science facilities meeting april 2, 2019 move coordination … · 2019-04-15 · science facilities...
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Science Facilities Meeting April 2, 2019 MOVE COORDINATION MEETING MINUTES
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University of Lethbridge Science Facilities
Move Coordination Meeting Meeting Date: April 2, 2019 Minutes Distributed: April 10, 2019 Location: SA Atrium
Present Copied Name Representing Email
X Kris Fischer Chemistry & Biochemistry [email protected]
X Andy Hudson Biological Sciences [email protected]
X Brent Selinger Biological Sciences [email protected]
X Tony Russell Biological Sciences [email protected]
X Igor Kovalchuk Biological Sciences [email protected]
X Dan Furgason Physics and Astronomy [email protected]
X Mark Tipper Physics and Astronomy [email protected]
X Chad Povey Physics and Astronomy [email protected]
X Peter Henzi Psychology [email protected]
X Masami Tatsuno Neuroscience [email protected]
X Maurice Needham
Neuroscience [email protected]
X Isabelle Gauthier Animal Care Services [email protected]
X Nicole Bach Destination Project Office [email protected]
X Gene Lublinkhof Science Facilities [email protected]
X Nicole Meurs Science Facilities [email protected]
X Robert Kiewiet Science Facilities [email protected]
X Govi Veera Science Facilities [email protected]
X Mike Kern Materials Management [email protected]
X Jeff Oliver Network and Telecom [email protected]
X Lorna Selinger Facilities – Campus Safety [email protected]
X Carolin Cattoi-Demkiw
Facilities – Campus Safety [email protected]
Science Facilities Meeting April 2, 2019 MOVE COORDINATION MEETING MINUTES
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X Tobi Clark Facilities – Campus Safety [email protected]
X Matt Letts Arts & Science – Deans Office [email protected]
X Craig Cooper Arts & Science – Deans Office [email protected]
X Andy Hakin Provost & VP Academic [email protected]
X Nancy Walker VP Finance and Administration
X Erasmus Okine Research and Innovation Services
X Brian Sullivan Destination Project Office [email protected]
X TJ Hanson Facilities [email protected]
X Doug Mackie Facilities – Campus Safety [email protected]
X Jean-Baptiste Leca
Psychology [email protected]
X Peter Dibble Chemistry & Biochemistry [email protected]
X Igor Kovalchuk Biological Sciences [email protected]
X Rob Sutherland Neuroscience [email protected]
Science Facilities Meeting April 2, 2019 MOVE COORDINATION MEETING MINUTES
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Item # Description Action Due Date A OFFICE LAYOUTS A.1 • Detailed office move schedule was previously distributed with the
master schedule in February. All Science
Departments -
A.2 • PI’s, grad students, instructors, and anyone who intends to assist in the move must complete a mandatory 1 hour safety training and orientation session.
• Safety training and orientation dates: April 23, May 6, May 20, June 3, June 17, July 2, July 15, and July 29.
• All training and orientation times are at 8:30 AM. • Training and orientation locations will be announced upon RSVP. • Please RSVP to Shauna Haag [email protected] with at
least 48 hours’ notice. Subject line: Moving Procedures • Those caught without safety training/orientation will be asked to
cease all packing and moving and related activities.
All Science Departments
April 23 – July 29,
2019
A.3 • Planned furniture layouts (desks) are designed to suite data port locations & electrical supply.
• If you would prefer a different layout, send drawings to Nicole Bach.
• Other furniture items (bookshelf, cabinet) locations may be chosen by the office user, remembering not to cover any ports, vents, etc.
• DPO will provide a general office layout with desk setup in a preferred location.
• If you wish something different, please mark the office layout with the arrangement.
• These drawings will be taped to the office door/window, please ensure it is legible.
All Science Departments
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A.4 • Office locations are purposely planned to accommodate specific user needs. Biology, Biochemistry, and users with extra data ports cannot change office locations.
• Office change requests are no longer accepted. If you made a request by Friday April 5, the change has been adjusted.
INFO April 5, 2019
A.5 • Desks will be provided in offices, however, they will not the same desks as in current offices.
• 3 – Person offices can expect smaller desks with no return. • Chairs will be moving with PI’s, unless they need a new one.
Please send Nicole Bach a list of offices that need chairs. • For whiteboards and tack boards, office users must place a sticky
note on the wall indicating their desired location. • More than likely there will only be enough wall space for a
whiteboard or tack board. If an office user already has both and has space in their new office, we will bring both over. If the user does not have a whiteboard/tack board already, Science Facilities will provide one.
• Top 2 drawers of file cabinets must be emptied (for 4 drawer cabinets, or top drawer for 2 drawer cabinet) and locked for move. If cabinet does not lock please tape it shut.
INFO -
Science Facilities Meeting April 2, 2019 MOVE COORDINATION MEETING MINUTES
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Item # Description Action Due Date • Disposal of barcoded items must be in compliance with Financial
Services policy.
A.6 • All office items to be moved must be placed in a box. Unboxed items will not be moved.
• Office phones can go into a box with computer equipment (mouse, keyboard, etc.)
• IT services will not be disconnecting/reconnecting computers. If your colleagues are willing to assist, this is appreciated preferred. Science Facilities move crews will box any remaining computers.
INFO -
A.7 • Science Facilities will do a final walkthrough of offices 2 days before move to ensure PI is packed and ready to move.
INFO -
B WIFI B.1 • There are many new devices in the SAB which require a WIFI
connection. Personal Wi-Fi nodes will interfere with the University’s network so it is important to limit the use of these to only the essentials. The fewer Wi-Fi nodes there are, the better the Wi-Fi will be.
• IT services can meet the existing Wi-Fi needs. PI’s can send requests to IT services.
INFO -
C RESEARCH LABS MOVE C.1 • Approximately 30 days prior to lab move, PI’s will be supplied with
move boxes and supplies. • All research activities must cease with enough time to
accommodate necessary cleaning prior to access by trades/movers.
All Science Departments, DPO
30 Days prior to
general lab move.
C.3 • 5 days prior to the scheduled lab move date PI’s will complete a “Lab Clearance to Work in Laboratories” form and post it on the door.
• This form advises mechanical and electrical trades and other non-lab personal that the lab is safe for them to work.
• 2 days prior to each lab’s move date, Science Facilities/DPO and Campus Safety will perform a formal inspection to ensure PI’s and their lab contents are on track to move.
Science Facilities,
Campus Safety,
All Science Departments
5 Days prior to general lab move.
C.4 • Within 1 week after each lab’s move, mechanical and electrical trades will enter the new lab to reconnect equipment. Mechanical and electrical trades will not work around general lab work, as this is a safety hazard.
• “Lab Clearance to Work in Laboratories” form must be posted in NEW labs for trades/movers to re-install equipment.
All Science Departments
1 Week after
general lab move.
C.5 • Move days will be busy and disruptive. Your assistance and patience is necessary.
• Please give movers right of way. • Move staff and those with accessibility needs will be given priority
access to all elevators.
INFO -
Science Facilities Meeting April 2, 2019 MOVE COORDINATION MEETING MINUTES
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Item # Description Action Due Date C.6 • Large/sensitive equipment that requires special provisions or
technicians will not move on the same day as the general lab move.
• A detailed schedule for these pieces will be released shortly. • While PI’s must be around during the move of sensitive
equipment, Science Facilities welcomes any PI who wishes to be present for supervision.
Science Facilities
C.7 • 4 pneumatic carts for smaller, more sensitive equipment will be provided.
INFO -
C.8 • Detailed -80 freezer move plan and schedule to be released shortly.
• There will be 4-5 transition freezers in the SAB, with one portable transition freezer to assist during move.
• PI’s will unplug, thaw, and clean freezers after moving contents to transition freezers.
• SF will move 3-4 freezers per day. Zero Gravity will move freezers, they will sit for 24 hours, then plugged-in for 24 hours before they resume use.
Science Facilities
C.9 • Detailed -20 freezer move plan and schedule to be released shortly.
• SF will have 2 portable transition freezers.
Science Facilities
C.10 • -80 and -20 freezer move logistics is extremely complicated. If one lab missis their move dates, delays will domino to every lab.
INFO -
C.11 • SF Purchasing coolers to transfer refrigerator contents. • Contents will transfer to cold room within SAB. Note, flammable
materials must be stored in flammable fridges or in flammable storage, not in cold-rooms.
INFO -
C.12 • Biosafety Cabinets will be recertified in two groups. • Biology and Biochemistry will be recertified June 24, 25. • Biosafety cabinets which require decontamination from Biology
and Biochemistry will be completed June 10, 11. • Biology and Biochemistry will be relocated June 17-19. • Neuroscience/ Vivarium will be recertified in July.
Biology, Biochemistry, Animal Care
Services, Neuroscience,
Science Facilities
June, July
D MECHANICAL AND ELECTRICAL (M&E) PROCEDURE FOR EQUIPMENT MOVE D.1 • See detailed M&E Attachment INFO
F INSURANCE F.1 • U of L has insurance policy for the move. Policy deductibles vary
greatly depending on the piece of equipment but it is expensive. Insurance should be a last resort.
• Please view attached document for more detailed insurance summary. If you have additional questions related to insurance, please contact Toby Clark [email protected]
INFO -
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CAMPUS SAFETY-INSURANCE & RISK
What is this notice about? Science and Academic building (SAB) moves, insurance coverage, exclusions and claims process.
Who is affected and how? All University employees participating in or near the vicinity of the coordinated SAB moves All University operating units: Faculty/Department
Why do I need to know this? The information in this bulletin will enable you to understand the scope of insurance coverage as it relates to the SAB moves for commercial general liability and property coverage for University and/or personal assets.
This bulletin also explains the accident/incident and claims process in the event something goes wrong where property is damaged, destroyed or there are injuries.
How does it affect my Faculty/Department? The University self-insures fixed assets that fall within the self-retention limits of the various insurance policies within the University’s insurance portfolio. Losses exceeding deductible policy limits may trigger coverage under the same.
The University’s self-insurance program provides coverage paralleling the terms, conditions and exclusions of the various insurance policies that are bound and used as a risk transfer method for significant and catastrophic losses.
The self insurance program subjects the Faculty/Department to an internal $2,500 deductible for each and every loss. Should losses exceed the internal department deductible threshold the application for assistance under central funding is initiated and used until policy deductible is satisfied. Once the University’s overall deductible is satisfied the responding insurance policy recovers losses up to the policy limits as required.
What is covered? The following are some of the exclusions to the University’s property insurance
*Please note that this is not an exhaustive list
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Property Program (buildings, fixed assets): Covers all property of every description, owned, leased or occupied by the University of Lethbridge and/or for which the University has assumed the responsibility to insure by contract or agreement; against all risks of direct physical loss or damage except as excluded in the policy. Property includes, but is not limited to buildings, fixtures, computer hardware and equipment.
Boiler, Machinery & Equipment Breakdown: In the event of an accident to an insured object Insurer will consider claims for direct damage to any boiler, condensate return tank, fire pressure vessel, metal unfired vessel or any A.S.M.E. approved fiberglass reinforced plastic vessel normally subject to vacuum or internal pressure other than static pressure of contents, refrigerating or air-conditioning vessels and piping or metal piping and its accessory equipment.
Fine Art & Rare Books: as declared through the Art Gallery
Drivers, Vehicles & Trailers: as registered and declared through Insurance & Risk
Workers Compensation: Is based on a “no fault” system where the University bears the direct cost of compensation, reports injuries and assists injured employees return to work. The University’s Human Resources department manages the WCB portfolio for the University and WCB claims are managed by the University’s Department of Wellness & Recognition
What is not covered? The following are some of the exclusions to the University’s property insurance.
*Please note that this is not an exhaustive list.
• Personal property of individuals and other entities: Staff, students, unionized groups, clubs and associations
• Normal wear & tear • Depletion, deterioration, corrosion or erosion of materials • Mold & Fungi • Mysterious disappearance • Faulty workmanship • Crops and live animals • Nuclear accident • Unprotected Equipment in the Field • Electronic data/records • External contractors • Refractory or insulating material • Oven/stove, furnace, incinerators or kiln • Electrical trailing cable, induction furnace coil or electrical equipment beyond the secondary bus of an
arc furnace transformer • Cracking of any part of any turbine exposed to hot gases or to the point of combustion • Leakage at any valve, fitting, shaft seal, gland packing, joint or connection • The functioning of any safety or protective device • Breakdown of an object while undergoing an electrical, hydrostatic, pneumatic, gas pressure or
performance test
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WHAT IS THE DEDUCTIBLE FOR INSURED LOSSES? Summary of Deductibles:
Fixed Assets: internal department/faculty deductible is $2,500 for each and every loss.
Boiler, Machinery and Equipment: Breakdown Deductibles range from $2,500 up to $50,000
• $5000 deductible for any loss to research and diagnostic equipment with replacement values lower than $200,000
• $10,000 deductible to any research and diagnostic equipment with replacement values over $200,000 • $50,000 deductible for any loss to MRI, NMR Spectrometer
Fine Art: Coordination with the University Art Gallery is required for works belonging to the University’s collection. Deductible for loss is $2500.00
Liability: University employees are additionally insured and coverage is extended under the university’s general liability insurance program for bodily injury and property damages, associated legal defense costs resulting from employees operations for the University.
Catastrophic Loss: For claims that impact department(s) due to a catastrophic incident that did not occur as a result of the actions or inactions of the department(s) impacted (i.e. water main break resulting in flood) the internal department deductible may not be applied
What to do in the event of a loss Guidelines for making a notice of claim to the University of Lethbridge
1. Document and submit the incident in a campus accident incident report 2. Document injury and/or damage (i.e. photos, repair estimates, invoices, police reports) and secure any
damaged property involved in the claim- do not throw it out without approval) 3. Submit a claim to the University with the Claim Information and Notice of Claim Form.pdf 4. Once the claim form is complete please scan & email it to [email protected] 5. For personal property contact your insurance provider as you may have coverage for your loss
For assistance: If you require additional information or have any concerns, please contact the Campus Safety Office, Insurance & Risk Services.
Campus Safety, Insurance & Risk Office Location…………L911a (LINC- across from Starbucks)
Hours…………….Mon to Fri, 8:00 a.m. – 4:30 p.m.
Phone………..….(403) 329-2603, (403) 329-2099
After Hours contact Security Services for emergent situations (403) 329-2345
Email Support….mailto:[email protected]
Website………….http://www.uleth.ca/risk-and-safety-services/insurance-program
