Amenities and Services

Gerberding Hall has a small bike storage room with capacity for approximately six to eight bikes, ebikes, and scooters on a first-come, first-served basis. The room is reserved for employees whose primary workstation is in Gerberding Hall. To request access to the bike storage room, please contact the Building Coordinator.

Per WAC 478-116-199, bicycles may not be parked anywhere else in the building. For bicycle parking resources elsewhere on campus, visit Transportation Services.

Gerberding Hall room 142 is available to reserve by UW entities. This process is managed by the UW Board of Regents office. For more information, please see the Gerberding 142 Conference Room webpage.

Deliveries and Loading/unloading at Gerberding Hall may take place in the C9 parking lot behind the building. The door to the basement from the parking lot is locked and only accessible to UW employees with prior approval, so plan to meet deliveries at that door or direct them to the front door to the building on Red Square, which is unlocked during business hours.

The Building Coordinator is responsible for tracking and assigning building keys and keycard access for all doorways in Gerberding Hall.

Departmental Authorized Requestors (DARS)
Units in Gerberding Hall may designate certain people to be the Departmental Authorized Requestors (DARs) for their unit. Only DARs may request new keys or keycard access on behalf of their units. Departments may designate anyone within their unit to be a DAR. DARs are responsible for managing access for their department and are expected to be aware of departmental operations.

Requesting Keys
DARs must first check their stock of unit keys. If there is no spare copy of a key held by the unit, the DAR must request additional copies from the Building Coordinator using the Key Request Form. Do not send requests for Gerberding Hall keys to the UW Lock Shop. Only DARs can fill out the Key Request Form.

Workday Worktags are a required part of the Key Request Form. Your unit will only be charged if new keys need to be fabricated by the UW Lock Shop.

Although you can request more than one key per form submission, each submission must correspond to only one employee. Each employee for which you are requesting keys will necessitate a separate form entry. Once a key is received, it remains the responsibility of the unit to keep track of their keys and who possesses them.

Requesting Keycard Access
Gerberding Hall’s exterior doors, hallway doors, stairwell doors, and many unit suite entryway doors are controlled by card reader access. Student, staff, and faculty Husky Cards serve as the access card for these types of doors on campus. The doors in Gerberding Hall are restricted and can only be unlocked by individuals with pre-approved badge access. DARs must fill out the Keycard Access Request Form for each individual who needs access to Gerberding Hall. Only DARs can fill out the Keycard Access Request Form.

Each submission must correspond to only one employee. Each employee for which you are requesting keycard access will necessitate a separate form entry. Please ensure the individual for whom you are requesting keycard access is in possession of an active Husky Card before requesting building access. Husky Cards are managed by the Husky Card Office, a division of Housing and Food Services.

The card readers are installed and maintained by the CAAMS group (Campus Automated Access Management System), a part of UW Facilities.

Temporary Keycards
Units may request a temporary keycard checkout for external visitors, vendors, volunteers, visiting scholars, or event staff. A temporary keycard is a separate card from a Husky Card and is loaned out by the Building Coordinator at their discretion. Please reach out to the Building Coordinator to request temporary keycards. The fee for losing a temporary keycard is $25.

Revoking Keycard Access and Employee Offboarding
If an individual no longer needs card access to Gerberding Hall or to your unit’s spaces, DARs must fill out the Key and Keycard Offboarding Request Form. Only DARs may fill out this form. To ensure the security of the building, it is important for DARs to work with unit supervisors to get keys back from offboarding employees and to revoke keycard access by filling out this form promptly during personnel offboarding.

Although building keycard access is automatically discontinued when personnel leave the UW, this is not the case for personnel transferring to a new department. Additionally, informing the Building Coordinator of any personnel change is helpful for maintaining continuity of other building coordination services such as the employee directory and key tracking.

Key Tracking and Audits
Units are responsible for tracking all keys in their possession. This includes keys which are issued to or returned by unit personnel, keys kept in stock, and keys which may have been lost. Any keys which are not assigned to an individual should be kept in a secure location. Units must provide information about their key assignments to the Building Coordinator upon request.

Lost Keys
Lost keys must be reported to the Building Coordinator as soon as possible. Lost keys must also be reported to the UW Police Department as a lost or stolen item. Units should conduct a risk assessment for the lost key. It is strongly recommended that all spaces opened by a lost key are rekeyed. Rekeys are done at the expense of the department which lost or owned the key. Departments assume all risks if they choose not to rekey following the loss of a key. For this reason, keys should not be labeled with information identifying the key as a UW key or identifying the area or door which it opens. Keys returned to lost and found or the lock shop can be identified by the unique key number inscribed on the key.

Rekeys
All rekey requests, including requests to install CAAMS card readers or number pad locks, are submitted by the unit directly to UW Facilities. Requests are also reviewed and approved by the Building Coordinator during this process. Rooms and areas may be rekeyed due to department space transfers, lost keys, or a need for more security. Rekeys are done at the expense of the unit.

Keys no longer needed
Obsolete keys, unidentified keys, or keys that are no longer needed can be returned to the Building Coordinator.

Maintenance Form

Common Areas – Building Coordinator

The Building Coordinator is responsible for submitting work orders for all common areas in Gerberding Hall. This includes lobbies, hallways, stairwells, elevators, public restrooms, and other shared spaces.

Please notify the Building Coordinator of any issues by utilizing the Maintenance Request Form. Anyone may submit this form.

Examples of Building Coordinator Maintenance Requests

• Restroom product refills or clean up.
• Water Intrusion from windows, ceilings, or plumbing in non-assigned spaces.
• Pests, mold, or asbestos concerns in non-assigned spaces. (Report to EH&S)
• Lights, outlets, or other electrical issues in non-assigned spaces.
• General upkeep and cleaning in non-assigned spaces.
• Building exterior maintenance, including broken windows, trash cleanup, and graffiti in non-assigned spaces and the outside of the building.
• Elevator issues such as immobile elevators or non-functioning buttons.

Assigned Spaces – Individual Units

It remains the responsibility of each unit in Gerberding Hall to report any issues in their assigned spaces directly to UW Facilities by utilizing UW Facilities’ Request a Service form. This allows UW Facilities to contact the unit directly for scheduling and access. Units are also responsible for purchasing and maintaining supplies and signage for all assigned spaces within that unit. This includes all office spaces and suites, reception areas, kitchenettes, conference rooms, and storage spaces.

Examples of maintenance requests that assigned spaces may request include:

• Any of the previous examples but within assigned areas.
• Rekeying, or installing number pads or CAAMS card readers.
• Hanging signs or art.
• Room too hot/too cold.
• Moving or surplus requests.
• Minor renovations.

Gerberding Hall units and departments do not need prior approval to post on their own departmental bulletin boards or in their assigned spaces. For all other areas, posting and signage is only allowed for “Day of” directional or wayfinding signage for events being hosted inside of the building, and only if it adheres to the following rules:

• Posting inside Gerberding Hall is only allowed for events and services hosted or sponsored by UW colleges, schools, departments, units, and RSOs.
• Posting may not be taped to any wood, plaster, drywall, stone, or brick surfaces, nor on the inside or outside of the elevator doors.
• The posting must clearly identify the event name, date, and sponsoring organization.
• The posting must not block the entire surface area of any window or windowpane.
• The posting must be 11×17 inches or smaller.

Some storage spaces are shared with multiple units. Please follow these storage room guidelines to ensure equitable access and minimize clutter.

1. Do not block the aisles, doorways, or entrances to storage ranges.
2. Label your items with your name or your office name and use only the shelves or areas designated to your unit.
3. Dispose of trash and recycle in the hallway.
4. You must schedule your own surplus pickups for your own items.
5. Do not leave surplus items on the floor without having a surplus pickup planned for those items.
6. Use your best judgement when placing items on the “free to take” shelves. Most of it is just surplus.
7. Make sure the door is closed and locked and the lights are off when you leave.

Trash and recycle services in individual offices are self service as part of UW Recycling’s MiniMax program. Food waste, paper towels, and food-soiled paper and cardboard can go in the compost bins. Certain other categories of items have special pickup locations in Gerberding Hall:

• Cardboard boxes must be broken down and flattened. Small volumes of cardboard may be placed in the 90-gallon containers for mixed paper in the basement. If your boxes do not fit in these containers or you have a large amount of cardboard, you must take the cardboard out to the recycling dumpster in the dumpster corral in the corner of the C9 parking lot behind the building.
• eMedia including disks, tapes, batteries, small electronics, and inkjet cartridges, have a special collection bin located in the basement hallway.
• Printer and Toner Cartridges can be left on the top left of the mailbox cabinet in the basement.
• Styrofoam blocks and peanuts can be left on the top right of the mailbox cabinet in the basement.

There are drink and snack vending machines in the basement of Gerberding Hall. To request refunds or report broken machines, email vending@uw.edu.