Staff Guidelines

• Building Access

  Building access refers to and covers all access to the premises, regardless of the operating hours and day of the week.
  1. Open 24/7 to SOM Employees, Students, and Faculty.
  2. SOM badges must be visible while in SOM Education Buildings. The ID badge shall be visibly displayed on the employee’s physical person in an unobstructed manner.
  3. SOM Students, Faculty & Employees may use the building 24/7 throughout the year, except for when it is closed during the winter holiday.
  4. External doors should not be propped open at any time.
  5. If you forgot your Badge at home during business hours, please check in at the reception desk.

• Visitors

  Visitors are considered anyone who is not a UCR SOM faculty, student, or employee. This may include but is not limited to UCR leadership of other units, UCR faculty, students, employees, affiliated partners, community personnel, etc. These individuals would typically not be expected to have an SOM badge. UCR students attending their regular classes in SOM buildings are not considered visitors, and are not required to sign in.

  
  1. Visitors MUST check-in at the reception desk where they will receive a visitor’s nametag.
  2. Non-SOM students are permitted to study in the open areas on the 1st and 2nd floors of Ed II during business hours if available or may reserve an enclosed study space.
  3. If a SOM faculty or employee is expecting a visitor, they must inform the Reception Desk ahead of time and provide the contact information from someone in the hosting department or host themselves.
  4. The SOM faculty or employee (host) must meet the visitor at the reception desk or elevator.

• Lounges and Kitchenettes

  Lounges and Kitchenettes refer to the areas designated for SOM faculty and employee break rooms.

  
  1. Lounge and kitchen areas are to be kept clean.
  2. Refrigerators are for daily use only, please have food items cleaned out on a consistent basis, at the end of the day, but definitely before a weekend or extended holiday.
  3. Everyone is responsible for washing their dishes and disposing of garbage. If dishes are left in the sink dirty, they will be discarded.
  4. Microwavable food should be covered while heating. Wipe down after use. Do not leave food unattended.
  5. No personal air fryers allowed or other plug-in cooking devices.
  6. Department units on each respective floor will rotate monthly to clean the refrigerators.

• Shared Spaces

  1.  Shared spaces are breakrooms, copier rooms, and meeting spaces.
  2. Clean up after yourself and leave these areas tidy for others to use.
  3. Clear away any personal belongings and return furniture to its original position.
  4. Keep noise level to a minimum and be courteous of those around you; use Headphones or Huddle spaces when participating in virtual meetings.

• Workspaces and Offices

  1. Keep your area clean and organized, avoiding clutter.
  2. Avoid hanging items over or on top of workstation panels and ensure that the aisles between workstations remain clear.
  3. Offices are encouraged to dedicate artwork and/or certificates to one wall, using command strips or picture hooks to minimize wall damage.
  4. Avoid placing heavy items on top of overhead storage.
  5. Downsize personal trash cans to small desk-size to reduce waste. Small desk-sized trash cans need to be emptied in the Zero Waste receptacles; Janitorial will not empty desk trash cans.

• Bikes, Skateboards, Scooters and Similar Mobility Transports

  1. Beginning January 3, 2024, electric scooters and bicycles are not permitted inside the SOM buildings. You can use the card access only bike rack located by the loading dock, which is also monitored by a security camera. Locks are recommended.
  2. Skateboards and non-electric scooters are allowed inside but must be placed in a locker. Per TAPS policy 7.03.

• Food, Drinks in Meeting Spaces

  1. For shared, carpeted spaces, no food is allowed unless for an approved event in which a Chart of Account (COA) is tied to the event to cover the cost of cleaning the carpets.
  2. Covered drinks are allowed in carpeted areas.

• Mailboxes

  1. Mailboxes are located on your department floor in the copier room.
  2. Mailboxes must be kept clear and open to receive notifications and other information on a daily and/or weekly basis.
  3. Monday-Friday between 8-11 am, mail will be picked up and we will notify and schedule delivery of packages directly to you.

• Faculty Classroom Use

  1. No Food or Drinks are allowed in the classroom during classes. Drinks with lid tops are allowed.
  2. Posting on acoustic panels is not permitted.
  3. After use, please erase the glass board, remove any trash or belongings, and return the furniture to its original position.

• Reserving Conference Rooms

  1. Conference Rooms in SOM Ed I are located on the 1st and 2nd floors. Conference Rooms in SOM Ed II are located on the 3rd, 4th, and 5th floors.
  2. Please visit Zoom Workspace App | SOM Facilities and Space Planning (ucr.edu) for more information and instructions on how to download the app for Conference Room reservations.
  3. Minimize food in offices and workstations.

• Reserving Space for Events

  1. To reserve a space in the School of Medicine Education I or II Building for the purpose of events, please download the form from the Facilities website How To Reserve A Room | SOM Facilities and Space Planning (ucr.edu).
  2. Attach the completed form with all authorized signatures and submit a ServiceLink ticket: SOM - SOM - Portal (service-now.com).
  3. For a list of events go to Events (trumba.com).
  4. Please note that education courses and all other instructional activities will take priority. Space may not be used for commercial or personal purposes and is not for use by individuals or groups not affiliated with UCR.

• Service, Concerns, And Repairs

  1.  For facility-related requests including repairs/damage to the building, broken lockers, or appliances, please submit your request or question via this link: SOM - SOM - Portal (service-now.com).
  2. Time Sensitive/Urgent Request:
      a) Front desk reception: (951) 827-4568.
      b) For AV Equipment, zoom conferencing, or equipment issues contact: (951) 827-7676.
      c) For after-hours building-related issues contact UCPD: (951) 827-5222.
  3. For additional concerns about the building, please contact SOM Facilities Planning at https://somfacilities.ucr.edu.

• Building Safety

  1. The evacuation of buildings at the University of California, Riverside is everyone’s responsibility. Offer assistance as needed to individuals who are mobility impaired or have disabilities.
  2. All Faculty and Employees must evacuate at the sound of the alarm.
  3. The Emergency Assembly Area for SOM Ed I and Ed II is located in the courtyard near Scotty’s and SOM Ed I Building.
  4. For More information regarding our Emergency Action Plan, please visit: https://somfacilities.ucr.edu/upcoming-events-general-information.
  5. Emergency call buttons on are located near the elevators and near the reception desk. Calls go directly to UCPD.

• Monitoring And Enforcement

  1. The Education Buildings use security cameras and a single centralized video management system to enhance safety and physical facility security while respecting and preserving individual privacy. Surveillance of public areas deters crime and assists in protecting the safety and property of the SOM community.
  2. The Education Buildings are monitored by UCPD.
  3. Possession, use, or manufacture of a firearm or other weapon are prohibited by campus regulations.

• Posters And Signage

  1. Wall posters, announcements and advertising are not permitted.
  2. Digital Signage may be submitted to SOM Planning at SOM - SOM - Portal (service-now.com) and is subject to approval.

• Lost and Found

  Located at the reception desk in SOM Ed I and Ed II. All items will be discarded after 30 days.

• Animals

  1. UC Riverside affirms the rights of individuals who require assistive animals to participate in all aspects of campus life. A request for an assistive animal (service or support animal) as an accommodation requires an individualized analysis reached through the interactive process. This policy implements federal and state laws regarding access for assistive animals that assist individuals with disabilities at UCR.
  2. This page provides a general overview of the campus’ assistive animals policy. For the full text of the UCR Policy on Assistive Animals, please refer to UCR Policies and Procedures 850-39.