The Center for Government and International Studies (CGIS) adheres to the following maintenance and operations policies:

Art Exhibits - Rotating: Both CGIS South and Knafel offer unique exhibition opportunities. The most popular are the Fisher Family Commons Gallery in CGIS Knafel (first floor) and the Friends of Japan Gallery in CGIS South (concourse level), though other options may be considered as well. Interested parties should contact Bettina Burch, Art Board Associate, at 617-495-0713 or bburch@fas.harvard.edu to schedule an appointment for portfolio viewing and/or discussion about an exhibit. Though CGIS-sponsored exhibits have precedence, other interested Harvard-affiliated groups, sponsors, or individuals are welcomed.

Audiovisual and Equipment Assistance: Please call 617-495-9807 for audiovisual and equipment assistance in any of the conference or meeting spaces. CGIS has a full-time AV technician in S053 (CGIS South concourse) assigned to support the complex.

Bicycle Racks: There are two bicycle racks on either side of CGIS South (44-bike capacity) and one near CGIS Knafel (16-bike capacity). Please do not lock your bike to the small trees around the CGIS complex.

Building Access Using Your Harvard ID: Your Harvard ID is also used to access spaces protected by a card reader, including the exterior doors. Department administrators are responsible for notifying CGIS Building Operations of additions and deletions to the card access list. For a lost or stolen ID, you should notify the Building Operations staff to deactivate the card (for security reasons this is best done in person). If a replacement ID is needed, please go to the ID Card Office in Holyoke Center at your earliest convenience.

Building Hours: CGIS's front doors are programmed by CGIS Building Operations.

During the academic year, the doors are unlocked at the following times:

Knafel: 7:00 AM – 9:00 PM, Monday through Thursday; 7:00 AM – 7:00 PM, Friday; and 1:00 PM – 9:00 PM, Sunday
South: 7:00 AM – 9:00 PM, Monday through Thursday; 7:00 AM – 7:00 PM, Friday

During break periods and the summer months, the doors are unlocked at the following times:

Knafel: 7:00 AM – 7:00 PM, Monday through Friday
South: 7:00 AM – 7:00 PM, Monday through Friday

Either building can be unlocked for evening or weekend classes or for special events by arrangement with CGIS Building Operations (617-495-9114).

Café Operations: Café Operations: The café, operated and managed by Harvard University Dining Services, is open during the academic year. The café menu is available online at: http://www.dining.harvard.edu/node/193. If you have questions about the café or have catering needs, please call Rosa DiFiore, the café manager, at 617-496-5035.

Catering Services: Harvard University Dining Services (HUDS) provides the foodservice for CGIS (Sodexho no longer operates in this building). HUDS has developed a new detailed catering menu. You may contact Chef/Manager Rosa DiFiore at 617-496-5035 or rosa_difiore@harvard.edu to discuss catering needs or develop an appropriate event menu.

Composting: CGIS is now offering composting for seminars and events held in the CGIS seminar rooms.  If you are interested, please include inquiry when emailing room request to cgisroom@fas.harvard.edu.

Copy Machines: There are public Crimson Cash copy machines on the concourse levels of Knafel and CGIS South. These copiers are provided by IKON; any questions should be directed to their customer service center at 866-370-7077. The following link may be helpful in answering Harvard/IKON copy machine agreement questions: http://vpf-web.harvard.edu/ofs/procurement/ven_par_ikon.shtml.

Crimson Cash: There are Crimson Cash readers on the café registers and vending machines on the ground floor of Knafel, and on the copy machines on the concourse level of both Knafel and CGIS South.

Custodial Services: Eurest provides custodial services for the CGIS complex. Office cleaning occurs 5:30 PM – 10:00 PM (Monday through Friday) unless otherwise requested.

Daily Custodial Services

Occupant Areas: Empty and clean all waste receptacles
                        Vacuum rugs and carpeted areas

Restrooms:        Empty and clean all waste receptacles
                        Disinfect all plumbing fixtures
                        Spot-clean partitions
                        Restock supplies as needed

Public Areas:      Wipe down doors and walls as needed
                        Empty and clean all waste receptacles
                        Vacuum rugs and carpeted area
                        Dust furniture as needed

Day Porter Services: The day porter keeps the building clean throughout the day and assists with classroom setups and minor maintenance tasks. Special requests of the day porter should be made through CGIS Building Operations at 617-495-9114.

Disability Access: All CGIS space is accessible by wheelchair, except for 61 Kirkland Street, the upper floors of 34 Kirkland Street, and 17 Sumner Road.

Email Kiosks: There are FAS email kiosks at the entry to the computer lab on the concourse level of CGIS Knafel, as well as in the South concourse. For IT support please contact FAS Computer Services (FASCS) at 617-496-2727.

Emergency Procedures: You should familiarize yourself with the emergency evacuation plans located throughout the buildings. There will be annual emergency evacuation drills. In case of a medical emergency, AED units are available in both the CGIS Knafel and South lobbies and include lists of those with CPR training for this device.

You can sign up to receive text message notifications in the event of a campus-wide emergency via the University Emergency Notification System at the following web site http://messageme.harvard.edu/

Heating and Cooling: All offices are programmed to heat up to 68F and cool down to 75F, during designated occupied hours.

Exterior offices (i.e., those with windows) are heated and cooled by individual fan coil units. If you are in your office outside designated hours and want to turn your fan coil on, press and hold (for 5 seconds) the sun/moon button on your thermostat. The fan coil will then stay on for 2 hours.

Interior offices do not have individual fan coil units, but rely solely on the main building air handlers to provide conditioned air. This is why the designated occupied hours are defined more generously for interior offices.

Academic Year Designated Occupied Hours:
Exterior Offices: Mon through Fri, 8:00 AM — 7:00 PM
Interior Offices: Mon through Fri. 8:00 AM — 7:00 PM; Sat and Sun, 9:00 AM — 5:00 PM

Summer Designated Occupied Hours:
Exterior Offices: Mon through Fri, 8:00 AM — 5:00 PM
Interior Offices: Mon through Fri, 8:00 AM — 5:00 PM; Sat and Sun, 11:00 AM — 5:00 PM

Please note: If you have a weekend or evening event, you may contact CGIS Building Operations at 617-495-9114 or cgisroom@fas.harvard.edu to arrange for heating/cooling during the event.

IT Support:. Harvard-MIT Data Center (HMDC) provides IT support to CGIS occupants in coordination with FAS Computer Service (FASCS) and University Information Systems (UIS). HMDC can be reached by phone at 617-495-4734, or by email at CGIShelpdesk@help.hmdc.harvard.edu. For more details about HMDC and the services it provides, including data service and research computing support, please visit HMDC’s website at http://www.hmdc.harvard.edu/.

Key - Ordering:. Requests for additional keys must be made through your department/center administrator. An email will be sent when keys are ready; keys should be picked up at CGIS K051 unless other arrangements are made.

Lactation Room: To use the CGIS lactation room, please click on the following link for the form or get a form in the CGIS Building Operations Office (K051). Once you have filled out the form, fax (617-384-7419) or bring it to K051. (You may also scan and then email it to cgisroom@fas.harvard.edu.) We will then send you directions and the door code.

Loading Dock and Deliveries: The loading dock is open 7:00 AM – 2:00 PM (Monday through Friday). Activity in the loading dock and at the curb cutouts in front of Knafel is coordinated by the Loading Dock Coordinator, Mike Holtz, who is located in Knafel on the concourse level. If you have a special delivery or questions, please contact Mike at 617-495-8658.

Lock-Out Policy: If you are locked out of your office during regular business hours, contact CGIS Building Operations at 617-495-9114. After hours, contact the security guard or call the Control Center at 617-495-5560.

Lost and Found: Please bring found objects to CGIS Building Operations in K051. Lost items may also be reported there.

Mail: Mail is delivered to the central mail room in Knafel three times per day, at approximately 9:15 AM, 11:00 AM, and 2:00 PM (Monday through Friday), and is then distributed to the departmental mail centers. Outgoing mail is picked up from each departmental mail center at the time of delivery and/or can be dropped off at the central mail room. The mail person also performs a daily courier route (e.g., to Holyoke Center, 61 Kirkland Street, etc.). All mail going to Holyoke Center is logged and signed for when delivered to the addressee. Courier routes can be tailored, if necessary, to meet departmental needs. For mail purposes, CGIS residents should use the street address of the building they are in (e.g., CGIS South: 1730 Cambridge Street; CGIS Knafel: 1737 Cambridge Street; CGIS East: 1727 Cambridge Street). For example:

Jane Smith
Government Department
CGIS Knafel Building
1737 Cambridge St.,
Cambridge, MA 02138

John Doe
Asia Center
CGIS South Building
1730 Cambridge St.,
Cambridge, MA 02138

Jane Smith
WCFIA
CGIS East
1727 Cambridge St.,
Cambridge, MA 02138

John Doe**
WCFIA
61 Kirkland St.,
Cambridge, MA 02138

**17 Sumner Rd., 34 Kirkland St. and 38 Kirkland St. should use the same address format as
    61 Kirkland St.

Maintenance Requests: Routine maintenance requests should be made via the FAS Physical Resources daily maintenance work order page at http://www.netcasters.com/cgi-bin/fas/dms/request.pl. Any emergency requests should be called into the university Control Center at 617-495-5560.

Meeting-Room Scheduling: The Office of the Registrar (617-495-1541) has scheduling authority over most of the public teaching space 9:00 AM – 10:00 PM (Monday through Friday), with a few exceptions. The Registrar will give first priority to courses taught by Government and History faculty and other faculty with offices in CGIS. The teaching fellow (TF) meeting rooms (S020A, S020B, and S020C) in the south concourse are scheduled by the Government Department. The computer training room, K018, is scheduled by the Harvard-MIT Data Center (HMDC).

The remaining rooms should be scheduled via the CGIS Building website (http://cgis.fas.harvard.edu/room_and_equipment_scheduling.html). The seminar rooms on the upper floors are scheduled with consideration given to adjacencies. Due to overwhelming demand for CGIS meeting room space during the academic year, any classes and events scheduled must be affiliated with the Government Department, History Department, or sponsored by a Center or CGIS faculty member. CGIS Building Operations is also responsible for scheduling Fisher Family Commons and the yard behind CGIS Knafel. Please contact cgisroom@fas.harvard.edu via email if questions.

Please see the Seminar Room Information Guide for photos of seminar spaces and detailed information on room capacity and multimedia capabilities.

Meeting-Room Use: After an event, please make sure you leave the room in good condition for the next group. If you bring anything into the room (e.g., food, beverages, catering supplies, papers, extra tables, folding chairs, etc.), please remove them from the room, or arrange to have them removed, at the end of your meeting. If you serve food at your event, please wipe down the tables when finished. Please also wipe the whiteboard down as needed. Additionally, while you are welcome to move the tables and chairs around to suit your group's needs, we ask that you return them to their original positions at the end of your event.

Please note: Food and drink are not permitted in either the Tsai Auditorium (S010) or the Belfer Case Study Room (S020).

Notices and Postering: Bulletin boards in common spaces are cleared of old materials every Monday morning. Please do not hang notices or posters anywhere but on the bulletin boards. If you have an ongoing exhibit you can leave your poster up in the allocated slot; and you may put flyers or posters on the front doors on the day of your event.

Parking: There is no parking anywhere in the CGIS complex. Please call the Parking Office at 617-495-3772 with any questions. Under no circumstances should anyone park on the ramp to the loading dock.

Pets: Please be considerate of your colleagues and do not bring your pets to work.

Recycling: All offices, reception areas, classrooms, and meeting rooms have single-stream recycling bins, in addition to trash receptacles. There are also single-stream recycling bins in the café and all lounge areas. The bins will be emptied as needed. Items such as batteries, keys, and printer cartridges may be dropped off at CGIS Building Operations in K051 for recycling. If you have a computer or monitor that needs to be recycled, please contact CGIS Building Operations staff at 617-495-9114 to arrange for its pick-up. Before recycling computers, please make sure hard drives are erased. You can contact HMDC to arrange for this service.

We recommend taking The Harvard Sustainability Pledge. It will only take a few minutes of your time, and you will learn more about the pressing environmental issues we face and what you can do to reduce energy and resource waste on campus. To join or find out more, please go to http://www.greencampus.harvard.edu/pledge/forms/pledge.php.

Composting bins are available upon request, for scheduled events. Please let the room scheduler (cgisroom@fas.harvard.edu) know if this interests you.

Satellite TV: In all the seminar rooms with AV, there is satellite TV feed. Ancillary channel and network guides are posted in the seminar rooms with satellite access. The satellite system can be accessed in the following buildings: CGIS South, CGIS Knafel, 17 Sumner Road, and 38 Kirkland Street. Below is the channel line-up:

Security: Monday through Friday there is a security guard stationed at the front entry of CGIS Knafel 4:00 PM – 12:00 AM, and in CGIS South 4:00 PM – 10:00 PM; on Sunday there is a guard stationed at the front entry of CGIS Knafel 1:00 PM – 9:00 PM, on days when the Fung Library is open. On weekdays there is a roving guard from 12:00 AM – 8:00 AM, and on Saturday and Sunday, there is a roving guard 5:00 PM – 7:00 AM.

On weekends, when the building does not have security coverage, departments are required to hire a security guard for large events (i.e., 50 or more). Event sponsors may be asked to hire a Harvard University Police detail if there are cash transactions. Questions about these policies should be directed to CGIS Building Operations at 617-495-9114.

We also ask that you take a few minutes to read over the Harvard University Police Department (HUPD) safety pamphlet found at http://www.hupd.harvard.edu/playing_it_safe/2006-2007_Playingitsafe.pdf.

Shipping and Receiving: All incoming packages to Knafel, South, and East are delivered to the Loading Dock Coordinator, who then delivers them to the center drop-off points. Deliveries take place between 12:45 – 1:15 PM, Monday through Friday. Any packages that come in after 2:00 PM are dropped off at the Building Operations Office and delivered by 4:00 PM. Time-sensitive and expedited deliveries are delivered upon receipt. There are FedEx drop-off cabinets in the lobbies of CGIS South (under the bulletin board) and in Knafel (on the right side of the security desk). FedEx generally picks up from these locations at 6:00 PM, Monday through Friday.

Signage: Office signage must conform to building standards and can be obtained by contacting CGIS Building Operations Office by contacting Matt Stec (stec@fas.harvard.edu) and Bettina Burch (bburch@fas.harvard.edu).

Smoking: Smoking is prohibited in all Harvard buildings. If you smoke outside, please keep 25 feet from all buildings in the CGIS complex. The Sunken Garden on the concourse level of CGIS South is off limits to smokers.

Teleconferencing: Rooms K106, K262, and S250 have active phone lines that can be used for teleconferencing. The long-distance capability is password-protected, so you must have a long-distance password from UIS; and you need to request use of the Polycom phone through AV Support at 617-495-9807. All other CGIS rooms are also capable of supporting a teleconference, but the user needs to supply a 33-digit billing code for phone-line activation and teleconference billing at least three business days before the event. Contact George Scialabba (cgisroom@fas.harvard.edu or 617-495-3084) for further details.

Telephones: Telephone problems should be reported to the University Information Service's Telecommunications Office at 617-495-4900. You will need to provide a detailed description of the problem, the type of equipment being used, the telephone number, and a contact name and number.

Utilities: Please turn off all lights, fans, radios, desk lights, and task lights when leaving private offices and conference rooms. We need and appreciate your assistance in keeping utility costs down. When leaving your office for an extended period of time, please consider turning off all power strips and unplugging unnecessary items.

Vending Machines: There are vending machines located on the concourse level of CGIS South and on the ground floor of Knafel next to the Fisher Family Commons.

Videoconferencing: K031, K354, and S020 have IP videoconferencing capability. Please contact the CGIS Audio/Visual Manager at 617-495-9807 with any questions.

Visitor/Faculty Guest Office (S222): The guest office is available on a first-come, first-served basis. Occupancy must be sponsored by a CGIS faculty member. Eight weeks is the maximum length a guest may occupy the suite. Phone service should be activated and deactivated by the sponsoring department. (Call the Telecommunications Office, 617-495-4900 a few days in advance to arrange.) Computer support should be coordinated through the sponsoring department. Please contact cgisroom@fas.harvard.edu to check availability.

Website: For questions about or changes to the CGIS website (http://cgis.fas.harvard.edu/), please contact Bettina Burch (bburch@fas.harvard.edu).

Window Blinds: There are motorized blinds installed on all exterior windows, programmed to open each morning at dawn and close each evening at dusk. Please make sure that no furniture is in the path of the blinds. If you have mechanical problems with the blinds, please call CGIS Building Operations at 617-495-9114.