Hello CCTO,

We know that some of you will be coming in for limited, “on-call” time periods over the winter closure, but in general, whether you are gone for the whole duration or will be in the office for limited times, you’ll need to update your email auto responder and voicemail to reflect your status and whom patients should contact in case of an urgent matter.

We’ve also provided detailed information specific to our 800, 777, and Redwood City locations that you should be aware of for the closure. (Additional Cardinal at Work information can be found here.) I know it’s a lot of material, and we kindly ask you please read through it all.

For updating your Email:

https://accounts.stanford.edu/

• Log in with your SUNet
  • Manage à Email tab à Manage Autoreply button à set time range and away message à save
• You can also set this in your Outlook app/Outlook Webmail, if preferred.
  • File à Automatic Reply à set time range and away message à save

For updating an away Voicemail:

• Hit the envelope button on your phone. Type in your PIN.
• Listen to voice prompts and either change your main greeting and change back when you return, or select option to change “other” greetings.
• Be sure to indicate an outgoing message of what dates you’ll be away and who they should contact if it is an urgent matter.

CTRU and IDS Hours

IDS is CLOSED:

Tuesday               24 DEC 2019        to observe Christmas

Wednesday          25 DEC 2019        to observe Christmas

Tuesday               31 DEC 2019        to observe New Year

Wednesday          01 JAN 2020        to observe New Year

*CTRU Clinics and labs are OPEN with limited coverage:

Monday               23 DEC 2019       

Monday               30 DEC 2019       

Friday                  03 JAN 2020       

*CTRU Sample processing requirements and clinic encounters are to be scheduled by 5:00PM December 2, 2019. Please contact Amrita Herkal (ctrulabrequest@stanford.edu) and Rich Brotherton (rbrother@stanford.edu) for sample processing and/or clinic services requests on these days and any further queries.

Additional information

• Please support our Sustainability efforts by SAVING ENERGY
  • Unplug or turn off any devices or equipment including computer and monitors
  • Unplug or turn off Printers, scanners, copiers, fax machines and other peripherals
  • Turn off anything with a “brick” on the power cord – they use power even when devices are off
  • Turn off power strips (if applicable)

• Parking enforcement during winter closure:
  • 800 Welch: Since the building’s parking location is patrolled by the City of Palo Alto and not the University, all regular meters and hours of operation will be in effect over the two-week closure period. While PT&S acknowledged that there may be lighter patrols than usual, if you park behind 780/800 Welch, you do so at your own expense/risk. If you are on call/scheduled for patient care and need to come in, your best bet is to follow your normal parking or commute routine option. The CTRU will continue to issue patient parking permits to patients only on the days the clinic is open. At other times, cars parked in the patient parking without a permit might be in danger of ticketing. 
    • Refer to THIS MAP for additional locations that will be enforced during the winter closure.
      • Parking permit enforcement in ‘C’, ‘A,’ ‘C-SRWC’, visitor, and shared commuter/resident parking spaces will be suspended during the University’s winter closure from Dec. 21 through Jan. 5, with the exception of some parking facilities serving the hospitals, School of Medicine, and most residential and special zone parking.

• Redwood City: Barron Parking Garage will be closed for maintenance and enhancements. Please park in the surface lots if you plan to be on campus. The Marguerite shuttle at SRWC will be suspended during winter closure, however, the Commute.org shuttle will operate with the exception of Christmas Day (Dec. 25) and New Year’s Day (Jan. 1). Commuter parking enforcement on campus will also be suspended during the break.

• Building Maintenance has been notified and heat/power will be operational during the closure at 800 and 777 Welch for clinical staff.

• 800/777 Welch Printers and Fax Machines: Please see directions posted directly on the machines for support and service details. Instructions on how to replace certain toners/cartridges will also be posted.

• IT Support: The TDS Service Desk and University IT (UIT) will be available 24/7 by phone at ext. 5-8000 and ext. 5-4357 (5-HELP) respectively during the break, except for the designated holiday days of Dec. 24, 25 and Jan 1.

• 800 Welch Conference rooms are first-come, first-served, as nothing is booked during the closure and no schedules will be hung due to the building being closed. If you experience projector or conference phone issues, contact TDS at ext. 5-8000.

• Extra 800/777 Welch kitchen supplies will be in the kitchen cabinets on the second and third floors. If other kitchen supplies are needed, please speak with your supervisor for access. Batteries are located at each admin’s desk, easily viewable in our shelving units with a sticky note.

• Fed-Ex/UPS/Deliveries: Deliveries will not be sent back to sender but held for re-delivery upon our return on January 6. Signs will be posted for delivery drivers advising them as such.   

• Campus/ID Mail Services will be suspended during the winter closure period. Off-site buildings will continue to receive direct deliveries, based on availability of staff/occupants to receive the mail from delivery staff.

• Mail Services/Shipping and Receiving: The Loading Dock will be closed for the duration of the winter break. The dock will re-open on Monday, January 6. Packages from delivery providers will be held at their hubs and re-delivered on January 6.

• Public access to most School of Medicine (SoM) occupied buildings will be locked. Buildings will accessible via badge access.

• Security: Security may be called at (650) 723-7222 on campus or call (650) 721-0762 off campus.
  • Reminder: Do not let anyone unfamiliar to you ride up the 800 Welch elevator with you or into the stairwell doors.
  • It’s recommended you lock up any personal belongings or take them home over the closure.

• In Case of Emergency: Whether you are in a location that is on campus or off campus (including Welch Road buildings), dial 9‐911 from Stanford phones or 911 from cell phones.

• Operations and Maintenance: Call (650) 721-2146 or click here to enter a Facilities Work Request

• Health and Safety: For Health and Safety Issues and other non-emergencies dial, 650-723-7222.

If you have any other concerns in advance about building functioning, please contact Amanda Sullivan at amanda08@stanford.edu or 650-721-4086. If you have questions about coverage or other issues, please talk to your supervisor.

Thank you and Happy Holidays,

CCTO Admin Team