Exactly who is affected?
The buildings in question are Hilgendorf and the Student Union. Departments affected include:
- TEU
- 2x AGLS Departments
- HR
- Conference and Event Management
- ITS
- Marketing & Recruitment (not domestic recruitment)
- Food for Thought
- ASB bank
- LUSA
- ACE
- PowerHouse
- Ecan
This equates to approximately 150 individuals.
Are the Hilgendorf/Student Union buildings safe?
While there is no change in the structure of the buildings since before the report – and the Certificate to Occupy hasn’t been revoked – we would not consider any other course of action, given the new information, than to vacate. So the prudent course of action is to relocate staff and Postgraduate students.
Why has the University just done these checks?
The buildings have been checked by engineers as a matter of course after each major event - and we monitor the environment we operate in on a continual basis. As part of the ongoing assessment, structural engineers Beca have been undertaking full displacement-based seismic assessments involving extensive modelling for the University buildings.
Will we ever get back into Hilgendorf/Student Union buildings on a permanent basis?
The building reports are the starting point for this stage of the process for the the University. There is a lot of work that now needs to take place to assess the best path forward. The wider long-term campus plan includes a consideration of whether the buildings we have are fit-for-purpose for the future of the University. What we have now is the opportunity to fast-track the considerations around these two buildings in particular.
How long has the University known about the status of these buildings?
The University employed engineers to progress ongoing building assessments across the campus. The engineers were more recently able to re-assess the risk levels for each structure based on the revised Building Code. This process has been the trigger for the recent decision regarding the Hilgendorf and Student Union Buildings. The revised risk rating was confirmed with the production of Beca’s final report received on 29th November.
Where will we all be moved to?
The University has engaged an external expert to assist with a space audit that will determine the needs of each team affected. This will enable us to quickly relocate people in as seamless a way as possible to ensure we continue to operate effectively. We will be working hard to ensure a streamlined and speedy transition for everyone into suitable accommodation.
Can we get items out of the buildings at a later date?
There may be limited, controlled access at a later date. This will be notified through your managers and any requests to access further material from the building should go through your manager. We will be taking advice on how best to manage access to the buildings. They will be physically closed off with fencing so no unauthorised access can occur – including passing through the buildings to access other parts of campus.
Where will the Student Union be located?
The location of the Student Union will considered as part of the overall relocation plan – and a solution will be found in plenty of time for the start of Semester 1 2012.
What about the labs and specialist equipment?
We have engaged a qualified project manager to undertake an immediate space audit to determine what we need – including how we can accommodate any specialist equipment and space required.
What about marketing/recruitment activity and student numbers for 2012?
Every effort will be made to ensure that marketing activity – like all other areas currently located in Hilgendorf or the Student Union – will continue uninterrupted from a new location. Domestic recruitment is currently located in Forbes and that team will be proceeding as planned. It is accepted that the news of our buildings in the media may cause some potential students to consider the campus less ‘safe’ but we will be making every effort to ensure the right information goes out on the subject.
What about the ITS servers and support staff located in Hilgendorf?
ITS is one of the key functions that will need to be housed in alternative accommodation. Support for the University will continue as optimally as possible and disruption kept to a minimum. If there are specific issues that ITS should be aware of please ensure your manager is informed. We also have the ability to maintain power and key systems during the transition processes which will enable smoother transitions.
Until Friday 9 December, please use email only to contact ITS for support queries: ithelp@lincoln.ac.nz. From Monday 12 December, normal ITS services will be resumed.
Can I work from home?
Some staff may be able to work from home without significant disruption to their work. For other roles this may be more difficult. The space audit being undertaken will identify those who can more easily keep working off-site. For instructions on how to log on remotely, please go to: Lincoln.ac.nz/ithelp/connect.
If you are able to work from home you should inform your manager – and remain in touch with them around work load and work flow.
How do I access my emails easily?
Both on and off campus, please go to: owa.lincoln.ac.nz.
What about phones?
The phone lines to the Hilgendorf and Student Union buildings will not be moved until the week commencing 12 December. Please ensure you update your voicemail, asking callers to contact you via email.
Can I take hard-copy files off site?
It is important that University property remains contained, but should you be required to work from home for a period it will be possible to take hard-copy files off campus. If these are confidential in any way, please ensure your manager is aware of what you have and where it will be located. It will be your responsibility to ensure the security of the information and that it is returned to campus when practical.
Will the University use this to restructure or cut jobs?
No, vacating these buildings will not be used as a catalyst to restructure any roles located in the affected buildings.
Will staff still get paid if unable to access work space?
Yes. Staff will still be paid as usual as the intention is to ensure everyone can keep working in a lesser or greater capacity in the short term, and be fully operational in the medium term. If you are unable to work at all you need to talk to your manager in the first instance.
If we can’t work at 100%, will leave be deducted?
No. Every effort will be made to ensure staff can function fully in their roles and no leave will be deducted as a result of any short-term loss of productivity if it can’t be avoided. Staff should stay close to their managers to ensure they are fully informed.
How will postgraduates continue their research projects?
Postgraduates and their supervisors are advised to meet as soon as possible to discuss needs and timelines so that this can be fed into the overall space audit to ensure as little disruption as possible.
Will provision be made to replace Food for Thought?
Yes. Lincoln Hospitality will be working on immediate options to ensure there is some provision of food/beverages on campus. With Mrs O’s undergoing refurbishment as part of the new building project, it will be a matter of priority.
How will visitors know how to find us?
The buildings will be fenced off to prevent unauthorised access. There will be signage on all sides of the buildings and the campus maps and Hub/website locations will be updated to reflect new temporary/permanent locations for staff and postgraduates.
Will we have a satisfactory working solution before the start of Semester 1 for students and teaching staff?
Yes. The space audit and relocation work will be immediate to ensure the University is fully operational.
Where do we find out more?
Please keep talking to your manager and follow the Vice-Chancellor’s updates on the Hub.