Campus Planning and Operations

Brandeis Workspace Policy

The University has developed a campus-wide policy around shared, flexible work environments and we aim to support departments’ hybrid work plans while maintaining the quality of a campus experience. This specific policy is focused on administrative staff workspaces. Separate guidelines for faculty workspaces are forthcoming, for example, one dedicated office per faculty, a shared office for emeriti, etc.

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FY24-28 Capital Budget Planning -- Goals and Process January 2023

 Goals for long-term capital planning strategy:

• Support the mission of the University by: 1) focusing on the priorities identified in Brandeis’ Framework for the Future; 2) creating living and learning environments that can be easily renovated to meet changing needs; 3) increasing the shared use of campus spaces (both indoor and out) and reducing the amount of space dedicated for use by a single group.
• Create a sustainable campus by reducing: 1) the backlog of deferred maintenance; 2) carbon emissions; and 3) annual building operating costs; 4) barriers to accessibility across campus.
• Develop a needs-driven, prioritized, consolidated list of capital project requests. A capital project is generally greater than $5,000 and is defined as new construction, additions or improvements that enhances the use of, or extends the life of an asset beyond its original estimated useful life. Repairs and routine maintenance are considered non-capital projects.

This Policy establishes standards for the lab personal protective equipment use outside the lab environment. The policy has been developed and implemented to prevent the contamination or potential spread of contamination outside of the lab environment. The General Duty clause of the OSHA Act requires that employers provide a place of employment “…free from recognized hazards…” Containing potential hazards within the lab environment minimizes the potential exposure to Brandeis faculty, staff, students and visitors and conveys a professional and safe atmosphere.

Personal Protective Equipment

Wearing gloves outside the lab is prohibited when you may contact public spaces (door handles, elevator buttons, etc.)

• Chemicals, animal containers etc., should be transported from place to place on a cart, in a clean secondary container, or in a bottle carrier with secure handles.  Package the material so it may be handled without gloves.
• Gloves should never come in contact with door handles, elevator buttons, telephones, vending machines, ice machines, or other surfaces outside the laboratory.  Traveling across a hall when nothing in the public space is contacted is acceptable.

Residents are not allowed to store their bicycles on campus over the summer months unless they remain living on campus.  Everyone shall abide by the following rules.

• All bicycles must be registered through Public Safety.
• During the first 2 weeks of June each year, the Department of Community Living (DCL) will inventory the bicycles left on campus.
• DCL will work with Public Safety to:
  • Identify the registered bicycle’s (or determine if they are not registered)
  • Check to see if any of the bicycles are registered to students still on campus

• DCL will submit a Facilities Services Request for any non-registered bicycles or bicycles of members not currently at Brandeis.
  • The request shall ask for the bicycles to be removed from their locations to the rack at Village C.
  • The Service Request must include the current location of the bicycle, a description (make/mode/color)and registration # (if it has one).

• Based on the Service Request from DCL, Facilities Services Ground Department will cut the bicycle lock (if there was one), move the bicycle to Village C, and place a new lock on the bicycle.
  • A tag will be left letting students know to contact Public Safety if it is their bicycle.
  • Grounds will keep track of which bicycles moved & share this list with Public Safety and DCL.
  • Facilities Services will not be responsible for replacing the lock if the bicycle is later returned.

• Students shall contact Public Safety if they noticed their bike was removed.
• If a student contacts Public Safety, they will check the registration and if it is their bicycle, Public Safety will contact the Grounds Manager to arrange a date/time for all parties to meet.
  • At the meeting, Public Safety will properly identify the student and the Grounds Manager will unlock the bicycle for the student.
  • The Grounds Manager will update their bicycle log with who/when the bicycle was returned.

• On the last week of July, any remaining bicycle at Village C will be removed by the Grounds Department and placed in the Facilities Services Grounds yard.
  • Bicycles will remain in the Facilities Services locked Grounds yard until the second week of September or 2 weeks after the Fall September classes start.
  • Students should contact Public Safety if their Bicycle is missing and suspected to be in the yard.
  • Facilities Service will not release any bicycles they locked or in their position without Public Safety’s permission and meeting to identify student.

• After the 2nd week of September (or 2 weeks after classes start), bicycles remaining at Facilities Services will be donated to a local charity.
  • Facilities Services will not be held responsible for any bicycles donated after this date.

• Facilities Services uses a campus standard color palette and paint manufacturer. All painting work, funded through Facilities Services or fee based, must come through Facilities Services. No self-painting is allowed.
• Facilities Services will normally fund painting to repair damage from building faults.
• New users, after prior long-term occupancy, can request painting through Facilities Services.
• Departments shall be responsible for funding selective aesthetic painting requests and must also fund returning area to a neutral campus standard. Facilities Services retains the right to final decision on colors but will collaborate with customers.

In an effort to preserve our ecosystem and support our climate action efforts, Brandeis University has developed a tree replacement policy.

Trees contribute to their environment by providing oxygen, removing carbon, provide cooling, conserving and filtering water, preserving soil and avoiding run off, and supporting wildlife. Trees will be removed as needed due to various reasons such as construction, disease, weather and age. For every tree removed on Brandeis University property, a new tree will be planted on Brandeis University Property. Where/when possible, Facilities Services will look to add additional trees to campus.

The Facilities Services Grounds Manager will maintain a list of all the trees removed on campus to include their location, reason for removal and type. After a new tree is planted, the planting location, type of tree and planting date will be listed in conjunction with the removed tree for tracking purposes. By keeping a log, we will ensure we accurately account for the trees removed and their locations. A log will help the grounds team be aware if certain trees need to be established in the environment or to avoid certain trees which are at risk for removal based on history.

Planting Times and Process

New trees will be planted in either the spring or early fall. Trees will not be planted in the summer months to ensure the tree’s health. All efforts will be made to plant trees with in house staff. Every effort will be made to plant the new tree within the same calendar year as the removed tree.

Tree Selection

Tree selection will be based upon the following factors. The Grounds Manager will have the final say/approval on the tree selection. Inputs from the community will be considered.

• Species (native species will be used when/where possible)

• Planting location

• Environmental conditions (sun, shade, soil conditions)

• Desired growth characteristics (height, width)

• Carbon sequestration (plants’ ability to remove carbon from the air)

• Educational value

Trees on campus, and/or trees that may be added to the campus landscape, are classified as either functional trees or ornamental trees.

Functional trees are trees planted for a specific purpose. Examples of functional trees are Shade Trees and Privacy trees. Shade Trees grow to be large trees on campus whose primary role is to provide shade and cooling effects. Examples of shade trees are White Oak, Red Maple, Ash, Ginkgo, Beech, Elm and Willow.

Privacy trees are trees planted to block a view of other property, mechanical units, trash receptacles or other items. Examples of privacy trees are Arborvitae, Cypress, Holly and Junipers.

Ornamental trees are trees which are planted in regards to a landscape design for their aesthetical value. Examples of ornamental trees are Crabapples, Eastern Redbud, Dogwood, Japanese Maple.

Some trees on campus and planted can be both a functional tree and an ornamental tree.

Tree Location

The new tree and location will be selected by the Grounds Manager in conjunction with other departments as needed (Capital Projects, DCL, etc.). The new tree doesn’t need to be planted at the same location as the removed tree.

Memorial Trees

At times members of the Brandeis Community may want to honor a fellow community member with a memorial tree.

In order for a memorial tree to be approved, the memorial tree would need to be approved by the president’s council. Although the Facilities Services Grounds Manager can provide some guidance, the person requesting the memorial tree will need to present the request to the council. The following information is needed to present to the president’s council.

• Name of sponsoring party
• Type of Tree
• Cost/Funding
• Location
• Planting Timing
• Plaque or Signage
• Dedication plan if any

Once approval has been granted the Grounds Manager will assist in the purchasing of tree through a local nursery. Grounds team will plant, stake if needed and water the tree.

Cost

The financial cost of the new tree as well as the cost to plant the tree will be the responsibility of the entity which removed the tree. Department of Facilities can help with the purchase and planting of replacement trees with a service request.

Tree Maintenance

The financial cost of the new tree as well as the cost to plant the tree will be the responsibility of the entity which removed the tree. Department of Facilities can help with the purchase and planting of replacement trees with a service request.

The university recognizes that exact temperature control is not always possible given the varying level of sophistication and condition of our campus buildings. The goals of these indoor air temperature targets are to improve overall satisfaction with campus heating and cooling from current low levels of 40% to 50%, based on the 2015 Campus Operations Survey, provided occupants are dressed appropriately for the space; to keep temperatures consistent; and to save energy by avoiding overheating and overcooling.

Reports of temperatures outside these ranges should be directed to Facilities Services via an online work order request or by calling ext. 6-8500.

Below is the summary of the target air temperatures and set points that the university will follow, with exceptions as detailed in the policy.

Winter (mid-October to mid-May)

• Target air temperature when occupied: 68-71 degrees F (20-22 C).
• Thermostat set when unoccupied*: 50-55 degrees F (10-13 C)

Summer (mid-May to mid-October)

• Target air temperature when occupied: 74-76 degrees F (23-24 C).
• Thermostat set when unoccupied*: 80 degrees F (27 C)

* Depending on the requirements of the individual space.

Individuals are expected to turn off lights upon exiting rooms and to turn off lights in unoccupied rooms and common areas, whether used by that individual or not. There is no place on campus where leaving lights on is more efficient than turning them off. 

The university maintains central control over lighting in only a select few buildings. The majority of lighting across campus is user-controlled.

Building emergency and safety lighting will always remain on, pursuant to safety codes. Occupants do not have control over safety lighting.

In commercial buildings, lighting can account for up to 30% of the electricity usage. Because the university does not have direct control over most lighting systems on campus via “smart” lighting controls, the community must act together to tackle the frequent problem of lights left on in unoccupied spaces.

Individuals are expected to not only turn off lights upon exiting rooms, but also to turn off lights in unoccupied rooms and common areas, whether used by that individual or not. Occupants do not have control over safety lighting. That means when you turn off the lights in an unoccupied space, building emergency and safety lighting will always remain on.

Individuals are expected to turn off office equipment, including monitors, task lights and projection equipment, where possible, when leaving their workspace for more than 20 minutes and at the end of the day.

Occupants should enable power management features on computers, laser printers and copiers, and power them down whenever possible, particularly during evening hours and on weekends.

Information Technology Services provides information on computer power management settings and how to optimize energy management on your computer equipment. Contact the office at ext. 6-7777.

Space heaters pose serious fire and electrical hazards and are not energy efficient. They can trip electrical circuits in buildings, disabling power to building areas. The use of space heaters at the university is strongly discouraged. The university reserves the right to inspect and declare as “unapproved” any space heater that creates a safety hazard or is inappropriate to a particular location, based on specific circumstances or legal requirements. If warranted, space heaters may be removed or ordered removed by Facilities Services.

Addressing Summer Overcooling

Several comments on the 2015 Campus Operations Survey indicated that freezing office temperatures during summer lead many occupants to use space heaters. Space heaters work against central air conditioning systems and can contribute to making the space colder. Warming your space to temperatures above the set point triggers the system to respond by cooling more. Thus, space heaters and air conditioning work against each other, and together cause even more energy use and carbon emissions. By controlling air-condition temperatures better, we can achieve the combined benefits of using less carbon-intensive electricity; reduce our peak demand for electricity and reap the associated cost savings; reduce space heater usage during the summer; and improve occupant comfort.

Space Heater Requirements

1. All heaters must be Underwriters Listed (UL) or ETL Listed for their intended use.
2. Heaters must have a tip-over automatic-shutdown feature.
3. Heaters must be kept at least 3 feet (36 inches) from all combustible materials e.g., desks, trash cans, papers, boxes, fabric, plastics, office furniture, etc.
4. Heaters must be monitored when in operation.
5. Heaters must be plugged directly into a wall receptacle. Never plug a space heater into an extension cord.
6. No open-coil space heaters are permitted in any University buildings.
7. Space heaters of any type are prohibited in laboratories.
8. Always turn off a heater and unplug it when you leave the office. Never leave an operating heater unattended.
9. Before use, ensure that the heater is clean and not covered with dust. The cord must be in good condition and not frayed.
10. Never run a power cord under a carpet or floor mat.
11. Never use a heater where flammable materials or vapors may be present.
12. Do not place a heater in or near wet areas or in high traffic areas such as exit ways.
13. Inspect space heaters at least annually and have them repaired, as needed, by a qualified electrician. Heaters that cannot be repaired must be discarded with the plug cut off to prevent use by others.
14. Do not place space heaters near room thermostats.

All requests for exemptions to this policy in academic or office areas should be directed to Facilities Services via an online work order request or by calling x6-8500.

Occupants should not block thermostats with wall furniture or equipment. Individuals are expected to move any heat-generating equipment away from thermostats (lamps, computers, monitors, coffee makers, etc.). This equipment can cause false readings at the thermostat, resulting in inappropriate temperatures in building spaces.

Idling vehicles pollute the air and present several health and environmental hazards. With thousands of residents on campus, it is central to the mission of the university to keep our campus population safe and healthy. Pollution from idling vehicles poses a direct risk to our population.

No vehicle on campus shall sit idling for longer than five minutes, except in the case of snow removal, emergency operations or the exemptions indicated below. This applies to faculty, staff, student, contractor, and University-owned vehicles, and to shuttles as well. This is an extension of the policy the university first implemented in 2008 for all Facilities Services vehicles on campus.

This is also an extension of state law. Massachusetts General Law (MGL Chapter 90, Section 16A) and the Massachusetts Department of Environmental Protection's idling reduction regulation (310 CMR 7.11(1)(b)) prohibit unnecessary vehicle idling by mandating that the engine must be shut down if the vehicle will be stopped for more than five minutes.

Exemptions include:

1. The vehicle is being serviced, and the idling is required to repair the vehicle.
2. The vehicle is making deliveries and needs to keep its engine running (to power refrigerators, for example).
3. The vehicle’s accessory equipment, such as a forklift's or a truck’s rear dump bed, or a wheelchair lift in a bus or van, needs to be powered, to provide additional protections for children, MGL Chapter 90, Section 16B further restricts unnecessary idling in school zones.

Impacts of Vehicle Idling

Gasoline and diesel vehicle tailpipes produce carbon monoxide, carbon dioxide, volatile organic compounds and oxides of nitrogen. Carbon monoxide causes respiratory distress and in high concentrations can be lethal. Carbon dioxide is a primary contributor to global warming, and VOCs and NOx form ozone and ground-level smog and impair lung function. In addition, diesel exhaust contains fine particulate matter, which the U.S. Environmental Protection Agency has designated as a likely carcinogen. The elderly, chronically ill and children are all particularly vulnerable to these health effects, because their lung function is respectively decreased, impaired or still in development.

Brandeis discourages leaving windows open during the winter to cool spaces, or in the summer to warm spaces. Windows and outside doors should not be propped open if a space is air-conditioned.

Occupants should ensure that windows, storm windows, shades and blinds are positioned for the season. Shades and blinds should be positioned to assist in providing thermal comfort.

Windows should be closed when leaving spaces for multiple days, such as weekends and holidays.

Due to the amount of increased programming and limited space, beginning July 1, 2020, all department-sponsored event bookings will be limited to a two-date hold maximum per event. You may reserve a series of dates (i.e., Monday-Wednesday); however, you may not reserve more than two series of dates. The decision regarding the final date must be made within 60 days so that the other day(s) can be released.

• Space can be reserved one year in advance from the projected event date. If you hold multiple dates, please let your Event Specialist know which date you choose within 60 days of your initial request.
• If a space is booked by another group before your request, University Events is unable to disclose who holds the space and for what event. Work with your Event Specialist to find a similar space on campus. 
• Hanging items, decorations or signage on the walls and/or ceilings in and around function spaces is prohibited. If damage is discovered after an event, the client will be responsible for repair costs.
• The client is responsible for the set-up and removal of floral arrangements, swag and all other materials related to their event. All items must be removed at the completion of the event. Any items that are left behind will be disposed of immediately.
• University Events is not responsible for lost, stolen or disposed items.

Check-In/Check-Out for The Lodge Guests

• Check-in time is 3 p.m. Check-out time is noon.
• Early and late check-out requests may be made and are subject to determination based on The Lodge occupancy.
• Guests who request a late check-out must vacate by 3 p.m. An additional charge of half the price of the room will apply if request is granted.
• If guest requests late check-out past 3 p.m., the guest will be charged an additional full night stay of $110 for standard room or $140 for a suite.

The Lodge Payment Policy

The Lodge only accepts credit card payments or department cost centers. Credit card payments must be received at least one week before guests' arrival.  Payment must be made at the time of booking.

Cancellation Policy

All reservations must be canceled 24 hours before arrival. Cancellations received after the deadline or a "no show" will incur one night's room charge.

Smoking Policy

The Lodge is a 100% non-smoking facility. Smoking or vaping is not permitted anywhere within The Lodge rooms. Should it be determined that smoking has taken place in a room, the guest will be charged a $250 cleaning fee.

Pet Policy

The Lodge has a no pet policy. Service animals are allowed. Please advise when making a reservation if bringing a service animal into The Lodge so we may prepare for arrival accordingly.

Minimum Age Requirements

All guests must be 25 years of age or older to confirm guestroom accommodations. All guests under the age of 25 must be accompanied by an adult 25 years of age or older.

Room Information and Rates

We have a total of eight rooms available at The Lodge: two suites and six standard rooms. All rooms have private bathrooms with complimentary shampoo, conditioner, soap and hair dryer.

Standard Rooms

Our standard rooms sleep two guests with either one queen bed or two twin beds. Each room is furnished with a refrigerator and microwave, work desk with convenient desk-level outlets, air conditioning, flat-screen HDTV, complimentary wireless internet, alarm clock, iron and ironing board. in-house phone and free parking.

The standard room rate is $110/night.

Suites

Our suites sleep up to four guests. Each suite is furnished with a full second room with a pull-out queen sleeper sofa, a kitchenette with two-burner stove, refrigerator, microwave and sink, work desk with convenient desk-level outlets, air conditioning, flat-screen HDTV, complimentary wireless internet, alarm clock, iron and ironing board, in-house phone and free parking.

The suite room rate is $140/night.

Luggage Policy

University Events is unable to store luggage for guests. Luggage cannot be stored in room at the time of check-out.

Waiting List Policy

Unfortunately, we do not offer a waiting list. Please contact University Events to check room availability.

The Lodge at Brandeis is available to Brandies community members or affiliated guests for occasional short-term stays throughout the year.  At the University’s discretion, extended stays* may be available but are limited to 28 consecutive days or 28 days within a 60-day period. Prior University approval is required for all extended stay requests. Individuals staying in the Lodge for three or more consecutive nights may request in advance room refresh housekeeping service for the time of their stay. Rooms are cleaned only between guests unless more frequent service is arranged in advance.

Brandeis' heating and cooling system is automatically connected to the university’s room reservation system (25Live). When spaces are reserved for events, those rooms are automatically heated or cooled prior to the event to prepare for the event and are subsequently controlled for the duration of the event as reserved in 25Live.

All individuals with access to 25Live for room reservations may not reserve space for periods when the space will not be in use. For example, spaces may not be reserved “just in case.” Doing so causes the HVAC system to heat or cool the space accordingly, and the resulting energy loss is significant. This policy applies to summer program activities, along with others.

University Events staff will set lighting at minimal levels, preferably off, after room setup and before the start of an event. Individuals and groups that reserve spaces are expected to turn lights on fully when they begin to occupy the space. Full lighting may not be left on in unoccupied spaces after room setup, unless absolutely necessary.