Facilities Response to COVID-19


By Robert Hood on May 08, 2020

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We want to thank our frontline staff who are working to make UCSF a safe place to work during COVID-19. From supporting labs to maintaining building security, the UCSF Facilities Services staff help maintain a safe working environment for everyone on campus.


Request Surface Disinfectant | Enhanced Cleaning | Healthy Buildings | Lab Support | Mount Sutro Information | Physical Distance Barriers | Maximum Capacity | Request Hand Sanitizers



Request Surface Disinfectant


If you need to obtain a bottle of surface disinfectant to use on shared administrative workstations, a designated department representative can contact your building’s Facilities Manager. Please visit our Meet Your Facilities Managers page for your Facilities Manager’s contact information.


Enhanced Cleaning - Custodial Service


The UCSF Facilities Services Custodial Department will be adhering to guidelines from the U.S. Centers for Disease Control and Prevention (CDC), by increased cleaning frequencies and disinfecting high-touch surfaces in all high-use common areas, public spaces, break rooms, and de-trashing areas throughout the east and west campuses. The department is focusing on the reopening of the campus by implementing operation plans to sustain enhanced cleaning, disinfecting services, and frequencies to all high-use areas beginning Monday, May 18.

Campus Instructions for Disinfection of Suspected or Confirmed COVID-19 Positive Spaces, review policy.

High-Touch Areas:
UCSF Health and campus custodial services now clean and disinfect high-touch surfaces in common spaces – including in restrooms, elevators, stairwells, conference rooms, classrooms, offices, huddle rooms, hallways and corridors – at least one time a day. UCSF adheres to cleaning and disinfecting guidelines issued by the U.S. Centers for Disease Control and Prevention.

Coronavirus EPA-approved Disinfecting & Cleaning Agents:
Clorox Health Care Hydrogen Peroxide Disinfectant (Wipes)
Ecolab Neutral Cleaner Disinfectant (Cleaning solution)

Cleaning Schedule(s) & Frequencies:
Cleaning services and disinfecting high-touch surfaces are performed daily Monday through Friday at the Mission Bay and Parnassus Campuses between 7am and 11:30pm. Recycling, garbage and compost pick up will be scheduled once a day. Soap and hand sanitizer dispensers will be replenished as needed.

Additional cleaning services within operational hours are available upon request by calling the Customer Service Center at 476-2021

View full list of custodial cleaning details.


Healthy Buildings


As UCSF laboratory and clinical research are gradually returning to Campus, many of you may ask, is my building/ laboratory/ office ventilation system safe to perform my day-to-day activity?

UCSF labs have ventilation systems that utilize 100% outside air (OSA). Introducing fresh outside air minimizes the risk of infection from the air distribution system. These systems have filtration components exceeding industry standards for indoor air quality.

According to the ASHRAE (American Society of Heating and Refrigeration Engineers), “Transmission of COVID19 through the air is sufficiently likely that airborne exposure to the virus should be controlled. Changes to building operations, including the operation of heating, ventilating, and air-conditioning systems, can reduce airborne exposures.”

UCSF Facilities’ is taking precautions to minimize the risk of spreading the virus via the building ventilation. Offices and support spaces that normally use partially recirculated air are being temporarily adjusted to maximize outside air levels and reduce recirculation. Please note that these measures are to prevent the spread of COVID-19 via the ventilation. Ventilation adjustments will not replace the use of the correct PPE, social distancing, increased cleaning, and disinfecting surfaces.

As our UCSF community gradually transitions back to on-site work, Facilities along with Environmental Health and Safety will continue preparations to meet a phased return to work approach. This includes building by building assessments of the ventilation systems and closely monitoring CDC and ASHRAE recommendations. This team will provide specific recommendations before occupants return to their labs and offices.

For further information or questions about your building’s ventilation, please contact the Facilities Customer Service Center at 415-476-2021.


Lab Research Support


Facilities has been closely connected to the lab research community during the COVID-19 Pandemic. We continue to support critical infrastructure for labs throughout campus and are here to help as research resumes in a phased approach.

The Lab Services program supports all UCSF Campus Facilities maintained and operated locations including ZSFG. Some of the support functions are outlined below.

  • Repair and maintenance of lab infrastructure, eye wash, fume hoods, cold rooms, etc.
  • Temperature monitoring installation for -80 ULT freezers.
  • Facilities Managers small project support 
  • Supporting building access for deliveries and coordinating with UCPD to ensure essential lab gasses available to equipment. 
  • Leading COVID-19 essential maintenance and small projects to support lab alterations to assist with COVID research.


Mount Sutro Information


Due to increased use on Mount Sutro’s narrow trails and being mindful of physical distancing, the following protocols are temporarily in place:

  • The Historic Trail is now one way up hill only for bicycle riders
  • Trails closed to bicycle riders: North Ridge, East Ridge, West Ridge, Mystery and Fairygates
  • Six feet of separation is mandatory on all trails


Physical Distance Barrier


UCSF Health: For departments working with UCSF Health Facilities, please visit their website.

CAMPUS: Barrier installations should be located at public transactional areas with check-in desks. Departments working with UCSF Campus Facilities are required to schedule an EH&S assessment and order the physical barriers through our preferred vendor list. Please review guidelines below:

How to Request an EH&S Assessment: Campus departments serviced by campus Facilities Services are required to schedule an EH&S assessment by filling out this assessment form.  Areas that do not meet the definition of a “public transactional area” may still request assessments, but these will focus on alternative means of ensuring physical distancing instead of barriers.

How to Procure a Physical Barrier after EH&S Assessment
1. Departments can order physical barriers directly from one of the approved vendors in Bear Buy (below) once an assessment is obtained. Click on the vendor name to preview the physical barrier.

  1. FastSigns
    Phone: (415) 507-0878 • Email: .(JavaScript must be enabled to view this email address)
    BearBuy Supplier Number 0030007463

  2. Signs by Van
    16130 Highway 156
    Salinas, CA 93907
    Phone: (831) 204-2402 • Email: .(JavaScript must be enabled to view this email address)
    BearBuy Supplier Number 0030253783

  3. Waxie Sanitary Supply
    Contact: Suzanne Garcia
    Phone: (650) 906-9300
    BearBuy Supplier Number 0030044496

  4. One Work Place option 1
  5. 2500 De La Cruz Blvd
    Santa Clara, CA 95050
    Contact: Sonal Bhide, Account Manager/Designer
    Phone: (510) 999-1658 • Email: .(JavaScript must be enabled to view this email address)
    BearBuy Supplier Number 0030012322
    One Work Place option 2
    BearBuy Supplier Number 0030044496

Shoppers must contact the vendor for assistance with either a custom or standard barrier quote. Once the barrier selection is made, request an invoice from the vendor. The invoice can be paid using the BearBuy homepage’s “Non-Catalog” option. If the purchase is being done using a P-Card, confirm that the payment type is allowed by your department, request credit card authorization details from the vendor, and proceed as directed.

2. Departments will need to have the following information ready before contacting vendors:

  1. Select materials - Facilities Services recommends acrylic and polybicarbonate.
  2. Measure height x length of the area where barrier will be installed.
  3. Barrier thickness: ¼” recommended.
  4. Determine whether you want a pass through cut out in the barrier for passing items back and forth. Vendor will need to know dimension of this cut out.
  5. Ask vendor about lead time.

3. If additional support is needed, please create a work order with our Facilities Service Center Please note additional fees will apply and an EH&S assessment documentation report will need to be attached to the work order.


Maximum Capacity Limits


Guidelines for Determining Max Occupancy for Classrooms, Conference Rooms, Offices and Other Common Areas

Tools Needed to Mark Spaces Requiring Physical Distancing: Measuring tape, blue painters tape, and COVID-19 sign templates developed by Campus Life Services.

It is also recommended to review the Campus Protocol for Working Onsite guidelines found on UCSF’s COVID-19 Resources page.

Why 36 square footage? Per the Centers for Disease Control and Prevention (CDC), it is recommended to maintain a 6 feet physical distance around each individual, thus we would create a radius of the 6 feet in each direction, making 36 square footage.

Suggested Steps:

1. Determine the total square footage of the room. This can be found in the following ways:

  1. Obtain from Archibus or
  2. Contact your building’s Facilities Manager

2. Take the total square footage of the room and divide by 36 square foot per person. This will give you the standing room only meaning the max occupancy without any furniture in the room, post COVID-19.

3. Then take this new standing room only number and divide by ½. This will be the new in person COVID-19 room occupancy with furniture. Please note: Depending on the layout of tables, desks, and/or furniture in the room, this may require adjustment of the max occupancy number.

4. Do not round up any numbers when calculating the max occupancy for steps 2 and 3.

5. To ensure that the max occupancy is accurate, you may need to physically go into the room or space and measure 6 feet between every seat or the location where individuals will be seated.

  1. Pick the first seat you plan to use and that can be your starting point for measuring occupancy.
  2. Take into consideration furniture layout (design of tables/furniture layout) and quantity/style of chairs currently in the room.
  3. Are multiple chairs permanently connected together? You may need to indicate chairs in the middle should not be used.
  4. For couches, there may only be enough seating for 1-2 people or 1 person on each end, depending on spacing/size of the couch.

Example of Calculating Max Occupancy:

(Total square footage of the room, found on Archibus ÷ 36) ÷ 2 = post COVID-19 max occupancy

(539 ÷ 36) ÷ 2 = 7

Examples of Classroom Set Up


When reorganizing a space, you may want to tape up chairs, remove them from the room or stack them in a corner.

Example of Classroom Set Up

                   
BeforeAfter
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Example of Conference Room Set Up

                   
BeforeAfter
ConfRoomBeforeConfRoomAfter


Hand Sanitizer Request


Departments working in UCSF Campus Facilities can order hand sanitizers and refill through Facilities Services. This is a rechargeable service, please click here to view pricing.

How to Request Hand Sanitizers

1. Review EH&S requirements for each area that hand sanitizer is being requested. EH&S Checklist for Hand Sanitizer

2. If designated area meets EH&S requirements, departments must provide the following information when submitting a service to our portal.

  1. Building and room number
  2. Provide a picture of location being requested (please take a picture standing 6 feet away from location)
  3. Obtain departmental chart of accounts