Holiday Bulletin

 

PDF icon Holiday Bulletin - 2018

 

Holiday Bulletin 2018______________________________________________________

The holiday period extends from the evening of December 21, 2018 to the evening of January 1, 2019. Please read below for important information about access to McGill facilities and campuses, the availability of services, and ways to ensure the security and safety of our facilities and people during the break.

If you have any suggestions for the improvement of this holiday bulletin or any other comments, please use the Suggestion Box on the Facilities Management and Ancillary Services website at:

http://www.mcgill.ca/facilities-services/.

On behalf of all of us at Facilities Management and Ancillary Services, I extend to you, your families, and friends, our best wishes for a safe and restful holiday break. We look forward to working with you in the New Year.

 

Robert Couvrette, M.G.P.
Associate Vice-Principal, Facilities Management and Ancillary Services

 

EMERGENCY PHONE NUMBERS

 

For all emergencies, call 911. Please note that if you dial 911 (or 9911) from a McGill phone you will be simultaneously connected with Security. If you use a cell phone to call 911, Security will not be automatically notified of an emergency. In this instance, please also call Security at one of the numbers shown below.

  • For Security, call 3000 (downtown campus) or 7777 (Macdonald campus).
  • For building-related problems (e.g., heating, water, air quality issues) during the holiday break, please call 4555 (downtown campus) or 7777 (Macdonald campus).

 

USEFUL PHONE NUMBERS

DOWNTOWN

MACDONALD

Alcoholic Beverages Administrator

7687

8601

Fire Prevention

3473

3473

Emergency Management and Preparedness

4556

4556

Facilities Call Center

4555 4555

Parking Services

8437

8437

Security Services

4556 7770

Hazardous Waste Management

5066 5066

 

BEFORE THE HOLIDAYS
PREPARING HOLIDAY PARTIES

Registration

By Friday, December 7, 2018, Building Directors must inform Security Services, either by fax at 5186 or by email at campus.security [at] mcgill.ca, of the building location, room number(s), date, time, and other details of holiday parties that will take place in their building.

For Macdonald campus, anyone wishing to host a holiday party must complete the event application form for special events and email to louise.cote [at] mcgill.ca.

Guidelines and Policies

  • Parties are not permitted to continue past midnight.
  • Security agents will end parties whose organizers failed to notify Security Services in advance.
  • Party organizers must obey room capacity limits and avoid overcrowding.
  • The location of firefighting equipment should be noted. At the end of the party, the building service person or security agent in attendance must be notified in order to ensure a thorough inspection of premises.
  • Note that if parties extend beyond regular building hours, charges may apply.

Alcohol

  • All organizers of events held on McGill campuses where alcohol is served or sold must obtain valid permits from the Alcohol Permit Office and purchase all alcoholic beverages from that office. All orders must be submitted by Friday, December 7th, 2018 and the last deliveries will be made by Wednesday, December 12th, 2018.
  • Please refer to the policy at http://www.mcgill.ca/eventsbookings/alcohol/ for more information regarding the serving of beer, wine, and other liquor on McGill property.
  • You may call the Administrator, Alcoholic Beverages Control, for additional information. Call Carolina Lupolov (downtown campus) at 7687 and Louise Côté (Macdonald campus) at 8601.
  • The Alcohol Permit Office will be closed from Wednesday, December 19, 2018 until Friday, January 4, 2019 inclusively.

Cleaning

  • Building Services should be emailed at special.events [at] mcgill.ca at least 48 hours in advance to ensure proper cleaning following the party.
  • For events being held during regular building hours, organizers are held responsible for leaving the area in an acceptable condition.
  • All waste and recycling is to be disposed of in the appropriate bins located in the vicinity and all furniture must be returned to its original location.
  • Charges will apply if the above conditions are not met.
  • For all parties or events held past regular building hours, Silent Hour Procedures apply.
    http://www.mcgill.ca/facilities/buildings/evenementsspeciaux.
HOLIDAY DECORATIONS
  • In accordance with university regulations, the installation of natural trees in public places is forbidden.
  • Building Directors may allow the installation of artificial flameproof trees only if they are solidly fixed in place and installed away from fire exits or heat sources.
  • All decorations, whether used on trees or anywhere else, should be approved by a recognized safety organization (e.g. CSA) and should be flameproof or non-combustible.
  • For additional information, please contact Fire Prevention at 3473.
BEFORE YOU LEAVE
  • Close all windows to conserve energy and prevent freezing of pipes.
  • Lock all doors and windows to ensure the security of McGill property and your personal belongings.
  • Lock away all valuables in a desk drawer or cabinet (e.g. laptops, cameras, video recorders, petty cash boxes).
  • Shut down or unplug all office computer equipment, lights, and other non-essential electrical appliances (e.g. portable fans, coffee makers, kettles, and other heat producing appliances) to conserve energy and prevent fires.
  • Bring your access card home with you. Leaving it in your office can lead to increased risk of theft
ARRANGING FOR EVENT SUPPORT, CUSTODIAL SERVICES AND VENTILATION
  • Requests for special services (e.g. events requiring buildings to be opened, custodial services) during the period from December 21, 2018 at 6:00 p.m. to January 2, 2019 at 7:00 a.m. should be communicated to special.events [at] mcgill.ca no later than December 7, 2018.
  • Requests should detail the building location, room number(s), dates, hours, services required, and FOAPAL to be charged.
  • This service is highly recommended for buildings with open access during the holidays.
  • Charges apply from December 21, 2018 at 6:00 p.m. to January 2, 2019 at 7:00 a.m.
  • Heating, ventilation and air conditioning (HVAC) are set to minimum levels off business hours. If you hold an event during the holiday break and would like the HVAC systems to be adjusted accordingly, make sure to fill out the Ventilation Schedule Change request form.
PREVENTING THEFT BY PREPARING BEFORE THE HOLIDAYS

Break-ins and acts of vandalism frequently occur before and during the holiday season. These acts may be committed by individuals who are searching for money, saleable items, or narcotics. Everyone is therefore urged to exercise the highest degree of caution and to take appropriate measures for the safekeeping of their buildings, offices, laboratories, and contents therein.

  • Security agents have been instructed to prevent the removal of equipment from University premises during the holidays, unless Security has been otherwise notified in advance at campus.security [at] mcgill.ca.
  • All notices must be received by December 7, 2018 and must include the individual’s name and the type of equipment authorized for removal, including the make, model, and serial number, where applicable.
  • If you have any questions regarding the above, please contact campus.security [at] mcgill.ca or call 4556.
DISCONNECTING UNNEEDED ELECTRICAL EQUIPMENT AND APPLIANCES
  • Customarily, all electrical equipment should be disconnected during the holiday period. If you have electrical equipment that must remain operational during this time, you should provide your Building Director with a list of equipment that will require power during the holidays. He/she will subsequently inform Security Services.
  • Equipment involving heating should be fully inspected to ensure that temperature-regulating and overheating-protection devices are functioning properly.
HANDLING HAZARDOUS MATERIALS BEFORE LEAVING

Risks associated with flammable liquids and other hazardous materials in laboratories should be reduced to an absolute minimum.

  • Place all flammable liquids in flammable liquid storage cabinets or in a chemical storage room.
  • Place all corrosives (acids and bases) in corrosive cabinets or in a chemical storage room.
  • Remove all hazardous materials found inside the fume hood, and place them in appropriate storage or hazardous waste areas.
  • Submit all waste chemical pickup requests through myLab at https://mylab.mcgill.ca.
  • For all other inquiries, contact Hazardous Waste Management at hwm [at] mcgill.ca or by calling 5066.
  • Return all unused compressed gas cylinders to their suppliers and/or check that full or empty gas cylinders kept in the lab are properly anchored to a wall or bench.
  • Ensure that valves for all gases, including natural gas, are closed and report any natural gas odours to Security at 3000 (downtown campus) or at 7777 (Macdonald campus).
DURING THE HOLIDAY BREAK
  • Security Services will be staffed 24 hours a day, 7 days a week. Should you require their assistance, do not hesitate to call 4556 (downtown campus) or 7770 (Macdonald campus).
  • The Facilities Call Centre (FCC) will be closed from December 21, 2018 at 6:00 p.m. and will re-open on January 3, 2019 at 7:00 a.m. As a result, all calls placed to FCC during the holiday break will be re-directed to Security.
  • Mail Services will be closed as of Friday, December 21, 2018 at 3:00 pm up to Wednesday, January 2, 2019 at 7:00 am. Please ensure that any urgent and/or large mailings reach the Mail Room no later than Friday, December 14, 2018.
  • Printing Services will be closed as of Friday, December 21, 2018 at 3:00 pm up to Wednesday, January 2, 2019 at 7:00 am. We would like to remind you that printing requests for materials needed for the first days of the Winter 2019 semester should be submitted no later than Friday, December 7, 2018 to ensure completion.
CAMPUS VEHICLE ACCESS

Access to the downtown campus is dictated by the circulation protocol at:
http://www.mcgill.ca/campusplanning/planning-services/campus-planning/circulation.

There is no access below the Arts Building for vehicles from December 22, 2018 until January 1, 2019 (with the exception of persons with disabilities or emergency vehicles).

As in previous years, the downtown campus will be closed from 11:00 p.m. on December 24 to 11:00 p.m. on December 25, 2018. The formality of closing the campus one day each year is essential for McGill University to exercise its legal rights of private proprietorship. In practice, this means that the Milton Street entrance will be closed and only emergency or service vehicles will be permitted on campus. During this period, pedestrian traffic will be allowed.

BUILDING ACCESS
  • During silent hours, everyone is required to produce, upon request by a security agent, a valid McGill ID card. In order to have your card programmed for access to controlled areas during the holiday season please refer to http://www.mcgill.ca/campussafety/security-services/campus-access-and-control.
  • Non-McGill individuals who are authorized by their affiliated departments to enter a building during silent hours should be provided with a blank proxy card if access to the building is controlled by an access card reader. Proxy cards may be obtained through your departmental administrator.
  • If access to the building is controlled by a key, Security Services should be provided with a list of all individuals with silent hour privileges.

    Important
  • Do not lend your McGill ID card with access rights to anyone during your absence. It is both a contravention of University policy and a serious security breach.
  • Remind your contacts about reduced staff and access, Security Services cannot provide access for deliveries.
PARKING SERVICES
  • Parking on roads and outdoor lots will be available on the campuses during the holiday period. Since campus parking is now automated, no parking attendants will be available during the holidays.
  • The regular rate will be in effect even in the absence of parking attendants.
  • During the winter months, overnight parking on roadways and in parking lots is not permitted, in order to facilitate snow removal.
  • For Holiday Parking hours please refer to the website:
    http://www.mcgill.ca/transport/parking/.
YOUR SECURITY DURING THE HOLIDAYS

The holiday season is a period when everyone must be more vigilant with respect to safety and security measures. Please ensure that all staff and students in your area of responsibility have been made fully aware of the recommendations below or visit Campus Public Safety for more tips and resources on safety. http://www.mcgill.ca/campussafety/emergency-management-preparedness/safety-info-tips-and-resources.

BE VIGILANT

Everyone entering buildings during silent hours should be particularly observant about any abnormalities they may notice and report them immediately to Security at 3000 (downtown campus) or 7777 (Macdonald campus). For example, please immediately report any of the following:

  • Unusual or burning odours
  • Open doors or windows
  • Lights left on
  • Strangers on the premises
  • Suspicious noises
  • Water on the floor
  • Extreme temperatures
WORKING ALONE

It is not recommended to work alone but if it is absolutely necessary, you can request to have a Security agent check-in with you on an hourly basis. To check-in or check-out, drop by our offices located at Burnside Hall, Suite 120, or call 4556. For Macdonald campus, please call 7770.

If you must work alone during this period it is advisable to post this sign on your lab door:
https://mcgill.ca/ehs/files/ehs/notice_of_working_alone_in_a_laboratory_online_en.pdf

For more information on working alone in the laboratory refer to the Working Alone Policy:
https://mcgill.ca/ehs/laboratory/lab-safety-manual#cli_1.5

Remember that there will not be any evacuation teams in the buildings during the holiday period. In case of a fire alarm, immediately stop what you are doing, verify that everyone has left the room and use the nearest safe exit to evacuate. Please provide assistance to those requiring or asking for it. Once outside, move away from the building and wait for authorization to re-enter.

UNATTENDED EXPERIMENTS OR EQUIPMENT

Leaving experiments or operating equipment unattended is discouraged, but if absolutely necessary, please take the following precautions:

  • Obtain clearance from your supervisor.
  • Inform the Building Director that an experiment is to be conducted, so that he/she may, in turn, provide the list to Security Services. Make sure Security Services has your contact information so that you can be reached in the event of an emergency.
  • If you must leave an experiment unattended use this poster:
    https://mcgill.ca/ehs/files/ehs/unattended_experiment_online_v2.pdf
WHY NOT TAKE THIS OPPORTUNITY TO UPDATE YOUR EMERGENCY CONTACT INFORMATION ON MINERVA?

To view/update your home and internal mailing addresses and phone numbers:

  • Log into Minerva
  • Select the Personal Menu
  • Click Addresses and Phones
  • Note: Make sure to click Submit when entering changes or selecting a Type of Address to Insert

Emergency Contact Information: It is important for McGill to have your contact information in the case of an emergency, so please be sure to complete the Emergency Contact section found under the Personal Menu in Minerva.