Stanford Cancer Institute Clinical Trials Office Blog

Hello CCTO,

We know a number of you will coming onsite over the winter closure, but in general, whether you are gone for the whole duration or will be working remotely or onsite, you’ll need to update your email auto responder and voicemail away message to reflect your status and whom patients should contact in case of an urgent matter.

We are providing detailed information specific to our 800, 900, and Redwood City locations that you should be aware of for the closure. Attached is also parking information and university services you should be aware of.

I know it’s a lot of material, and we kindly ask you please read through it all.

Update your Email Signature today:

• It’s recommended you add a notification to your email signature now to create awareness around winter closure. General template provided below.
  • Please Note: Stanford University has a mandatory closure from 12/20/2021 through 12/31/2021. There will be minimal coverage only for critical matters such as patient care and SAE reporting. Normal operations will resume on 1/3/2022.

How to update your EMAIL “out of office” message:

• Click this link to go to StanfordYou: https://accounts.stanford.edu/
  • Log in with your SUNet and go to: Manage à Email tab à Manage Autoreply à set time range/away message à save

• You can also set this in your Outlook App/Outlook 365 Webmail, if preferred.
  • File à Automatic Reply à set time range and away message à save

How to update your VOICEMAIL away message:

• Hit the envelope button on your physical phone or choose the “Voicemail” button (looks like a cassette tape) on Jabber. 
  • Type in your PIN.
• Listen to voice prompts and either change your “main greeting” (note you have to change it back upon your return) or select option to change “other” greetings.
• Be sure to indicate what dates you’ll be away and who they should contact if it is an urgent matter.

• Support Stanford Sustainability efforts by SAVING ENERGY
  • Unplug or turn off any devices or equipment, including computer and monitors
  • Unplug or turn off group printers, scanners, copiers, and other peripherals (Note: main department printers will remain on in each location)
  • Turn off or unplug anything with a “brick” on the power cord – they use power even when devices are off
  • Turn off power strips, where applicable
  • Learn more about My Cardinal Green

CCTO Administrative Team Coverage Schedule

• An admin team member will monitor ccto-admin inbox for incoming faxes once a day Dec. 20 through Dec. 31, except on holidays.
  • All inquiries from the following inboxes/mailman lists will be handled upon return to the office Jan. 3, 2022:
    • CCTO-admin inbox (will not be monitored during closure)
    • Monitor_reservations inbox (will not be monitored during closure)
    • Secure-ccto-staff-movement mailman list (will not be monitored during closure)

• Vendor Deliveries (FedEx/UPS/Amazon/etc.)
  • All packages will be held during closure and re-delivered on January 3, 2022, when the building reopens. Signage will be posted so vendors are aware.
    • Clinical Staff: Please let your sponsors know now!

• USPS Mail Services will continue during the winter closure period. The SOM Loading Dock will remain open except for designated holidays. Interdepartmental Mail will be paused, and all mail pieces will be held and delivered the week of Jan. 3, 2022.
  • For mail services, contact the Mailroom at 650-723-5130; more information can be found here.

• The 800 Welch parking lot entrance door will remain open for certain non-holiday days to allow for ease of CTRU lab pickups/drop-offs, but general packages will not be accepted.
  • If you happen to see packages for the 2^nd and 3^rd floors downstairs, please do bring them up to the elevator hallways for safe-keeping, or deliver to recipient if possible.

• Escalation for Urgent Needs
  • For any urgent or emergency administrative-related situations, please contact Amanda Sullivan at 262-339-6697 (text or call).

Covid-19 Testing During the Holidays

• COVID-19 Testing During Winter Closure
• Color Genomic kit pick up and drop off sites will continue to operate on a limited schedule over winter closure. For information, please visit this webpage: https://healthalerts.stanford.edu/covid-19/prevention-care/covid-surveillance-testing-locations-hours/.

General CCTO Building information

• 800 & 900 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.

• Extra 800 & 900 Welch Kitchen Supplies will be in the kitchen cabinets on the second and third floors at 800 Welch as well as in the kitchen cabinets of 900 Welch. If other kitchen supplies are needed, please speak with your supervisor for access. Batteries (AA and AAA) are located at each admin’s desk, easily viewable in our shelving units or on our desks.

• IT Support: University IT (UIT) will be available 24/7 during the closure by phone a ext. 5-4357 (5-HELP) respectively during the break, except on holidays. You can also submit tickets here: https://stanford.service-now.com/it_services?id=get_help. SHC IT will also be available during closure for any EPIC related issues/concerns by phone at ext. 3-3333. Click here for more information.

• Badge Access
  • 800 & 900 Welch: If you have any badge or access issues, please email the Security Services Access Office at the email below and CC ccto-admin@stanford.edu:
    • DL-SecurityServicesAccessOffice@stanfordhealthcare.org
  • RWC: Call (650) 723-7792 or email srwc-operations@stanford.edu.

• Facilities/Building Maintenance has been notified regarding on onsite presence of staff during closure and heat/power/air flow functionality and housekeeping will continue at 800 and 900 Welch.
  • Facilities contact information listed below:
    • 800 & 900 Welch:
      • Call: (650) 721-2146
      • Email: medfacilities@stanford.edu
      • Submit ticket here: https://med.stanford.edu/medfacilities.html

• Redwood City:
  • Call: (650) 723-7792
  • Email: srwc-operations@stanford.edu

If updates occur, we will follow up with that additional information.

Happy Holidays!

CCTO Admin Team

Group	Coverage Plan
Finance	For urgent issues, contact Monique Bertrand at 650-724-4428.
Regulatory	For urgent issues, email: CCTO-Regulatory@stanford.edu. The mailbox will be checked daily. Prompt regulatory submission (i.e. single patient INDs, IND safety reports) SAE receipt and reporting DSMC closed, cannot review until return in 2022
IRB	IRB Education contacts at 650-724-7141 and irbeducation@stanford.edu.
OnCore	For urgent issues, contact Agnes Nika at 650-736-0421. OnCore coverage for the following time-critical issues: OnCore system availability to users Unlocking OnCore accounts – email CCTO-OnCore@stanford.edu  – will be checked every other day ·        Complete OnCore Update Form request in REDCap will be checked every other day for: Granting access to protocol Requesting new version of ICF Change protocol accrual status to Open to Accrual
CCTO Intake	For urgent issues, contact Agnes Nika at 650-736-0421. REDCap will be monitored every other day
PRISM Remote Monitoring	CCTO will not be hosting onsite and remote visits from Dec. 20, 2021, through Jan. 4, 2022.
Trial Web Posting	For urgent issues email CCTO-website@stanford.edu.  The email box will be monitored every other day.
Outreach	The extended absence greeting and an automatic reply will notify callers and emailers. Clinical Trials Information Service is closed for the winter closure period and inquiries will be addressed during the week of January 8th. The Cancer Center new patient coordinator line; CCTO contacts webpage for inquirers looking for another CCTO group contact; and the SHC operator line for patients looking SHC department contacts. Email further details information support resources.
RMG	For urgent issues, leave a voicemail message at 650-725-0661. Be sure to leave a call-back number. Voicemail will be monitored, and the call will be returned.

Thank you,

Agnes

Hi all,

As a reminder I am the point of contact for blog submissions and certain aspects of the SCI and CCTO website through December 17, 2021. Please send all blog and website requests directly to sci-communications@stanford.edu and the SCI team will take care of your request.

As an additional note, all requests sent to sci-communications@stanford.edu after December 17th will be addressed after the Winter Closure, beginning January 3, 2022.

Thank you,

Katy McCormack

As we begin to move into the new year the admin team would like to send a few important reminders regarding conference room policies.

Reminder to Book Conference Rooms:

Conference rooms must be booked through the CCTO admin team in order to guarantee your reservation. You may continue to use a room if it does not appear to be in use, however, please be mindful that if someone has the room booked, you will need to exit the conference room.

Reminders for Reservation Booking:

The admins intake all CCTO requests for 800 Welch conference rooms via email.

Requests should be emailed to ccto-admin@stanford.edu.

The admin team checks these inboxes regularly throughout the day. If there is a bit of a delay, please do not worry—it just means we’re running around away from our desks. We will get your request(s) taken care of within 24 to 48 hours. If it’s urgent or last minute, please include that in the subject line. Note: The admin team cross-covers inboxes if one of us is out of the office.

To expedite the process of booking a conference room please include the following:

Meeting Name

Date & Time with back-up times; (if possible)

Number of Attendees

By including the following in your reservation request, we can better assist you and eliminate the amount of corresponding emails that we will have to send to gain further knowledge of your request.

Thank you,

The CCTO Administrative Team

Hello Staff & Managers,

Please see the examples for ADO attached. Instructions for ADO are to enter in ADO hours much like you would for vacation, sick, PTO, and floating holiday. 

*ADO time given for the Winter Closure is based on your FTE (example: 50% FTE = 12 hours of ADO)

*ADO days need to be taken in full day increments based on your usual schedule or FTE; for example, if you work full time-100% FTE, you use 8 hours for each day.  And if you work part-time 75% FTE, you use 6 hours for each day. 

You are able to use ADO days on any days other than the University paid Holidays.  If you are using ADO days outside of Winer Closure (CCTO was approved to use anytime between Dec. 18 through Feb. 28), the ADO code will appear in the dropdown (beginning Dec. 3), and you’d select it from there. All other time off during winter closure (not the 3 University additional paid days) is covered by your personal PTO, Float, or Vacation time. 

The intention for ADO time is for it to be used during the winter break, however, if that is not feasible because of on-site or other work requirements during the break, the ADO may be used up to February 28, 2022. (Note- Managers must pre-approve usage of ADO outside of Winter Closure)

REMINDER: Timecards for 12/01/21 – 12/31/21 are due (Monday, Dec. 6) by NOON.

REMINDER: 2021 PTO and Floating Holiday hours must be used before 12/30/21.

If employees are new and do not have enough time accrued for the days not covered, they may utilize, in this order;

• Time off borrowed from December 2021 vacation accrual, which is normally not available for use until January 1
• Time off borrowed from 2022 Paid Time Off accrual (up to 24 hours for a full-time employee)
• Time off borrowed from 2022 Floating Holiday accrual (up to 8 hours for a full-time employee)
• Leave without Pay

If you have any questions, please reach out to HR. Thank you!

CCTO / SCI Human Resources

Stanford University, School of Medicine

Cancer Clinical Trials Office

Email:  askmysci-hr@stanford.edu