Nancy Nicholas Hall Facility Use Guidelines

Our vision of the School of Human Ecology building project is to create an environment that supports and enhances education, research, creative scholarship, and outreach. This environment will enhance the values[1], visibility and access of the School of Human Ecology within the campus community and beyond.

Tethered by the following:

Principles

Design and construct a high quality, healthy and energy responsible environment that unites the historic and the new
Create a setting that supports creativity and a high standard of professionalism
Create a balance between School-wide and unit/department identity by supporting interaction and cohesiveness at both levels
Provide settings that nurture community and interaction
Incorporate modularity and flexibility to allow for change over time

Section 1.01 Nancy Nicholas Hall – Important Contacts and Information

Building Information Technology and Security

For routine issues, email: bits@sohe.wisc.edu

Location: Office # 1116 Nancy Nicholas Hall

Ph: 608-265-0534

Office hours: M-F 8:00 am – 5 pm

If you are locked out of your office, and we are out assisting other staff, please see the CAPS teams in 4199 or Deb Olson in office 2135. If no one is available, please reach out to UWPD through their non-emergency line at 608-264-2677.

For all after-hours and weekend lockouts contact UWPD at 608-264-2677.

Online Meeting Room Reservation System

To check room availability, visit: https://uwmadison.ems.wisc.edu/VirtualEMS/CustomBrowseEvents.aspx?data=Tft6vDtydLjfMblH1UEQV5whTF8XA2F84FWMtEB+dSQjQqtJS7bY5STgheaxTA8zlDLp6ozhnVTfzchnR0rSgNcLBj3Bw4bgkek096nejESaMn12jIvk/1pc574Zac4DceRK8t6oyu5xRWnj1J7d8Q==

To reserve a room, visit: https://uwmadison.ems.wisc.edu/VirtualEMS_UW/

UW-Madison Campus Police and Security

General: 264-COPS (2677)

Emergency: 911 – direct dial from any phone, any time

Section 1.02 Building Code and ADA Compliance

Nancy Nicholas Hall, as designed and constructed meets all building codes and is ADA compliant, a mandate for all campus facilities. This requirement is not limited to public areas but also must be observed for interior spaces including private offices and suites.

Campus requires that workspaces maintain at least 28” width including private offices, around workstations, etc. The furniture and space plans for the building have been designed to meet these requirements.

Section 1.03 Code Violations

The building will be periodically checked for code violations by building inspectors, including the UW-Police Department, the Safety division of Facilities Planning and Management, and Madison Fire Department. Typical violations include “permanent set-ups” of extension cords, blocked fire extinguishers, ADA compliance or blocked exits and hallways. BITS staff will be the point of contact for all campus and city agencies and will work with departments and employees to ensure a safe environment.

Section 1.04 UW-Madison Facility Use Policies and Guidelines

The Vice Chancellor for Administration sets the broad policies and operating guidelines for all campus facilities including Nancy Nicholas Hall. A complete list of these guidelines may be found here.

Section 1.05 Building Hours

The building is open from 7:00 am – 8:00 pm, Monday through Friday, closed Saturday and Sunday unless otherwise programmed for an event or by special permission.

The Preschool Lab is open Monday through Friday, 7:30 am – 5:30 pm, closed Saturday and Sunday.

The building is closed on all campus-designated holidays.

Section 1.06 After Hours Use

Special events and activities may occur outside of posted building hours, if arranged for in advance. BITS staff will work with you to be sure the building is open at the appropriate time. Please review the Guidelines and Procedures to reserve space as posted on the school website. Student organizations must work through their faculty advisor to request after-hours access for special events or use of the large classroom (2235/2255).

Section 1.07 Emergency Procedures: When in doubt call (911)

The UW-Madison Police Department is responsible for emergency procedures governing the campus, including the School of Human Ecology. Non-emergency issues should be directed to bits@sohe.wisc.edu or dial 264-COPS. For questions related to the Preschool Lab please contact the Director at 608-263-4579.

Section 1.08 Work Environment : Daylight

Nancy Nicholas Hall incorporates excellent strategies to bring daylight into the building, creating a teaching and working environment filled with natural light. This includes reuse of the historic 100-year-old Italian glass from the existing building, sidelights and clerestory across the upper walls to bring outside light to inner spaces.

In addition, Nancy Nicholas Hall is a sustainable building tracking LEED Gold status. Daylighting credits for LEED certification are essential in the design and “provide for the building occupants a connection between indoor spaces and the outdoors through the introduction of daylight and views into the regularly occupied areas of the building.” This approach was unanimously endorsed by the Program Committee whose members included faculty and staff and by the UW- Police Department from the perspective of safety and security.

Window treatments have been provided for south facing offices and conference rooms and instructional spaces for purposes of darkening for a presentation. Offices and workspaces on the north side do not have coverings to better allow light into space.

Section 1.09 Hanging Objects and Office Decoration

We recognize the importance of personalizing your workspace or office and want to make it simple for you.

Please contact the Human Ecology Facilities staff before hanging any items on the wall. Because we have a diverse mix of wall surfaces in the new building, we can provide you with the right “hanging tools”. Some areas require magnets and hangers and should not be punctured, or adhesives applied, while others are exterior plaster walls. We all want to avoid large holes to be patched later or marred walls that will need to be painted – using the right tools will help keep the space in good shape for years to come.

Do not apply adhesives to painted or wood surfaces in the building, as they usually cause damage to the surfaces and require extra cost for cleaning or repair.

All decoration must meet university guidelines for safety, appropriateness, and Inclusiveness. For more information on Holiday displays, see S:\Academic Technology\Facilities\Communications and Policies.

Section 1.10 Showers

For the convenience of Human Ecology employees, is a shower room located on the first floor at the west end of the addition, across from the preschool. These rooms are locked at all times. Please complete the Access Request form located on the school website to gain access. Users need to provide their own soap, towels, and other personal items. Please keep the rooms clean and neat for the next person.

Section 1.11 WISCARD (Card Access), Keys and Keywatcher

The School of Human Ecology is equipped with a security system for access to the building and to areas inside the building. The access system is directly tied to your campus ID (WISCARD), and per campus Lockshop direction, keys are not issued for these spaces.

BITS staff are the point of contact for security and access requests for the School of Human Ecology and work within the protocols established by campus.

Nancy Nicholas Hall also has a Keywatcher system located outside room BLANK. Physical keys are stored in the unit, and access is controlled by WISCARD. Additionally, each key in the system has its own lock that will only open if the WISCARD user has been granted access to the key.

Section 1.12 Access Request

The Campus Key Policies (February 2011) are established by UWPD in cooperation with UW Lockshop. These and other campus agencies work with the School of Human Ecology on matters regarding safety and security. To request access, please contact BITS.

Keys and/or card access requests are processed for those who are actively enrolled in the school, employed by the school or who have a current appointment in the school as follows:

When a Human Ecology employee or person with an appointment (including a zero-dollar) with the school requires a key and/or card access, that request must be initiated by their direct supervisor or department chair. Employees are those who are actively on payroll with Human Ecology and may include faculty, staff, and paid graduate students.
If a student requires a key and/or card access to be assigned to them, that request must be initiated by their instructor or faculty advisor. All requests for research space access must be made by the researcher.
Campus policy prevents the school from issuing keys to volunteers – access must be coordinated with the appropriate department chair, center director or supervisor.
All requests for access to interior or exterior spaces, or changes in permission for accessible areas, must be submitted by the supervisor or department chair. Because of the coordination with campus Lockshop and UW Access Security, the response time is roughly 5 business days from receipt of the request.

In the event you lose your key or WISCARD, notify BITS staff immediately.

Section 1.13 Weapons Prohibited

Guns and/or weapons are prohibited in the School of Human Ecology building. Click here to learn more about the law from UW System Administration. If you have questions about the implementation of the law on campus, please email police@uwpd.wisc.edu

Section 1.14 Building Directory and Information Kiosks

Building directories and occupant lists are maintained centrally. A central, online directory is maintained by the Dean’s office on the school website and is the official directory of Human Ecology. Email directory changes to comms@sohe.wisc.edu

Section 1.15 Instructional Space

Nancy Nicholas Hall was designed to support a variety of instructional needs, from large lectures to graduate student seminars.

Human Ecology faculty and instructors who wish to use classrooms in Nancy Nicholas Hall must follow the Campus Classroom Scheduling Policies as revised on August 10^th 2012 and found in the UW Policy Library.

For specific questions regarding instructional space assignments please contact the Academic Planning and Innovation (API) team at api@sohe.wisc.edu

Section 1.16 Technology-based Rooms

Most conference and meeting rooms in Nancy Nicholas Hall have projectors or televisions to display AV. All rooms with technology have instructions located in the room. Users of the room are responsible for setting up and using the technology if it is needed. BITS will provide training to anyone interested in using the rooms on how to use the technology. You can contact BITS if you would like training or have issues using the equipment. Please note – no food or drink is allowed in the computer lab, 3115 or campus-controlled classrooms 1125, 1135 and 4235.

Section 1.17 Rooms with Recording Capabilities

There are several rooms within the Human Ecology complex with recording capabilities. These spaces range from as intimate as 100 s.f. to as large as Plenary Hall. Research labs (including the Preschool and Lehman Family Research Center) are also equipped with specific technology for audio and video capture. If you require training or have specific questions about technology functions, please contact bits@sohe.wisc.edu

Section 1.18 Conference Rooms and Reserving Space in Nancy Nicholas Hall

Nancy Nicholas Hall is home to several conference rooms, ranging in size from two-person rooms to Plenary Hall, which may accommodate up to 75 people. Each room has a standard furniture layout and associated technology.

Conference room reservations may be made by SoHE faculty and staff using EMS, our Online Reservation System. Rooms may only be reserved by SoHE Faculty and Staff for events that are School related. The faculty or staff member reserving the room is responsible for the event, making sure the room is unlocked, and that the room is left in a clean and usable state after the event.

Certain areas of the school, such as Plenary Hall, the third floor Concourse, third floor Roof Terrace, room 1199, and the Link cannot be reserved with the room scheduling system. All requests for these spaces will have to be reviewed by the Dean’s office.

The person reserving the conference room is responsible for making sure the room is cleaned, whiteboards are wiped down and any furniture moved is put back into place.

Conference room reservations may be made using the Online Reservation System

If you have questions about technology support for your meeting, please contact bits@sohe.wisc.edu.

Section 1.19 Bike Locker

Requests for bike lockers are handled by UW Transportation Services.

Section 1.20 Digital Exhibition and Display

The Human Ecology building has several electronic display systems. These are intended for displaying information about Human Ecology as well as events and notifications of interest to staff, students and visitors. If you would like to have a sign posted, please send it to comms@sohe.wisc.edu

Video or promotional material should be created according to the Digital Signage Guidelines and must be reviewed and approved prior to display. The digital displays do not have audio capability.

Please indicate (in your email request) when the notice should be removed. The school cannot accept paid or unpaid business advertisements and reserves the right to edit, remove or reject any material determined to be inconsistent with the mission and values of the School of Human Ecology.

No political, business or personal advertisements will be accepted.

Section 1.21 Signage for Offices and Workspaces

A standard building sign package (ADA compliant) has been developed and all new or modified signage must match those standards. Please contact bits@sohe.wisc.edu for questions or additional information.

Section 1.22 Information and General Questions

The front desk staff in the Link at the Fetzer Center for Student Excellence Advising and Career Center (ACC) are there to help visitors with quick information about the school. In addition, the kiosks and websites have the most current information about events and activities during the day; and the front desk provides a first point of contact for visitors and guests.

Section 1.23 Public Artwork & Display

There are many areas and venues in the building for exhibition and display of faculty and student work. At this time, we ask that you not hang flyers, posters or art in areas other than private offices or workstations. If you have a piece of art or picture that needs to be hung in shared or private office spaces, please submit your request to bits@sohe.wisc.edu who will assist you with tools appropriate for the wall surfaces in your work area or office.

Posting on campus is limited to general bulletin boards and kiosks. In campus buildings, the posting of fliers and posters is only allowed on bulletin boards. Please do not hang signs in the bathroom or on the walls. For more information, please refer to the University’s policy on posting, chalking and leafletting.

Section 1.24 Postings and Notices in the Building

Postings, flyers, and announcements are handled electronically and may be submitted via email to comms@sohe.wisc.edu to be included on the many display panels throughout the facility. Public bulletin boards are located on each floor above the recycling/trash centers and are cleared on a regular basis. The school reserves the right to remove any items found inappropriate.

Flyers, papers, or other materials may not be attached to walls, exterior doors, columns, windows or surfaces other than the bulletin boards.

Section 1.25 Americans with Disabilities Act (ADA)

If you are a School of Human Ecology employee with questions regarding disability accommodations, please contact HR Manager Nancy Andrews (nancy.andrews@wisc.edu). Additional information may be found on the campus Office for Equity and Diversity.

Students are encouraged to contact the McBurney Disability Resource Center.

For information on accessibility routes or questions related to the facility, please contact bits@sohe.wisc.edu. Questions regarding accessible parking can be best answered by Transportation Services.

Section 1.26 Balloons

Helium filled balloons are not allowed inside Nancy Nicholas Hall. Balloons accidentally or purposefully released inside the building will set off fire alarms.

Section 1.27 Political Purposes

The University Facilities Use Committee has developed policies regarding political activities, a copy of which may be found here.

Section 1.28 Lost and Found

The “lost and found” is in room 1116.

Section 1.29 Smoking

In keeping with sustainable building principles, the School of Human Ecology is a smoke-free facility. As part of our LEED accreditation and commitment to healthy environments, the design team included a prohibition on smoking inside the building during construction to prevent materials from absorbing contaminants that can be released later during occupancy.

Smoking is not allowed within 25 feet of an entry, fresh air intake or on the roof terrace.

Section 1.30 Lockers

Lockers for students and staff are conveniently located throughout the building and are managed by BITS staff. Student lockers are assigned by professors on a one-or-two semester basis. The school does not provide locks. Lockers must be empty, and locks removed before the last day of the spring semester. In the event the locker is not cleaned out as noted, the school will remove and dispose of the contents. If you need to use a locker for a summer class, please contact BITS at bits@sohe.wisc.edu to guarantee your items will not be removed. For the convenience of visitors and guests, lockers are located in room 1181 just outside the Wisconsin Idea Center and are available for use on a daily first-come, first-served basis.

Section 1.31 Sustainability and Appliances

Human Ecology project goals state the intent to construct a high quality, healthy, energy responsible environment.

Offices and workstations have both trash and recycling containers for paper. Larger containers for other recyclable materials such as plastic bottles are integrated on each hallway across from the elevator.

As part of the campus effort and supported by the School of Human Ecology in its design/construction of Nancy Nicholas Hall, the Associate Vice Chancellor of Facilities Planning and Management (FP&M) provides the following with regards to small appliances in campus buildings:

“We are very restrictive in use of appliances in an effort to conserve energy and avoid safety issues. As a result, our policies include:

1. Appliances should be in shared or departmental spaces, not in individual offices.

2. Purchasing refrigerators and microwaves for personal use is not allowed by state regulations, so users should collectively finance these shared appliances. Please try to buy Energy Star rated appliances.

3. Use of University utilities for personal appliances other than in designated shared areas is prohibited.

4. There may be some common areas next to the conference rooms or professional development rooms where it may be sensible to locate a coffee pot. Reasonable accommodations for these are not an issue since these are for the use of the general population.”

Section 1.32 Alcohol

Serving alcohol at any time in the School of Human Ecology facility – indoor or outdoors – requires an Alcohol Beverage Service Permit. The Campus Facility Use Guidelines describes the comprehensive rules, regulations, guidelines and processes each unit must follow, specifically with regards to alcohol. An excerpt from this document is below:

“Applications for Alcohol Beverage Service Permits should be submitted to the

Academic dean…immediately responsible for the academic department or academic unit in whose space the alcohol beverages are proposed to be served. Before issuing a permit for outdoor service, such as in an adjacent courtyard area, the dean is to consult with the Director of the Division of Physical Plant”

Section 1.33 Food and Other Refreshments at Building/SoHE Events

The campus has established guidelines and processes for caterers and refreshments. Please reference these guidelines during the planning process of your event if you plan on serving any type of refreshments to ensure your event is in compliance with campus policy.

There are two catering kitchens in the Human Ecology building – one adjacent to the Wisconsin Idea Center on the first floor and a larger one on the fifth floor as part of Plenary Hall and may only be used when in conjunction with an approved event.

Responsibilities of users of any Human Ecology space for a catered or non-catered event:

The caterer is responsible for cleaning any area used in the delivery, preparation or serving of food. The user is responsible for making sure the caterer cleans up after an event.
All trash must be bagged neatly, watertight, and clustered together for quick removal by custodial.

The kitchens are not to be used by students or employees to store personal food items (e.g. lunch).

Departments, projects or groups must contact the UW Housing Food Service-Catering and Wisconsin Union Catering for all catering events to determine availability. If neither the Union nor Housing is available for your event, then the group may contact an outside vendor.

Section 1.34 Mail, Shipping and Receiving

The Central Mail room is located in the basement. You can access it by taking the west elevator and pushing the button labeled “R”. Amazon, Fedex and UPS drop packages off outside room 1116.

The shipping address is the facility address – 1300 Linden Drive, Madison, WI 53706.

Please note that campus has a policy prohibiting unapproved semis from delivering to central campus; any deliveries that come ‘freight’ (e.g., semi) need to be delivered to MDS in Verona (1061 Thousand Oaks Trail, Verona, WI 53593). MDS will then deliver to Nancy Nicholas Hall.

If you need to send mail, please contact the Business Office for assistance with purchasing postage.

Section 1.35 Computer Support

For non-classroom computer problems, email bits@sohe.wisc.edu

For Classroom Instructional Technology emergencies call 265-0534 or drop by room 1116.

Section 1.36 Technology Equipment Check-out

Nancy Nicholas Hall is wireless with technology and equipment in all instructional and most conference spaces. There is limited, portable equipment for instructional or research purposes available to faculty and staff for off-site events. For more information, please contact bits@sohe.wisc.edu

Section 1.37 General Room Use

The person who booked a room or public space is responsible for making sure it is clean and furniture back in place. Rooms are for the shared use of everyone so do not leave or store any materials in conference rooms or classrooms.

Section 1.38 Common Sense and Security

Whether your workspace is a private office or a suite, you use the meeting rooms or hang out in the lounge on second floor, the building is a resource shared by everyone; we are all responsible for keeping the spaces clean and safe.

Please follow these commonsense rules:

1. Keep office items or personal items of value locked up when you are not present at your workstation.
2. If you are in a shared space, lock your computer when away from your desk to prevent access by unauthorized users.
3. Immediately clean up any liquids spilled on desks/tables and floors.
4. In an effort to minimize vermin in our building, please dispose of used food/beverage items in hallway or available trash cans and recycling containers rather than let items pile up in your office, especially items that will smell. Please note that office trash bins are only emptied once a week.
5. Keep aisles clear of stored items.
6. Route electrical cords, computer cords or phone cords where they won’t create a tripping hazard.
7. Never “daisy-chain” power strips or plug power strips into extension cords as these are a fire hazard and violate city file codes.
8. Heat-producing appliances such as space heaters are a fire hazard and are prohibited.

Section 1.39 Changes and Updates – ongoing

The Guidelines are written to answer common questions and help us all work, teach and enjoy the new building.

Many of the topics found in this document are simple things we all know (i.e. no smoking, call “911” for emergencies) and to correct misinformation.

This document is not all inclusive and is a living document that will change as school and campus policies change. This is a compilation of campus policies, best practices from other facilities around campus and represents the work of the Day One Readiness Team.

If you have questions or something seems unclear or something doesn’t make sense, please let us know.

[1] Values refers to the SoHE Values and Operating Principles accepted by the faculty in May, 2000 . That statement is integral to the Building Project Vision and Goals statement. .

Keywords:

Facility, Facilities, bits, guidelines, policies

Doc ID:

135902

Owned by:

Lily S. in School of Human Ecology

Created:

2024-03-06

Updated:

2024-03-06

Sites:

School of Human Ecology

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