Facilities Policies and Procedures

If you’re requesting building access for current employees and new employees, email requests to domops@medicine.wisc.edu. 

In the email, please include: 

1. The first and last name of the individual(s).
2. The first six digits (bottom right) on the back of the Wiscard and/or UW Health badge.
3. A brief description of the building(s) and/or location(s) you need access to.
   1. UW Health University Hospital (CSC)
   2. MFCB
   3. HLSC
   4. WIMR I &II
   5. WARF
   6. Administrative Office Building (AOB)
   7. Other UW Health facilities

To replace a lost or damaged UW Health badge, submit a ServiceNow request or have your supervisor complete the UW Health Non-Employee ID Badge New or Replacement Form. You can email the completed form and a current photo (photo guidelines) to securitybadgeaccess@uwhealth.org. 

The badge office will prepare your new ID for pick-up at G5/146 at the UW Health University Hospital. The badge office hours are Monday - Friday, 11am - 3pm.

Email all furniture requests to domops@medicine.wisc.edu.

Submit a Key Issue Form if you need to replace a damaged or lost office key.

Email domops@medicine.wisc.edu if you need to replace a damaged or missing furniture key.

Email questions concerning incoming and outgoing mail to Jennifer Pulley (jp5@medicine.wisc.edu).

Submit general maintenance requests by visiting the UW Madison Facilities Service Request page and clicking the Customer Request icon. This form requires a B-number; contact your Division Administrator for that information. 

Depending on the volume of work order requests, Facilities Planning & Management will follow up with you regarding your maintenance submission within 2 to 4 business days.

Emergency Maintenance Requests

If there’s a serious maintenance problem that requires immediate action (broken elevator, flooding, severe building damage, etc.), please have your division’s primary administrative assistant call 608-263-0792 (24-hour on-call number)

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. 

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.

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.

SMPH Office Space Usage and Allocation policy

This service is provided to Central Admin employees only, for the following requests.

• New line Requests: New employees and adding a phone to a conference room, lab space, or open area.
• Change Requests: Employee is relocating offices/buildings, adding another phone with same phone number, Employee retires, and a new hire replaces them, employee changes their name, or call routing changes.
• Webex/Jabber (Softphone) Requests: Employee has a phone and needs a softphone account for desktop, iPhone and/Android.
• Remove User Requests: Removes employee from Cisco VoIP system.
• Large Moves/Changes: Office/cubicle relocation that impacts 5 or more lines.