Flexible building usage
What do we mean by building closure or restricted access?
Building closures or restricted access will fall under three categories:
- Closed: no access expected.
- Limited operation: access available, but heating will be at overnight/weekend settings.
- Open: the building is operating as normal.
Where there is specialist space within buildings, where small numbers of individuals need to work, temporary heating arrangements may be possible to allow the rest of the building to remain on a reduced setting.
Where else can I work on campus if my building is closed during the trial?
Alternative bookable spaces have been arranged for you to work from in Church Lane (Social Sciences Hub), Heslington Hall (Arts and Humanities Hub), Ron Cooke Hub (Heslington East Hub), Market Square. These are in addition to the normal rooms that are still available to book on Planon on a day-to-day basis.
We understand that working in a different office can feel unsettling sometimes, particularly if it is a building you haven’t visited before. We have created this full guide to office closures for staff, with details on how to access buildings, what facilities are available in and around each building, and the fire evacuation routes and assembly points.
How do I book a desk or office space in one of the alternative spaces?
To book one of the dedicated spaces available please use the Desk Booking System to see what desks are available for the date you need. The system will show you the IT equipment available at each desk.
Step-by-step instructions
- On the landing page, click 'Schedule' from the top bar, and then 'Bookings' from the drop down menu.
- A calendar view will appear with details of each desk.
- Scroll to the very top of the page (above the calendar), and select the building where you would like to book a desk from the drop down menu. The calendar view will now display the availability of all desks within the building selected.
- Hovering over the desk number will display a description of the desk, including the IT equipment available on it and whether it is in a shared or private office.
- Click on the desk you wish to book.
- In the next window, check the dates and times for your booking, add your name to 'Title of Reservation' and select 'Create' to finalise your booking.
Your booking has now been made and the details can be found under ‘Schedule’ then ‘My Calendar.’ Here you can edit or cancel your reservation if needed.
Please remember to cancel your booking on the Desk Booking System if you no longer need it.
What should I do if I have specific access requirements or adjustments, or particular equipment for my working space?
The Desk Booking System will display a description of the desk, including the IT equipment available on it and whether it is in a shared or private office.
If you have any specific workplace requirements, such as equipment or a particular workplace adjustment that you need to be re-provided elsewhere on campus, please discuss this with your line manager in the first instance.
If they cannot help you resolve this, then they should contact dtef-admin-support@york.ac.uk.
What if I have a room booked over the closure period in a building that is partially or fully closed?
If you have a room already booked in a space that is closing over the closure period, the Room Booking Team will contact you with an alternative space shortly. Please remember to cancel any other bookings for that space, such as audio visual equipment or room setup changes.
If I need to get a book or item from a closed building over the period, can I still access the building?
The way that this is arranged unfortunately depends on the building in question. Please contact Campus Safety on +44 (0)1904 324444 to arrange access.
Will closed or restricted buildings be warm at the end of the closure period?
Buildings that are closed or in limited operation will still have power and low level heating, and will be scheduled to be brought back up to temperature on reopening.
Will these changes have an impact on students?
We have worked on the basis that all communal student areas such as Colleges, the Library, study spaces and sports centres will remain open during the pilot.
If you are due to meet with a student during the closure period and cannot use your usual venue, please book an alternative office or space on campus using Planon.
Where do I go if I have a query or need assistance about booking a space in a building?
Market Square - contact sas-admin@york.ac.uk
The Library - contact lib-enquiry@york.ac.uk or visit the Library Helpdesk at the main entrance to the Library.
Church Lane - contact amanda.camplejohn@york.ac.uk
Ron Cooke Hub - contact act-admin-manager@york.ac.uk
What should I do if the equipment isn’t working at the desk I’ve booked?
If for any reason IT equipment isn’t working please contact IT Support.
Why are some sections of buildings open and other sections not?
Where full relocation of operations is not possible, departments have consolidated into smaller spaces. This allows heating and ventilation to be turned off in unused areas of the building(s), still contributing to overall savings.
Outcomes of previous trials
The trials over the 2023/24 winter and Easter vacations went well. The closure of buildings over three weeks across the Christmas break saved 400,000kWh of energy, 80 tonnes of carbon and £70k of energy costs.
The Easter vacation trial saved another £23k in energy costs, 160,000 kWh electricity and gas savings, and over 30 tonnes of carbon. The majority of buildings in this trial were only closed over the Easter bank holiday weekend.