public display. Please contact the Facilities Help Desk if you would like to arrange for any decorations outside your office space, or if you have artwork that you would like to loan for public display.

Bicycles

Bicycle racks are located at either end of the Courtyard and in the center of the parking garage. More secure storage is available in the bicycle room; contact Building Management at 543-3521. A $25 deposit is required for a key to the bike room. Bicylcles are not permitted inside the building.

The Department has 2 bicycles and helmets available for employees to use for short trips during the day. Inquire at the Reception desk.

Conference Rooms

China Basin Landing has seven conference rooms located in various places
throughout the facility. All of them are available for use by CBL faculty and staff.

Scheduling
Check the availability of conference rooms in the Calendars section of Outlook Public Folders; email CBL Reception if you do not have access. Make a reservation by sending an email to CBL Reception indicating:

• your 1st and 2nd room choice
• the beginning and ending reservation times
• the name of the meeting
• the approximate number of people that will be attending
• your phone extension and name

Reservations cannot be made without all of this information.

You will then be contacted by Reception indicating that your reservation has either been confirmed or that adjustments need to be made in your room choice or reservation times.

If your meeting is cancelled, please send an email to CBL Reception indicating the date, time and location of the meeting that has been cancelled.

Maintenance
Conference room users are responsible for making sure that the conference room is clean and tidy before they leave. Tables should be put back in their original position, folding chairs and audio/visual equipment should be put away neatly, cords should be wound so that future users do not have to untangle them and chairs should be pushed in around the conference table.

Conference Room Equipment and Resources
Most of the conference rooms are stocked with a standard set of audio/visual equipment (1 conference phone and 1 overhead projector). Please do not remove any of this equipment from the conference rooms. You can reserve a TV/VCR for one of the conference rooms by sending an email to CBL Reception indicating the date, time and location of your reservation and your phone extension and it will be brought to the conference room for you. If you find that one of these pieces of equipment is not working or you need assistance, please contact the Facilities Help Desk.

If you have questions about or need assistance with network resources in the conference rooms, would like to reserve or need assistance with a Computer Projection Panel, or have some other computer or network related question or concern, please contact the Help Desk.

Copy Codes

All CBL copy machines require a copy code. Each copy code is associated with a particular account — they are posted in the copy areas for your convenience. If you do not know which code to use, please ask your Supervisor or Administrator. Each individual copy code will work on all CBL copy machines.

To add or delete a copy code, or to change the account associated with an existing code, please email your request to CBL Reception and cc Patty Tan. Copy codes are updated only once each month, around the 15th. New copy codes will be emailed to the requestor when they have been added to the machines and EBI.

Emergency Preparedness

Emergency Procedures Manual|Floor Warden Pamphlet
Emergency Action Plan

Fire Alarms
If the fire alarm in the building sounds:

• Leave your workstation immediately. If you have an office, be sure to close the door behind you (doing so may help contain the fire). If you do not hear the fire alarm, but someone from the Emergency Response Team tells you to leave, please follow his or her instructions. Take your coat and your briefcase, backpack, purse etc. with you in case we are not allowed back into the building right away.
• In the event of an alarm do not take the elevator. Evacuate the building by the nearest stairway (keeping to the right in order that emergency personnel, etc., may be able to utilize the stairway).
• Gather on 4th Street on the other side of Berry. Check in with your Floor Warden.

If you smell smoke or see flames:

R Rescue persons in immediate danger.
A Alarm; pull the fire alarm. (The fire alarms are located near the elevators.) From a safe area, call the Fire Department at 911 to report a fire. Also, notify Building Office at 543-3521.
C Contain the fire; close doors.
E Extinguish the fire (if feasible); Evacuate.

Earthquakes
Individuals should review their own workspace to make it as earthquake safe as possible. Avoid placing heavy objects (books, binders, etc.) where they can fall on you during an earthquake. If you have bookshelves, file cabinets, etc. that are not securely fastened to the wall, email the Facilities Help Desk to arrange for bolting.

Identify a "safe" spot in your office or cubicle where you would "duck and cover" during an earthquake. This should be under a desk or heavy table. Most doorframes in the building are not safe. Every person at CBL is provided with a flashlight and batteries that should be kept in his/ her desk. Keep your batteries next to your flashlight for easy installation. If you do not have a flashlight, please notify the Facilities Help Desk. In addition, it is strongly recommended that each person assemble his/her own personal emergency kit to keep at work. Some items to consider are:

• Radio with extra batteries
• Comfortable walking shoes
• Extra clothes/rainwear
• Whistle
• Medications
• Food
• Water - the Department keeps an emergency supply, but we encourage individuals to store their own.

Fast Pass

There is one MUNI Fast Pass available at 5th Floor Reception for use by anyone who has work-related travel in the city. Please sign it out and return immediately after your trip. It is not available for personal use or for more than one day at a time.

Faxing

Incoming faxes are received only at the 5th Floor Reception area machine. They will be delivered to your mailbox.

Machines for outgoing local faxes are located in the copy rooms, #5719 and #5757. No codes are needed. Please send only work-related faxes.

International faxes may only be sent from the Reception area machine.

FedEx

For information about setting up an account and pricing, please go to the UCSF Materiel Management website and scroll down to "Federal Express."

There are FedEx boxes and envelopes in the 5th Floor Copy/Fax Rooms, #5719 and 5757. We have a regularly scheduled FedEx pickup at the Reception desk daily at 3 pm. A drop box is located in Lobby 1; last pickup is 5 pm M-F.

Furniture

A great deal of effort has gone into making our work environment as pleasant and aesthetically pleasing as possible. The furniture in the cubicles, large conference room and reception area were purchased new with a coordinated look. The goal for the rest of the offices is to achieve as much uniformity and coordination (with fabrics, rugs, paint) as possible. Contact Clark Sealy for guidance in purchasing furniture or for availability of surplus furniture stored in the basement. When you are ready to place a furniture order, you will need to work with your departmental administrative assistant. The UCSF Materiel Management website offers guidance on purchasing furniture.

Furniture Delivery
Please include your name as a contact for all furniture orders. Make certain that the price and time required to move your old furniture out is included in your order. Notify Clark Sealy in advance of delivery. He can direct installers to the basement storage area should outgoing furniture need to be stored in the basement. Please do not leave discarded furniture in the common areas.

Moving Furniture
CBL does not have staff available to move furniture. Rather, we rely on UCSF Storage and Surplus services. Moving requests require that you complete the Storehouse Requisition Form. A purchase order is needed that itemizes your furniture needs. Submit your completed order to Facilities or electronically to Facilities Help Desk. For questions, call 514-8037. Arrangements must be made 3-7 days in advance of your job. Moving costs will be charged to your project. CBL uses NorCal and covers the costs for larger moves relating to new space move-ins and reconfigurations.

Keys

See Access Cards for information about building and suite entry.

If you need keys to an office, file cabinet, desk drawer or overhead storage unit, please contact the Facilities Help Desk. A Purchase Order number is not necessary. You will be asked for your signature when you pick up your keys.

Keys need to be returned when an employee separates. Please contact the Facilities Help Desk to make arrangements for returning your keys.

If you find keys anywhere in the facility (your desk drawer, a hallway, etc.), please contact the Facilities Help Desk.

Mail

Correspondence for CBL personnel should be addressed to our campus address:

UCSF
Box 0560
San Francisco CA 94143-0560

Correspondence may also be addressed directly to the building. For supply and equipment deliveries, and for couriers (e.g. DHL, Federal Express, UPS, etc.) the appropriate address is:

185 Berry Street, Suite 5700
San Francisco, CA 94107

Mail is delivered twice daily by UCSF mail service. Mailboxes are located in #5757.

Please avoid having personal mail or packages sent to CBL. CBL cannot be responsible for damaged or misplaced personal packages or mail.

The nearest U.S. Post Office is located at 460 Brannan Street, between 3rd and 4th Streets.

Maintenance of Premises

Under the provisions of the lease at 185 Berry Street, all maintenance, repair and service responsibilities fall to the building owners (with the exception that we are to maintain the interior walls, ceiling and countertops--i.e., paint and repair as needed).

The lease provides complete janitorial services, including: waste removal, recycling, dusting, vacuuming, mopping, maintaining restroom paper supplies and dispensers, and interior window washing.

If there is a problem with any of the building systems (e.g., electrical, heating, cooling, janitorial services, etc.), please notify the Facilities Help Desk.

The kitchen areas are our responsibility to keep clean. You are responsible for washing your own dishes, wiping up your spills and seeing to it that nothing is left in the refrigerator so long it becomes scary.

Parking

A parking permit that can be used at Mission Bay, Parnassus, Laurel Heights and Mission Center Building is available at our central reception desk, and can be signed out for a period of up to 24 hours by employees who need to drive to and park at the above-listed campus locations for business-related meetings. The permit will not work at Mt Zion or SFGH.

For more information about parking at CBL, see Visiting CBL.

Recycling

We recycle white paper, cardboard and certain types of bottles and cans. Bins are located in the copy rooms and kitchens. Cardboard boxes should be completely broken down and placed in the utility room, #5718. If you have a recycling container in your office, you may want to empty it into the large gray container located in #5718 to make sure that the paper is being recycled and not just thrown in with the rest of the trash.

Plastic bags from Safeway should be placed in the marked receptacle in the Mailroom #5757.

Scanning

The printer in #5758 has scanning capability. After entering the appropriate copy code, press "Scanner." Select "Manual Input" for email delivery, and then type in the email address; press "OK." If you are using the automatic paper feeder, just hit "Start." For manual feed, select the options you need under "Scan Settings."

A pdf file of the scanned document will be delivered within a few minutes via email from the Help Desk.

Security & Visitors

The door between the main elevators and 5th Floor Reception is the only door that should be open during business hours. Please make sure all other doors to Suite 5700 are kept closed to prevent entry by unauthorized individuals. The main reception door must be kept securely closed after business hours.

All visitors should sign in at 5th Floor Reception. The receptionist will notify you by phone when your visitor has arrived. Please collect your guest so as not to have visitors wandering.

A 24-hour security staffperson is located in Lobby 4 of the building facing Berry Street. Phone number is 543-6770.

Telephones & PhoneMail

Phone Tips     Siemens Quick Reference Guide

Toll calls require entry of a project-specific code after dialing. Contact your financial administrator to find out what codes you may use. Frequently used codes can be stored as repertory (R-) numbers. Employees are expected to use cell phones or calling cards for any personal toll calls.

Dial only the last 5 digits for campus numbers beginning with 514, 476, 502 and 353.