Policies, Procedures and Resources for System Administration Employees

In addition to Regent Laws and Policies and university-wide Administrative Policy Statements (APSs), each campus and System Administration has their own policies/procedures that implement the Regent Laws and Policies, APSs and other operational functions specific to them.

These pages provide information on policies, procedures and employee resources that only apply to System Administration employees and functions. While this provides an extensive list of these, there may be additional ones not identified. If you are aware of any policies, procedures and employee resources not listed here please notify ope@cu.edu so they can be included on this resource page.

1800 Grant Street Emergency Procedures Document
 

The primary purpose of this guide is to provide you with information that may be critical in the event of an emergency. Accidents and emergency situations can happen to anyone, at any moment. Take the time to learn the emergency procedures and contacts listed in this document. Take responsibility for your own safety and the safety of others by reporting potentially dangerous conditions or concerns to the appropriate departments. Learn both main and alternate paths of egress from your area. Most importantly, discuss this document with other employees within your department. Plan your group’s actions and meeting places. Make sure that everyone knows the basic procedures to follow in emergency situations.

Please note that each department is responsible for planning the actions that will be taken by their staff in the event of an emergency.

University of Colorado 1800 Grant Street

Centennial Realty Advisors, Building Engineer 303-407-0707
Centennial Realty Advisors, After Hours Emergency Line 303-291-2100
Denver Police Department 720-913-2000
Fire Department 303-567-2078
Poison Control 800-222-1222
Building Security 303-860-5740
Risk Management 303-860-5682
1800 Grant Street Main Reception 303-860-5600

Emergency/Life-Threatening Situations

Immediately call the police at 9-1-1

Non-Emergency Situations

Notify building security at 303-860-5740.

ALL incidents or threats must be reported to Human Resources (303-860-4200 x0) and to your supervisor.

The CU Ethics line is available as a way to anonymously report concerns involving: fiscal misconduct by university employees, violations of state or federal law, serious or reoccurring violations of university policy, or gross waste of university funds or property.

They can be reached via a toll-free phone number (1-800-677-5590) or a web-based reporting system (www.ethicspoint.com). The service provides a communication option available 24/7.

Upon discovery of a fire inside the 1800 Grant Street building, follow the A-RACE actions:

 

  1. ACTIVATE: Pull the nearest fire alarm pull-box. Pull-boxes are located outside of stairwell doors.
     
  2. RESCUE: If safe, assist any injured or disabled persons out of the area. DO NOT PUT YOURSELF IN DANGER.
     
  3. ALERT: Notify others in immediate area. From safe location call 9-1-1.
     
  4. CONFINE: Close doors as you exit fire area.
     
  5. EXTINGUISH AND/OR EVACUATE: Extinguish fire if safe. Otherwise, evacuate the building by following the exit signs to the shortest safe route, DO NOT USE ELEVATORS. Assemble at the designated safe point/rendezvous point. Supervisors/assigned fire warden will be taking roll call of all employees at that time and are to report any missing persons to fire personnel. DO NOT re-enter building until alarms have stopped and/or emergency personnel advise you that it is safe to re-enter.

Abduction Situation

If an employee witnesses or otherwise becomes aware that a person has been abducted:

Immediately notify the police at 9-1-1

  1. If known, provide descriptions of the abductor and missing person(s), the direction of flight, and type of vehicle involved.
  2. Protect the area where the abduction occurred so that law enforcement personnel can process it for evidence.
  3. Do not discuss details of the abduction with any other person unless requested by the police.

Hostage Situation

If you become aware of a hostage situation:

Immediately notify the police at 9-1-1

If known, provide the following information:

  1. Location of the incident, suspect(s), and hostage(s).
  2. Number, conditions, and descriptions of suspect(s) and hostage(s).
  3. The demands of the suspect(s) involved and any weapon(s) seen or believed to be present.

The exact wording used by the suspect can provide critical information needed by the police. Be as thorough and specific as possible. The person reporting a hostage barricade incident should remain on the line with police dispatchers as long as safely possible.

The police will set up containment of the area affected by the incident, and persons in immediate risk from the situation will be evacuated. Surrounding access doors will be locked to deny open access into the affected area and to limit movement of potential suspect(s). Police will be stationed at access points.

Earthquakes, Tornadoes and Severe Weather

Do not assume that it is safe if a weather alert (“watch” or “warning”) has not been issued as tornadoes or other severe weather can occur at any time. You may be at risk and should prepare to take cover anytime severe weather threatens. If severe weather occurs in the area:

  1. Get away from perimeter of the building, exterior glass and movable furniture. If time permits, close drapes, blinds, etc.
  2. Leave your office if it is located on the building’s perimeter and close the door.
  3. Go to the center of the building, bathrooms or stair enclosures. The garage is an option if a severe weather warning has been issued for an extended period of time.
  4. Sit down and protect yourself by putting your head as close to your lap as possible, or you may kneel while protecting your head.

Do not use elevators and do not go to the first floor lobby or outside the building. Keep your radio or
television set tuned to a local station for information. Do not use the telephone to get information or advice. This only ties up circuits. If you are trapped in an exterior office, seek protection under a desk or away from the windows. Keep calm.

Flood

During periods of heavy rain and flooding:

  1. Do not attempt to leave the building until the rains have subsided and you have received a report of safe driving conditions.
  2. Be cautious of low-lying areas that may have flash flood conditions.
  3. Report flooding to building security at 303-860-5740.
  4. Be aware that floods are usually accompanied by other severe weather conditions.

Cancellations

System employees in Denver will follow the CU Denver/Auraria’s inclement weather procedures for delayed starts or campus closures.

Information is available by 5:00 a.m. at www.ucdenver.edu/alert or you can call 877-463-6070. Typically, the Auraria campus’ closing is announced on the news as well. Any announced delayed starts or closures due to inclement weather will also be recorded on the 1800 Grant Street main number 303-860-5600 by 5:30 a.m.

You may also tune to local radio and television stations for information on campus delays and closures due to severe weather. KOA 850 AM radio has been designated as the official station for announcements.

In the Event of a Medical Emergency

  1. Dial 9-1-1
  2. Report location of person needing assistance.
  3. State that you have a medical emergency and whether or not an ambulance is needed. The call will be transferred to the responding agency. Be prepared to give a basic description of the nature of the injury or illness.
  4. If trained, begin first aid. Do not move the ill/injured person unless failure to do so would cause further injury and it is safe.
  5. Alert building security to extent of emergency and if responders are in route. Security will provide easy access to area.

Work-Related Injuries or Illnesses

  1. Follow the above medical emergency guidelines in an emergency situation.
  2. In non-emergency situations, administer first aid as you are able.
  3. Report the incident to your supervisor.
  4. Seek all non-emergency medical care at the university designated medical provider (DMP).  DMP contact information is on the Risk Management website (www.cu.edu/risk).
  5. Report the incident to University Risk Management as soon as possible (303-860-5682).

AED (Automated External Defibrillator)

Located on the North side wall in the 1st and 7th floor hallways. The defibrillator will voice directions on how to operate once it has been activated.

In the event that building evacuation is required, move quickly, but in an orderly fashion to the nearest exit. DO NOT USE ELEVATORS.

*It is campus policy to evacuate whenever a fire alarm sounds or when directed by emergency personnel.

Once outside of the building:

  1. Continue to a safe distance (a minimum of 100 feet or more when directed by emergency personnel).
  2. Keep clear of emergency vehicles.
  3. Gather at your predetermined safe location. Try to account for all persons who were in your area.
  4. If you know of persons who are injured, trapped, or unaccounted for, report that information to emergency responders.

All bomb threats must be considered real until proven otherwise.

If you receive a bomb threat:

  1. Remain calm.
  2. Call police from nearest phone at 9-1-1 and provide dispatcher with information including:
    • What the bomb suspect said and description of the suspect including his/her voice (female/male, excited, angry, etc).
    • Exact time the bomb threat was made.
    • The reported location and description of the bomb, package or object.
    • Try to get as much information as possible about the suspect and incident.

If you discover a suspicious package or object, DO NOT touch it or move it. Immediately:

  1. Encourage persons in area to move a safe distance away.
  2. Call Police at 9-1-1 and provide the dispatcher with information including:
    • The location and description of the bomb, package, or object.
    • A detailed description of the item(s).
    • Exact time suspicious package/object was found.
  3. NOTIFY BUILDING SECURITY AFTER POLICE NOTIFICATION (303-860-5740)

An active shooter is an armed person who has used deadly physical force on other persons and continues to do so while having unrestricted access to additional victims. These situations are dynamic and evolve rapidly, demanding immediate deployment of law enforcement resources to stop the shooting and mitigate harm to innocent victims. In general, how you respond to an active shooter will be dictated by the specific circumstances of the encounter. Be aware that there could be more than one shooter involved in the situation.

If an active shooter is outside your building:

  1. Seek sanctuary by proceeding to a room that can be locked. Close and lock all windows and doors and turn off all lights.
  2. If possible, get down on the floor and ensure that no one is visible from outside the room.
  3. Call 9-1-1 and advise the dispatcher of the events and inform him/her of your location.
  4. Remain in place until the police, or a campus administrator known to you, gives the “all clear.”

If an active shooter is in the same building:

  1. Seek sanctuary by proceeding to a room that can be locked. Close and lock all windows and doors and turn off all lights.
  2. OR, if you can do so safely, exit the building.

If an active shooter enters your office:

  1. Try to remain calm. Call 9-1-1 if possible, and alert police to the shooter’s location.
  2. If you can’t speak, leave the line open so the dispatcher can listen to what is taking place.  Normally, the location of a 9-1-1 call on a building phone can be determined without speaking.
  3. Silence/power down your cell phone. Any noise/additional light can give away your location.
  4. If there is absolutely no opportunity for escape or hiding, it might be possible to negotiate with the shooter. Attempting to overpower the shooter with force should be considered a very last resort after all other options have been exhausted.
  5. If the shooter leaves the area, proceed to a safer place and do not touch anything that was in the vicinity of the shooter.

No matter what the circumstances, if you decide to flee during an active shooting situation, make sure you have an escape route and plan in mind. Do not attempt to carry anything while fleeing.  Move quickly, keep your hands visible, and follow the instructions of any police officers you may encounter. Do not attempt to remove injured people; instead, leave wounded victims where they are and notify authorities of their location as soon as possible. Do not try to drive from the building until advised it is safe to do so by the police.

COOP is an online environment that allows each department to develop a “Continuity of Operations Plan” in case 1800 Grant Street becomes uninhabitable (building closure, inclement weather, bomb threat, chemical exposure etc.).

Inside the online environment will be departmental contact lists, orders of succession, alternate facility locations, and mission essential functions. This program will contain everything that your department will need to operate outside of 1800 Grant Street in case of an unexpected closure.

It is the departments responsibility to keep its plan up to date and accessible for their employees.

www.continuitycu.com

The Business Office develops budgets for CU system administration and performs business functions for all offices within system administration.

PURCHASING REQUESTS:

System Purchasing requests can be made by sending an email to systempurchasing@cu.edu.  We will need the following information to begin processing your request:

  • Vendor Name
  • Amount of Purchase Order
  • Time Frame of Purchase Order
  • Department Authorized Person of Purchase Order
  • The speedtype that you would like charged

If more information is needed you will be contacted by our office.

INVOICE PROCESSING REQUESTS:

System Invoice payments can be made by scanning or forwarding the invoice to the systempcard@cu.edu.  When you submit your invoice we will need the following information:

  • State that the invoice is okay to pay
  • If you would like the invoice to be paid by a different speedtype please note what speedtype it should be charged to

PARKING REQUESTS:

Any System Administration employee working at 1800 Grant Street is eligible to park in the building parking garage.

  • Parking costs $90 per month and can be deducted from your paycheck on either a pre-tax or post-tax basis.
  • Parking is pre-paid so the deduction you see on your paycheck will pay for parking costs for the following month.
  • Employees must sign up by the 10th of the month for a payroll deduction to occur or a check will need to be written for a pro-rated amount.
    • If we are setting up your parking prior to payroll deadlines and you would like to start parking the first day of the following month we will set up your parking deduction in the payroll system.
      • Example: Parking is requested May 10th for parking to begin June 1st so we will enter in your deduction to begin in the May 31st payroll.
    • If we are setting up your parking after the payroll deadlines we will need a check for the prorated amount and we will start the parking deduction to begin in the following month.
      • Example: Parking is requested May 22nd for parking to begin May 24th we will need to collect a check for May 24th thru June 30th and the parking deduction will begin in the June 30th payroll.
  • Employees who pay to park at 1800 Grant are also eligible for a reciprocal parking pass if you conduct University business at another campus.
    • The reciprocal pass allows you to park in specific on-campus lots at no cost to the employee with a hanging placard.
    • Please allow 48 hours from the time your initial request and payment is received to activate your parking garage access.
  • If you choose to terminate access, please email systemparking@cu.edu and your parking termination will be effective on the first of the month following your termination request.

For more information or to sign up for parking, please fill out the parking garage request form and email systemparking@cu.edu.

You probably remember being in touch with your CU Human Resources contact throughout your application and hiring process. We’re still here for you now that you’re an employee. In fact, the CU System HR team is behind you for your entire CU life.

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