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Space & Communications

Photo of the Carruthers Hal newly renovated lobby area.

Team Goal

The Space and Communication Team works to provide work spaces for current and new employees as well as updates on Renovation Projects specific to Carruthers Hall.

Majority of the responsibilities and services provided by the Space and Communication Team coincide with that of the Carruthers Hall Mayor. 

Team Members

Stacey Rittenhouse (Space and Communication Team Lead) 

Please contact Stacey Rittenhouse for space-related communications regarding the University Business Intelligence Team in Fontaine.

Services Provided

Space Related Services:

ServiceNow (Phone) Requests          ‣ Activate/Deactivate Employee Building Access           ‣ Renovation Moves         
Work Orders                                       Construction Updates affecting Carruthers Hall

PLEASE DOWNLOAD OUR SPACE SOP HERE FOR A MORE DETAILED LIST OF SERVICES.

Communication Related Services:

Carruthers Hall SYMPA List          ‣ Content Maintenance in Shared Spaces                           ‣ Suggestion Box         
ASG Website                                      ‣ Construction Updates affecting Carruthers Hall

PLEASE DOWNLOAD OUR COMMUNICATION SOP HERE FOR A MORE DETAILED LIST OF SERVICES.

Carruthers Hall Mayor:

Service Passes       ‣ Blue Parking Tickets       ‣ Work Orders       Carruthers Hall Parking Hang Tags     Housekeeping

ServiceNow

Service Now is where all phone related requests are processed through. If you are moving to a new office, Stacey or Mariah can assist in helping you bring your current phone with you, or aide in getting a new phone set up. Getting a new phone or keeping your old phone is determined by your department, so please check with them first before requesting through Service Now. 

Vita Conference Call Line Access – All conference rooms require a Vita conference line to start a conference call. Your department is responsible for giving you access to the conference line. You can request a new conference line as well as ask for old ones to be removed through Service Now, however you will need to provide your departments PTAO.  If someone in your department was responsible for the conference line, but is no longer in your department, you will need to remove them and create a new line.  Their line cannot be used when they are no longer in the department or an employee of the university. 

If you need to use this service on short notice and do not already have your own conference line please send an email to Vita@virginia.edu requesting to borrow their conference call line. This will be for one time use only. They will need the exact date and time of the meeting this will be used for and the PTAO to charge for the call.

Long Distance Call Code – Please place a Service Now request to get a Long Distance Call Code. This will be charged to the departments PTAO, and is not readily accessible from the front desk. Your department is responsible for providing that code. Please be sure to have all the necessary requests completed prior to your scheduled meeting.

 

Work Orders

The Space & Communication Team will place and request all facilities related work orders. This reduces the number of duplicate requests received by Facilities Management. 
Please send an email to the Space Team with the subject line as follows: Work Order Request: [Title/Type of Request ]. Please include the time, date, and level of urgency in the body of the email along with important and relevant details [Specific Location/ Room Number, etc.] or click here to report a problem

Image example of what an email to the Space and Communication Team should look like.

 

Activate/Deactivate Employee Building Access

When new employees are hired, they need to either see Stacey or Mariah to get door access and set up a 6 digit pin. When employees are off boarded their building access will be revoked. Please be sure to notify Stacey or Mariah of this.

 

Construction Updates Affecting Carruthers Hall

You can view all construction updates by either being a part of the Carruthers Hall SYMPA List, or by viewing the Construction Updates tab above.

 

Renovation Moves

When renovations or indoor construction projects occur Employees may have to temporarily leave their workspace and be moved to s swing space. A swing space is any available work space in the building or within Finance.  If not enough swing spaces are available and depending on your managers discretion you may be eligible to work from home. All renovation move information will be distributed via email. Email updates will go out to all members of the Carruthers Hall or UVA Finance email list depending on who the renovation moves will impact.

 

Carruthers Hall SYMPA List

The Carruthers Hall SYMPA List is an email list that comprised of all the employees currently working in Carruthers Hall to communicate updates on various construction or renovation projects. If you are not receiving emails but work in Carruthers Hall please see Stacey or Mariah to get added to the email list.

 

Content Maintenance in Shared Spaces

Carruthers Hall has several spaces where content can be shared. There is the collaboration boards where announcements for events are often posted, and the TV in the lobby. Please contact Brandi if you have content that you would like to share with UVA Finance and ITS.  Content gets cleared from the shared spaces as soon as the date of the event has passed. The Collaboration board with shout outs and employee recognition gets cleared every 'Finance Friday'.

 

Suggestion Box

The suggestion box allows employees to anonymously submit their suggestions and ideas. Highlighted ideas will be mentioned on the collaboration board and will have a response! We want to hear from you, and you all your suggestions will be taken into consideration as long as they line up with the UVAFinance's Mission and Core Values. The box will be checked every 'Finance Friday'. 

 

Service Passes

Service Passes are provided by your department and are not readily available at the front desk for use unless your department has provided them beforehand. 

 

Blue Parking Tickets

These parking tickets are issued for the main grounds garage. These passes are provided by your department. The front desk will not have them unless your department has provided them beforehand. Please be sure to provide these to employees before scheduling a meeting on grounds. Again, they will not be readily available at the front desk unless your department has previously provided them.

 

Carruthers Hall Blue Hang Tags

Departments are responsible for providing Blue Hang tags for their meetings or training sessions. The front desk is not responsible for issues parking passes to departmental guests unless the tickets are left at the front desk specifically for this meeting. Departments should notify their guests about the visit parking spaces, and direct their guests to park in the top parking lot if a visitor space is unavailable. Please also be sure to inform guests that they will need to get a parking pass from you or the front desk (if your department has provided parking passes beforehand) and walk back outside to put it in their vehicles. Visitor parking is available, but is limited. Parking passes are not required for these spots, and employees should not park there as they are meant for guests. 

 

Housekeeping

The Housekeeping service is provided by the vendor BMS. If you see any stains, make a spill, or notice an area, office, or restroom that needs immediate attention please notify Stacey or Mariah and they will make sure BMS is aware. BMS will send someone as soon as they can to clean up if the day porter is not available.

 

Updates for constructuon will be posted here as well as sent out via email to everyone. Below are the updates.


Power Outage

Date: April 23,2018 - April 27, 2018
Duration: 1 Week
Affected: ITS Area currently under renovation, Conference Rooms 1 & 2, Payroll Area, FOC Area, and the left side of PSDS.

There will be no conditioned air during this time. The temperature outside should not be too hot or cold, the temperature in these area should be comfortable.  If you become uncomfortable, please let Stacey know and she will work with Facilities to bring air machines in to help.

Short Power Outage

Date: March 21, 2018
Duration: 6:30am - 7:00am
Affected: ITS Offices

A short outage is planned for Wednesday, March 21st from 6:30am-7:00am to repair an issue in a panel on the north side of the building upstairs.  It will only affect an office in ITS.

No New Updates

Date: March 19, 2018
Affected: PSDS, Payroll, ASG

  • Procurement Renovations have been completed. Procurement and Supplier Diversity Services Staff move back in by March 23, 2018.
  • Payroll Staff expected move in date is April 2, 2018. 

POWER & DUCT WORK

Date: December 22, 2017 at 5 PM through January 2, 2018 at 7:00 AM
Affected: Everyone in Carruthers

Update: There will be NO POWER in the building due to duct work. There will be NO ACCESS TO THE BUILDING during this time. 
The Data Center will not be impacted and the network and phones will still be accessable from outside of Carruthers.

Required Actions: 

  • Please clean out your refrigerators.
  • Put personal valueables in locked areas.
  • If you are adjacent to folks in impacted areas, your cubes will be covered by plastic during the work period.

South Parking Lot

Date: November 18, 2017
Duration: 2-3 weeks

Update: Staring on Saturday, November 18, 2017, a portion of the south parking lot at Carruthers Hall will be closed off as part of a parking revitalization project. Access to the lower end of Carruthers south will be accessible just to the right of the existing canopy. This work is expected to take approximately 2-3 weeks to complete, depending on weather.  Please see the area marked in yellow on the map below.

Carruthers Hall Construction image showing where the parking lot construction will take place.

Side Walk Renovation

Date: September 11, 2017
Duration: 3 weeks

Update: Starting Monday, September 11, 2017, a project to remove the brick wall and steps in front of Carruthers Hall will begin.  This project will replace the brick wall with new concrete curbing and remove the steps going up to the front of Carruthers Hall.  During construction the sidewalk on Emmet Street will be closed to pedestrian traffic.  Also, the right lane on Emmet St. will be closed directly in front of Carruthers Hall reopening at the end of each day.  The project is expected to take approximately 3 weeks to complete.  Working hours will be Monday through Friday; 7:00 am until 3:30 pm each day.

Please note:  The side walk directly in front of Carruthers will remain open leading to the front door and down to the South Visitors lot.

See area on map below marked in red.

Carruthers Hall Renovation Image showing where the Front Sidewalk renovation will take place

Bollard Installation

Date: August 10, 2017
Duration: 2 weeks

Update: Starting Thursday, August 10, 2017, contractors will be working to install bollards on the north end of Carruthers Hall.  This project is expected to take two weeks to complete.  Traffic to the parking area will not be effected by this work.  Please see attachment for location marked in red.

Carruthers Hall Construction - Showing where the Bollards are going to be installed.