Nov. 12, 2009
To Administrative Officers:
One strategy presented in the university's plan to accommodate the 10% reduction in our FY10 state appropriations and provide flexibility in accommodating temporary layoffs/furloughs is a partial closing of the university December 24, 2009 -- January 3, 2010 as outlined below. This is not a mandatory closing on the days that are not otherwise a weekend or holiday nor is it intended to limit units' decision to operate where appropriate.
Partial Semester Break Closing Dec. 24 - Jan. 3
The university calendar establishes Thursday and Friday, Dec. 24-25, 2009, and Friday, Jan. 1, 2010, as university holidays. When the weekends are included there are four remaining regular work days, Dec. 28-31, during the 11-day period. No classes are in session, a number of external organizations will either be closed or operating at reduced levels and many staff members already anticipate being on leave. In response to mid-year budget reductions and to assist in implementing the university's temporary layoffs, leave without pay and furlough programs, units and staff members are encouraged, with approval of the appropriate dean or vice president, to implement semester break closings during this period. Critical services, maintenance or research programs that need to operate during this period may do so, but the campus will be partially closed during this period and many services will not be available or will be operating on significantly reduced schedules.
The intent is that the majority of Iowa State facilities will be closed and locked just as they are during holidays or weekends. However, there may be partial staffing depending upon units' work priorities, scheduled activities or events, research programs under way, etc. We are requesting each unit determine its operating schedule in consultation with the appropriate dean or vice president.
Office hours and emergency contact numbers should be noted in voice messages and posted on the units' web sites. Additionally, we encourage units that plan to be closed to make a special effort to turn off electronic equipment and turn down thermostats to save energy. Although Public Safety and Facilities Planning and Management will have staff working during this period, they will not be able to monitor the entire campus. If there are sub-zero temperatures during the period, we encourage units to identify someone to periodically check buildings and space to be sure there are no broken pipes, heating or cooling problems. If something breaks or malfunctions, 11 days is a long time for problems to go undetected.
Trouble calls can be made to 294-5100 or to the Department of Public Safety at 294-4428 or in a true emergency 911.
We encourage units to work out partial semester break closing plans, communicate them to staff and post them on unit web sites by the end of November.
Warren R. Madden
Vice President for Business and Finance
