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Changes to Lobby Services working hours – book facilities on time

Facility bookings for events that require the presence of Lobby Services should be made well in advance.

Aalto University's Lobby Services will transfer to a system of average working hours from its present flexible working hours. Starting 31 October 2016, Lobby Services staff will begin shift work according to preapproved work shift schedule.

This change will affect events that require the presence of lobby services in the building, for example lecture teaching, Open University exams or other open events where not all the attendees have the right to access the building. The change will not affect such things as staff meetings or exams for degree programme students.

Facility bookings for events that require the presence of Lobby Services should in future be made well in advance, so that these can be taken into account when planning shift schedules and will thereby be part of normal working hours. If a facility booking is not made early enough for it to be taken into account when planning the shift schedule, lobby services must be purchased from an outside service provider and the event organiser will be charged for this service.

Work shifts are planned for periods of three weeks. A facility booking must be entered into the Asio system 1.5 weeks before the shifts begin i.e. 1.5–4.5 weeks before the event according to the following table.

Time of the event/facility booking

Facility bookings must be made latest

Weeks 44, 45, 46

on Friday 21 October at 16.00

Weeks 47, 48, 49

on Friday 11 November at 16.00

Weeks 50, 51, 52

on Friday 2 December at 16.00

Weeks 1, 2, 3

on Friday 23 December at 16.00

etc.

 

Lobby Services will serve in the same way as previously during each building's opening hours. If the event has been entered into the Asio system at the appropriate time, Lobby Services will be available also outside opening hours. However, lobby services must be purchased from an outside service provider for any events that continue after 23.00. The event organiser will be charged for this service. Lobby Services asks that events held on weekends and after closing hours be centralised when possible to one building on each campus, as staff would then not be needed at numerous locations.

More information:
Service Manager Kalevi Luukkainen, tel. +358 50 575 1983

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