2023 UBC Department of Medicine Administration Office Closure

Please note the following holiday closure dates for the Department of Medicine’s Main Administration Office

Department of Medicine Administration Office Holiday Closure:

The Department of Medicine’s Administration Office will be closed at 12pm on Friday, December 22, 2023, and will re-open on Tuesday, January 2, 2024. 

• If you have an emergency HR matter while the Administration Office is closed, please contact UBC HR for assistance.  
• If you are a resident and have an urgent matter while the Administration Office is closed, please contact your Lead Medical Resident for assistance.
• Please note we have a 48-hour turnaround policy for all Department Head signature requests.
• If you need a research-related document signed by the Department Head before the holiday break, please submit it to dom.research@ubc.ca by Monday, December 18, 2023, at the very latest.

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As we near the end of the year and approach the holiday season, please be reminded about UBC’s calendar year-end procedures and deadlines:

GENERAL OFFICE:

• Out of Office: Please activate your “Out Of Office” messages on both voicemail and email to notify people of your absence.
• Sustainability: Please switch off electronics, turn off lights, unplug small appliances, close windows, and lock away any portable equipment (laptops/external data devices). See UBC Sustainability’s Seasonal Shutdown Campaign for more information.
• Campus Mail: For buildings/sites that are open, the last date of service (delivery & pick-up) will be December 21, 2023. Items collected will be held by Campus Mail Services until service resumes January 2, 2024
• UBC Alerts: In the event of an emergency, messages will be posted on UBC’s main website (www.ubc.ca) and X (formerly Twitter) account (@ubc). Staff should also sign up for the UBC Alerts service by following the instructions at: https://ready.ubc.ca/get-informed/emergency-communication/

FINANCE:

• Accounts Payable & Payroll functions are now wholly with UBC Financial Operations. All relevant deadlines & event dates (both calendar year-end and fiscal year-end) are posted at: https://finance.ubc.ca/important-dates-payroll

DIGITAL SOLUTIONS SERVICE DESK:

• The Digital Solutions (formerly MedIT) Service Desk will be closed between Saturday, December 23, 2023, and will re-open on Tuesday, January 2, 2024. Please check UBC IT Bulletins for updated information.

DIGITAL SOLUTIONS RESOURCE COORDINATION:

• The Digital Solutions Resource Coordination Office will be closed on Saturday, December 23, 2023, and will re-open on Tuesday, January 2, 2024.
• Room Booking requests will be accepted until Thursday, December 21, 2023, at 4:30pm. Requests received afterward will be processed when the office re-opens on January 2, 2024. Please contact the Resource Coordination team at 1.877.266.0666 Option 3 if you have any questions about room booking or room access during regular business hours.
• *Please note that the Department of Medicine’s Administration Office no longer oversees room booking for 10206 and 10207. These rooms are now under the Resource Coordination Team and would be subject to Resource Coordination’s timelines and policies.

FACILITIES:

• Please be aware of any access restrictions to your building, including elevators. If you will access the Office during the holiday period, read and understand the University’s work-alone protocols. Campus Security for UBC Point Grey Campus can be reached at 604.822.2222. For other sites, please refer to your local building security if needed.

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