Reporter Volume 25, No.11 November 11, 1993 INTERSESSION CURTAILMENT PROGRAM Once again, the University at Buffalo will be implementing an Intersession Curtailment Program. As in previous years, the savings to be realized through lower energy consumption and other features of the curtailment will assist us in operating within this year's reduced budget. The following summarizes our overall plans for the 1993-94 Intersession Curtailment Program. Attached to this memorandum is a set of policies and procedures that includes steps for requesting an exemption. -All University offices will be closed and telephones will not be answered except by departmental answering machines from the close of business on Thursday, December 23, 1993 until the beginning of business on Monday, January 3, 1994. This will apply to the University's North, South, Ridge Lea, and EOC campuses. -Sponsored Programs Administration offices, located in the UB Commons, will be open from 8:30 a.m. to 5:00 p.m. on December 24 and 27-31, 1993. - Temperature in buildings that are closed will be reduced to 50 F and no hot water will be available. -Buildings will be locked for security reasons. -Normal University services, such as food service and campus busing, will not be offered. -There will be no distribution of mail to individuals, but departments that wish to receive mail during the curtailment should contact Campus Mail Services no later than 12/17/93 at 645-2743 to arrange for picking up their mail at the Mail Center. -In the event of snowfall, only roadways that are needed for emergency access and a few selected parking lots will be plowed. Public Safety and University Facilities staff will provide necessary campus and building safety and security. -As indicated above, exemptions from the curtailment program will be considered in accordance with the attached policy and procedures. Please note in the attached policy that some units have been granted automatic exemptions. Other units meeting the criteria and seeking an exemption must write to the Office of the Provost or the appropriate Vice President by November 19, 1993 with a request to remain open during some or all of the intersession curtailment program. This requirement includes units granted exemptions during previous years' winter break shutdown periods, unless those units have been granted an exemption under the current policy. The University will attempt to heat areas approved for exemption to the normal University winter temperature. However, we would ask your special cooperation in voluntarily identifying any instances where a unit must remain open but which could adequately function at a temperature less than the normal winter operating level of 68F (please specify in any request for exemption). -A number of critical library, computing and campus mail functions will be sustained during the intersession curtailment period. Detailed information concerning the scope of those services will be announced at a later date to the University community. -Employees who desire to work on any or all of the 6 regular work days which fall within the curtailment period, but who are not employed in an area that will be open as a result of an exemption or who cannot make alternative arrangements, will be accommodated at an alternate work site. During this year's curtailment period, the alternative work site will be Lockwood Library located on the North Campus. This site will be heated to the normal University winter temperature. Individuals utilizing the alternate work site must either bring work supplied by their department or work will be assigned by the site supervisor. Separate correspondence is being directed to all employees detailing those arrangements and the steps that employees must take who desire to work during one or more of the 6 days in question. Further information concerning this year's Intersession Curtailment Program will be printed in the Reporter as well as in the Spectrum. We will also write to you again should there be any significant changes in this year's plans. Thank you for your cooperation in making this year's program successful. rocedures -Policy The Provost and Senior Vice President will grant automatic exemptions from the curtailment of activities in University facilities during the intersession for all facilities/activities listed below: 1. All laboratory animal facilities 2. The Dorsheimer Greenhouse 3. All emergency clinical/treatment facilities 4. Alumni Arena for scheduled intercollegiate athletic events only 5. All research buildings where there are a significant percentage of "wet laboratory" facilities in the building. The following buildings will remain completely open during the curtailment: a. Foster Hall b. Squire Hall c. Cary/Farber/ Sherman Halls d. Acheson Hall e. Parker Annex f. Howe Building g. Hayes Annex C h. Jarvis Hall i. Bonner Hall j. Fronczak Hall k. Furnas Hall l. Cooke/Hochstetter Hall m. Ketter Hall 6. The following libraries will remain open during curtailment: a. Science and Engineering Library b. Health Sciences Library c. Chemistry/ Math Library 7. Computing CenterQmachine room and supporting offices only. Programs/activities not located in the above facilities seeking exemption from the intersession curtailment must request the exemption as specified by the following procedure. Criteria for granting exemptions will be the same as in previous years; research projects which cannot be interrupted and other emergency or crucial non-interruptible activities which must be scheduled during this period. Procedure for Requesting Exemptions 1. Request the exemption by memorandum to your supervisor. Request should contain: a. Building and rooms where activity will be conducted. b. Department making the request and the individual involved in the activity. c. Reasons for the request- please indicate why this activity must be conducted during curtailment. 2. Obtain written approval from your Dean or Associate Vice President. 3. Send requests to Sean Sullivan, Exemption Request Coordinator for the Intersession Curtailment Committee. Steps 1 and 2 must be completed before an exemption request can be considered. 4. The Intersession Curtailment Committee will recommend requests for exemption to the Provost and Senior Vice President. 5. The Provost and Senior Vice President will have the responsibility to determine whether an exemption will be granted. 6. The Exemption Request Coordinator will notify the requestors of the decision regarding their exemption requests.