Facilities Policies and Procedures

Building Access

Requesting Access

Email domops@medicine.wisc.edu with: 

1. Employee name(s)
2. First six digits on the back of the Wiscard and/or UW Health badge
3. Buildings/locations needed (e.g., CSC, MFCB, HSLC, WIMR I/II or other UW Health facilities)

UW Health Badge Replacement

Managers/supervisors can request a replacement badge for faculty through The Pulse or by completing the UW Health Non-Employee ID Badge New or Replacement Form. Email completed forms to securitybadgeaccess@uwhealth.org or submit in person to the badge office (G5/146, UW Health University Hospital; Monday - Friday, 11am - 3pm.)

Removing Access

Access is removed monthly for terminated personnel. If access needs to be removed more quickly, email domops@medicine.wisc.edu with:

1. Employee name(s)
2. First six digits on the back of the Wiscard and/or UW Health badge

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Maintenance and Cleaning Requests

• SMPH: Email requests to Facilities Planning & Management (FP&M), ppcustomerservice@fpm.wisc.edu. You will need to provide a BNumber to fund the request; consult your supervisor/manager for your area’s BNumber.
• UW Hospital: 
  • Submit Service Request Form
  • Instructions for Submitting UW Health Maintenance Requests

Emergency Maintenance (24/7)

• SMPH: call 608‑263‑3333
• UW Hospital: call the Control Room, 608-263-5205

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Move Requests

For help planning and completing an office or cubicle relocation within your division/area, email domops@medicine.wisc.edu with a completed Existing and New Space Assignment Matrix and indicate:

1. Preferred move date
2. If you need assistance moving furniture, lab equipment/samples, personal items and/or computer equipment
3. If phone lines need to be moved
4. If new office keys are needed
5. If Wiscard or badge access is needed for the new location

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Information Technology

SMPH IT Support offers a wide range of services. Use the request forms below for help from User Support Services: 

• General IT
• Files & collaboration
• Onboarding/Offboarding
• Hardware purchasing
  • SMPH Standard Device Catalog

Questions? Email help@med.wisc.edu.

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Furniture and Capital Equipment

Email requests for new furniture, furniture removal and capital equipment removal to domops@medicine.wisc.edu.

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Workspace Signage

Name plate templates:

• Offices
• Cubicles
• Labs

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Keys (Office and Furniture)

• MFCB: Submit Key Issue Form.
• Other UW buildings (SMPH, WIMR, etc.): Select "Keys" in the UW Madison Facilities Service Request Portal.
• UW Hospital: Submit a UW Health Key Request (UW Health login required).

For lost or damaged furniture keys, email domops@medicine.wisc.edu.

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VoIP Phone Service

Contact your division/dept authorized approver (email domops@medicine.wisc.edu if you’re unsure) to submit requests:

• New Line form: New hires or adding phones to conference rooms, labs or open areas..
• Change Line form: Office/building relocations, additional phones on the same number, retirements with replacement hires, name changes or call routing updates.
• Webex/Jabber (Softphone) form: Softphone access for desktop or mobile (iOS/Android).
• Remove User form: Removal from the Cisco VoIP system.
• Large Moves/Changes [download spreadsheet]: Relocations affecting 5 or more lines.

Questions? Email help@doit.wisc.edu.

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Mailroom Contacts

• UW Hospital: 608-263-7286
• MFCB: MFCB 1116B, 608-265-9951
  • Additional assistance: email Andrew Heup.
• WIMR: WIMR 1440, 608-261-1032
  • Additional assistance: email David Downing.
• WARF: 608-575-3201
  • Additional assistance: email Ann Bogan.

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Room Reservations

SMPH Room Reservations (for MFCB, CSC, HSLC, and WIMR) 

Use the SMPH room reservations system to reserve most conference rooms in MFCB, CSC, HSLC, and WIMR.

Gordon Conference Room (MFCB 5156) 

If conference rooms in MFCB are unavailable, or your division is hosting an outside group, such as the NIH/NIA, VA, or other regulatory body, you may reserve the Gordon Conference Room (MFCB 5156).

Please contact the Chair’s assistant by email (jdhyland@medicine.wisc.edu) or at 608-263-1792.

After your meeting, please clean the conference room and take all personal items with you.

Lactation Room

The lactation room is located in MFCB 1103A and is first-come, first-served. The Lactation Room is on the first level, past the elevators, make a left at the Building Services door and another left at the door marked 1103A. 

View other SMPH/UW-Madison lactation room locations around campus.

Parking Passes

To reserve the Department of Medicine parking space in front of MFCB, please follow the instructions below. 

• At least 24 hours in advance, email the following information to Becky Loew (rloew@medicine.wisc.edu) to determine if the parking space is available. 
  • Date requested 
  • Start and end time of the request 
  • Who the parking space is for (i.e., candidate, speaker, etc.) 
• If the space is available, Becky will: 
  • Reserve the parking spot in the Outlook calendar for the requested date/time 
  • Prepare a green hang tag for the date requested
  • Respond with a confirmation email
• The requestor may pick up the green hang tag on the morning of the parking request, from the red folder on the top of the lateral file cabinet outside of Becky's cube, #5170-10N, MFCB 5th floor.