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Workplace: Resources For for UCBPH Academics, Faculty, and Staff

Facilities and IT Resources

Reporting Facilities Issues

Use this form to report issues or needed repairs in Berkeley Way West or Golden Bear Center: SPH Facilities/Building Issues.

Emergency Preparedness

Emergency preparedness, including Run-Hide-Fight training, has been moved to the Emergency Preparedness page.

Reserving rooms in Berkeley Way West

Please note: Only current occupants of Berkeley Way West are permitted to reserve event space, classroom, or conference room spaces in the building. Information on other venues can be found here: on-campus indoor; on-campus outdoor; off-campus.

Reservations are accepted on a first-come, first-served basis. Please make all requests at least two (2) weeks prior to your desired date.

If you no longer need your reservation, please email sph_rooms@berkeley.edu or sph_events@berkeley.edu (depending on which space you have reserved) to cancel. Include “Cancellation” in the subject line and the room, date, and time of your meeting in the message.

  • First Floor Colloquia Rooms

    First and foremost, the colloquia are for instructional use by Public Health, Psychology, and Education. Food and beverage (aside from water) are prohibited; users with health needs (e.g., lactating mothers, diabetics, etc.) can be an exception. If food and beverage is to be served, it must be in the Colloquia Hallway & Alcove (reservation instructions under Event Spaces below). Users are expected to leave the room clean and return furniture to its original configuration (layouts are posted).

    Each room has a capacity of 75; combined capacity is 150.

    Scheduling events in fall and spring/summer must wait until the third Friday of instruction to allow the booking of last-minute classes, labs, etc. Friday and weekend use are an exception and can be scheduled up to a semester in advance. UCBPH maintains a standing reservation on Tuesdays 3 p.m.–5 p.m. (#1104) that may be available, as well as on Thursdays after noon (#1102 and #1104).

    Contact sph_events@berkeley.edu to request a reservation.

  • First Floor Event Spaces (Forum, Plaza, etc.)

    Event spaces include: The Forum (aka Lobby), Colloquia Alcove (with tall tables), Colloquia Hallway, and Plaza (outdoor/Berkeley Way entrance), as well as the supporting catering kitchen and loading dock (map). These spaces are managed by the BWW building manager (Lincoln). Public Health, Psychology, and Education, as well as BWW’s private tenants, have access.

    BWW event requirements and reservation request instructions are available here. Note: To reserve the Colloquia Alcove & Hallway, a reservation for a colloquium room must be in place.

    Requests for reserved use of the third floor Atrium space should be made directly to psychrooms@berkeley.edu. (Psychology holds the sole ability to approve reservation requests.)

  • First Floor Classrooms and Seminar Rooms

    Scheduling in fall and spring/summer must wait until the third Friday of instruction to allow the booking of last-minute classes, labs, etc., and cannot be booked beyond the current academic term. Food and beverages (aside from water) are prohibited; users with health needs (for example, lactating mothers or diabetics) may be an exception.

    Contact sphcourses@berkeley.edu for availability and to request a reservation.

  • Fifth Floor Conference Rooms

    Please see our Guidelines for Reservation and Use of Berkeley Way West Fifth Floor Meeting and Event Spaces. Book your start time thoughtfully, as a reserved but empty conference room is considered available for others 10 minutes after the reservation start time.

    Room numberCapacitySetupAdditional Information
    Caravan
    5101 BWW
    Calendar    		26Screen and projector, computer, audio conferencingMicrophone and speaker in ceiling; computer in credenza
    Bayer
    5310 BWW
    Calendar    		16Screen and projector, computer, audio conferencingSpeaker in ceiling; computer in credenza
    Centene Board Room
    5400 BWW
    Calendar    		22Screen and projector, computer, audio conferencingSpeaker in ceiling; computer in credenza
    Eustace-Kwan
    5401 BWW
    Calendar    		22Screen and projector, audio conferencingSpeaker in ceiling
    Shortell
    5420 BWW
    Calendar    		16Screen and projector, audio conferencingSpeaker in ceiling
    Schaeffer
    5422 BWW
    Calendar    		16Screen and projector, computer, audio conferencingSpeaker in ceiling; computer in credenza
    Froland
    5434 BWW
    Calendar    		16Screen and projector, audio conferencingSpeaker in ceiling

    Fifth-floor conference rooms #5310 Bayer, #5420 Shortell, #5422 Schaeffer, and #5434 Froland are available to self-book in bCal.

    • To add a room to a meeting, search by “BWW” on the Rooms tab (next to Guests) to view and select an available room.
    • To add the rooms to your saved calendars, click + Add other calendars (next to Other calendars), then Browse resources, then scroll down to BWW to select the rooms you’d like.

    #5101 Caravan, #5400 Centene Board Room, and #5401 Eustace-Kwan can be requested via this reservation form. An Owl (for videoconferencing) can also be requested.

    These spaces are for meetings and events; they are not for instructional purposes or office hours (see Classrooms and Seminar Rooms above). #5101 Caravan and #5400 Centene Board Room are accessible without fifth-floor keycard access.

    Questions? Contact sph_rooms@berkeley.edu.

  • Fifth Floor Patricia A. Buffler Emeriti Lounge

    Please see our Guidelines for Reservation and Use of Berkeley Way West Fifth Floor Meeting and Event Spaces.

  • Fifth Floor Terrace Garden

    Please see our Guidelines for Reservation and Use of Berkeley Way West Fifth Floor Meeting and Event Spaces.

Hosting events in Berkeley Way West

Please thoroughly review the BWW Event Requirements, as outlined by the building’s property manager. There are strict requirements and costs related to custodial services, security, catering/alcohol, accessibility, etc. for which Event Hosts are responsible.

  • ADA Access

    Please refer to UCBPH Best Practices for Creating Accessible Events for information on how to create and promote accessible events; read more about event accessibility requirements here.

    To ensure all access requests are addressed in a timely manner and that those requests are met to the best of our ability, one person should be designated the Access Coordinator for every event.

    Characteristics of an effective Access Coordinator:

    • The AC needs access to the complete set of event details and logistics.
    • The AC must have the capacity to receive requests and respond promptly.
    • The AC must have authority to modify the language on promotional materials and advertisements.
    • The AC needs reasonable authority to approve an accommodation if it leads to an additional expense for the event.
  • A/V Support for Events

    Technical support staff is not provided. You may bring your own equipment or contact Berkeley AV to contract audio/visual support for a fee.

  • Cancellations

    Please notify either sph_events@berkeley.edu (after-hours/large events) or sph_rooms@berkeley.edu (daytime events on fifth floor) if you need to cancel your reservation. Include “Cancellation” in the subject line and the room, date, and time of your reservation in the message.

  • Food and Beverage

    It is important to know the maximum meal expenses when planning catering for your event.

    As a host/organizer, you are responsible for complying with Article 5 – Regents Policy 5402 and SB820 for contracting covered services including catering.

    Current Catering Rules

    Berkeley Catering and I-House Catering are the only approved caterers for events where food preparation and/or services (such as pouring wine, serving or preparing plates for guests, set-up, or clean-up after the event) are provided by catering staff.

    Delivery Is an Option

    You may have prepared food, drinks, plates, cups, etc., dropped off by outside caterers, restaurants, or delivery services. In this case, campus organizers are in charge of setting up the food, serving it, and cleaning it up after the event. Food must be prepared off site.

    Getting a Catering Exemption

    If your event would benefit from full-service catering, you should start the process at least six (6) weeks in advance.

    • Contact Berkeley Catering or I-House Catering to see if they are available to cater your event. If they are, you’re set! If they cannot:
    • You may request an exemption to use outside catering by contacting Procurement Analyst, Kathryn Wight, at kwight@berkeley.edu at least four (4) weeks prior to your event.
    • If your exemption is approved, you may contract-out for full catering services, including setup, serving, and cleanup.

    Alcoholic Beverages

    Serving alcoholic beverages requires an Alcohol Permit from UCPD. Notify UCPD as soon as reasonably practicable, but no less than seven (7) days in advance. Notification to UCPD does not guarantee that alcohol service will be approved.

    To notify UCPD, an Alcohol Permit Request Form must be fully completed and signed by:

    • “Department Approver:” Faculty/Staff/Academic Sponsor or Host authorizing the event.
    • “Onsite UC Employee:” Person responsible to be on-site during the event to ensure no one under 21 years of age is served alcohol.
    • “Facility Approver:” The BWW building manager, Vanessa Rios (vanessarios0619@berkeley.edu).
  • Forms and Resources
  • Publicizing Your Event

    Please refer to UCBPH Best Practices for Creating Accessible Events for information on how to create and promote accessible events; read more about event accessibility requirements here.

    Berkeley Public Health’s events calendar is a part of the UC Berkeley Calendar Network. UC Berkeley community members with a CalNet ID may submit an event to the campus-wide UC Berkeley Events Calendar and share the information with Berkeley Public Health (as well as other appropriate departments or groups) for possible inclusion in these targeted calendars.

    Please submit any events that are aimed at existing and potential students, campus, and/or the general public—including any for which you are requiring sign up through a form—so that they can be added to our events calendar.

    If you have any questions, please contact Diana Stasko (dstasko@berkeley.edu).

    Requirement: Promotional Materials

    All promotional materials across all formats (print, web, email, carrier pigeon, etc.) should include an accessibility statement. Here’s a sample accessibility statement for use in your event promotional materials:

    “If you require an accommodation for effective communication (ASL interpreting/CART captioning, alternative media formats, etc.) or information about campus mobility access features in order to fully participate in this event, please contact [name of Accessibility Coordinator] at [contact information: phone number and email] with as much advance notice as possible and at least 7-10 days in advance of the event.”

  • Reservation Timing

    Reservation start time should include 30–60 minutes for pre-event set up; reservation end time should include 30–60 minutes for post-event clean up. The reserving party is responsible for clean up; see the “Trash/Clean up” section below for details.

  • Security

    If your event guests will be onsite anytime on a weekend or past 6 p.m. on a weekday (breakdown time after guests have left by 6 p.m. is exempt), the Event Host is required to contract and pay for a UCPD Security Patrol Officer (SPO) to be present. More BWW Event Requirements details and instructions are here. The current rate for this service is $98 per hour, with a 4 hour minimum requirement.

  • Trash/Clean up

    If your event will be held on the first floor of BWW with 25 guests or more and you are serving food and beverage, the Event Host is required to contract and pay for custodial services from Facility Services. This is mandatory seven days a week, for daytime and evening events. More BWW Event Requirements details and instructions are here. The current rate for this service is $92 per hour, with a 4 hour minimum requirement.

    If your event is under 25 guests, then the Event Host is responsible for removing all trash from their reserved spaces at the end of the event. No overflowing garbage bins.

    Hosts are responsible for the condition of the event space after use and are responsible for returning furniture to its original configuration.

    Please remove all posted signage (building walls, elevators, doorways) related to your event directly after your event ends.

    Do not leave catering supplies, event equipment, recycling, or trash in any work spaces.

Working in Berkeley Way West

  • Access and security

    Keycard access for Masters and Doctoral students

    If you have a new ID card, complete the UC Berkeley CardKey Application. The form will be routed to your Program Manager for review and approval. Once approved, it will be sent to UCPD for processing. Please allow 4–5 business days for building access.

    Master’s (MPH, MA, MS) students receive: 24/7 access to the BWW building (front doors), first floor bike room, and second floor Graduate Student Lounge; and Monday–Friday 8 a.m.–6 p.m. access to the fifth floor, sixth floor, and second floor Student Services Suite.

    Doctoral (DrPH & PhD) and Joint Medical Program (JMP) students receive: 24/7 access to the BWW building (front doors), first floor bike room, second floor Graduate Student Lounge, second floor Student Services Suite, fifth floor, and sixth floor. JMP students also receive 24/7 access to Golden Bear Center Suite 300.

    Keycard access for academics, faculty, and staff

    For new or replacement cards, complete the UCPD Cardkey Application.

    Keycard access issues

    For issues, contact: sph_fmu50uhall@berkeley.edu. Include: your full name; employee ID or student ID number; the entire number on the card’s back; your phone number; your supervisor’s name and email; and, locations to be accessed.

    Building security

    Try to wear (or carry) your Cal ID at all times. This helps others recognize that you are a UC Berkeley employee or student. It will also make it easier for you to travel through keycard-secured areas.

    Be aware of letting people in behind you; do not allow others to “piggyback.” Keycard-secured doors should never be propped open. Lock up your belongings when leaving the area/building, including laptops and sensitive documents.

    A Security Patrol Officer (SPO) is stationed on the first floor; should you need assistance, call the UCPD non-emergency line at (510) 642-6760. If there is an emergency and you are on campus, call the UCPD emergency line at (510) 642-3333 and the SPO and/or a UCPD officer will be dispatched to your location.

  • A/V and video conferencing instructions

    How to set up a Meeting Owl Pro device

    The Dean’s Office has two OWLs which can be reserved via this reservation form. These OWLs are intended for use only at BWW during business hours.

    1. Connect your computer to the projector or screen
    2. Start your Zoom
    3. Set up Owl – everything is plug and play
      • Connect power supply (located underneath the Owl). The Owl Pro will automatically turn on and “hoot”
      • Connect USB from Owl to your computer (located underneath the Owl). Zoom will automatically detect the Owl’s camera and microphone
    4. Choose the Owl’s microphone in your Zoom settings
      • Click on the “Mute” button – a microphone and speaker menu will appear
      • Select “Meeting Owl Pro” for your microphone
      • Select “Crestron 420 (Crestron 420)” for your speaker
    5. Choose the Owl’s camera in your Zoom setting
      • Click on the “Stop Video” button – a camera menu will appear
      • Select “Meeting Owl Pro” for your camera

    If successful, you will see “OWLLabs Meeting Owl Pro” appear on your screen.

    Different A/V capacity in conference, huddle and classrooms

    Standard video-conferencing: All conference rooms, huddle rooms, colloquia rooms and classrooms have A/V screens and the ability to connect via HDMI or wireless (using Eduroam). All of these rooms have sound panels embedded in the video screens or overhead so that any audio (e.g. individuals participating in a Zoom, Skype, etc.) can be heard through those speakers. Volume can be controlled through either the table top Crestron screen (if present) or the TV remote (not the volume bar on your computer). If you are using the A/V for a video conference call, the computer controlling the presentation is the microphone source.

    Enhanced video-conferencing: The more recent investment provides more advanced two-way video and audio in two conference rooms, 5101 and 5420 and one classroom, 1205. In these rooms there is a wide-angle camera that allows individuals on the other end of the meeting/class to see participants, and there are either drop down microphones from the ceiling (5101 and 1205) or microphones in the sound panel on the screen (5420) to capture volume of participants in the meeting.

    As you will see, the technology for conference room 5420 is slightly different and requires the USB cord to be plugged in as well. There are two steps: 1) Connect your computer via HDMI or wireless AirMedia on AirBears2 (wireless is best for Macs). For 5420, also plug in the USB connection. 2) Then, select Creston soundbar under your audio. Please note that once #2 is completed, your computer will default in the future when you plug in. As mentioned above, use the Creston app or table-top screen to control volume (not your computer’s normal volume control).

    Other A/V information

    Lapel microphones are available in the following BWW rooms: 1102, 1104, 1203, 1205, 1215, 1217, and 5101. Lapels are stored in the podium or computer kiosk in the room in a plastic bag. Please return the lapels and ensure they are turned off so as not to drain the batteries.

    If you need assistance with A/V, please reach out to your Division Manager, the building manager Jeanette G. Thompson, the BPH Operations Coordinator, or Paul McCue. We highly encourage you to test your equipment beforehand so that there is time to provide assistance.

    Please note that this A/V software does not – unfortunately – communicate as well with Mac computers. If you are having trouble with your Mac, please ask for assistance or, if you’re in a pinch and someone else in the meeting has a PC, you may have better luck with the PC.

    When booking conference rooms, if you do not require enhanced videoconferencing, please consider booking a different room so that those who need this technology can use it. If you need scheduling assistance for a meeting that requires enhanced videoconferencing and the rooms are already booked, please work with the front-desk by emailing sph-frontdesk@berkeley.edu.

  • Building etiquette

    Workstation areas are considered quiet areas. Be aware of your surroundings and respect your colleagues. Be mindful of loud discussions, noise, and phone/Zoom calls in workstation areas. Set your cell phone to vibrate, instead of ring. Consider relocating to a focus room, huddle room, or available office for lengthy conversations.

    Huddle/focus/conference rooms with frosted windows are designed for sensitive meetings/student advising/QEs. If you do not require a frosted room, consider using a different space to ensure these rooms are available to those who need them.

    Focus and huddle rooms can be used for collaborative, private, and heads-down focused work. Once finished, leave the door open and the lights off so others know they can use the room. Be respectful of others who may need to utilize these spaces; do not “camp out.”

    Cancel conference room reservations, if not needed; a reserved but empty conference room is considered available 10 minutes after the reservation start time.

    Fire code prohibits the use of personal space heaters, refrigerators, coffee machines, microwaves, etc. These types of items are not allowed at workstations or in offices.

    Scents: Please refrain from using perfume, cologne, other scented products, or having strongly scented flowers. Remember that your colleagues might have allergies!

    If you choose to eat at your desk, be mindful of aromatic foods. Make sure to use the compost and recycle bins in the kitchen area. Your desk-side container is not serviced daily.

    Kitchen etiquette is very important in a shared environment. Make sure to clean up after yourself (do your own dishes) and respect other people’s belongings and food. Dispose of your expired items in a timely fashion. All food/drinks placed in the refrigerator should have the owner’s initials and a date.

    In general, be a responsible member of our community and clean up after yourself in all spaces.

  • Building features

    Bike storage and showers: Access the first floor secure bike room via the Hearst Avenue building entrance. There are five showers available within.

    Lactation rooms: Lactation rooms are located on the third, fourth, and fifth floors. To request access to the fifth floor room, contact our BWW Operations Coordinator at sph-frontdesk@berkeley.edu.

    Restrooms: The second and fifth floors have a mix of gender-specific and single-user restrooms. The first floor has two large gender-inclusive restrooms, as well as a single-user bathroom.

    Water filtration stations: Each floor is equipped with a filtered water bottle filling station near each restroom. Please help us keep plastic bottles out of the waste stream!

    Restaurants: The building has two restaurants on the first floor, Marugame Udon and Mendocino Farms.

  • Ergonomics

    On-demand ergonomic training is available under, “RSS Computer Ergonomics Online Module” on the University Health Services website. If after taking the training, you need an ergonomic evaluation or consultation, contact Paul McCue in UCBPH Facilities. You are also encouraged to review all of the resources for ergonomics.

  • Facilities

    The UCBPH Facilities team (Janis Honda, Paul McCue, & Kimberly Hytry) oversees general facilities needs, including:

    • Keys and building access
    • Phone lines and phone equipment
    • Ricoh printers/copiers/scanners (extra paper stored in the fifth floor mailroom #5302)
    • A/V equipment on the fifth floor
    • Furniture changes/needs
    • Space planning

    Contact UCBPH Facilities at sph_fmu50uhall@berkeley.edu or call (510) 664-7771.

    The Berkeley Way West building management team, from Lincoln Property Company, oversees facilities issues with the building itself, including:

    • Climate control
    • Custodial/janitorial needs
    • Elevator problems
    • Light fixtures/bulb burnout; fuses
    • Plumbing issues – leaks, clogs
    • Power outages
    • Building evacuation and building emergency plan

    Building-related issues and requests are submitted via a system called Angus, to which several people have access. If there is a need in your area, please reach out to your Division Manager or to sph-frontdesk@berkeley.edu.

    The custodians vacuum the common areas on a weekly basis; vacuuming of offices is by request. Please note the custodial staff does not have key access to offices; trash/recycling bins should be placed outside of locked offices, if they are to be emptied.

  • Glossary of terms

    Neighborhood: quadrant of workstations, offices, rooms, and spaces, organized by academic division or functional team.

    Workstation: your personal, assigned work space.

    Office: assigned work space for 1–2 occupants; available to others when not in use for a prolonged period (at the discretion of the occupant).

    Focus room: unscheduled room that accommodates 1–2 people for focused work.

    Huddle room: unscheduled room that accommodates 4–6 people for focused work.

    Conference room: reservable meeting room (various sizes available).

    Touchdown space: unassigned workstation for part-time employees, visitors, etc. as needed.

    Casual seating: booths, counters, armchairs, etc. throughout the floors for informal gathering, quiet work, rest periods, eating, etc.

    Print area: shared print/copy/scan area, where multifunction devices are available for use.

  • Mail services

    Our mailing address is:

    Berkeley Way West
    2121 Berkeley Way, Room 5302
    Berkeley, CA 94720-7360

    Mail Services delivers/picks-up UCBPH mail to/from the fifth floor mailroom – Room 5302 (across from the kitchen) – on Tuesdays and Thursdays. Berkeley Way West’s “mail code” is 7360.

    Packages are delivered to the first floor and transferred daily to the fifth floor mailroom. Always include “room 5302” or “5th floor” in the shipping address to ensure the package is correctly routed to you. If you need assistance locating a delivery, please contact sph-frontdesk@berkeley.edu.

  • Parking

    The UC Berkeley School of Public Health is located at 2121 Berkeley Way (also 1919 Shattuck Ave.), between Shattuck Ave. and Oxford St. in Downtown Berkeley. There are multiple parking options available: Berkeley Way West Parking Instructions (.pdf)

    Visit the Parking & Transportation website for extensive information, including how to purchase parking permits.

  • Nameplates, signage, and flyering

    To request a nameplate for a cubicle or office in BWW, please use the Employee Nameplate Request form.

    We have an ongoing commitment to keep BWW a place for all to feel welcome and safe, therefore, our building management team has provided a list of locations where flyers, pamphlets, leaflets, etc. may be posted:

    • In open spaces on the first and second floors: Flyers may be posted to the concrete pillars (only one of each flyer per pillar face) and to designated cork boards (only one of each flyer per cork board), must be attached with painters/masking tape or push pins, cannot cover other fliers, and must be removed when they expire.
    • Fifth floor: Similar to the first and second floors, flyers may be posted to the concrete pillars (only one of each flier per pillar face) and to designated cork boards (only one of each flier per cork board), must be attached with painters/masking tape or push pins, cannot cover other fliers, and must be removed when they expire. Community members may post fliers on the cork board in the kitchen, but the cork board in the mail room is exclusively for mandatory HR-related notices. Our floor also has a handful of wall-mounted acrylic sign holders (near the refill stations and elevators), in which the Front Desk Team can post flyers.
    • Flyers, etc. cannot be randomly spread throughout the building. Given that BWW is a mixed tenant (private and UC) off-campus building, we attempt to keep messaging to neutral topics or those that have potential benefit for all occupants directly.
    • Flyers, etc. should not be spread throughout the locked (keycard) areas of any UC floor, without permission from the school on the floor.
    • No postings are allowed in the elevators or the stairwells.
  • Supplies and e-waste

    In addition to incoming/outgoing mail, the fifth floor mailroom – Room 5302 (across from the kitchen) – includes:

    • Reusable office supplies (feel free to take and to give!)
    • Copy paper, in varying sizes
    • E-waste collection site
    • Toner, battery, and pen/marker recycling
  • Telephone instructions

    To call within the University, only the last 5 digits are needed. To reach an outside line, press 9 first, then the full number.

    To access your voicemail:

    • Dial 6-2626, if you use a landline on campus; otherwise, dial (510) 666-2626 if off campus.
    • Enter your mailbox number (the last 5 digits of your phone number).
    • Enter the temporary password or pass code (if new, listen to the brief subscriber tutorial to help you navigate the voicemail system).

DocuSign

Docusign is a cloud-hosted eSignature service at UC Berkeley that enables departmental users—including faculty and staff—to reap the time and cost-saving benefits of using electronic signatures. Users benefit from faster turnaround time using DocuSign’s electronic workflow and streamlined business process. It replaces emailing a PDF to download and sign, or using hand delivered paper to collect “wet signatures”.

This service is approved by campus and the state of California to process legally binding signatures. Check out the UC Berkeley e-Signatures FAQ page here.

IT support

IT Client Services (ITCS), part of Berkeley IT, provides technical support, device provisioning, and security consulting. Call the IT Service Desk at (510) 664-9000 (M–F, 8 a.m.–5 p.m.), report a problem with the incident webform, or order a service using the IT Catalog. Alternatively, you can send an email to itcshelp@berkeley.edu for help.

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