A collection of upcoming dates, useful info, and general intelligence you need, straight from the desk of Carruthers Mayor Stacey Rittenhouse . . . just in case you deleted the email.
CARRUTHERS VISITOR AND EMPLOYEE PARKING INFORMATION: November 28, 2023
Effective today, we are using Microsites, UVA Parking and Transportation’s system for guest and visitor parking. All visitors must be booked on the Carruthers Hall Visitor Parking Calendar and registered through Microsites.
This does not affect the visitor parking in the south parking lot between Carruthers Hall and the Michie Buildings. The two-hour visitor parking in the middle section designated for parents and students will remain the same.
Registration via Microsites can be completed for multiple days in most locations and done in advance or on arrival with the exception of Central Grounds. Any cancellations of parking reservations and any questions or concerns should be sent to ptevents@virginia.edu.
When expecting a visitor, please ask your Carruthers Hall Manager to provide the information needed to register your guest for parking or have the guest register themselves. Each Carruthers department has been assigned their own code for their guests. These codes will not be shared with employees. Your department will be charged each time the code is used at a rate of $1.50 per hour that maxes out at $2.55 for the entire day. There are 10 visitor spaces for visitors and guests ONLY (this includes employees from other buildings coming to Carruthers Hall for meetings, etc.). The front desk User Success Agents will assist with visitors who have not previously notified a department of their arrival.
NO CARRUTHERS EMPLOYEES are allowed to use these spaces. Remote, hybrid and/or onsite employees often park in the visitors parking spaces leaving no spaces for visitors.
All Carruthers employees are required to pay for parking. The Parking & Transportation (P&T) website provides information about Carruthers Hall parking with several options to choose from based on how often an employee works onsite. Please follow this link https://parking.virginia.edu/finding-right-parking-option. Go to "Permit Parking in Central, West, and North Grounds". Find the option that works best for you. The lots at Carruthers are “Y1” or “Y3”.
SMOKING AREA LOCATION REMINDER: August 21, 2023
Designated smoking areas are in the back of the building (use door across from the men’s restroom in the back hallway, 2nd floor) and down by the picnic tables between Carruthers and the Michie building (toward back of the south parking lot).
Policy - Smoking is prohibited (1) within 25 feet of all entries, outdoor air intakes, and operable windows; and (2) in any outside area adjacent to a facility whose configuration and/or other physical conditions allow smoke/vapor either to enter and affect the internal environment or to unduly affect the environment of those entering or exiting the facility.
CENTRALIZED TRASH BINS UPDATE: August 12, 2022
There are now 54 sets of trash/recycling bins located around Carruthers Hall. Keep the following points in mind as we enter this next phase of UVA's Centralized Trash Initiative:
- The new recycling bins will be added to better accommodate the increased volume of recycling across Grounds. A few examples of where this program has been working well are Newcomb Hall, Pinn Hall, New Cabell Hall, Rouss Robertson, Clemons, etc.
- Custodial Services will collect recycling and landfill (trash) daily from public areas only.
- The building occupants will be responsible for disposing of personal office trash at centrally located recycling/waste stations.
- Custodial Services will cease to provide office trash liners for deskside trash bins.
- Mixed and white paper will be recycled together along with cardboard; disposal of these items must be done at centralized locations on each floor. Cardboard should be broken down and placed inside the paper containers. If you have a large amount of cardboard, please contact your building’s Custodial supervisor, manager, or Ryan Gumlock (rpg4r@virginia.edu) to arrange pick up or create a work order requesting this service.
- Lab and Restroom trash will continue to be serviced as always (no change here).
- Custodial staff will be happy to discard your deskside trash bins for repurposing.
CENTRALIZED TRASH INITIATIVE: March 2022
Bins are being ordered to place in central areas of Carruthers. Dates and placement of bins will be forthcoming. ITS already using. The Centralized Trash program is being more widely implemented to align the University with the Governor’s Executive Order 77, which eliminates or reduces the use of single-use plastics. Employees will take trash/recycling to bins, bins will be emptied daily. If employees choose to keep trashcans, liners will no longer be provided, and trashcans won’t be emptied by housekeeping.
FIRE SYSTEM COMPLIANCE INSPECTION: February 2022
Facilities management will be performing fire system compliance inspections at Carruthers Hall on Monday, February 28, from 9 am to 11 am. No alarms will sound during this inspection.
PARKING ADVISORY: September 2021
CONSTRUCTION UPDATES: August 2021
Sprinkler – There was a delay in getting the sprinkler heads, if received by Monday, 8/23, Phase 1 should be completed by August 30. Should still hit 9/13/21 date for completion of phase 2. Phase 3 will be done at night and on weekends.
ITS Phase 1 construction will be done by the end of August, move-in is planned for the last week of September. Phase 2 construction is planned to begin on 10/6/21.
Treasury Area- Doors have been installed, glass should be installed no later than Wednesday, 8/25/21.
UPDATE ON SPRINKLER INSTALLATION: August 2021
Due to some delays, phase 1 of the sprinkler installation should be completed by August 30. The back restrooms will remain closed until August 27. Completion of the sprinkler project is still on track to be done by September 13.
SPRINKLER INSTALLATION: July 2021
The final ‘phases’ for the Fire Alarm, Sprinkler, and Emergency lighting projects begin Thursday, July 29th. Contractors got a little ahead of schedule this week by beginning to install plastic on floors and partition walls in the project areas. These projects as a whole began long ago. As each part of Carruthers has been renovated from downstairs SFS and UREG to second-floor areas of OSP, Audit, ITS, and Finance, construction crews have been actively preparing for this “final push” to update the safety and “code level” of the building.
This final push will be in the Finance Areas outlined by Phase I (Collab, FP&A, Fin Reporting) & Phase 2 (Procurement and Payroll areas) in the attached drawing. There should be minimal impact to the first floor areas; the sound of rolling carts above should be the only disruption. For the second floor units, the main corridors will remain open (access to OSP, Payroll, Audit, and the bathrooms, of course) but the disruption will be much more impactful. The cubicles probably should be avoided during the planned timing of the phases if at all possible.
The plastic is a result of the demo that will take place above the ceiling. The contractors will be removing the “ceiling” above the ceiling in order to install various piping and electricity needed for this upgrade. The phase 3 area has been partially completed already and will be done on weekends and after business hours.
If you have any questions or concerns please let us know and we will convey them appropriately.
COVID SIGNAGE: June 2021
As Covid restrictions ease, Facilities Management will be rolling back the presence of signage, barriers, and hand sanitizers. Work should be complete by August. Please reach out to FM if you have any questions about items in your area.
PARKING UPDATES: June 2021
As departments determine their “future of work”, some updates and reminders about parking options at Carruthers/Michie.
- Reminder: the former Blue lot at the top of the hill north of Carruthers has been combined with the Y1 lot and the rate has dropped to the Blue rate. The entire inventory of parking is available to any Y1 permit holder on a first-come, first-serve basis. Permits can be purchased through the portal on a daily, multi-day, or annual basis. Hourly access can be purchased through the ParkMobile app (zone 5518). For anyone working 2 or fewer days per week, it is less expensive to purchase daily permits on an as-needed basis. For those working 3 or more days per week, it is less expensive to purchase an annual permit.
- The next parking permit year runs 6/1/2021-5/31/2022. Rates effective 6/1/2021-5/31/2022:
- Y1 – $26/month, $2.10/day, $1/hour
- Y2 - $66/month, $5/day, hourly use not currently available
- Y3 - $66/month, daily and hourly use not currently available
- Those with annual parking permits expiring 5/31/2021:
- If currently paying by payroll deduction, the permit auto-renewed for the period June 1, 2021 through May 31, 2022. The new permit is honored right away (ie, before it is physically displayed), is viewable in the online portal, and will be honored on the linked license plates (also viewable in the portal). A physical permit will be mailed in late June to the home address on file for arrival by about 6/30/2021. To opt-out of this renewal or update plates, send an email to parking@virginia.edu.
- If paid previously by credit card, the online portal has populated the 2021/2022 permit. Customers can go online and purchase the permit, link the plates, and elect to pay by credit card again or if eligible, can pay via payroll deduction. A physical permit will be mailed in June to the home address on file for arrival by about 6/30/2021.
- Those who have been purchasing virtual daily or multi-day permits in the portal, using ParkMobile, or deferred purchase of any type of permit this year:
- The online portal has populated 2021/2022 options. Customer can purchase whatever suits their needs. Virtual permits will remain in use for daily and multi-day permits.
- Parkmobile users can just continue using the app.
- Former Y2 or Y3 permit holders who did not opt in to purchasing during COVID will retain their option for their permit through August at least.
- There is no shortage of employee parking anticipated in the fall for the vicinity.
- Once patterns are better established in the fall, other options will be considered, including possibly making Y2 available by the hour.
HVAC OUTAGE: March 25, 27
Carruthers Hall may be warmer than normal on Thursday and Friday due to HVAC Service.
BUILDING ACCESS CARDS: March 9, 2021
An update from the Office of Building Operations
An update from the Office of Building Operations
Last spring we were about two-thirds through a project to upgrade magnetic stripe card readers with current technology contactless readers when COVID struck. Reader upgrades paused, while we concentrated on maintaining services and supporting our users across Grounds. Reader upgrades will resume on or about March 15, 2021, and will continue until complete. All entrances will remain in service during the upgrade, and every effort will be made to avoid times of peak traffic.
Part of our efforts of last spring included pre-printing a large number of contactless faculty/staff ID cards to facilitate access during the spring and summer lockdown period. Those cards were made available for pickup, and many were distributed over the past 11 months. While all students and most faculty and staff currently hold contactless ID cards, we need your help notifying users who may not have upgraded their cards. Contactless cards will be required for after-hours access moving forward.
Current University ID cards compatible with the new smartcard readers are easily identified by an embossed Rotunda emblem in the center front of the card (which may be faint), or by the label “aptiQ 8540M1” or “Schlage 8540M1” on the bottom left corner of the back of the card, beneath the magnetic stripe. Please see sample graphics below – red arrow points to embossed Rotunda, red oval denotes position of “aptiQ 8540M1” or “Schlage 8540M1”.
Should issues arise during installation, please email accesscontrol@virginia.edu, or call Devin Nelson (434-981-9897) or Gary Conley (434-989-0872) for assistance.
Thank you, and please email us at accesscontrol@virginia.edu with any questions.
Part of our efforts of last spring included pre-printing a large number of contactless faculty/staff ID cards to facilitate access during the spring and summer lockdown period. Those cards were made available for pickup, and many were distributed over the past 11 months. While all students and most faculty and staff currently hold contactless ID cards, we need your help notifying users who may not have upgraded their cards. Contactless cards will be required for after-hours access moving forward.
Current University ID cards compatible with the new smartcard readers are easily identified by an embossed Rotunda emblem in the center front of the card (which may be faint), or by the label “aptiQ 8540M1” or “Schlage 8540M1” on the bottom left corner of the back of the card, beneath the magnetic stripe. Please see sample graphics below – red arrow points to embossed Rotunda, red oval denotes position of “aptiQ 8540M1” or “Schlage 8540M1”.
Information on how to obtain a replacement ID may be found at https://idoffice.virginia.edu/academic-id-card-replacement, or by calling 434-924-4508. The ID Office is located in Observatory Hill Dining Hall, and is open from 8 am to 5 pm weekdays.
Should issues arise during installation, please email accesscontrol@virginia.edu, or call Devin Nelson (434-981-9897) or Gary Conley (434-989-0872) for assistance.
Thank you, and please email us at accesscontrol@virginia.edu with any questions.
LANDSCAPING AROUND CARRUTHERS HALL: October 29, 2020
A note from Melody Bianchetto about this project: I am appreciative of the partnership and support from Facilities Management (Mark Stanis, Mark Webb, and Reggie Steppe), the University Landscape Architect (Mary Hughes), the Arboretum and Landscaping Committee, and the Grounds Improvement Fund, as well as the persistence of our own Stacey Rittenhouse, who were committed to making this happen!
A new video intercom system has been installed on the front door of Carruthers Hall. The new system will allow a team beginning with the receptionist to communicate with guests of Carruthers Hall using video and voice from their own Polycom phone to a video enabled intercom box installed outside. Both staff and guest will be able to see and hear one another. The idea is to create something like “video doorbell service” similar to the consumer market products like Ring or Nest for each of the three main access doors and points of service for Carruthers Hall. Though born out of necessity in the present scenario, the goal is for guests of Carruthers to have a positive and friendly experience while also maintaining the secure environment. Access for staff will continue to be through badge and PIN code on each of the doors with no plans to change this process. The system has already proved to be a more fluid and engaged experience in providing information for parents, students, mail delivery, and other UVA staff. 
We plan to install the system on each of the main three door entries of Carruthers Hall and coordinate all guest receptions services in a phased approach. At present the BSG team and SFS are in a ring down list creating a layered backup for overall door monitoring. In a phased approach, we will continue to add various levels of service to the new system. We are partnering with ITS to bring the service to Carruthers Hall and very appreciative of their efforts in helping to hone the best possible experience for those that visit our doors. Over the course of the next few months we will continue to add new elements to the service.
Phase one will be to get the service in place for each of the main access points of the building and develop the process for coordinating basic “video/voice doorbell service” including a ring down list if no one is available at the reception desk. (This is already in place for the front door).
Phase two will entail enabling additional features for the guest reception service to be able to remotely “ring in the guest access through the door.”
Phase three we will explore “remote options.”
In each of the phases we will partner and coordinate the sharing opportunities between departments for provisioning the “singular experience” for our guests and third party services of the University. Whether the guest is delivering mail or is a parent seeking help from SFS staff, we want that experience to be friendly and efficient for all. If you have any questions please feel free to reach out to Stacey or myself with your questions.
If you have a waste receptacle in your office and you need it emptied, please put it outside your door at the end of your workday.
A MESSAGE FROM THE CUSTODIAL STAFF 4/23/20
As part of the UVA community in this unprecedented time, we are working hard to support President Ryan’s message of “…finding new and creative ways to work together efficiently and effectively, to conserve our resources…” In addition to providing essential services to keep our community members and campus safe, we are working to minimize costs in ways that will help the University through this period of financial strain. To this end, we look to partner with you as we work to make changes in cleaning assignments for your building, as our inhouse UVA staff will be cleaning all buildings previously serviced by our contract partner until further notice. These changes will take place on Friday, May 1st. Our Central zone custodial team, led by Joe Newton, will be servicing your building during this time. My promise to you is that we will do our best to minimize disruptions and communicate with you as soon as we have more details. Our expectation is that this arrangement is temporary and the contract team will return when buildings are again occupied.
CARRUTHERS HALL ACCESS 04/13/20Due to concern with the number of employees coming onsite to Carruthers, we are making changes in access protocols to limit the number of staff coming in and out of the building.
We will update our essential list by the end of this week. Please remember that non-essential employees must continue to meet the requirements of the Governor’s executive order and limit potential exposure to protect all those who must be in Carruthers for essential functions.
Therefore, Carruthers Leadership has decided to lock down full access to Carruthers. Only those employees on the updated essential list will be able to use their University ID card to access the building beginning Monday, April 13th.
If an employee who is not on the essential list requires access to Carruthers while restrictions remain in place, they must discuss the need with their manager and have their access approved by leadership.
GUIDELINES FOR WORKING FROM CARRUTHERS HALL
Due to discharge aisle requirements, it takes three regular parking spaces to create two ADA spaces. Therefore, to create four ADA spaces on the north end of the building, six spaces will be taken out of the existing visitor spots on the north side (front row) to make the required four ADA stalls. The visitor spaces have been moved to the north edge of Y1 (signs moved today).
The P&T sign shop is in the middle of making the others changes to the Y1 lot. The next step you will see occur is the spaces in the front row will be coned off so P&T can line stripe for the new ADA spaces and install the signage. Unfortunately, due to the weather today this work will occur next week.
Please let your guests know that the visitor spaces have moved to the north edge, next to the steps leading to the upper lot.
If possible, I would like the Carruthers North Lot empty by 6:00 PM on Friday (11/1/19). The Carruthers North Lot will be returned no later than 5:00 AM on Monday (11/5/19).
The improvements to the North Carruthers parking area (Crack Repair, Seal Coat and Pavement Markings) are scheduled for the weekend of Saturday 10/19/19 & Sunday 10/20/19.
All vehicles should vacate the North Carruthers parking area by 6:00 PM on Friday 10/18/19. Return time would be 5:00 AM on Monday 10/21/19.
Poor weather (too damp or too cold) backup weekend will be Saturday 10/26/19 & Sunday 10/27/19.
Access will be permitted from the south lot to the front door, no work is being down on that side.
For this work to occur, the elevator, along with the hallway around the elevator and the front lower west door/entry will be closed Friday, August 9 – Monday, August 26. Employees will need to use the upper front door and front steps to get to the current SFS area. Parents and students should still be directed to the south entrance to the UREG lobby. Employees parking in the south lot should use the south entrance, 2nd-floor door.
To all occupants of Carruthers and both Michie buildings, please avoid using the visitor spots in the south parking lot in July (including scheduling meetings or events in the buildings with multiple visitors during this time as well).
When UREG and SFS are talking with students and families at Orientation in Newcomb, if it becomes clear they will need to go to Carruthers, we tell them it's okay to park in any open space in the lot other than handicapped spaces. Please see Orientation dates below:
· July 1st - 2nd
· July 8th - 9th
· July 11th - 12th
· July 15th - 16th
· July 18th - 19th
· July 22nd - 23rd
· July 25th – One Day Session – Transfer Students
· July 26th – One Day Session – Transfer Students
· July 29th - 30th
· August 23rd
More details about phase 2 renovation coming soon.
Please Review the Outage Notification below from Facilities Management.
You can also always see currently planned outages at our web site http://www.fm.virginia.edu/fmalerts/utilityOutages/ Services Affected: Electricity
Reason for Outage: Install 2 breakers feeding new panels installed as part of the 1st floor renovation.
Buildings Affected: CARRUTHERS HALL
Scheduled from: Saturday, 3/2/2019 7:00:00 AM to: 3/2/2019 12:00:00 PM
You can also always see currently planned outages at our web site http://www.fm.virginia.edu/fmalerts/utilityOutages/ Services Affected: Air Conditioning
Reason for Outage: To tie in the new high pressure duct serving phase 1 of the 1st floor renovation.
Scheduled from: 12/28/2018 7:00:00 AM to: 12/28/2018 5:00:00 PM
This outage is to shut down AHU#1 in order to tie in the high pressure duct to serve phase 1 of the renovation. Phases 1 7 2 of the renovated space will be down for this outage affecting the SFS space. UREG will not be affected.
MAIL ROOM / ROSE TABLE CHANGE
You can also always see currently planned outages at http://www.fm.virginia.edu/fmalerts/utilityOutages/
Scheduled from: 11/24/2017 7:00:00 AM to: 11/25/2017 5:00:00 PM
This outage is to shut down Power to the 208V service providing power to the south side of Carruthers Hall. The power will be shut off by Dominion Power at the Pole. Dominion Power will be transferring power to the existing transformers to the new pole mounted transformer outside.
This outage begins each day at 7:00am and ends at 5:00pm
UVAFinance will hold its 3rd Annual CVC Corn Hole Tournament & Fall Festival on November 3rd. I am writing to give you more information on this year’s Commonwealth of Virginia Campaign. The CVC is an annual workplace giving opportunity for state employees to donate to nearly 1,000 charities, many of which serve the local community.
You can donate by cash, check, payroll deduction, credit card or stock gifts. You can also give online.
Salaried employees may choose to give through payroll deduction. Payroll deductions begin with the first paycheck in January 2018 and end with the last paycheck in December 2018. Salaried employees may also pledge with a one-time deduction in January. Wage employees may pledge with cash, check, credit card or stock.
· CVC runs Oct. 2 thru Dec. 15 (online ends Dec. 26). Organizers are encouraged to collect pledge cards in early December to allow time to process.
· Pledge cards/posters/directories have been distributed You may return your pledge card (red envelope) to me if you choose this method.
For more information please visit the website at http://cvc.virginia.edu/
2016 Campaign Results
Working together to promote supporting non-profits thru the CVC, over $1M was donated to over 400 charities in the 2016 campaign.
Here are few details from last year’s efforts:
Flu shots will be administered in Carr-1 & Carr-2 on Friday, October 13 from 8:30am – 11:00am. Please remember to bring your UVA ID.
Following is the link to other times and places around Grounds where they will be given.
https://www.medicalcenter.virginia.edu/occupational-health/2017-uva-on-grounds-flu-vaccination-schedule/view.
Due to a staff shortage in Mail Services, mail deliveries in Carruthers Hall will now be twice a day. Morning drop off will be by 11 am, and the last pick up of the day will be at 2 pm instead of 3 pm.
Give Money
Do you want to help the people in this storm-ravaged part of Texas? Disaster Relief Charities say the best thing you can do is send money. Here is how to give now and get credit for your agency’s 2017 CVC campaign:
Americares (CVC #160333) Part of Global Impact
Provides water, food, supplies to medical relief centers, and much more.
To Give: https://secure.americares.org/site/Donation Be sure to print the screen or your receipt.
After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.
Salvation Army (CVC #160338)
Provides food, water, and many items needed by families who have suffered the loss of their home, all of their belongings, keepsakes.
To Give: https://give.salvationarmyusa.org Be sure to print the screen or your receipt.
After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.
American Red Cross Relief (CVC # 008228)
Sets up and maintains shelters, mobilizes emergency relief vehicles (ERVs) that provide food, fresh drinking water, blankets and medical attention.
To Give: https://www.redcross.org/donate/disaster-relief
and click on the box for hurricane Harvey Relief Be sure to print the screen for your receipt.
After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.
Please direct any questions to CVCStaff@dhrm.virginia.gov
Jessie McGann from Procurement Services has coordinated with Facilities Management and the Greene County Sheriff’s Office to organize a donation drive to benefit the storm victims in Texas. Below is a list of items that are needed. Items can be dropped off at Facilities Management’s warehouse at 575 Alderman Road. Facilities Management’s Safety/Occupational Programs has donated bags that can be filled; you are welcome to pick up a bag to fill at 575 Alderman Road. Bags are available in the coffee/break area and can returned to Mariah Kier through September 8. A note in the bag would be very meaningful to the recipient.
For any questions, please contact Jessie at jfm9n@virginia.edu or 434-243-5192. Thanks to Jessie for organizing this opportunity for us all to help out those in Texas. And thank you for your generosity!
The Administrative Services Group communications team has put together a reference guide for use of UVAFinance conference room space. Attention to these guidelines should make use of our common spaces more pleasant for everyone. Questions? Contact Stacey or Mariah.
Students are returning and student registration and student financial services are very busy. We do not want students to be ticketed because the parking that should be reserved for them is not available.
If you have visitors during this timeframe, please ask them to park in the North Visitor Parking lot [9 spots] or the Blue Lot (north entrance to Carruthers, visitor with ANY UVA parking permit).
Thank you for your attention and for helping to make Carruthers Hall a welcome place for our students!
Building occupants are encouraged to turn off non-essential items at or near their workspaces by 2 p.m. and keep them off until 3 p.m. Some items to consider are fans, lights, peripheral monitors, cell phone chargers, and printers. If there are computers or other devices that can be powered down at this time that will not impact work, please power them down. Remember, this is a test and it is not to interfere with work.
To learn more about this program, and the importance of reducing our overall energy use on an ongoing basis, please visit the UVA Sustainability website.
Access to the building will be limited on the north end during construction. However, north egress for emergencies will still be allowed.
Please see map below marked in red for location.
In addition to her role at the Front Desk, Mariah Kier will also assist Stacey Rittenhouse as Deputy Mayor and with general UVAFinance Administrative Services Group (ASG) efforts. We are happy to announce that ASG will now support the MRP team and Mariah will be the MRP team’s point person within ASG.
Mariah has been helping with Front Desk work since January 2017 and we have received fantastic reviews for her friendly personality and customer service. She recently graduated from VCU specializing in political science and International relations.
Please congratulate Mariah the next time you see her.
UVAFinance is promoting a fragrance-free environment to protect our employees’ health. We ask for your support and cooperation in promoting a fragrance-free workplace, effective immediately. Fragrances from personal care products, air fresheners, candles, and infusers have been associated with adversely affecting a person’s health including headaches, upper respiratory symptoms, shortness of breath, and difficulty with concentration.
BUILDING OUTAGES PLANNED
There will be a normal power outage on October 16, from 5-9 pm in Carruthers Hall, as part of a panel upgrade due to renovations.
NEW VIDEO DOORBELL AT CARRUTHERS
We plan to install the system on each of the main three door entries of Carruthers Hall and coordinate all guest receptions services in a phased approach. At present the BSG team and SFS are in a ring down list creating a layered backup for overall door monitoring. In a phased approach, we will continue to add various levels of service to the new system. We are partnering with ITS to bring the service to Carruthers Hall and very appreciative of their efforts in helping to hone the best possible experience for those that visit our doors. Over the course of the next few months we will continue to add new elements to the service.
Phase one will be to get the service in place for each of the main access points of the building and develop the process for coordinating basic “video/voice doorbell service” including a ring down list if no one is available at the reception desk. (This is already in place for the front door).
Phase two will entail enabling additional features for the guest reception service to be able to remotely “ring in the guest access through the door.”
Phase three we will explore “remote options.”
In each of the phases we will partner and coordinate the sharing opportunities between departments for provisioning the “singular experience” for our guests and third party services of the University. Whether the guest is delivering mail or is a parent seeking help from SFS staff, we want that experience to be friendly and efficient for all. If you have any questions please feel free to reach out to Stacey or myself with your questions.
BUILDING UPDATES FOR 08/27/2020
Building Ventilation
The University is working to upgrade to MERV-13 filters throughout the University. There have been some mechanical issues with unit 26 (south end servicing OSP, Audit and UREG), Gary Wood’s team discovered a major clog in the coil. They hired Blue Box Company to clean. This should fix the air flow.
Housekeeping
Housekeeping staff will not enter offices during this time. If an office needs to be cleaned, please email Ryan Gumlock, or let Stacey know and she will contact him.
Centralized trash will be expanding to our building soon. This means offices will not have trash cans, employees will be responsible for taking trash to common area bins that will be placed there. More information forthcoming.
Employee Return to Carruthers (Door Access)
Employees now have the same access that they had before the COVID shut down, meaning that the doors will remain locked, but employees may access Carruthers by using their ID and pin number.
Video Doorbells (North, Front and South)
We are currently in the process of installing these at the three main doors. While the doors remain locked, the receptionist and designated back up staff can see and talk with guests at the doors.
Conference Rooms
Please remove conference rooms from any old meetings through the end of the year to clear the schedule for those who will be working in the building during this time.
CORONAVIRUS UPDATE FOR CARRUTHERS HALL 05/20/20
If you are going to enter Carruthers Hall, please wear a mask. UVA will supply two sanitizer stands on each floor of the building located near entrances and exits.
CUSTODIAL MESSAGE 5/4/20
Because of Covid concerns and limited staffing, custodial staff are not entering offices to protect the UVA community, treating them as “personal safety spaces”.
If you would like your space cleaned, please notify Stacey and arrangements will be made.
CUSTODIAL MESSAGE 5/4/20
Because of Covid concerns and limited staffing, custodial staff are not entering offices to protect the UVA community, treating them as “personal safety spaces”.
If you would like your space cleaned, please notify Stacey and arrangements will be made.
If you have a waste receptacle in your office and you need it emptied, please put it outside your door at the end of your workday.
As part of the UVA community in this unprecedented time, we are working hard to support President Ryan’s message of “…finding new and creative ways to work together efficiently and effectively, to conserve our resources…” In addition to providing essential services to keep our community members and campus safe, we are working to minimize costs in ways that will help the University through this period of financial strain. To this end, we look to partner with you as we work to make changes in cleaning assignments for your building, as our inhouse UVA staff will be cleaning all buildings previously serviced by our contract partner until further notice. These changes will take place on Friday, May 1st. Our Central zone custodial team, led by Joe Newton, will be servicing your building during this time. My promise to you is that we will do our best to minimize disruptions and communicate with you as soon as we have more details. Our expectation is that this arrangement is temporary and the contract team will return when buildings are again occupied.
CARRUTHERS HALL ACCESS 04/13/20Due to concern with the number of employees coming onsite to Carruthers, we are making changes in access protocols to limit the number of staff coming in and out of the building.
We will update our essential list by the end of this week. Please remember that non-essential employees must continue to meet the requirements of the Governor’s executive order and limit potential exposure to protect all those who must be in Carruthers for essential functions.
Therefore, Carruthers Leadership has decided to lock down full access to Carruthers. Only those employees on the updated essential list will be able to use their University ID card to access the building beginning Monday, April 13th.
If an employee who is not on the essential list requires access to Carruthers while restrictions remain in place, they must discuss the need with their manager and have their access approved by leadership.
GUIDELINES FOR WORKING FROM CARRUTHERS HALL
I am sending the Coronavirus Guidelines as a reminder to staff who are essential to the University's operations and must come into Carruthers. Please follow these guidelines for the safety of others who must work in the building during this time.
· Wash your hands, especially after touching any frequently used item or surface.
· Avoid touching your face.
· Sneeze or cough into a tissue, or the inside of your elbow.
· Disinfect frequently used items and surfaces as much as possible.
Please share with your staff.
WINTER BLOOD DRIVE AT CARRUTHERS HALL: PARKING
Our next blood drive is scheduled for Monday, March 9, 2020 from 10:00am – 2:30pm. The bloodmobile will be located towards the back corner in the lower north lot as usual. Six or seven spaces will be blocked off early that morning.
START OF SPRING SEMESTER ACTIVITY IN CARRUTHERS HALL
- Work or engage from home whenever possible.
- Avoid social gatherings in groups of more than 10 people.
· Wash your hands, especially after touching any frequently used item or surface.
· Avoid touching your face.
· Sneeze or cough into a tissue, or the inside of your elbow.
· Disinfect frequently used items and surfaces as much as possible.
Please share with your staff.
WINTER BLOOD DRIVE AT CARRUTHERS HALL: PARKING
Our next blood drive is scheduled for Monday, March 9, 2020 from 10:00am – 2:30pm. The bloodmobile will be located towards the back corner in the lower north lot as usual. Six or seven spaces will be blocked off early that morning.
START OF SPRING SEMESTER ACTIVITY IN CARRUTHERS HALL
a note from Melody Bianchetto
I wanted to provide an update related to student-related activity that will be happening in the front lobby from January 6th through January 20th. As you may recall, the lower level UREG/SFS lobby is closed for renovations. As a result, UREG and SFS have been working from the Carr-1 conference room, off the main lobby, to serve students and their families. Since the spring semester will begin on January 13th, the next few weeks will be a very busy student service time for our colleagues in UREG and SFS. During spring registration, we will need to use Carr-1, Carr-2, and other conference rooms around the building to ensure that we have places to meet with our students and to meet student demand. You will likely see a high volume of students in the front lobby at this time, as well as full parking lots.
We appreciate your patience and assistance during this busy period that can be stressful to both students and employees who are working to resolve financial and registration issues. If you see anyone that looks like a lost student over the next few weeks, please steer them back to the front lobby where we will have folks who can help assist.
Four of the six ADA spaces in the south lot will be used for “Project Services” spots during the renovation. The blockage of ADA access requires moving four of the six ADA parking spaces to the north end of the building. Establishing “Project Services” spaces at the south end of Carruthers allows the removal of the ten Project Services spaces in the Y1 (back row) lot on the north end of the building.
I wanted to provide an update related to student-related activity that will be happening in the front lobby from January 6th through January 20th. As you may recall, the lower level UREG/SFS lobby is closed for renovations. As a result, UREG and SFS have been working from the Carr-1 conference room, off the main lobby, to serve students and their families. Since the spring semester will begin on January 13th, the next few weeks will be a very busy student service time for our colleagues in UREG and SFS. During spring registration, we will need to use Carr-1, Carr-2, and other conference rooms around the building to ensure that we have places to meet with our students and to meet student demand. You will likely see a high volume of students in the front lobby at this time, as well as full parking lots.
We appreciate your patience and assistance during this busy period that can be stressful to both students and employees who are working to resolve financial and registration issues. If you see anyone that looks like a lost student over the next few weeks, please steer them back to the front lobby where we will have folks who can help assist.
PARKING CHANGES DUE TO SOUTH END RENOVATION
Due to renovation of the Registrar’s office and the downstairs lobby, changes have been made to parking in the north and south lots.Four of the six ADA spaces in the south lot will be used for “Project Services” spots during the renovation. The blockage of ADA access requires moving four of the six ADA parking spaces to the north end of the building. Establishing “Project Services” spaces at the south end of Carruthers allows the removal of the ten Project Services spaces in the Y1 (back row) lot on the north end of the building.
Due to discharge aisle requirements, it takes three regular parking spaces to create two ADA spaces. Therefore, to create four ADA spaces on the north end of the building, six spaces will be taken out of the existing visitor spots on the north side (front row) to make the required four ADA stalls. The visitor spaces have been moved to the north edge of Y1 (signs moved today).
The P&T sign shop is in the middle of making the others changes to the Y1 lot. The next step you will see occur is the spaces in the front row will be coned off so P&T can line stripe for the new ADA spaces and install the signage. Unfortunately, due to the weather today this work will occur next week.
Please let your guests know that the visitor spaces have moved to the north edge, next to the steps leading to the upper lot.
CARRUTHERS PARKING LOT IMPROVEMENT UPDATE
A reminder that the contractor will be completing the Carruthers North Parking Lot Improvements on the weekend of Saturday (11/2/19) and Sunday (11/3/19).If possible, I would like the Carruthers North Lot empty by 6:00 PM on Friday (11/1/19). The Carruthers North Lot will be returned no later than 5:00 AM on Monday (11/5/19).
PAVING OF NORTH CARRUTHERS PARKING AREA
The improvements to the North Carruthers parking area (Crack Repair, Seal Coat and Pavement Markings) are scheduled for the weekend of Saturday 10/19/19 & Sunday 10/20/19.
All vehicles should vacate the North Carruthers parking area by 6:00 PM on Friday 10/18/19. Return time would be 5:00 AM on Monday 10/21/19.
Poor weather (too damp or too cold) backup weekend will be Saturday 10/26/19 & Sunday 10/27/19.
DOWNSTAIRS VENDING AREA 10/10/2019
The tables and chairs are now back in the lunchroom/vending area downstairs. You are free to use this area for breaks and lunches now. Thank you for your patience during the renovation project.SIDEWALK CLOSING STARTING SEPTEMBER 30
The north end of the front sidewalk will be closed for a week or maybe two starting Monday, 9/30. No access will be allowed from the north lot to the front door. All Carruthers employees have been given access to the north ITC door to enter/exit during this time. Michie employees who park in the north lots will need to walk on the sidewalk down by Emmet Street to reach the Michie Buildings.Access will be permitted from the south lot to the front door, no work is being down on that side.
REMINDER: PLEASE DO NOT WALK THROUGH RENOVATION SPACE
The renovation area downstairs is closed until we receive occupancy. We will notify you when the space is open. Thank you!
ELEVATOR CLOSURE: AUGUST 9 THROUGH AUGUST 26
Phase 2 renovation work is finishing up this month. The last piece of this phase is renovating the area and hallways around the elevator. The elevator shaft must have sprinklers installed to comply with code regulations. The ramp to the elevator will be demolished (as it doesn’t meet code) and stairs will be put in its place. Also, the wall between the old SFS space and the outside door on the front of the building is being removed. This work will be loud at times. There will be some demolition work on Friday (8/9), but the majority of the loud work will be completed on nights and weekends.For this work to occur, the elevator, along with the hallway around the elevator and the front lower west door/entry will be closed Friday, August 9 – Monday, August 26. Employees will need to use the upper front door and front steps to get to the current SFS area. Parents and students should still be directed to the south entrance to the UREG lobby. Employees parking in the south lot should use the south entrance, 2nd-floor door.
SUMMER VISITOR PARKING IN SOUTH LOT: START OF CLASSES
This is a reminder from Student Financial Services and the Registrar’s Office concerning parking in the south visitors lot. Many parents and students are starting to visit Carruthers with classes beginning soon. To all occupants of Carruthers and both Michie buildings, please avoid using the visitor spots in the south parking lot.CARPET CLEANING IN CARRUTHERS
The front lobby, Carr-1 and Carr-2, and main hallway carpets will be cleaned on Friday evening, July 26, beginning at 5:30pm.
PLANNED WATER OUTAGE
A Water Outage is planned for Carruthers Hall for Friday, July 26 from 6:30am-7:30am.EMMET STREET CONSTRUCTION UPDATED 6/24/2019
The Utility work on Emmet Street in front of Carruthers Hall Schedule to be complete 6/23, has been delayed until 6/26 due to issues associated with conflicting utilities. ONE LANE OF EMMET STREET WILL BE CLOSED FROM 7AM – 4PM THROUGH 6/26.
Concerning Imminent Construction Activity: Starting June 17th, 2019, and lasting 1 week, the Carruthers Hall Renovation project will CLOSE ONE NORTH BOUND LANE OF EMMET STREET AND SIDEWALK in front of Carruthers Hall.
Faulconer Construction will be cutting the road to install a new water main to the building. The work will take place daily from 7am –4pm and has potential to cause traffic backups.
Contact Information: For questions or concerns regarding this project, please contact: Nate Wilson, UVA Project Services, Construction Project Manager, 434-270-3809, naw8a@virginiaa.edu
SOUTH VISITOR PARKING LOT REMINDER
We're getting close to July, which is when Orientation sessions will start twice a week and new students and their families will need to visit Student Services in Carruthers. Since they are usually tired, overwhelmed, and stressed by the time they stop by, SFS and UREG are hoping you all can work with us again to make parking as easy as possible for them in the South lot.To all occupants of Carruthers and both Michie buildings, please avoid using the visitor spots in the south parking lot in July (including scheduling meetings or events in the buildings with multiple visitors during this time as well).
When UREG and SFS are talking with students and families at Orientation in Newcomb, if it becomes clear they will need to go to Carruthers, we tell them it's okay to park in any open space in the lot other than handicapped spaces. Please see Orientation dates below:
· July 1st - 2nd
· July 8th - 9th
· July 11th - 12th
· July 15th - 16th
· July 18th - 19th
· July 22nd - 23rd
· July 25th – One Day Session – Transfer Students
· July 26th – One Day Session – Transfer Students
· July 29th - 30th
· August 23rd
BACK RESTROOM CLOSURE
The women’s upstairs back restroom will be closed Monday from 7:30am-9:30am and Wednesday from 7:00am-3:00pm to make drain repairs. Please plan to use the other restrooms during this time.VENDING MACHINES DURING CONSTRUCTION
Vending machine service to the downstairs machines may be spotty during Phase 2 construction due to the difficulty in accessing them. During the renovation, you may notice that these machines get low, especially on drinks. Please take advantage of the five machines located on the second floor during this time. The ice machine will still be available ;)
FIRE SYSTEM COMPLIANCE INSPECTION
Routine fire system compliance inspections will be performed at Carruthers Hall on May 8-10 from 5 am to 3:30 pm daily. Alarms will sound between 5 am and 7 am.
SFS HAS MOVED
If you haven’t heard, Student Financial Services has moved into the newly renovated phase 1 area downstairs. The new door at the bottom of the stairs is locked, but anyone with Carruthers entrance doors access can enter with their ID (Please do not enter pin#, this causes the alarm to sound).More details about phase 2 renovation coming soon.
MEETINGS IN CARR-1 & CARR-2? DON'T FORGET TO TIDY UP!
Carruthers Hall's two biggest conference rooms, Carr-1 & Carr-2, are high traffic and often host to meetings involving food and/or meetings where the room requires a different setup. Please remember if you use these rooms to take the time to clean up and re-set. If you don't, either Carrie or the next party in the room has to deal with the mess before their meeting can begin. Follow the guidelines below for resetting the rooms, with our thanks! Let me know if you have any questions.
CONSTRUCTION UPDATES: March 28
The front sidewalk is now open. Beginning Monday, April 1, one lane of Emmet Street will be closed daily from 5:30 am to 3:30 pm; this closure will last approximately three weeks. The sidewalk from the crosswalk to the building will be closed, and one handicap spot in the south lot next to the plaza will not be available for the day on Monday, April 1. You WILL be able to use the crosswalk to cross Emmet St. on that day.
SIDEWALK CLOSURES: Week of March 4 and 11
The Carruthers Construction Team is going to try to not close the sidewalks during the week if possible (weather depending). The idea would be to continue digging this week from the sidewalk to the road without closing the sidewalks. They plan on performing the sidewalk work on the weekend, having the pipe laid and backfill the sidewalk to grade with dust and reopen by Monday morning. Their plan is to then come back another weekend and form and pour the sidewalks. As a backup plan, they plan to inform us of a sidewalk closure for the end of next week (Wed, Thurs, Fri). If the weather keeps us from working over the weekend, then they are prepared to continue working and the building will be prepared for a sidewalk shut down.UPCOMING OUTAGE: SATURDAY MARCH 2
Please Review the Outage Notification below from Facilities Management.
You can also always see currently planned outages at our web site http://www.fm.virginia.edu/fmalerts/utilityOutages/ Services Affected: Electricity
Reason for Outage: Install 2 breakers feeding new panels installed as part of the 1st floor renovation.
Buildings Affected: CARRUTHERS HALL
Scheduled from: Saturday, 3/2/2019 7:00:00 AM to: 3/2/2019 12:00:00 PM
UPCOMING OUTAGE: DECEMBER 28, 2018
Please Review the Outage Notification below from Facilities Management.You can also always see currently planned outages at our web site http://www.fm.virginia.edu/fmalerts/utilityOutages/ Services Affected: Air Conditioning
Reason for Outage: To tie in the new high pressure duct serving phase 1 of the 1st floor renovation.
Scheduled from: 12/28/2018 7:00:00 AM to: 12/28/2018 5:00:00 PM
This outage is to shut down AHU#1 in order to tie in the high pressure duct to serve phase 1 of the renovation. Phases 1 7 2 of the renovated space will be down for this outage affecting the SFS space. UREG will not be affected.
UPCOMING OUTAGE: NOVEMBER 17, 2018
Please note that an outage will affect the south end of Carruthers Hall, upstairs and downstairs, this Saturday, November 17th from 7:00am - 8:00pm. Please remove all items from refrigerators and turn off computers!ADDITIONAL PARKING IN LOWER NORTH LOT: OCTOBER 25, 2018
Facilities Management has blocked off spaces on the back row of the lower north lot for construction parking. They have put bags over a few of those spaces to make them available now since contractors are not yet on site yet. Once the contractors start coming in, they will take them back. Therefore, if you see a sign with a bag over it, you are free to park in that spot (with a green hanging tag).
CARRUTHERS HALL RENOVATION NEWS
Current renovations are on schedule. Some outages will take place in the coming weeks. The following are scheduled:- Saturday, October 27 – Electrical outage (various panels downstairs) – recommend not working that day, not sure what areas will affected.
- Saturday, November 3 – Plumbing outage (no bathrooms available) – no one allowed in the building that day.
- Saturday, November 10 - Electrical outage (various panels downstairs) – recommend not working that day, not sure what areas will affected.
DON'T FORGET YOUR FLU SHOT
Flu shots will be available in Carruthers Hall on Friday October 12 from 8:30 - 11 am in Carr-1 & 2. Don't forget your ID! Can't make it Friday? See the full schedule on the HR webpage.
MAIL ROOM / ROSE TABLE CHANGE
A small change has been made to the mail area. The table with the outgoing messenger mailboxes has been moved to the wall right behind where it was in the Finance Outreach & Compliance (FOC) area. The ROSE Program table is in that same location. Both are clearly labeled.
Thank you for your patience during this renovation time.
CARRUTHERS FIRST FLOOR RENOVATION: OCTOBER 8, 2018
Below is information concerning Phase 1 of the downstairs renovation to begin on Monday, 10/8/18. Please note that the top of the stairs beside my office will be blocked off as well as the end of the hallway just before the elevator (1st floor). Please note that the individual restroom along the hallway will be closed and no one will be allowed access in this area. Access will still be available to the lower front door and stairs near Financial Operations and Student Financial Services.Click the documents for a larger view.
CARR-7 AVAILABILITY
Carr-7 will now be available for scheduling in Outlook on most Fridays through the end of the year, and the weeks of 10/1-10/5 and Thanksgiving week, 11/19-11/23. If it becomes available at other times, we will let everyone know. A sign will be posted on the door showing when available.MAILROOM LOCATION CHANGE: SEPTEMBER 10
The mailroom will be moved from the first floor to the second floor tomorrow to prepare for Phase 1 of the first floor renovations. The bins will be located in the section between the Finance Outreach & Compliance Department and the Fixed Assets Department across the hall from the front restrooms. Everything will be labeled as they are now. Mail services has been notified of this change.CARPET CLEANING IN CARRUTHERS ON AUGUST 10
BMS will clean all carpets in Carruthers Hall Friday evening, August 10th. They will begin in ITS at 3:00pm, and do the rest of the building after 5:00pm. Please pick up items on the floor in your office where you would like the carpet cleaned.SUMMER BLOOD DRIVE SCHEDULED FOR AUGUST 15
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| Click the image for a larger version. |
EMMETT STREET CROSSWALK UPDATE
The City of Charlottesville has agreed to co-fund improvements to the crosswalk on Emmett Street in front of Carruthers Hall. A study has been completed to determine the best plan going forward, and we should soon have updates and a timeline to share.
FIRE ALARMS
We will be performing the fire system compliance inspection at Carruthers Hall on from May 9th – 11th from 5:00am to 3:30pm daily. Alarms will sound between 5:00am and 7:00am.
A NOTE ABOUT PARKING IN MICHIE/CARRUTHERS
What is going on?
· We are currently experiencing a high volume of visitors (students and parents) because of visiting prospective students and our graduating students who need to take care of things with SFS and UREG prior to graduation.
· Visitor spaces appear to be full between 8:00 AM – 10:00 AM and after 3:00 PM because of several “large” meetings that are taking place in Michie and Carruthers Hall where folks are coming from grounds.
· Blue lots are becoming full because we have 23 new employees that have started at Michie and we are expecting around 20 additions in the next few weeks.
What does this mean for you?
· PLEASE DO NOT PARK IN VISITOR SPACES, IF YOU WORK AT MICHIE OR CARRUTHERS.
· Visitor spaces, to help students and parents:
o Can you reschedule your large meetings to other places on Grounds? Ideally, this would be through graduation on May 20th.
o If you must have a large meeting, please ask folks to carpool.
o Ask visitors with UVA parking permits to park in the blue lot, if they are unable to find visitor parking.
· Blue Lots, for employees:
o Blue Lots are commuter lots and anyone with a UVA Parking Permit can park there.
o If the Blue Lot north of Carruthers Hall is full, there are a few other options:
Carpool | |
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§ Or you can upgrade to reserved parking (Green Lot): Y2 (Michie Hall), Y3 (Carruthers Hall) or Y1 (Carruthers Hall).
We understand that all the options above may be less convenient for you than the parking we have had in the past. We have been incredibly lucky at Carruthers/Michie to have a Blue Lot and ample parking nearby. But with changes to the makeup of our two buildings, the parking needs have changed, and we must accommodate the needs of students, parents, and other University visitors. We hope you understand and we are happy to talk to you more about your concerns. Please email or stop by.
Sent on behalf of Building Managers
Stacey Rittenhouse (set8t@virginia.edu)
RESPECT THE VISITOR LOTS
Just a reminder: employees are not to park in our visitor lots (south and north). Please be mindful of this, especially as construction starts on the lower level in Carruthers.
AIR HANDLER OUTAGE
An air handler unit needs to be shut down April 23 – April 27 to replace duct containing interior insulation in the ITS area currently under renovation. This will only affect the following areas on the 2nd floor: Carr-1 & 2, the new Payroll area, the FOC area, and the left side of PSDS. There will be no conditioned air during this time. Because the temperature outside should not be too hot or cold, the temperature in these areas should be comfortable. If you become uncomfortable, please let me know and I will work with Facilities to bring air machines in to help.ELECTRICAL OUTAGE PLANNED
An outage is planned for electric tie-in for the temporary office trailer. This will involve turning off all the mechanical equipment in the south end equipment room: pumps, chiller, boiler heat, AHU #26. This will shut down all heat – cooling middle of the building and everything on the 1st and 2nd floor level on the south end. This will occur between 4:00am and 7:00am on Tuesday, April 17, 2018.TRAILER ARRIVAL IN SOUTH LOT
A trailer providing swing space for the SFS Call Center during the Carruthers Hall first-floor renovation has been installed in the south parking lot. The renovation will begin this summer.
CONFERENCE ROOM CLOSURES
Due to an Emergency Power Project, ITS Conference Rooms 3, 4, 5 and 6 will be closed at different times during April and the first week of May. If you have reserved any of these rooms during these times, please try to find a different location. If you need help, please let Stacey know. We apologize for the inconvenience.
Below is the schedule:
Carr-3 Closed Monday 4/2 & Tuesday 4/3
Carr-4 Closed Monday 4/2 & Tuesday 4/3
Carr-5 Closed Wednesday 4/4 and Thursday 4/5
Carr-6 Closed 3/30-5/7
CHAIRS IN THE FOYER: LEANING DAMAGE
The i2i Chairs in the café have had to be repaired several times due to people leaning on the tablet arms. They have repaired for no charge so far. Going forward we will be charged $75 each time. Please refrain from leaning on them.OUTAGES MARCH 9 & 10
Facilities Management is planning outages for March 9 & 10 in Carruthers Hall for circuit tracing on all the new panels installed over the holidays. The outages will be short in duration and power will be restored at the end of each day.
CONSTRUCTION UPDATES IN CARRUTHERS
Second floor construction schedule:
2/19 - 2/23 – Finance Outreach & Compliance (FOC) furniture will be installed, followed by staff move in (area across from front restrooms)
2/20 – The temporary construction wall around Procurement & Supplier Diversity Services (PSDS) will come down
2/20 - 2/23 - Carpet and paint for PSDS’ new space will be installed; which means there will be some noise and odors.
2/26 - 3/15 - PSDS furniture installed
3/15 - 3/23 - PSDS staff move in
REMINDER: POWER OUT OVER HOLIDAY BREAK
Don't forget that the power will be out in Carruthers Hall 12/23 - 1/1 as duct work begins. This means the key entry system will be down and you will not have access to the building. Please plan accordingly, put your personal valuables in locked areas, and remember your plants and refrigerator contents! This will not affect your ability to access the network/phones remotely.
CONSTRUCTION ALERT: SOUTH PARKING LOT
Starting Saturday, November 18th, a portion of the south parking lot at Carruthers Hall will be closed off as part of a parking revitalization project. Access to the lower end of Carruthers south will be accessible just to the right of the existing canopy. This work is expected to take approximately 2-3 weeks to complete, depending on weather.OUTAGE NOTIFICATION FOR CARRUTHERS HALL
Please Review the Outage Notification below from Facilities Management. Don't forget your area's refrigerators during this outage!You can also always see currently planned outages at http://www.fm.virginia.edu/fmalerts/utilityOutages/
Scheduled from: 11/24/2017 7:00:00 AM to: 11/25/2017 5:00:00 PM
This outage is to shut down Power to the 208V service providing power to the south side of Carruthers Hall. The power will be shut off by Dominion Power at the Pole. Dominion Power will be transferring power to the existing transformers to the new pole mounted transformer outside.
This outage begins each day at 7:00am and ends at 5:00pm
CVC/CORNHOLE TOURNAMENT & FALL FESTIVAL
You can donate by cash, check, payroll deduction, credit card or stock gifts. You can also give online.
Salaried employees may choose to give through payroll deduction. Payroll deductions begin with the first paycheck in January 2018 and end with the last paycheck in December 2018. Salaried employees may also pledge with a one-time deduction in January. Wage employees may pledge with cash, check, credit card or stock.
· CVC runs Oct. 2 thru Dec. 15 (online ends Dec. 26). Organizers are encouraged to collect pledge cards in early December to allow time to process.
· Pledge cards/posters/directories have been distributed You may return your pledge card (red envelope) to me if you choose this method.
For more information please visit the website at http://cvc.virginia.edu/
2016 Campaign Results
Working together to promote supporting non-profits thru the CVC, over $1M was donated to over 400 charities in the 2016 campaign.
Here are few details from last year’s efforts:
- $450,063 donated online; $361,680 donated by paper pledges; $199,051 donated through Special Direct. 44% of donors gave online.
- The top 3 charities are the Blue Ridge Area Food Bank, Charlottesville Free Clinic, and Hospice of the Piedmont.
- Undesignated gifts decreased to $50,067 compared to 2015’s total of $52,671.
- Participation in the 2016 campaign dropped to 14% compared to 15% in 2015.
- UVAFinance donated a total of $17,714.32
Through the years, UVA employees have contributed $14.5M through the CVC – a solid investment in the community we are proud to call home.
FLU SHOTS IN CARRUTHERS HALL
Following is the link to other times and places around Grounds where they will be given.
https://www.medicalcenter.virginia.edu/occupational-health/2017-uva-on-grounds-flu-vaccination-schedule/view.
NEW MAIL SCHEDULE
Due to a staff shortage in Mail Services, mail deliveries in Carruthers Hall will now be twice a day. Morning drop off will be by 11 am, and the last pick up of the day will be at 2 pm instead of 3 pm.
CONSTRUCTION ALERT
Starting Monday, September 11, 2017, a project to remove the brick wall and steps in front of Carruthers Hall will begin. This project will replace the brick wall with new concrete curbing and remove the steps going up to the front of Carruthers Hall. Crews will also be placing new seating areas around the front of the building.
During construction, the sidewalk on Emmet Street will be closed to pedestrian traffic. Also, the right lane on Emmet St. will be closed directly in front of Carruthers Hall reopening at the end of each day. The project is expected to take approximately 3 weeks to complete. Working hours will be Monday through Friday; 7:00 am until 3:30 pm each day.
Please note: The side walk directly in front of Carruthers will remain open leading to the front door and down to the South Visitors lot.
See area on map below marked in red.
CONSTRUCTION ALERT
Hurricane Harvey Relief
Do you want to help the people in this storm-ravaged part of Texas? Disaster Relief Charities say the best thing you can do is send money. Here is how to give now and get credit for your agency’s 2017 CVC campaign:
Americares (CVC #160333) Part of Global Impact
Provides water, food, supplies to medical relief centers, and much more.
To Give: https://secure.americares.org/site/Donation Be sure to print the screen or your receipt.
After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.
Salvation Army (CVC #160338)
Provides food, water, and many items needed by families who have suffered the loss of their home, all of their belongings, keepsakes.
To Give: https://give.salvationarmyusa.org Be sure to print the screen or your receipt.
After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.
American Red Cross Relief (CVC # 008228)
Sets up and maintains shelters, mobilizes emergency relief vehicles (ERVs) that provide food, fresh drinking water, blankets and medical attention.
To Give: https://www.redcross.org/donate/disaster-relief
and click on the box for hurricane Harvey Relief Be sure to print the screen for your receipt.
After you have given online, go to: http://www.cvc.virginia.gov/directgiving.html to upload your receipt and record your donation so it will count toward your agency goal.
Please direct any questions to CVCStaff@dhrm.virginia.gov
Give Supplies
Jessie McGann from Procurement Services has coordinated with Facilities Management and the Greene County Sheriff’s Office to organize a donation drive to benefit the storm victims in Texas. Below is a list of items that are needed. Items can be dropped off at Facilities Management’s warehouse at 575 Alderman Road. Facilities Management’s Safety/Occupational Programs has donated bags that can be filled; you are welcome to pick up a bag to fill at 575 Alderman Road. Bags are available in the coffee/break area and can returned to Mariah Kier through September 8. A note in the bag would be very meaningful to the recipient.
For any questions, please contact Jessie at jfm9n@virginia.edu or 434-243-5192. Thanks to Jessie for organizing this opportunity for us all to help out those in Texas. And thank you for your generosity!
Hurricane Harvey Relief Supply List
· Shampoo
· Disposable razors (male and female)
· Toothbrushes
· Children Toothbrushes
· Clorox Wipes
· Sanitary pads
· Diapers
· Diaper wipes
· Body Wash
· Diaper rash
· Contact solution, holders
· First aid kits
· Laundry detergent
· Flashlights
· Batteries
· Emergency candles
· Ziploc bags
· Aspirin
· Tylenol
· Tissues
· Pet supplies
· Medical supplies
· Non-perishable food items, including baby food
Guidelines for using conference rooms
The Administrative Services Group communications team has put together a reference guide for use of UVAFinance conference room space. Attention to these guidelines should make use of our common spaces more pleasant for everyone. Questions? Contact Stacey or Mariah.
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Avoid South Visitors Parking until August 25
Please do not park in the South Visitors Parking lot (the lot between Michie and Carruthers) starting today, Thursday, August 17, through Friday, August 25.Students are returning and student registration and student financial services are very busy. We do not want students to be ticketed because the parking that should be reserved for them is not available.
If you have visitors during this timeframe, please ask them to park in the North Visitor Parking lot [9 spots] or the Blue Lot (north entrance to Carruthers, visitor with ANY UVA parking permit).
Thank you for your attention and for helping to make Carruthers Hall a welcome place for our students!
Carruthers Hall Blood Drive
The Bloodmobile will be at Carruthers Hall on Monday, July 24 from 10 am - 2:30 pm. For more details, click on the flier. Visit https://donateblood.vablood.org or contact Stacey Rittenhouse to sign up.
UVA Saves Hour
On Thursday, June 22rd from 2-3 p.m., the University of Virginia is participating in a test of a statewide program to reduce electricity demand to help minimize stress on the electric grid during the summer months. UVA is seeking to support this program by measurably reducing electricity use during this one hour test.Building occupants are encouraged to turn off non-essential items at or near their workspaces by 2 p.m. and keep them off until 3 p.m. Some items to consider are fans, lights, peripheral monitors, cell phone chargers, and printers. If there are computers or other devices that can be powered down at this time that will not impact work, please power them down. Remember, this is a test and it is not to interfere with work.
To learn more about this program, and the importance of reducing our overall energy use on an ongoing basis, please visit the UVA Sustainability website.
Click on the graphic below for more tips on reducing energy consumption.
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Construction Alert: North End of Carruthers Hall
Starting Tuesday, May 23, 2017; contractors will be working to install bollards along the north end of Carruthers Hall. This project is expected to take 10 working days to complete, weather permitting. Working hours will be 7:am until 5:pm daily.Access to the building will be limited on the north end during construction. However, north egress for emergencies will still be allowed.
Please see map below marked in red for location.
Carruthers Hall Blood Drive on May 22
The Bloodmobile will be here on Monday, May 22, from 10:00 am - 2:30 pm. Appointments are preferred, but walk-ins are welcome. Please sign up with Stacey Rittenhouse or go online at https://donateblood.vablood.org
Welcome, Deputy Mayor Mariah Kier!
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| Deputy Mayor Mariah at her post |
In addition to her role at the Front Desk, Mariah Kier will also assist Stacey Rittenhouse as Deputy Mayor and with general UVAFinance Administrative Services Group (ASG) efforts. We are happy to announce that ASG will now support the MRP team and Mariah will be the MRP team’s point person within ASG.
Mariah has been helping with Front Desk work since January 2017 and we have received fantastic reviews for her friendly personality and customer service. She recently graduated from VCU specializing in political science and International relations.
Please congratulate Mariah the next time you see her.
Door Access to Sponsored Programs
As of Monday, April 17th, the door at the top of the stairs on the south end of the building leading into the Office of Sponsored Programs is locked to visitors. Access will be set up the same as the SFS doors downstairs. During business hours, no code will be required, before and after hours, a code will be required. All employees in Carruthers will have access to this door with their ID. Signage has been added to make this clear to visitors.
UVAFinance is a Fragrance-Free Workplace
UVAFinance is promoting a fragrance-free environment to protect our employees’ health. We ask for your support and cooperation in promoting a fragrance-free workplace, effective immediately. Fragrances from personal care products, air fresheners, candles, and infusers have been associated with adversely affecting a person’s health including headaches, upper respiratory symptoms, shortness of breath, and difficulty with concentration. 
UVAFinance recognizes the hazards caused by exposure to scented products and we are promoting a fragrance-free environment for all employees to keep a safe and healthy workplace environment. This applies to all UVAFinance employees:
Thank you for helping to maintain an environment where all employees respect one another and their place of work!
Visitors are no longer required to obtain a parking pass to park in the visitor spaces in the north lot. The signage has been changed to reflect this change. Please inform your visitors that they will no longer need a pass to park in the north lot. Remember that this lot is intended for internal visitors (i.e., UVA colleagues who work in other locations). Employees who work in Carruthers should not park in these spaces; Parking and Transportation will monitor the spaces.
There is no time limit on the north lot visitor spaces, but visitor parking in the south lot still has a two-hour limit. Please let Stacey know if you have questions (or comment below!).
The back bathrooms are still undergoing construction. We expect this to be complete and the bathrooms open again within the first week of April.
Carr-1 (left) and Carr-2 (right) are now available to reserve separately. If you need to reserve the rooms as one, please book both in Outlook. Training sessions will be held soon on the AV equipment in the rooms.
Do remember that Carr-1 and Carr-2, as well as the front lobby, will be closed December 19-January 2 to install the storefront glass.
- All offices and spaces used by the staff will remain free of scented products. The use of air fresheners, candles and/or infusers are not permitted in the workplace.
- Employees will be mindful of strong scents including personal care products such as cologne, perfume, aftershave lotions, scented lotions, fragranced hair products and/or similar products. All employees are responsible for promoting an environment where employees respect one another and their place of work.
Thank you for helping to maintain an environment where all employees respect one another and their place of work!
Spring Fling is Coming!
Fried chicken, veggie burgers, potato salad, chips, cookies . . . are you hungry yet? Don't forget to mark your calendar to join UVAFinance colleagues for these treats and more at Spring Fling 2017 on May 3.
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Upcoming courses, workshops, labs, and Brown Bag Sessions for April, May, and June 2017!
We hope you will take advantage of these professional development opportunities for finance professionals. Descriptions of the classes, as well as links to enroll via Employee Self-Service are available from the Events section on the Finance Outreach and Compliance website at http://foc.virginia.edu/.
Brown Bag Sessions
- Year-end Purchasing Procedures
It’s that time of the year! Find out what you need to do to be ready for Fiscal Year-end. A representative from Procurement and Supplier Diversity Services will review the scheduled dates and what departments should be doing to prepare.
- April 12, 12:00-2:00
- Presented by Linda Mayo and Charles Kidd, Procurement and Supplier Diversity Services
- Carruthers Hall, Carr-1/Carr-2
· Using UBI: Tips and Tricks (2 Sessions)
o Thursday, April 20, 12:00-2:00 and Wednesday, June 28, 12:00-2:00
o Presented by Ashley Bagby, Managerial Reporting Project
o Bavaro Hall, Holloway Hall Auditorium (room 116)
· Using America To Go
Do you order food for business lunches or events for your department? Do you use or plan to use America To Go? If so, join us for this session where representatives from America To Go and Procurement and Supplier Diversity Services will provide an overview of the America To Go catalog; ordering tips and tricks, including how to place custom orders, how to utilize the America To Go system to set up multiple catering events, and tips on developing strategic relationship with caterers, and how to look up SWaM vendors. You will also learn about the tax benefits of using America To Go and have the opportunity to ask questions about using America To Go.
o May 3, 12:00-2:00
o Presented by Vivian Bordon, America To Go
o Carruthers Hall, Carr-1/Carr-2
- The Steps of Change
Despite the fact that we're constantly faced with change, most of us spend our time fighting or ignoring it. In this workshop, we'll learn about the stages everyone goes through when experiencing change and what is needed to successfully navigate these changes.
- May 10, 12:00-2:00
- Presented by Theran Fisher, Center for Leadership Excellence
- Bavaro Hall, Holloway Hall Auditorium (room 116)
· ExpenseUVA: Overview and Demo
In April 2017, the University implemented ExpenseUVA, a new expense management system. In this session you will have the opportunity to see a demo of the system, learn about best practices for reporting both travel and non-travel expenses, and ask questions.
o June 14, 12:00-2:00
o Carruthers Hall, Carr-1/Carr-2
Courses, Workshops, and Labs
- Finance Fundamentals
What is UVA’s mission? What is the Code of Ethics and why is it important? What is the organizational structure of UVA and where do you fit in? What is a PTAEO? What are the sources of revenue at UVA and how are funds processed? What do you need to know about internal controls, and what are some best practices to follow? In this class you will get answers to these questions and more, as well as have an opportunity to interact and network with other administrative professionals. This class is a required course for access to the finance applications in the Integrated System, but is also open to anyone who wants to learn about UVA’s financial operations.
- April 10, 1:30-4:30 (New date!)
- April 25, 1:30-4:30
- May 9, 1:30-4:30
- May 23, 1:30-4:30
- June 15, 1:30-4:30
- June 27, 1:30-4:30
- All sessions are held in Carruthers Hall, Conference Room 2
- Mastering Account Reconciliations
This course is designed to navigate the expenditure reconciliation process at the University of Virginia using Recon@ UVA. In this course, we discuss how to comply with policy and procedure to accurately complete your monthly expenditure reconciliations. This course will be most useful for UVA Staff and Faculty who prepare, review, and approve expenditure reconciliations.
- May 11, 1:30-4:00
- Carruthers Hall, Conference Room 2
- General Ledger Revenue Reconciliations Workshop
This course will provide guidance in performing revenue reconciliations at the University of Virginia and understanding the requirements. In this course, we discuss how to comply with policy and procedure to accurately complete your monthly revenue reconciliations.
- June 1, 1:30-4:00 (New date!)
- Carruthers Hall, Conference Room 2
- TravelUVA: Lab
Do you need help with Concur, UVA’s new travel booking system? During this lab, you will be able to practice, ask questions and even log into the live system and book upcoming travel with the help of travel experts from Procurement and Supplier Diversity Services. The lab has an open format – come any time during the session and stay as long as you like. Please enroll in a class so that they are not overbooked.
- April 12, 9:00-10:30
- May 18, 2:00-3:30
- June 15, 9:00-10:30
- All sessions listed above will be held in Michie North, room 219
· ExpenseUVA: Lab
Do you need help with UVA's new expense management system, ExpenseUVA? During this lab, you will be able to log into the live system and submit expense reports help from the UVAFinance team. You will also learn where to go for resources and help. IMPORTANT: This class is a lab where you can come for help with entering actual expenses, and is not intended to replace the online training. Please complete the Expense Management System - Online Training prior to attending the lab and bring your work with you. Please arrive at the stated time of the class and then stay as long as you like.
o Multiple sessions will be offered beginning April 18, 2017
o Most sessions will be held at 2400 Old Ivy Road, room 136; several sessions at Michie North, room 219; several sessions at Mechanical Engineering, room 215.
o For immediate training and help, please refer to the online training Expense Management System - Online Training
As always, if you have any questions, suggestions, or need to discuss training needs, please contact foc-training@virginia.edu.
Save the Date for Spring Fling!
We've chosen May 3 for this year's Spring Fling event (May 4 rain date). Watch for more information soon.
Visitor Parking in the North Lot
Visitors are no longer required to obtain a parking pass to park in the visitor spaces in the north lot. The signage has been changed to reflect this change. Please inform your visitors that they will no longer need a pass to park in the north lot. Remember that this lot is intended for internal visitors (i.e., UVA colleagues who work in other locations). Employees who work in Carruthers should not park in these spaces; Parking and Transportation will monitor the spaces.There is no time limit on the north lot visitor spaces, but visitor parking in the south lot still has a two-hour limit. Please let Stacey know if you have questions (or comment below!).
Construction Update
The back bathrooms are still undergoing construction. We expect this to be complete and the bathrooms open again within the first week of April.A Few Updates!
· We now have parking passes for visitor parking in the Y1 lot for the designated visitor spaces (front row). Please see Linda Leake or me (next to the coffee area) for a pass until the building receptionist is hired.
· Concerning handicap parking, following is the latest information I received:
Once the rain has cleared and we can paint and post some signs, there will be 2 additional Handicap Spaces created in the Y1 Parking Lot. As a reminder, there are Handicap spaces on the South Side of Carruthers near the entry door.
If all Handicap Spaces are used, then a Valid Handicap license plate or placard can be used in the Y1 Lot for the day, while we get the additional 2 constructed.
· Carr-1 and Carr-2 Conference Room - If you find that you need the divider taken up or down, please ask me or Toni Hash. She is located in the first office in ITS on the left of lobby. We were trained and have the tool needed to do it. We check the calendar each day to make the adjustments ahead of time if possible.
Please let me know if you have any questions. Again, I thank you for your patience during these renovations and changes.
Carruthers Hall Holiday Blood Drive December 13
Get festive - Donate Blood - Support Life.
The Bloodmobile will be here on Tuesday, December 13 from 10 am - 2:30 pm. A festively tacky holiday t-shirt will be given to all donors while supplies last.
Appointments are preferred, but walk-ins are welcome. To sign up, please contact Stacey Rittenhouse at 4-4294, or go online to https://vadonor.org and use sponsor code Carruthers Hall.
Carr-1 & Carr-2 in Transition
Carr-1 (left) and Carr-2 (right) are now available to reserve separately. If you need to reserve the rooms as one, please book both in Outlook. Training sessions will be held soon on the AV equipment in the rooms.
Do remember that Carr-1 and Carr-2, as well as the front lobby, will be closed December 19-January 2 to install the storefront glass.
Coffee & Tea in Carruthers Lobby
Two Keurig machines and a water cooler have been installed in the coffee/break area in the new Carruthers lobby. Now you can grab a cup of coffee or tea and catch up with your colleagues in our new shared space!
In the new lounge area you will find some basic items for ourselves and guests to the building:
- · K-cups in Regular, Decaf, & Basic Tea
- · Disposable cups and stirrers
- · Sugar, equal, and sweet & low
- · Creamer
Starting 1/1/2017 an honor payment will start: $1 per cup for coffee and $0.5 per cup for tea
What you need to provide:
- · Your own coffee/tea cup (be green!)
- · Your own K-cups if you prefer a flavor besides the basics listed above. No honor payment required.
More good news: You can order K-cups at Supply Room prices. Just call Shelby Haigh of TSRC at 434-979-3392 and order with your personal credit card. Your K-cups will be delivered to Carruthers with the next departmental order.
Coffee area etiquette:
- · Keep the area clean
- · Remove your used K-cup
- · Be mindful of others waiting in line
- · Replenish supplies from cabinets when they run low, and let Stacey know if we’re low on stock
Thank you to Procurement & Supplier Diversity Services for working with TSRC to secure this discounted pricing for all of us! #PSDSRules
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