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UBC Faculty of Medicine
Tenant Information Handbook
City Square MARCH 5, 2019
UBC Faculty of Medicine Tenant Information Handbook City Square
March 5, 2019
2 of 14
TABLE OF CONTENTS
GENERAL BUILDING INFORMATION ............................................................................................................. 4
City Square Tenant Manual ....................................................................................................................... 4
Mall Hours ................................................................................................................................................. 4
Office Tower Hours ................................................................................................................................... 4
Parking ....................................................................................................................................................... 4
Bike Storage ............................................................................................................................................... 5
FACILITIES AND MAINTENANCE .................................................................................................................... 5
City Square Administration Office ............................................................................................................. 5
Maintenance ............................................................................................................................................. 5
Tenant upgrades ........................................................................................................................................ 5
Washrooms ............................................................................................................................................... 5
Cleaning, Garbage & Recycling .................................................................................................................. 6
OFFICE AMENITIES ........................................................................................................................................ 6
Office Amenities Guidelines ...................................................................................................................... 6
Kitchen / Staff Lounge - ............................................................................................................................. 6
Coffee, Tea, and Water ............................................................................................................................. 7
MEETING ROOMS.......................................................................................................................................... 7
FoM Videoconference / Non-Videoconference Rooms ............................................................................ 7
Meeting Rooms ......................................................................................................................................... 7
Adding Shared Calendars on Outlook ....................................................................................................... 8
SECURE ACCESS ............................................................................................................................................. 9
Keys ........................................................................................................................................................... 9
Access / ID Cards ....................................................................................................................................... 9
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SECURITY AND SAFETY ................................................................................................................................ 10
Building Security ...................................................................................................................................... 10
Alarms ...................................................................................................................................................... 10
Using The Alarm System ...................................................................................................................... 10
Alarm System Monitoring .................................................................................................................... 11
Lost and Found ........................................................................................................................................ 11
Emergency Procedures and Fire Safety ................................................................................................... 11
Health and Safety .................................................................................................................................... 11
First Aid ................................................................................................................................................ 11
Ergonomics .......................................................................................................................................... 11
OFFICE PROCESSES & PROCEDURES ........................................................................................................... 12
Dean’s Executive Team / Office Portfolios .............................................................................................. 12
Visitors ..................................................................................................................................................... 12
Mail .......................................................................................................................................................... 12
Couriers & deliveries ............................................................................................................................... 13
Templates & Logos .................................................................................................................................. 13
Office Supplies ......................................................................................................................................... 13
Computer Equipment .............................................................................................................................. 13
Business Cards & Office Stationery ......................................................................................................... 14
Telephones .............................................................................................................................................. 14
Fax Machine ............................................................................................................................................ 14
Photocopiers and Printers ....................................................................................................................... 14
Confidential Shredding ............................................................................................................................ 14
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GENERAL BUILDING INFORMATION
CITY SQUARE TENANT MANUAL
Please refer to the City Square Tenant Manual for general building information.
MALL HOURS
City Square is accessible to the public from 5:30AM to 11:30PM, Monday to Sunday.
OFFICE TOWER HOURS
The 2nd floor south suites will be accessible via the tower elevator from 7AM to 7PM. The doors leading into the suite from the tower elevator will remain locked at all times and will be card access for staff only.
If you are expecting a delivery via the tower elevator from the loading bay, please make arrangements to have the delivery person contact the receptionist or receiver to provide access into the suite.
To access the 2nd floor outside of these hours using this elevator (i.e. from P3, loading bay, etc), an elevator access card will be required. The cost for these cards is $25 each (non-refundable). Contact the City Square Administration office to purchase cards.
PARKING
Please refer to the City Square Parking section (page 29) of the Tenant Manual. The parkade hours are 5:30AM to 11:30AM daily. Monthly and reserved parking are on the P3 level.
Monthly Rates
Reserved $155 | Random $105 | Daily Rates: $3.50 for first hour; $1.75 each additional 30 mins; $20 for 12hrs.
Validation System
Option 1: purchase a validator unit ($1200 each)
Option 2: pre-purchase validated tickets (any amount of time/duration can be programmed). Pre-purchase tickets for specific time allotments (usually ½ hour or 1 hour increments): i.e., if a visitor stays for 2 hours and is provided a 1-hour prepaid ticket, the visitor will hand their ticket to the parking attendant upon exiting the parkade but will be responsible to pay for the additional hour of parking.
Contact Go-Park at [email protected].
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BIKE STORAGE
VGH Cycling Centre
There are no on-site bike storage and shower facilities at City Square. The VGH Cycling Centre at 866 W. 10th is the closest facility: https://bcgreencare.ca/vgh-cycling-centre. It is open 24/7 and offers shower facilities and other amenities. VCH access card is required.
FACILITIES AND MAINTENANCE
CITY SQUARE ADMINISTRATION OFFICE
The City Square Administration Office is located at the following:
City Square Administration Suite 168 – 555 West 12th Avenue Vancouver, BC V5Z 3X7 Phone: 604-876-5165 Fax: 604-876-5181 Email: [email protected] Website: www.mycitysquare.com
MAINTENANCE
Maintenance and custodial requests (i.e. burnt out lights, leaky faucets, etc) should be submitted via email to the City Square Administration Office at [email protected].
TENANT UPGRADES
If you require an improvement to your space, submit a request to the City Square Administration Office at [email protected]. The building technicians will advise if it can be done in-house or they will recommend a service provider.
WASHROOMS
The men’s washroom is inside the suite (room 258).
The women’s washroom is located in the elevator lobby area. For security reasons, access will be via punch code.
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CLEANING, GARBAGE & RECYCLING
Spectrum Management is the building’s contracted service provider. Their staff should arrive around 5-5:30pm each day – if you stay late, they will work around you. For private offices, the assumption is that the custodial staff will enter to perform their work. If you do not want them to enter, please leave a note on the door.
Around the workstations:
There will be several large collection bin sets around the floor. Please remember to empty the personal bins into these larger bins. Individual workstations are serviced weekly: dusting & spot cleaning – only if desk is clear; vacuuming – only if floor area is clear.
Washrooms are fully serviced daily. Common areas and thoroughfares will be vacuumed weekly.
Other instructions:
Boxes must be flattened – can be placed by the general paper recycling bins.
Organic waste bins will be in the kitchen areas only.
Kitchen areas: please work together to keep the communal kitchen areas clean.
OFFICE AMENITIES
OFFICE AMENITIES GUIDELINES
A document has been developed for Faculty-wide use which outlines the amenities and services to be
provided (coffee, water, etc) at FoM sites. The Office Amenities Guidelines document can be found here.
KITCHEN / STAFF LOUNGE -
The following appliances will be provided:
- 2x full-size fridges in South side kitchenette.
- 1x full-size fridge in North side kitchenette. (and likely a second fridge)
- 2x dishwashers – one each on South and North sides.
- 2x microwaves in South side kitchenette; 1x microwave in North side kitchenette.
- 2x kettles – one each in South and North
You are welcome to bring other small appliances from your current offices but please note that there is
a risk of overloading the circuit breakers when using multiple small appliances concurrently.
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COFFEE, TEA, AND WATER
Filtered water is provided by an on-tap filter-chiller.
Coffee machines will be provided in the South side and North side kitchenettes. Default selections are a
light/medium roast and a dark roast. Coffee products and condiments will be delivered every two weeks
by Van Houtte. Please be reminded that the supplied milk, cream, and sugar are for the provided tea
and coffee only. Please do not use for other personal consumption (i.e., cereal, oatmeal, other drinks,
etc.).
MEETING ROOMS
FOM VIDEOCONFERENCE / NON-VIDEOCONFERENCE ROOMS
Visit the Facilities > Room Booking > Find a Room search tool to pull up a list of all room locations or to
filter by room type, capacity, city, and site.
Staff will continue to book shared FoM conference and videoconference rooms by submitting a request
to the Academic Learning Spaces team. Detailed instructions on the room booking process and the
booking request form can be found here.
MEETING ROOMS
The City Square VC and non-VC classroom will be available soon (TBC) to book via the current process:
North side: Videoconference Room 216 seats 16
North side: Classroom (non-VC) Room 217 seats 40
Detailed instructions on the room booking process and the booking request form can be found here.
Visit the Facilities > Room Booking > Find a Room search tool to pull up a list of all room locations or to
filter by room type, capacity, city, and site.
The following meeting rooms may be booked through Outlook Calendars (all small meeting rooms are
AV equipped/non-VC):
North side: Med Deans Office Facilities R-RM City Square 213 seats 4-6
South side: Med Deans Office Facilities R-RM City Square 225 seats 4-6
South side: Med Deans Office Facilities R-RM City Square 262 seats 6-8
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South side: Med Deans Office Facilities R-RM City Square 265 seats 4-6
ADDING SHARED CALENDARS ON OUTLOOK
To add the room in Outlook in the calendar view, click the drop-down menu on the calendar icon in the
top ribbon, select From Room List, and enter the calendar name (i.e. MED Dean’s Office Facilities R-RM
City Square 213 ):
OR
To add the room in Outlook, right click on the calendar folder, select Add Calendar, From Address Book, and
enter the calendar name (i.e. MED Dean’s Office Facilities R-RM City Square 213 ):
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SECURE ACCESS
KEYS
Submit a request through the WebWork Requester online system. Contact the FoM Facilities Manager to set up an account.
ACCESS / ID CARDS
UBC
UBC staff should obtain a UBC ID card from the Parking & Access office located at the UBC Bookstore at
the Point Grey campus.
VCH
Should staff require after-hours access to City Square, contact the FoM Facilities Manager for the
appropriate programming to your VCH ID card or generic access card.
Requests for after-hours access must be approved by your supervisor.
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SECURITY AND SAFETY
BUILDING SECURITY
Please refer to the City Square Security section (page 22) of the Tenant Manual.
Security services at City Square are provided by Paladin Security. In the event of an emergency or if you
require immediate response, call the Security Emergency cell phone at 604-834-2459.
Rod Mah
Manager, Security & Life Safety
604-834-2459
ALARMS
The alarm system in both suites are programmed to auto-disarm at 7:00AM and auto-arm at 9:00PM
Monday to Friday. The alarm will remain armed Saturday and Sunday.
Each occupant group has been assigned an alarm code. Please contact your administrator for your
group’s assigned alarm code.
For new alarm codes, contact the FoM Office Manager ([email protected]).
USING THE ALARM SYSTEM
1. Please take a quick walk around the suite to ensure that you are the last person remaining. If you
notice another person, please remind them about the alarm - either the auto-arm time or to arm it upon
leaving the office. Please also ensure that the exterior doors to the suite, including the fire exits, are
firmly closed.
2. At the alarm panel, you should see a green light on the right and a "System is Ready to Arm" note on
the display.
3. Enter your 4-digit code. Wait for the acknowledgement on the display. You have 60 seconds to leave
afterwards.
4. If/when the door is opened while the alarm is on, you have 45 seconds to disarm the system. Again,
enter your 4-digit code.
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5. If the alarm should go off, enter the 4-digit code as quickly as possible.
ALARM SYSTEM MONITORING
The alarm system is monitored by Paladin Security. In the event of an intrusion signal, Paladin will notify
Facilities, who will investigate and send out a communication to the unit contacts. Please distribute
internally to your teams as appropriate.
LOST AND FOUND
Please refer to the Lost and Found section (page 42) of the Tenant Manual for information on City
Square’s Lost and Found service.
EMERGENCY PROCEDURES AND FIRE SAFETY
Please refer to the Emergency Procedures & Fire Safety section (pages 36-41) of the Tenant Manual for
information on the fire safety plan & procedures, power failures, bomb threats, etc.
HEALTH AND SAFETY
FIRST AID
IN THE EVENT OF AN EMERGENCY, CALL 911 IMMEDIATELY.
A first aid kit for minor injuries is available in the kitchen.
ERGONOMICS
The UBC Ergonomics program helps to ensure the safety and well-being of employees. It promotes
optimal working postures and practices in order to reduce workplace musculoskeletal injuries. If
interested, please UBC HR’s Office Ergonomics page for resources and assessment request procedures.
Below are some other useful guides to help with office ergonomics:
Stretching Guide
Chair Guide
Keyboard Shortcuts
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OFFICE PROCESSES & PROCEDURES
DEAN’S EXECUTIVE TEAM / OFFICE PORTFOLIOS
The Dean’s Executive Team supports the Departments, Schools, Centres and other units in achieving the
Faculty’s academic mission and provides strategic leadership to the Faculty of Medicine. To learn more
about the Dean’s Executive Team and each portfolio, click here.
To find contact information and service information for administrative service units, departments,
schools, centres and institutes, click here.
VISITORS
If you are expecting visitors, please let Reception know ahead of time. Reception will call you when they
arrive – please greet them at Reception and escort them through the office.
The mailing address for City Square is:
NORTH side (Finance):
UBC Faculty of Medicine Suite 208 555 West 12th Ave Vancouver, BC V5Z 3X7
SOUTH side (CPD, Clinical Partnerships, Faculty Development, PGME):
UBC Faculty of Medicine Suite 200 555 West 12th Ave Vancouver, BC V5Z 3X7
Campus Mail and VGH have been notified of your moves and have been provided with your new
addresses. Where possible, please ensure your name, unit, and contact info are included on all mail
items.
We will be assigned mailboxes in the City Square mail room for receiving mail delivered directly by
Canada Post. One mailbox for North / one for South – please remember to check regularly.
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UBC Campus Mail Services is the primary service provider for all UBC groups at all locations. They will
provide service to & from the suite.
The mail area drop-off/pick-up area will be located just inside of the door from the East Tower elevator,
opposite the 243 kitchenette. Bins will be labelled for both incoming and outgoing items – please ensure
that your mail states the intended recipient & address, and deposit into the correct bin.
COURIERS & DELIVERIES
For couriers, please arrange your own pick-ups & deliveries (i.e., signatures).
Large scale deliveries and pick-ups should be made through the East Tower elevator. The glass elevator
is generally reserved for passengers only. The glass elevator can be used to receive delivery of office
materials but such deliveries should be scheduled outside of heavy usage times such as lunch and dinner
hours at Kirin Restaurant. Where possible, courier deliveries should be made before 10 am and after 2
pm.
A 3-bay loading dock is located off Cambie Street and can handle vehicles up to 12’ 6” at each bay. Use
of the bays is on a first-come basis during business hours. Arrangements for large deliveries should be
made through City Square Security at 604-834-2459.
TEMPLATES & LOGOS
Both the University and Faculty strive to obtain a common look and feel, ensuring the layout and design
of printed and electronic materials displays the appropriate logos & information consistently. Templates
and graphics for Faculty use are at:
https://mednet.med.ubc.ca/ServicesAndResources/Communications/TemplatesAndLogos/Pages/defaul
t.aspx .
Please contact the Communications department for further information on the usage of the logo(s).
OFFICE SUPPLIES
Each group is expected to follow their current established procedures for purchasing office supplies.
Please contact your respective administrator for instructions.
COMPUTER EQUIPMENT
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Hardware, Software, & Accessories: MedIT works with preferred vendors to provide hardware solutions
that meet the needs of the Faculty. Please discuss any computer requirements with your
manager/director. If approval is received to purchase new hardware, software, or accessories, complete
and submit the MedIT Order Form. Purchased software is licensed to individual users to prevent
illegal/unethical uses.
Replaced hardware can either be kept by the department or repurposed to the Dean’s Office for swing
station use. Obsolete equipment is declared surplus and recycled through UBC Sustainability programs.
Note that any equipment not purchased through the MedIT Service Desk will not be serviced nor
supported. Further details are at:
https://mednet.med.ubc.ca/ServicesAndResources/Purchasing/Technology/Pages/default.aspx
BUSINESS CARDS & OFFICE STATIONERY
Each group is expected to follow their current established procedures for purchasing office stationery.
Please contact your respective administrator for instructions.
TELEPHONES
Each group is expected to follow their current established procedures for requesting phone services.
Please contact your respective administrator for instructions.
To access UBC’s online directory service, click here. Requests for updates to the directory can be sent to
your department administrator.
FAX MACHINE
Each group is expected to follow their current established procedures for fax line usage. Please contact
your respective administrator for instructions.
PHOTOCOPIERS AND PRINTERS
Each group is expected to follow their current established procedures for copying, scanning, and
printing. For paper, supplies, and servicing, please contact you respective administrator for instructions.
CONFIDENTIAL SHREDDING
Confidential shredding is provided by Shred-It on a monthly basis. Labelled carts will be placed around the floor (usually by the large MFPs) – please only dispose of absolute confidential materials into these carts. For non-confidential paper materials, please use the regular paper recycling bins.
