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Health Sciences Transportation Unit
Managed by UW School of Medicine and Public Health Facilities Department
Below is the UW Madison Health Sciences Employee Parking Procedures which covers issues such as Lots, Parking Applications, Employee Priority System, as well as Parking Assignments within Health Sciences and Acceptance.
1. UW Madison Health Sciences Employee Parking Procedures
2. Definition and Purpose: This procedure outlines the details for coordinating UW Madison campus parking requests for the employees of the UW Health Sciences (UWHS) entities. It also includes the priority system for establishing employee parking priority within UWHS.
2.a For purposes of campus parking, UWHS entities include employees (faculty/staff) in the following:
UW School of Medicine and Public Health (SMPH)
UW Hospital and Clinics (UWHC)
UW School of Pharmacy (SoP)
UW School of Nursing (SoN)
University Health Services (UHS)
UW Medical Foundation (UWMF)
State Lab of Hygiene (SLH)
2.b Each faculty/staff member is assigned to one Transportation Unit based on their appointment source in the University Directory Service (UDS).
2.c UW Campus Transportation Committee (CTC) establishes rates and advises on Transportation policy.
2.d UW Transportation Services develops campus-wide transportation policy, procedure and processes, establishes campus Transportation Units (based on major colleges & Divisions), forms a network of Department liaisons (Unit Transportation Coordinators – UTC) to provide information-sharing, problem-solving and customer service to the various Departments and their employees. UW Transportation Services is responsible for establishing UTC policy, procedures, training, security authorizations, and ongoing communication and feedback to all UTC’s. To access UW Transportation Services website to find out all general information regarding applying for parking, parking lot availability, etc., you can follow this link: www.fpm.wisc.edu/trans
2.e The Unit Transportation Coordinator (UTC) is designated by the College/Division administration. A list of current UTC’s is maintained by UW Transportation Services. UW Transportation Services keeps UTC’s informed on current issues, problems, policies and procedures via the e-mail distribution and semi-annual meetings (spring & fall). The UTC for UWHS is:
Rich Murray (Primary) 4155 HSLC 608-263-7943
healthsciencesparking@mailplus.wisc.edu
Angela Johnson (Alt) H4/823 608-263-9207 healthsciencesparking@mailplus.wisc.edu
John Mulcahey (Alt) 1230 HSLC 608-263-7943 healthsciencesparking@mailplus.wisc.edu
UWHS UTC works under the direction of the UW School of Medicine and Public Health Assistant Dean for Facilities in consultation with representatives of the Health Science entities noted in 2.1. The primary responsibilities include:
1. Act as a liaison between UW Transportation Services and the Transportation Unit employees (2.1).
2. Manage annual parking assignment/prioritization process for the Transportation Unit.
3. Provide UW Transportation Services information & education for faculty, staff, and visitors.
Additionally, the UTC is responsible for:
1. Manage annual parking assignment process for the Transportation Unit.
2. Manage annual online parking application process for all Unit faculty/staff applicants.
3. Initiate annual application process & notify customers of annual process/timetable.
4. Approve Carpool, UW Disabled and Business Alternate applications.
5. Verify/apply priority criteria, compute & assign priority numbers.
6. Verify/update UDDS list to establish Unit FTE counts.
7. Input priority numbers into PAS (Permit Application System).
8. Run reports as needed: wait lists, priority reports, assignments, etc.
9. Counsel new employees on parking availability, assist with completion of online application form, and advise on alternatives to parking on campus.
10. Inform/educate employees in UWHS on transportation policies, procedures, process, rates, and options.
11. Explain Unit’s parking priority criteria to employees applying for parking.
12. Coordinate information between UW Transportation Services and Unit faculty/staff.
13. Notify UW Transportation Services of changes in employee status (terminations, transfers, etc).
14. Advise and encourage employees to use alternatives to parking on campus (e.g. Madison Metro, State Van Pool, biking, walking, etc.) See enclosed “How To” or visit Transportation Services website mentioned above.
15. Advise Departments within the Transportation Unit on how to obtain Departmental Permits, Reserved Parking, and Visitor Parking.
2.f. Lots. Listed below are the Parking Lots most commonly assigned to and utilized by UWHS employees:
2007-2008 Parking Season (September 1, 2007 - August 31, 2008)
Lot 60 Lot 64 Lot 76 Lot 79 Lot 82 Lot 95
3. UWHS Parking Application, Assignment and Acceptance Process
3.a Parking Applications. To request campus parking, UWHS employees should have a valid email address and access to the Internet. Employee applicants follow this process:
1. Contact the UWHS PC by email at healthsciencesparking@mailplus.wisc.edu in order to verify eligibility for parking, or simply fill out the required Parking Access Request Form available through your HR office or departmental administrator.
2. Once eligibility is verified, the UWHS employee is entered into the Parking Application System (PAS).
3. A Net ID and password will ensure your annual parking application/renewal will be secure and convenient. The annual parking applications and renewals for the new parking season being in May, so if you need to obtain a Net ID and password visit the Net ID page at: https://www.mynetid.wisc.edu
3.b Once the above steps are followed, and the UWHS employee goes to Transportation Services website www.fpm.wisc.edu/trans to apply for parking. Once you enter the website, click on Apply/Update. There are three tabs that must be filled out:
1. Personal Information. This tab is for your name, mailing address, and e-mail address. This tab must be kept up-to-date because this is where both the Offer for parking and Annual Renewals will be sent. If you do not have an e-mail address, both the Offer and Annual Renewal will be mailed to the address you input under this tab.
2. Vehicle. Vehicles must be entered before Lots can be applied for. Carpool is listed in the same field.
3. Application. This is where you actually apply for what Lot(s) you desire to park in (i.e. Base Lot—indicated by B, Flex Lot—indicated by F, as well as Disabled, Business Alternate, and Park & Ride). It is recommended that you apply for more than one Lot. This will give you a better chance to obtain parking sooner.
3.c Note the decision date when this request will be first reviewed by Transportation Services and the required feedback date to accept a parking lot assignment.
3.d It is imperative that each employee keeps their Net ID and Password in a safe location at all times. However, if an employee loses (or forgets) their Net ID and Password, they will be directed to the UWHS – UTC, either by e-mail or phone number in order to obtain this information.
4. UWHS Parking Employee Priority System. UWHS is responsible for assigning parking priority numbers for faculty/staff with a valid UW Madison Campus ID.
4.a Principles
1. UWHS – UTC is responsible for applying their Transportation Unit’s priority criteria to all new and existing staff who request annual parking. They must assign an individual priority number beginning with #1 (highest priority). The list is provided to Transportation Services for calculating campus-wide priority percentiles.
2. UWHS – UTC is responsible for explaining their priority-setting process and/or criteria used to all employees applying for parking, and must submit criteria to Transportation Services upon request.
3. Transportation Services is not responsible for and cannot make changes to an established priority list as submitted by the individual Transportation Unit. Transportation Services is responsible for calculating percentiles, merging priorities and assuring fair/consistent application of the formula campus-wide.
4. UTC cannot change priority numbers once the final assignments have been made.
4.b Procedures
4.b.1 Routine priority calculation. The following methodology is used for the annual reassignment:
1. Each employee is assigned a score and a “Priority Number” by the UWHS UTC for campus parking.
2. Each employee competes with all other campus employees who request parking. UWHS Priority Number is calculated as follows:
1 point for each $100 of annualized total compensation (e.g. an employee with compensation of $25,000 earns 250 parking points; $40,000 earns 400 points, etc.)
Part-time employees score is based on their annualized full time equivalent salary, not actual part-time income.
6 points for each year of service to UW Madison – based on employee seniority date (e.g. 10 years of service earns 60 points, 15 years earns 90 points, etc.)
4.b.2 Parking score is the sum of salary points + seniority points (e.g. from examples above: 250 + 60 = 310 points or 400 + 90 = 490 points.)
4.b.3 Employees then are ranked by parking scores for the Health Sciences Transportation Unit. This list is regularly updated through the year and is submitted to UW Transportation Services annually. New applications/pending applications with the associated priority number are updated bi-weekly.
4.b.4 UW Transportation Services uses this ranking to assign requested parking lots to all applicants.
4.b.5 The same process is followed for the annual assignment of permits.
4.c Parking Assignments and Acceptance
1. The Transportation Services website www.fpm.wisc.edu/trans/ provides up-to-date information and instructions about parking applications, lot offers, and assignments. This site is accessible 24 hours a day, 7 days a week and the Permit Application System (PAS) requires your Net ID and password.
2. Employees who have applied for parking should check this site regularly and be sure to make applications and accept lot offers by the due date listed on the website.
5. Procedure Review. This procedure will be reviewed on an annual basis by designated representatives of the UWHS Transportation entities and UW Transportation Services representatives.
6. Procedure Agreement for UWHS Team approved by:
//s//
Mark C. Wells
UW School of Medicine and Public Health
Assistant Dean for Facilities
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