Winter Break Service Information

The Office of Space Planning and Operations will be closed from December 24th through January 1st for the University's special winter break. Please see the information below regarding service coverage during this time period.

DISTRIBUTION SERVICES

PSOM Distribution Services, including SCTR, TRL, will be offering limited hours of operation and services during the University’s special winter break. GRL Distribution Services will be closed during winter break.

Hours of Operation
Distribution Services for the Glenolden Research facility will be closed during winter break. All other locations will be closed on December 24th and 25th, and January 1st.

Glenolden Research Facility:
Closed December 24th to January 1st

SCTR:
Open December 26th to December 28th between the hours of 8:00AM & 12:00PM

TRL:
Open December 26th to December 28th between the hours of 8:00AM & 12:00PM

Distribution Services Central PSOM:
Open December 26th to December 28th between the hours of 8:00AM & 12:00PM

Alcohol Distribution:
Alcohol orders will not be processed during the break. The last distribution date before the holidays will be Tuesday, December 18th. The storeroom will re-open for regular operations on Friday, January 4th.

Delivery of Perishable Items:
Will not be accepted or made during the winter break. If a customer needs a perishable item delivered during the break, they must arrange delivery with the delivery company and receive it directly. Receiving will accept non-perishable packages during the break; however, they will not be delivered until after the break.

Infectious Waste Pick-ups:
Will only be provided within the schedule noted above.


SPECIAL EVENTS & SCHEDULING

The Perelman School of Medicine Office of Special Events and Scheduling (SES) would like to wish all of our customers and colleagues a holiday full of happiness, peace, and joy!

In preparation for the holiday season, please note that services will not be provided on a normal basis during the winter break, December 24th through January 1st. Any required services during the break must be scheduled and confirmed prior to December 13th. Services provided during this time will be charged at time-and-a-half, with a four-hour minimum. Please check your calendars and cancel meetings that are not going to occur. Any non-canceled events for which services and staff are scheduled will incur a “NO SHOW CANCELATION” charge plus the time-and-a-half overtime charges for scheduled services.

Although the holiday season is a time for fun and laughter, please remember that enjoyment can turn into disaster if proper precautions are not taken. In accordance with the Philadelphia Fire Prevention Code, please note the following prohibition and share it with your caterers, co-workers and colleagues.

Philadelphia Fire Prevention Code sections F-402.3 and F-402.4 specifically prohibit open flame and use of portable cooking equipment. The only exceptions are for small alcohol burning devices for warming food and open burning fires in approved containers that must be at least 15 feet from a building.
Open flames and gas oven/stoves are not allowed in any indoor facility, including loading docks. Hot ovens / warming ovens with sterno are acceptable with 2-business-day prior approval from SES Coordinators. Please provide the name of the person who will remain on the premises to monitor the sternos.

In addition, all users or sponsors of events in School of Medicine facilities are required to assure that alcohol consumption for events complies with the University policy which can be found at http://www.vpul.upenn.edu/alcohol/policy2.php; and the PSOM SPO Caterer and Vendor Guidelines at www.med.upenn.edu/spo/find.html.

When planning your events, it is required that you adhere to these regulations. Any event and/or caterer found in violation of the Philadelphia Fire Code or any University or Perelman School of Medicine policy will be asked to correct the situation on-site immediately, in order to complete their service for the customer’s event. However, they may be banned from future access to PSOM facilities.

Tips to remember when planning your events at the Perelman School of Medicine:
• Schedule your event early
• Conduct a “walk-through” with the Special Events and Scheduling Team
• Review the catering and alcohol policies to ensure your compliance
• Party rental equipment MUST be delivered & removed on the day of the event
• Security is a requirement for events that occur during the break

Enjoy and have fun!
If you have any questions or concerns please contact Special Events and Scheduling at 215-573-5555.
Special Events & Scheduling,
Lori, Dave, Felicia, Jacqui, Waverly, Willie, Charles, & Walker


OPERATIONS & ENGINEERING

Administrative Office:
Closed from December 24th – January 1st

During periods when the office is not open, please refer maintenance problems directly to the University Facilities Services at 215-898-7208.

Housekeeping:

Dates Coverage
December 24th Minimal Coverage (common areas and restrooms only)
December 26th & 27th Normal service
December 28th & 31st Minimal Coverage
(common areas and restrooms only)

*Please note, there will be no coverage December 25th or January 1st

With diminished housekeeping services, we ask that you please clean up after yourself as much as possible. Perishable food items should be disposed in public trash receptacles. Trash receptacles at individual desks will not be emptied during the days with minimal coverage. Normal coverage will resume on January 2nd.


SAFETY & SECURITY

In our continuing effort to ensure that the Perelman School of Medicine community is provided with the safest and most secure environment possible at all times, the Division of Safety & Security will once again undertake special precautions during the winter break:

• Security staff will be on duty 24 hours a day from Monday, December 24th through Tuesday, January 1st
• The Control Center and the Johnson Pavilion Security Desk will be staffed on a 24/7 basis during this time period
• CRB and BRB II/III Security Desk will not be staffed during winter break
•The Smilow Center for Translational Research Security Desk will be not be staffed on December 25th or January 1st
• All doors that are part of the electronic access control system will remain locked during the entire winter break, commencing on the evening of December 21st. Access key services will not be available from December 24th through January 1st. If you have an access key emergency, please contact Darren Johnson via email darrenj@mail.med.upenn.edu
• Normal operations will resume on the morning of January 2nd.

As part of our overall effort, we ask that all faculty, staff, employees, and students working or studying during the break and requiring use of Perelman School of Medicine facilities, wear their identification card in a conspicuous manner.

The Division of Safety & Security is here to serve the Medical Center Community. However, we need your assistance to obtain the optimum level of safety and security in Perelman School of Medicine areas during the break. Take responsibility for your space; watch out for anything suspicious or out-of-the-ordinary and report it to the Control Center at 215-898-0669. Take note of any doors that should be locked but are found unsecured, and report them immediately. Either remove or secure all personal values during this period.

If you have a special request for services during the winter break, please call Safety & Security no later than Friday, December 21st at 215-898-0196, or fax a request to 215-573-2027. Please address all such correspondence to James Atkinson, Chief Penn Medicine Security and Parking.


NO SUTTLE SERVICE DURING WINTER BREAK

Please note, shuttle service will be suspended during the University’s special winter break. The TRL shuttles will not be in operation from December 24 - January 1st. Service will resume on Wednesday, January 2nd. The shuttle will provide regular service on Friday, December 21st. Please note that shuttle service to GRL will no longer be offered after December 21st. You may view shuttle schedules anytime by going to SPO’s website.
http://www.med.upenn.edu/spo/faqs.html#ShuttleSchedulesheading


UNIVERSITY POLICY REGARDING HOLIDAY DECORATIONS

In accordance with University Policy and the Philadelphia Fire Code, Section 5-3103:
Only flame-proof artificial trees and/or decorations are permitted in campus buildings. Live trees are not permitted. The use of open flames, such as decorative candles, is strictly prohibited. All decorations must be flame retardant; check tags or wrappers prior to purchase. Decorations must not be placed in front of exits.

To avoid a fire hazard and the possibility of severe electrical shock, electric light strings should not be directly attached to metallic trees or decorations. If lights are utilized, they must be from a remote source.

All lights must be tagged as having been approved by Underwriters Laboratories. Check for frayed wires, loose connections, and broken or cracked sockets; damaged sets should be discarded. All electrical decorations must be unplugged at the end of the working day – no exceptions. Many thanks in advance for your cooperation.

If you have questions, please contact Fire and Emergency Services 215-573-7857 or your Building Administrator.

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