UCLA Administration: Services Available During Safer at Home Orders

In response to safer at home orders from the State of California, County of Los Angeles and the City of Los Angeles, UCLA has suspended all on-campus operations with the exception of those that are essential and cannot be conducted remotely.

Here is a listing of which campus services and departments are open and/or available at this time.

Click here for a list of Student Affairs Services Available

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday.

Contact

Modified Operations

  • Reprioritized work on COVID-19 expenses and revenue loss for OP and State Reporting and COVID-19 financial impact scenarios.

Suspended Operations

  • All work on the new budget model and work on new financial system and supporting applications for commitments and labor planning.

 

Status

Contact

Modified Operations

  • Receiving invoices via email attachments from suppliers. 
  • Campus departments have been instructed to submit invoices to Box.  Accounts Payable is unable to receive faxes at this time. 
  • Testing remote printing and mailing of hardcopy checks.
  • We encourage suppliers to receive payments electronically.  Set the receiving flag in POs if necessary but have suppliers email invoices to Accounts Payable.

Suspended Operations

  • Checks mailed to departments and checks held for pickup at Murphy Hall are not available.
  • Delivery of new Pcards is unavailable.

 

 

Status
  • All staff working remotely 8 AM – 5 PM, Monday - Friday.
  • Building security remains 24 hours a day and 7 days a week.
Contact
  • Wilshire Center, Gayley Center, 100 Medical Plaza, and Westwood Center Tenants: Inquiries and Work Orders :   310-794-0671
  • Wilshire Glendon Tenants:  Inquiries and Work Orders:   [email protected] or call 310-794-3454.  Building Emergencies 24/7:  WG Security @ 310-794-3432
Modified
Operations
  • Operational procedures have been adjusted to manage from offsite where feasible with no impact to operations.
Suspended
Operations
  • None

 

Status

  • The Student Accounts Office is operating remotely. 
  • The BruinCard Center is operating remotely, with some staff working on-site to provide limited services.  BruinCard online and system/reader network functions remain operational.  Effective Monday, April 27, 2020, the BruinCard Center will operate on an “appointment only” basis on Mondays, Wednesdays and Fridays each week between the hours of 10am-2pm. All other services remain unchanged during this time.
  • Payment Solutions & Compliance (PSC) Office is operating remotely, with some staff working on site to provide limited services.
  • Additional information about BFS services and modified operations in response to COVID-19 can be found at Business Finance Services Operations.

Contact

Modified Operations

  • Student Accounts Walk-Up Window/Phone Services have been temporarily closed; please use the Message Center.
  • PSC Walk-Up Window/Phone Services are open from 10 a.m. to 2 p.m. in Murphy Hall, Rm 1125 – 1st floor.
  • BruinCard production has moved to 1125 Murphy Hall – 1st floor and is available by appointment only on Monday, Wednesday and Friday between 10 a.m. to 2 p.m. Appointments should be made using the Message Center. Phone services have been temporarily closed.

Suspended Operations

  • Cash Deposits & Visitor Card Purchases via BruinCard PHiL Kiosks have been temporarily discontinued. Please utilize our web deposit process at BruinCard.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday.

Contact

Modified Operations

  • Services continuing include project management and planning, systems implementation, and change management.
  • All scheduled meetings have been converted to Zoom meetings.

Suspended Operations

  • Non-essential activities

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • All services are continuing, although training classes and other group activities have been either postponed or moved to online/teleconferencing options

Suspended Operations

  • Fingerprinting services

 

Status

  • Partial staff working remotely 8 AM – 5 PM, Monday - Friday.
  • A limited number of staff  working on large projects will be working on campus.

Contact

Modified Operations

  • Large scale housing projects that are underway are considered essential and will continue.
  • All documents requiring signatures are routed through DocuSign. All meetings with outside consultants, campus clients, or internal staff are now being handled remotely via Zoom.

Suspended Operations

  • Non-essential activities and smaller scale construction projects

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • The phone tree is open with a prerecorded message only that directs callers to contact UCPath Center. 
  • Employees are highly encouraged to sign up for direct deposit in UCPath immediately. This will reduce the time it will take for employees to access their pay on payday or in the event they receive an off cycle paycheck.

Suspended Operations

  • Distribution of Instant Pay Cards

 

Status

  • The Central Ticket Office is closed.
  • Staff answering questions remotely 9 AM – 5 PM, Monday - Friday.

Contact

Modified Operations

  •  CTO staff are responding to cancelled event and refund questions, athletic renewals and transit pass sales.

Suspended Operations

  • Walk-up window transactions.

 

Status

  • All staff working remotely 7:30 AM – 4:30 PM, Monday - Friday.

Contact

Modified Operations

  • All requisition, contracts, and purchase order activity is available. 
  • BruinBuy remains available. 
  • Pcard support for departments without Pcards remains available.
  • Payment vehicle POs for subawards may need a process change to be accessible remotely.
  • Use BruinBuy e-catalogs for purchases where applicable. 
  • Use Pcards for small dollar purchases where e-catalogs do not exist and where contract signatures are not required. 

Suspended Operations

  • Avoid requests for deposits due to the additional workload created.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday
  • Critical essential staff working on campus.

Contact

  • Contact staff via email or phone as identified in the EH&S directory.
  • The EH&S Hotline (310) 825-9797 will be monitored for reporting of any serious injuries that may occur during this period.
  • To report a Hazmat incident or fire on campus, call 911.

Modified Operations

  • None

Suspended Operations

  • None

 

Status

  • UCLA Events & Transportation continues to support essential University operations, especially pertaining to any parking, vehicle maintenance, and fueling needs for UCLA Health.
  • Most administrative staff are working remotely, with some operational staff working on-site to support essential areas.
  • All updates on our program and service operations, parking information, work hours, and more are available online at the Transportation website.

Contact

  • Our lobbies are closed to in-person traffic, but we have employees working to answer phones and online requests through the following channels:

Modified Operations

  • Events: The UCLA Events Office is currently not scheduling any meetings, events, or film shoots that take place on or before June 12, 2020. We are currently taking requests if they occur on June 13 or later. While the Events Office’s on-campus location is currently closed, we are continuing normal business operations remotely.
  • Transportation: Refer to the Transportation Service Updates web page for the most current status of services.

Suspended Operations

  • Events: All meetings, events, and film shoots have been cancelled through June 12, 2020.
  • Transportation: Refer to the Transportation Service Updates web page for the most current status of services.

 

Status

  • Design & Project Management (DPM) staff are working off-site on pre-construction activities. 
  • Customer Relations/Customer Service will remain staffed 24/7 with reduced staffing.

Contact

  • Facilities Management Trouble Call remains open 24/7 for emergencies and urgent repairs: (310) 825-9236
  • Other requests can be submitted via the 311 app or the service request portal.

Modified Operations

  • Maintenance & Alterations (M&A) has reduced staff to essential personnel only, and are limiting efforts to emergencies and ongoing research and vivarium support. 
  • Custodial Services has reduced staff to essential personnel only and are limiting efforts to cleaning and trash disposal in occupied areas only.
  • Grounds Maintenance has reduced staff to essential personnel only and are limiting efforts to on ongoing campus trash disposal, as required.   

Suspended Operations

  • Current construction projects have been placed on hold, largely due to contractors observing the Safer at Home Order.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • General Accounting continues to host our regular trainings (DSA, CAO) but have moved to online options and notified the appropriate populations.

Suspended Operations

  • The review of checks returned to UCLA is on hold until the office re-opens
  •  The distribution of equipment tags is on hold until the office re-opens.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • None

Suspended Operations

  • None

 

Status

  • The Lake Arrowhead Conference Center is currently closed with a limited on-site team.  The team is actively communicating with Bruin Woods guests for the latest and up to date information.
  • On-Campus Housing will provide limited accommodations to residents in need of housing and dining during the unprecedented period.
    • Bruin Café will be operating for residents servicing Lunch and Dinner through spring break accepting credit card and Easy Pay. 
    • For Spring Quarter, Bruin Café will transition to three meals a day. Rendezvous will also be open during Spring Quarter, as well as Café 1919 with a reduced menu selection. Please refer to our dining website for detailed information of current service hours. 
    • The Covel Dispatch Center will be open and staff will be available to provide monitoring of alarms, emergency response, maintenance service, and limited housekeeping services to these students.
    • Construction activities for on-going renovation projects are still scheduled to continue. 
    • Additional Front Desks may limit their service hours, and will reduce as necessary as students continue to vacate their units.
  • University Apartments’ administrative offices will remain open to service the students that need to remain in University owned housing. Limited maintenance and custodial team members will be available to respond to maintenance inquiries. After hours team members will respond to all calls 24/7.  Construction activities for on-going renovation projects will continue.
  • The UCLA Meyer and Renee Luskin Conference Center is currently open and taking reservations; it is also partnering with UCLA Health to offer support services as needed.
  • Plateia restaurant is temporarily closed for food service and hotel guests may order meals for delivery from UCLA’s Bruin Café. Please note that dining options may change, depending on occupancy levels.
  • UCLA Guest House will be temporarily closed during this time and reservations will be directed to the Luskin Conference Center.
  • UCLA Catering Operations and Meeting Room Services will be available via email, as the teams are telecommuting as needed to support any remaining services.

Contact

  • Phone (310) 206-7011
  • Lake Arrowhead Conference Center (909) 337-2478
  • Luskin Conference Center Front desk at (855) 522-8252)

Modified
Operations

  • Housing Services will be transitioning to virtual consultation for all students and staff that have housing questions. 
  • Please view common questions 
  • The housing team is available weekdays from 9am-4pm via AskHousing and live chat

Suspended
Operations

  • Plateia restaurant, Guest House, and Lake Arrowhead Conference Center.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • Subpoenas will be received and serviced at the first floor Wilshire Center office.

Suspended Operations

  • None

 

Status

  • IRM staff will be working remotely and available from 8 AM to 5 PM
  • Injured Employees should be referred to the Occupational Health Facility during normal operating hours Monday - Friday from 8 AM to 4 PM.  Injuries occurring outside of normal operating hours should be referred to the Emergency Medicine Center at Ronald Reagan/UCLA Medical Center.  Injured employees must identify themselves as UCLA employees because they are covered by the Workers’ Compensation program.

Contact

  • Refer to the IRM staff directory if you need to contact someone or if you have any questions.

Modified Operations

Suspended Operations

  • In person meetings including interactive process meetings will be conducted telephonically.

 

Status

  • IT Services is fully operational with the majority of staff working remotely, except those essential positions required to be onsite. A management rotation is in place for onsite coverage.

Contact

  •  Virtual office hours are 7 AM to 6 PM
  • 24 hour coverage for all critical systems and operations
  • Phone (310) 267-4357 or email the IT Support Center.

Modified Operations

  • Requests that are related to business-critical systems, and anything related to online instruction, will be handled on a priority basis including public safety, payroll, and accounts payable.
  • Other requests will undergo a triage process. 
  • There may be some delays and expect up to three days for standard requests.  Routine, non-essential, on-campus requests might only be completed with the approval of a department head. These requests will be considered on a case-by-case basis.

Suspended Operations

  • None

 

Status

  • MDDS is considered an essential service and all services continue with limited operations.
  • MDDS can hold mail for departments as necessary.

Contact

  • Email MDDS 
  • Phone (310) 825-0374 (phone answered only Monday, Wednesday and Friday)

Modified Operations

  • Mail Services: Open Monday, Wednesday, and Friday. Stamp sales by appointment.
  • Messenger: Open Monday, Wednesday, and Friday
  • Document Services: Open Monday, Wednesday, and Friday. Place orders online 24/7 
  • Receiving: Open Monday through Friday.
    • Perishable items will be delivered.
    • All other items may be picked up from CHS A6-081 (Open 8:00 – 12:00 and 1:00 – 5:00)
  • Cylinder Management: Open Tuesday, Wednesday, Thursday

Suspended Operations

  • None

 

Status

  • UCPD is fully operational 24/7

Contact

  • For emergencies, phone 9-1-1
  • For non-emergencies, phone Dispatch at 310-825-1491

Modified Operations

Suspended Operations

  • UCLA Safe Ride: Temporarily suspended.
  • Fingerprinting: Temporarily suspended.
  • Lost and Found: Temporarily suspended.  Drop-offs from lost and found satellite locations on campus are also temporarily suspended.  Departments should hold on to any lost of found items until further notice.
  • Ride Alongs: Both police and EMS ride alongs are temporarily suspended.

 

Status

  • UCLA Lab School is utilizing remote learning for students
  • Geffen Academy at UCLA is utilizing remote learning for students.
  • Early Care & Education is closed.

Contact

Modified Operations

  • UCLA Lab School and Geffen Academy are utilizing remote learning for students. Essential staff are working remotely.
  • ECE teachers will be working remotely for 10 days to conduct parent teacher conferences, training, assessment inputs and other paperwork necessary for their jobs.

Suspended Operations

  • Dining services and athletics at Geffen Academy.
  • Childcare services in ECE centers.
  • After School program at Lab School.
  • Infant Development Program (IDP).

 

Status

  • All staff working remotely during 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • No in person meetings or appointments

Suspended Operations

  • None

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • None

Suspended Operations

  • None

 

 

Status
  • UCLA Recreation is pleased to acknowledge the continued University support for its successful FITWELL programs, exclusively for UCLA faculty and staff at no cost.
  • Enroll in one of the following VIRTUAL programs to increase your health and to improve the wellness of the UCLA community.
Contact
Modified
Operations
  • Virtual Bruin MindFit – Stress Reduction Program:  A virtual mindful movement and meditation course that teaches several effective stress-management tools. Practice meditation, breathing (pranayama), basic yoga movement, relaxation, walking, and everyday mindfulness. Classes are 30 minutes long and meet via Zoom twice a week for four weeks. Sign up for Section 1 or Section 2 on the UCLA Recreation website.
    • Tuesdays & Thursdays from 12:15-12:45pm
    • Section 1: 4/14/20 - 5/7/20
    • Section 2: 5/12/20 - 6/4/20
    • For more information please visit the Bruin MindFit website.
       
  • LIVE Virtual Fitness & Yoga Class Schedule:  Drop-in LIVE virtual fitness classes conveniently offered several times a day. Enjoy classes like Yoga, Dance Cardio, Tai Chi, Total Bodyweight Workout, Mat Pilates, Barre Fitness, HIIT, Shadow Boxing, and more! For more information visit the Group Exercise web page.
     
  • MoveMail: It’s not just another email. It’s a MoveMail. Our daily MoveMails sent at 10 a.m. and 2 p.m. provide you with mini workouts – to help break up your day and increase your overall daily activity. These LIVE workouts with Fitwell trainers and helpful exercise videos include movements you can do anywhere. Sign up to move and get nutrition tips, weekly recipes, and more! Enroll at the MoveMail web page.
     

  • Virtual Instructional Classes:  Check out our Spring 2020 virtual instructional classes, which include Emeriti Strength & Balance and more. Register for a program on the UCLA Recreation website.
     

  • Virtual Nutrition Workshops:  Attend one of our upcoming nutrition workshops led by a Fitwell Registered Dietician! Sign up on MyUCLA for one of the workshops below.
     

  • UCLA Teaching Kitchen:  Follow the UCLA Teaching Kitchen on Facebook and @uclateachingkitchen on Instagram for healthy recipes, cooking tips, and nutritious meal ideas. Get connected and stay tuned for virtual Teaching Kitchen workshops!
     

  • Fitwell Events:  Join us for wellness events during the Spring quarter! Make sure to visit our Fitwell Event webpage for more information on our upcoming events, such as the 30x30 Nurture Challenge in May and virtual UC Walks event in June.
     

  • Diabetes Prevention Program (DPP):  Through a collaboration with the Healthy Campus Initiative, UCOP/Systemwide HR, and Fitwell, the Diabetes Prevention Program (DPP) provides education, encouragement, and the tools necessary to help prediabetic faculty and staff reach their health and wellness goals. Participants meet virtually via Zoom for an hour once a week for the first three months, biweekly for month four, and monthly for the remainder of the year. The CDC Group Lifestyle Balance curriculum includes basic information on nutrition, ways to increase physical activity, stress management techniques, and strategies to stay motivated.
  • Virtual Bruin Health Improvement Program (BHIP):  BHIP graduates can keep moving with weekly at home workouts. Follow UCLA BHIP on Facebook or @bhip_ucla on Instagram to move!

 

Status

  • All staff working remotely
  • All offices open 8 AM – 5 PM, Monday - Friday

Contact

Modified
Operations

  • Monthly Research Administration Forum (RAF) meetings will be held via Zoom beginning in April.
  • Protocols, Proposals and Awards involving COVID-19 studies are being expedited.
  • Proposals are being submitted remotely.
  • Awards are being processed remotely.
  • Financial reports and invoices are being submitted remotely.
  • Faculty compliance committees are meeting remotely, via Zoom.

Suspended Operations

  • ARC facility inspections and post-approval monitoring visits
  • IBC office hours

 

Status

  • UC Retirement Services has temporarily moved to remote services
  • Retirement counseling services are available via email

Contact

Modified
Operations

  • RASC representatives are unable to answer calls as usual.
  • RASC cannot receive physical mail in a timely manner.
  • If you have an urgent question or service request, contact RASC by sending a secure message through your UC Retirement At Your Service (UCRAYS) account.
  • You may send documents as secure email message attachments or by fax to (800) 792-5178.

Special Instructions

  • If you are planning to retire on July 1, 2020, you must submit all required documents to RASC by May 15, 2020 in order for RASC to process your first retirement check on August 1, 2020. The August 1 date assumes that all documents are submitted and that there are not other circumstances, e.g., service credit adjustments or multiple tiers that might impact processing time.
  • The fastest way to get your documents into RASC is by using your UCRAYS account.
  • In April, you will also be able to track the progress of your retirement processing in UCRAYS.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • None                                                  

Suspended Operations

  • None

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • None

Suspended Operations

  • Applications for Individual Taxpayer Identification Numbers (ITINs) for nonresident students and nonresident guest speakers since IRS rules require in-person meetings.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday through Friday

Contact

Modified Operations

  • Teleconferences can be scheduled.
  • Travel & Entertainment invoice processing has changed.  Departments should send invoices electronically.
    Please include all usual supporting documents including:
    • PO Number
    • Business purpose
    • List of attendees

Suspended Operations

  • Phone inquiries are currently unavailable.

 

Status

  • All staff working remotely 8 AM – 5 PM, Monday - Friday

Contact

  • Phone (310) 206-2639, select option 2
  • Email Travel Center
  • For 24/7 emergency after-hour support, call (310) 206-2639, select option 2.

Modified Operations

Suspended Operations

  • None

 

Status

  • All staff working remotely 7:30 AM – 5 PM, Monday - Friday

Contact

Modified Operations

  • None

Suspended Operations

  • None

 

Status

Contact

Modified
Operations

Suspended Operations

  • Ackerman Union, LuValle Commons, Health Sciences, North Campus Shop and South Campus Shop are closed.