Intersession Curtailment Program

As previously announced, 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 the university in operating within this year's budget.

· Temperatures in buildings that are closed will be reduced to 50°, and hot water will not be available.
· Normal university services, such as food service and campus busing, will not be available.
· Buildings will be locked for security reasons.
· In the event of snowfall, only roadways 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.

· All laboratory animal facilities
· The Dorsheimer Greenhouse
· All emergency clinical/treatment facilities
· Alumni Arena (for scheduled intercollegiate athletic events only)
· All research buildings where there is a significant percentage of "wet-laboratory" facilities in the building

a. Bonner Hall
b. Campus Mail Center
c. Cary/Farber/Sherman Halls
d. Cooke/Hochstetter Halls
e. Foster Hall
f. Fronczak Hall
g. Furnas Hall
h. Jarvis Hall
i. Ketter Hall
j. Natural Sciences and Mathematics I
k. School of Medicine Building
l. Squire Hall

a. The Capen Libraries (both the Undergraduate Library (UGL) and the Science and Engineering Library (SEL)-open from 8 a.m. until 4 p.m. on December 23, 26, 27 and 30. No reference service available.

b. The Health Sciences Library (HSL)­open from 8 a.m. until 6 p.m. on Monday, December 23; from 9 a.m. until 5 p.m. on Thursday and Friday, December 26 and 27; and from 8 a.m. until 5 p.m. on Monday, December 30. Reference service will be available.

Residence Halls
Select residence halls will be open to international students during the curtailment.

Employee Options: Alternate Work Site
Employees who wish to work on any or all of the six regular workdays, but who are not employed in areas that will be open as a result of an exemption, or who cannot make alternate arrangements, will be accommodated at the alternate work site, which is Lockwood Library on the North Campus. That site will be heated to the normal university winter temperature. Individuals utilizing the alternate work site must bring adequate work supplied by their department or will be supplied work by the site supervisor.

PLEASE NOTE: State employees who choose this option will receive a memorandum in early December that provides specific instructions on procedures governing the alternate work site.

State Employees
State employees who choose to take time off during the curtailment can utilize accumulated vacation, personal, or compensatory leave accruals or can choose to take the days off without pay. Employees who plan to make use of the latter option should write a letter to their supervisor indicating the specific dates they wish to take without pay. Sick leave accruals may not be used.

For those employees who do not have six days of vacation and/or compensatory accruals, but who wish to be off with pay during this period, the university will advance up to six days of vacation accruals. State employees who choose to work on any or all of the six workdays that fall within the curtailment, and who are not employees of a department that has been granted an exemption, or who are unable to make alternate arrangements, must notify Adrienne Collier, Employee Relations Associate, at 645-2646, ext. 117 or Mary Ann Lawson, Secretary I, at 645-2646 ext. 106, of that fact no later than December 2, 1996, to request a copy of the 1996-1997 Intersession Curtailment Request to Work at Alternate Work Site form. This form requires the signature/approval of the employee's supervisor.

Research Foundation Employees
Research Foundation employees may be required to work all or part of the curtailment, depending on whether the unit in which they work will remain open. Employees who are not required to work, but wish to do so, may be assigned to the alternate work site in the Libraries (see EMPLOYEE OPTIONS).

Employees who do not work, and who do not have sufficient accruals may request leave without pay or an advance up to six (6) days. Requests for an advance, or for leave without pay, and requests for alternate work site must be sent to Rosemary Tripi, Sponsored Programs Personnel, 416 Crofts Hall, in writing by December 2, 1996.

PLEASE NOTE: December is the Research Foundation's designated month for open enrollment for health benefits. Material will be sent directly to all Research employees regarding dates, times and locations prior to the curtailment, when personnel staff will be available to assist with health insurance changes.

Public Safety
Public Safety will operate full shifts throughout the curtailment period. Several steps will be taken to guard against theft and provide personal protection for the limited number of employees and students on campus.

Accounting and Payroll Services
Tuesday, December 24, is a State and UBF payday. In an effort to provide service to university employees, all State and UBF paychecks and direct deposit statements will be mailed to State and UBF employees (including those working in local hospitals) via first class mail. They will be mailed to the address that is on the employee's paycheck/direct deposit statements. No paycheck/direct deposit statement will be obtainable on campus. All will be delivered to the post office, to ensure local delivery by Tuesday, December 24.

Please note that for the State Student Assistant payday on Thursday, December 19, checks will be distributed by Campus Mail as usual.

Employees have been reminded of the necessity of an accurate mailing address on their paycheck/direct deposit statement, as well as the advantages of enrolling in the Direct Deposit Program. Change of address forms are available in the University Telephone Directory or in Personnel Services, 104 Crofts Hall, 645-2646, extensions 101 or 102 for State employees. UBF employees can change their address by advising the UBF Personnel Office in the Center for Tomorrow, 645-3011.

If it is necessary to withhold any State employees December 24 paycheck, or their direct deposit, it is critical the university departments notify Payroll Services by Thursday, December 19. Payroll Services will notify the employee by mail if his/her paycheck is withheld. UBF must also be notified by December 20, and will notify the employee by mail if his/her paycheck is withheld.

During Intersession Curtailment, Payroll Services will have a staff member checking its telephone answering device and responding to any questions. The telephone number is 645-2600. UBF will have staff available each workday during the curtailment, from 9 a.m. to 5 p.m. to answer questions. The telephone number is 645-3011.

Questions regarding the procedure for distributing paychecks during Intersession Curtailment should be addressed to Brian Simet, Manager, Payroll Services for State employees, and Josephine Zenosky, Payroll Supervisor for UBF employees.

For travel and petty cash, completed reimbursement requests are due in the travel/general ledger offices by Wednesday, December 11, to ensure payment prior to the curtailment. Documents received after December 11, will continue to be processed; however, there is no guarantee that payment will be received prior to the curtailment.

Campus Mail
The Campus Mail Services Center will be open each business day (December 21-December 30) to sort incoming Federal mail including letter mail, registered/certified/priority mail, and Parcel Post.

The Campus Mail Services Center will be closed on December 25 and January 1.

Although there will not be any mail deliveries during the curtailment, Campus Mail Services will load its delivery trucks for first day back delivery of all accumulated mail. Expect Thursday, January 2, 1997 to be a heavier than usual day.

All accumulated Parcel Post will be delivered on January 2, 1997.

Departments that wish to receive their mail during the curtailment should contact the Campus Mail Services Center no later than December 16, 1996 at 645-2743 to make the necessary arrangements to pick up their mail at the Mail Center. There will be no distribution of mail to individuals (i.e., mail can be picked up for departments only).

Hours of operation will be 8 a.m. to 4 p.m.

Libraries
The Health Sciences Library (HSL) and the Capen Libraries, both the Undergraduate Library (UGL) and the Science and Engineering Library (SEL), will be open during part of the curtailment. HSL will be open from 8 a.m. until 6 p.m. on Monday, December 23; from 9 a.m. until 5 p.m. on Thursday and Friday, December 26 and 27; and from 8 a.m. until 5 p.m. on Monday, December 30. UGL and SEL will be open from 8 a.m. until 4 p.m. on the same days. Reference services will be provided at HSL only. All other library units on both the North and South Campuses will be closed during the curtailment, and all University Libraries will be closed on the two curtailment weekends, December 21 and 22 and December 28 and 29, as well as on December 24 and 25 and December 31 and January 1.

Barring unforeseen maintenance or upgrade work on the university mainframe, BISON will be available at the open libraries as well as via dial-up and network connections. HUBNET will also be available.

As in past years, emergency retrieval of materials will be provided for UB faculty on December 23, 26, 27 and 30 from those libraries that are closed during the curtailment. Faculty who need known items from the closed collections (Architecture and Planning, Law, Lockwood, Mathematics and Music) can call 645-2816 between 8 a.m. and 4 p.m. to place requests. Journal articles will be copied for pick-up at Lockwood Library or faxed at no charge. Books will be charged for pick-up at Lockwood between 8 a.m. and 4 p.m. Two hour, same-day response will be provided for calls made before 2 p.m.

Computing
The Computing Center will close its central facilities and all public sites during the curtailment. During this period, one operator will be on duty at the Computing Center between 8:30 a.m. and 10 p.m. weekdays, except Christmas (December 25) and New Year's Eve and Day (December 31 and January 1), to monitor the computers and networks, do backups, and handle a limited number of requests for tape mounts. No output will be printed, distributed or delivered from the Computing Center or any of its remote facilities.

From 10 p.m. to 8:30 a.m. weekdays and all day on weekends, the systems will be left in operator-unattended mode, meaning that no tape mount requests will be possible. Also, during unattended time, should either the systems or networks become inoperative for some reason, restoration will not occur until the next schedule operator-attended shift. (Please see complete Computing Center Intersession Curtailment schedule.)

Outside of providing access to mainframe computers, there will be no other services available during the curtailment such as consulting, computer repair or network services.

Due to the limited disk space on the IBM system for electronic mail and print files and the Computing Center's inability to monitor use of this space, users are cautioned that some E-mail messages and print files could be lost if the space allocated for this data becomes full.

As was the case last year, the Computing Center recommends that all critical data files be backed up before powering down your computer equipment on December 20, 1996.

If there are any special concerns relating to the effects on computing during curtailment, please contact Dr. Hinrich Martens at 645-3580 or Dennis Henneman at 645-3504.

Sponsored Programs Administration
Anyone needing assistance from a member of the Sponsored Programs Administration staff to handle urgent business should leave a telephone message at 645-2980. A member of the staff will return the call and make arrangements to provide needed assistance.

Sponsored Programs Grants and Contracts Services
Travel reimbursement vouchers and advance requests must be received in Grants and Contracts on or before December 6, 1996 for payment to be made by December 20, 1996. This also applies to petty cash reimbursements and other payment requests.

Project Directors will be contacted by a staff member regarding projects terminating December 31, 1996, to provide assistance in completing processing prior to December 6, 1996.

Sponsored Programs Payroll
Following are dates for submission of hourly time sheet vouchers for the lagged payroll:

HOURLY TIME SHEET VOUCHER (Lag Payroll)

SPONSORED PROGRAMS PERSONNEL
Following are the dates for submission of Employee Appointment and Change forms:

For emergencies in Physical Plant call Customer Service at 71 or 645-2025 and emergencies in Public Safety to 645-2222. No moves, adds or changes, or routine repairs to the university telephone system will be done during the curtailment. Requests for repair of emergency or essential services telephones should be directed to campus operators during the day or to Public Safety after hours.

Departments that have answering machines are requested to reprogram them to furnish an appropriate message related to the curtailment. If the machine is not associated with a department's main listed phone number, call forwarding could be used to direct the calls to the machine.

Fax Machines
Fax messages sent to the university's listed fax number (645-2895) will be directed to the Campus Mail Office. Messages will be placed in campus mail and delivered after January 2.

Faculty-Student Association
The FSA operations will not be staffed. All Food Service facilities will be closed. No vending machines will be serviced. All lobby counters will be closed. All recreation centers and the Creative Craft Center will be closed. CFT Catering, Inc., will not provide any service.

Campus Child Care
The center will be closed during the curtailment.

Banking Machines
All banking machines in campus buildings will be turned off. All funds stored in the machines will be removed before the curtailment.