2009-2010 Campus Closure (Winter Break)

Published 2009.10.05 

In conjunction with the UC Board of Regents furlough plan and in an effort to reduce cost by conserving energy, and consistent with the Chancellor's directive to close all non-essential campus departments during the year-end holiday period, all Administration offices will be closed from Wednesday, December 19, 2009 through Thursday, January 3, 2009 with the following exceptions:

Administrative Information Systems (AIS): Most Administrative Information Systems (AIS) applications will be operating and emergency production support will be available. For specific information, please see the link in Related Information.

Central Ticket Office service window will be closed on all days. Phone lines will be staffed from 12 Noon to 4 p.m. on December 21, 22, 28 and 30, 2009. On other days, the phone lines will be closed. On event days, the venue box office windows will be staffed either 90 minutes (for Pauley events) or 60 minutes (for Royce events) prior to the beginning of the event.

Communications Technology Services (CTS) plans to provide all usual business functions. Bruin OnLine(BOL) will be open on a reduced schedule. The revised schedule will be posted on December 5th on the BOL website.

Document & Bulk Mail Services (DBMS) will have the Document Center in the Strathmore Building open and fully operational for copying and printing December 26, 29 and 30. Bulk Mail Services will be closed during the campus holiday closure period. Contact DBMS at (310) 825-0374 or DBS@mdds.ucla.edu with any questions. Submit Printing orders online by clicking on the NowPrint link in Related Information.

Environment, Health & Safety: Fire staff will be on campus from 8 a.m. to 5 p.m. on December 26, 29 and 30 operating the Fire 1 engine. Fire 1 will not be in service on December 25, December 31 and January 1. The EH&S Hotline, (310)-825-9797, will be monitored throughout the Winter Holiday Closure to report any serious injuries that may occur during this period.

Facilities Management will provide custodial services on a limited basis (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 access the Winter Closure link in Related Information.

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Fleet Services including vehicle maintenance will be closed. Emergency maintenance services will be available via (800)-825-2963. The self-service fuel islands (Unleaded & Clean Energy operated CNG) will be operational.

Lake Arrowhead: The Lake Arrowhead Family Holiday will be in operation December 26, 2008 through January 2, 2009.

On-Campus Housing will provide limited housing to international students, student athletes and other residents in need of housing during the break period. The Covel Front Desk/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. In addition, a variety of maintenance projects best initiated when the buildings are in limited operations will be conducted during this time.

University Apartments will be in operation during this time period. Staff will be available for maintenance and limited custodial services. Emergency services will be provided on holidays, weekends and after working hours.

The UCLA Guest House will be closed from December 13, 2008 through January 3, 2009. The Guest House will reopen on January 4, 2009.

Mail, Messenger & Distribution Services (MMDS) will be processing mail on a limited basis. A list of those buildings that will be served is available at the UCLA Mail Services – Winter Closure 2008 link in Related Information. Delivery and pick-up will be once-a-day between the hours of 8 a.m. and 1 p.m. If you would like to be added to the schedule, please notify David Aberbuch at daberbuch@mdds.ucla.edu. Messenger Service will be closed except for pre-arranged deliveries. If you receive your mail through Messenger Service (generally off-campus), we will contact you prior to the holiday break to determine your service needs. Please contact Daniel Westbrook at dwestbrook@mdds.ucla.edu or (310) 825-9825 for any Messenger questions and David Aberbuch at (310) 206-6508 for questions concerning Mail delivery and processing. Please note that Payroll Services will be closed during the winter holiday closure period. Consequently, biweekly paychecks will be delivered on December 23, 2008, and monthly paychecks on January 2, 2009. Please see the Payroll Services section for more details. Regular Mail and Messenger service will resume on Friday, January 2, 2008.

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Parking Kiosks serving the Hospital Parking Structures will be in operation on December 29 and 30 as follows: K-JS (off Westwood Blvd., at Stein Plaza) will be open from 6 a.m. to 5 p.m. The Medical Plaza parking information kiosks will be open from 5:30 a.m. to 5 p.m. at MP-Gayley and MP-Westwood, and 7 a.m. to 5 p.m. at MB. All other kiosks will be closed during this closure period.

Meters will be bagged and parking at meters will be complimentary for the period of December 24, 2008 through January 1, 2009.

Parking Structures will be open to serve permit holders with the exception of Parking Structure 3 (north addition), which will be closed for energy conservation from 8 p.m. December 23, 2008 to 5:30 a.m. January 2, 2009. RRUCLAMC Valet Services – 24 hour service during holiday closure. Men’s Basketball: Parking Structures 4, 6, 7, 8 and 9 will be open and staffed at the gates for the Men’s Basketball game on December 28, 2008.

Transit Operations and Rental Services (TORS): Campus Express and other shuttles will not operate and Transit Maintenance (heavy duty vehicles) will be closed during this closure period. Charter Services will be available on a pre-reserved basis. The Rental Services Office will also be closed. Rental Services vehicle returns can be time stamped and returned throughout the campus closure at the Structure 32 service location.

UCPD: The Police Department will take reports and provide patrol, investigative and emergency services during the holiday closure. Escorts are available from dusk to midnight. 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 and Medical Plaza. Other campus locations will not be serviced during the holiday closure period.

Wilshire Center will be closed December 24, 2008 through January 1, 2009. The Office of the Building will be closed with Building Management accessible 24/7. On December 26, 29 and 30 only limited services will be available to pre-approved essential services employees. Pre-approved employees must present their BruinCard to sign in and out at the Security Console and their names must be verified on the pre-approved access list. Heating, air conditioning, limited parking, engineering and janitorial services will be provided during normal business hours for the essential services operating on December 26, 29 and 30. Security guards will remain on duty as normally provided 24/7. For reporting building emergencies 24/7, call the Management Office at (310) 794-0671, press option 1 and a staff member or security officer will respond.

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All other Administration operations will be closed during the shutdown period. The following information is provided with regard to those operations to assist you in planning for the shutdown:

Administrative Cashiering/Campus Deposit: Dunbar service is available by special request only. Special pickup arrangements must be made by Monday, December 15. Please contact the Administrative Main Cashier at (310) 794-5334 to coordinate. The last day to deposit cash/checks to be posted by December month-end is Monday, December 22, 2008. Please contact your main cashier office regarding specific processing deadlines. Regental gift checks received during the holiday closure may be held for deposit when the campus reopens on January 2, 2009. Any checks held overnight should be securely stored.

BruinCard Offices will be closed; however, the BruinCard System and Reader Network will be operational. BruinCard Systems Administration will provide on-call emergency coverage during the holiday closure period.

Campus Human Resources (CHR) will be closed. For human resources information related to the holiday closure, please visit the Campus Services portal at the link provided in Related Information.

Corporate Accounting: General Accounting and Accounts Payable will be closed during the holiday closure. For General Accounting deadlines please refer to the Finance Portal located at http://www.finance.ucla.edu. On the left side of the page, click General Accounting, and then under the featured category "Closing Schedules", click Month End. The General Accounting and Accounts Payable financial systems will be available during certain operating hours.

The Events Office will be closed from December 22 through January 2.

Payroll Services will be closed on December 26, 29 and 30. Biweekly paychecks and Surepay statements will be distributed on December 23, 2008. Monthly paychecks and Surepay statements will be distributed on January 2, 2009.

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Campus Purchasing will be closed during the holiday closure. BruinBuy/PAC will be operational. Subject to applicable release limits, campus departments may make electronic catalog purchases, releases from campuswide agreements, releases from departmental blanket agreements and LVO purchases during the closure. The Medical Receiving Dock will be operating with a reduced staff. 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 Tuesday, December 9, 2008 for processing in advance of the holiday closure.

UC Travel (formerly UCLA Travel) will be closed; however, there is a 24/7 emergency line staffed for after-hours assistance. Call UC Travel at (310) 206-2639, press option 3 and a knowledgeable travel counselor will assist you with your changes. UCLA Travel Accounting also will be closed. The Express Travel and Reimbursement System will be available throughout the holiday period.

Security Tips from UCPD

  • 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 at http://ucpd.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.

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