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Holiday Bulletin

Holiday Bulletin 2014.pdf

Holiday Bulletin 2014_________________________________________________

The holiday period extends from the evening of December 24, 2014, to the evening of January 4, 2015. Please read below for important information about access to McGill facilities and campuses, the availability of services and ways to ensure the security and safety of our facilities and people during the break.

If you have any suggestions for the improvement of this holiday bulletin or any other comments, please use the Suggestion Box on the University Services website at http://www.mcgill.ca/university-services.

On behalf of all of us at University Services, I extend to you, your families and friends, our best wishes for a safe and restful holiday break. We look forward to working with you in the New Year.

Emergency Phone Numbers


For all emergencies, call 911.  Please note that if you dial 911 (or 9911) from a McGill phone you will be simultaneously connected with Security. If you use a cell phone to call 911, Security will not be automatically notified of an emergency.  Therefore, in this instance, please also call Security at the numbers shown below.

  • For Security, call 3000 (downtown Campus) or 7777 (Macdonald Campus).
  • For building-related problems (e.g., heating, water, air quality issues) during the holiday break, please call Downtown 4556 and Macdonald Campus 7777.
Useful Phone Numbers



Alcoholic Beverages Administrator



Emergency Measures and Fire Prevention



Facilities Call Center



Parking Services



Security Services



Hazardous Waste Management




Before the Holidays
Preparing Holiday Parties


By Friday, December 12, 2014, Building Directors must inform Security Services, by either fax (5186) or email (campus [dot] security [at] mcgill [dot] ca), of the building location, room number(s), date, time, and other details of Holiday parties that will take place in their building.

Guidelines and Policies

  • Parties are not permitted to continue past midnight.
  • Security agents will end parties whose organizers failed to notify Security Services in advance.
  • Party organizers must obey room capacity limits and avoid overcrowding.
  • The location of firefighting equipment should be noted. At the end of the party, the building service person or security agent in attendance should be notified to ensure a thorough inspection of premises.
  • Note that if hours extend past regular building hours, charges may apply.


  • Please refer to the policy at http://www.mcgill.ca/eventsbookings/alcohol/ for University regulations regarding the serving of beer, wine and other liquor on McGill property.
  • You may call the Administrator, Alcoholic Beverages Control for additional information. Call Mika Varelas (downtown) at local 3669 or Erica Noriega (downtown) at local 7687 and Janice Ward (Macdonald) at local 7710.


  • Building Services should be emailed at %20special [dot] events [at] mcgill [dot] ca at least 48 hours in advance to ensure proper cleaning following the party.
  • For events being held during regular building hours, organizers are held responsible for leaving the area in an acceptable condition.
  • All waste and recycling is to be disposed of in the appropriate bins located in the vicinity and all furniture to be returned to its original location.
  • Charges will apply if these conditions are not met.
  • For all parties or events held past regular building hours, Silent Hour Procedures apply.


Holiday Decorations
  • In accordance with university regulations, the installation of natural trees in public places is forbidden.
  • Building Directors may allow the installation of artificial flameproof trees only if they are solidly fixed in place and installed away from fire exits or heat sources.
  • All decorations, whether used on trees or anywhere else, should be approved by a recognized safety organization (e.g., CSA) and should be flameproof or non-combustible.
  • For additional information, please contact Emergency Measures and Fire Prevention at local 3473.
Before you leave
  • Close all windows to conserve energy and prevent freezing of pipes.
  • Lock all doors and windows to ensure the security of McGill property and your personal belongings.
  • Lock away all valuables in a desk drawer or cabinet (e.g., laptops, cameras, petty cash box, video recorders).
  • Shut down or unplug all office computer equipment, lights and other non-essential electrical appliances (e.g. portable fans, coffee makers, kettles and other heat producing appliances) to conserve energy and prevent fires.
Arranging for Event Support or Custodial Services
  • Requests for special services (e.g., events requiring buildings to be opened, custodial services) during the period from December 24, 2014 at 6:00 p.m. to January 4, 2015 should be communicated to special [dot] events [at] mcgill [dot] ca no later than December 5, 2014.
  • Requests should detail the building location, room number(s), dates, hours, services required and FOAPAL to be charged.
  • This service is highly recommended for buildings with open access during the holidays.
  • Charges may apply.
Preventing Theft by Preparing before the Holidays

Break-ins and acts of vandalism are frequently suffered by the University before and during the holiday season.  These acts may be committed by individuals who are searching for money, saleable items, or narcotics.  Everyone is therefore urged to exercise the highest degree of security and to take appropriate measures for the safekeeping of their buildings, offices, laboratories and contents therein.

  • Security agents have been instructed to prevent the removal of equipment from University premises during the holidays, unless Security has been notified in advance at campus [dot] security [at] mcgill [dot] ca.
  • All notices must be received by December 12, 2014.
  • Details that must be submitted include the individual’s name and type of equipment authorized for removal including the make, model, and serial number, where applicable.
  • If you have any questions regarding the above, please contact campus [dot] security [at] mcgill [dot] ca or call local 4556.
Disconnecting Unneeded Electrical Equipment and Appliances
  • Normally, all electrical equipment should be disconnected during the holiday period. Provide your Building Director with a list of electrical equipment that must be left with the power on during the holidays.  He/she will in turn inform Security Services.
  • Equipment involving heating should be fully inspected to ensure that temperature-regulating and overheating-protection devices are functioning properly.
Handling Hazardous Materials before Leaving

Hazards associated with flammable solvents and other materials in laboratories should be reduced to an absolute minimum.

  • Place all flammable solvents in flammable liquid storage cabinets or in a chemical storage room.
  • Contact Hazardous Waste Management at local 5066 to dispose of all waste or surplus lab chemicals, biomedical and radioactive waste.
  • Return all unused compressed gas cylinders to their suppliers.
  • Update your chemical inventory records at: http://www.mcgill.ca/ehs/mylab
  • Ensure that all valves for natural gas or any other gases are closed and report any natural gas odours to Security at 3000 (downtown Campus) or at 7777 (Macdonald Campus).
During the Holiday Break
  • Security Services will be staffed 24 hours a day, 7 days a week.  Should you require their assistance, do not hesitate to call local 4556 or 7770 (Macdonald Campus).
  • The Facilities Call Centre (FCC) will be closed from December 24, 2014 at 3:00 p.m. and will re-open  January 5, 2015 at 7:30 a.m.  All calls to FCC will be re-directed to Security during the period during which we are closed.
  • Building Services will provide “essential services” in public areas, washrooms, etc… on January 2, 2015.
  • Mail Services will be closed as of Thursday, December 25, 2014 to Friday, January 2, 2015, inclusive. Please ensure that any urgent and/or large mailings reach the Mail Room no later than Friday, December 19, 2014.
  • Printing Services will be closed from Thursday, December 25, 2014 to Friday, January 2, 2015, inclusive.   We would like to remind you that printing requests for materials needed for the first days of the Winter 2015 semester should be submitted no later than Monday, December 15, 2014 to ensure completion.
  • For Holiday Parking hours, please refer to the website: http://www.mcgill.ca/transport/parking/.
Campus Vehicle Access

Access to the downtown campus is dictated by the circulation protocol at:
http://www.mcgill.ca/campusplanning/planning-services/campus-planning/circulation .There is no access below the Arts Building for vehicles from December 25, 2014 until January 4, 2015 (with the exception of persons with disabilities or emergency vehicles).

As in previous years, the downtown campus will be closed from 11:00 p.m. on December 24 to 11:00 p.m. on December 25, 2014.  The formality of closing the campus one day each year is essential for McGill University to exercise its legal rights of private proprietorship.  In practice, this means that the Milton Street entrance will be closed and only emergency or service vehicles will be permitted on Campus. During this period, pedestrian traffic will be allowed.

Building Access
  • During silent hours, everyone is required to produce, upon request by a security agent, a valid McGill Identification Card.  In order to have your card programmed for access to controlled areas during the holiday season please refer to http://www.mcgill.ca/security/services-0/access-control.
  • Non-McGill individuals who are authorized by their affiliated departments to enter a building during silent hours should be provided with a blank proxy card if access to the building is controlled by an access card reader. Proxy cards may be obtained through your departmental administrator.
  • If access to the building is controlled by a key, Security Services should be provided with a list of all individuals with silent hour privileges.


  • Do not lend your McGill ID card with access rights to anyone during your absence. It is both a contravention of University policy and a serious security breach.
  • Remind your contacts about reduced staff and access; Security Services cannot provide access for deliveries.
Parking Services
  • Parking on roads and outdoor lots will be available on the campuses during the holiday period.  Since campus parking is now automated, no parking attendants will be available during the holidays.
  • The regular rate will be in effect even in the absence of parking attendants.
  • Indoor parking during the holiday period will only be available at the McIntyre Garage.
  • During the winter months, overnight parking on roadways and in parking lots is not permitted in order to facilitate snow removal.
  • Arrangements for twenty-four (24) hour indoor parking may be made with advance notice to Parking Services at local 8437.
Your Security during the Holidays

The holiday season is a period when everyone must be more vigilant with respect to safety and security measures.  Please ensure that all staff and students in your area of responsibility have been made fully aware of the recommendations below or visit Security Services at: Safety Tips and Info – Security Services – McGill University: http://www.mcgill.ca/security/safety-info-tips-resources

Be Vigilant

Everyone entering buildings during silent hours should be particularly observant for any abnormalities they may notice and report them immediately to Security at local 3000 (downtown Campus) or local 7777 (Macdonald Campus).  For example, please immediately report any of the following:

  • unusual or burning odors
  • open doors or windows
  • lights left on
  • strangers on the premises
  • suspicious noises
  • water on the floor
  • extreme temperatures
Working Alone

It is not recommended to work alone but if it is absolutely necessary, you can request to have a Security agent check-in with you on an hourly basis. To check-in or check-out, drop by our offices, located at Burnside Hall, Suite 120, or call 514-398-4556. For Macdonald Campus, please call 514-398-7770.
If it is absolutely necessary to work alone, please take the following precautions:

  • Obtain clearance from your supervisor.
  • Inform the Building Director, providing details about the frequency, duration, and the nature of your work.  He/she will, in turn, inform Security Services.
  • Be aware of all emergency procedures and the location of emergency equipment.  Ensure access to a telephone.  Please direct all emergencies to 911 and/or to local 3000 (downtown Campus) or local 7777 (Macdonald Campus) depending on the severity of the emergency.
  • Establish a check-in procedure to check on the safety of those working alone, with the length of time between checks dependent upon the hazard of the operation.  Suggested check-in procedures include: phone checks to a supervisor, co-worker, or Security Services, or periodic checks by a co-worker elsewhere in the building.
  • Should you experience over-heating in your office or laboratory, do not open the windows to regulate the temperature. Call Security at 3000 or 7777.
  • Remember that there will not be any evacuation teams in the buildings during the holiday period. In case of a fire alarm, immediately stop what you are doing, verify that everyone has left the room and use the nearest safe exit to evacuate. Please provide assistance to those requiring or asking for it. Once outside, move away from the building and wait for authorization to re-enter.
Unattended Experiments or Equipment

Leaving experiments or operating equipment unattended is discouraged, but if absolutely necessary, please take the following precautions:

  • Obtain clearance from your supervisor.
  • Inform the Building Director that an experiment is to be conducted so that he/she may, in turn, provide the list to Security Services.  Make sure Security Services has your emergency contact information so that you can be reached in the event of an emergency.
  • Whenever apparatus requires circulating water, ensure that all hoses are in good condition and securely clamped at both the inlet and the drain, and that the flow is adjusted to the minimum required.  All possible obstructions of the drains should be removed.  In the past, the University has spent many thousands of dollars on repairing damages resulting from careless practices involving circulating water.
  • If you are an emergency contact for a building or a laboratory and will be unreachable over the holiday period, arrange for an alternate person to replace you. Update your contact list and advise Security Services and the Building Director.
Why  not take this opportunity to update your Emergency Contact Information on Minerva

To view/update your permanent and mailing addresses and phone numbers:

  • Log into Minerva
  • Select the Personal Menu
  • Click Addresses and Phones
  • Note: Make sure to click Submit when entering changes or selecting a Type of Address to Insert

Emergency Contact Info: It’s important for McGill to have your contact info in the case of an emergency so please be sure to complete the Emergency Contact section found under the Personal Menu in Minerva.