FAQ
(Updated January 25, 2025)
Jump to: General • For Undergraduate Students • For Graduate Students • For Employees • For Managers
General
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To receive timely notifications, review and/or update your personal information—such as phone, email, and address—in access.caltech.edu in the My Personal Information tab. Additionally, you can visit Caltech's Emergency Updates page at www.caltech.edu/emergency.
Displaced postdocs, faculty, staff, and students should contact Emergency Housing Working Group ([email protected]) and share about their housing circumstances. The Provost's Office is leading an effort to working through all housing requests as promptly as possible. Although no guarantees are being made, the Institute is doing its best to organize accommodations both in and outside Caltech Housing through a working group.
If you have questions or need assistance, you or your staff should call Caltech Human Resources at 626-395-6443 or 626-395-6382. These phone numbers will be staffed by HR personnel during business hours and will not roll to voicemail. You can also reach Security at 626-395-5000 for other inquiries.
If campus receives a mandatory evacuation order, the Institute will facilitate transportation to all students, staff, and faculty who need it. Vehicles for this purpose are already on retainer, as a precaution.
For Undergraduate Students
Facilities, Custodial, and Housing crews have been working to clear the grounds of debris and clean outdoor and indoor spaces of soot and ash. Over the last 24 hours, the air quality in the region has registered as "good" or "moderate" for the campus area, according to the Air Quality Index (AQI). The Institute will continue to monitor air quality, which fluctuates depending on wind conditions, temperature, and other factors.
The Institute is monitoring air quality outdoors as well as in all residences, using both fixed and handheld monitoring devices.
Housing is currently conducting more frequent cleaning of rooms and common spaces in all undergraduate residences. Air purifiers, air scrubbers (higher volume filtration units), and higher efficiency MERV-15 air filters have been installed, where possible, to improve air quality indoors but it is important that residents keep doors and windows closed to reduce contamination. We also advise not running window air conditioning units for the time being.
All students are encouraged to return to campus, to the residences, and to classroom instruction. While you are not required to be on campus this week, classes will still be in session. Please reach out to instructors directly about their preferred teaching modality.
All rooms are in the process of being thoroughly cleaned. If you return to a room with soot, please submit a Facilities Service Request to Student Housing through your access account to request cleaning. If your room is not yet clean enough, or there is difficulty keeping is free of ash and soot, and you require temporary relocation, please email [email protected] to request a temporary assignment.
If you return to your room and do not feel comfortable with its current condition, temporary relocation is available, as we continue to clean all residential facilities. Please email [email protected] to request a temporary assignment.
The Institute is procuring air purifiers for all undergraduate rooms. To request one, please email [email protected] or [email protected]. As our stock of air purifiers increases, we will deploy them to every undergraduate resident room.
We are sourcing Dayton Portable air cleaners (model #2HPB9). However, due to urgency and limited availability, the make and model of air purifiers currently in use varies. All air purifiers have been selected by knowledgeable staff and will work effectively to clean the air in student rooms.
Yes. Free N95 masks are available to all Caltech community members at the Caltech Store in Hameetman Center.
Yes. Dining operations has resumed traditional operations.
Braun Athletic Center is fully operational as well as Brown Gymnasium and the locker rooms. The tennis courts are not currently open due to damage to the fencing. Crews are working to clear the pools of debris and soot, and we anticipate that both pools will be open by midweek. Pool status will be updated on the Athletics website and sent out via the pool notification system. The north field, south field, and track are open, but have not yet been fully cleared and cleaned.
Student athletes should be in contact with their coach directly. Practices will occur to the degree that the coaches and the team determine is safe and effective.
The Student Wellness Center at 1239 Arden Road re-opened on Tuesday, January 21, 2025. The Center sustained physical damage during the recent weather event. The site survey is complete, and it is safe for staff and students to re-occupy the building.
Counseling Services will continue to offer students remote appointments, with on-campus availability for urgent needs in the Center for Student Services. Regular in-person appointments will also resume at the SWS Center on 1239 Arden Road on 1/21.
Until 1/21, Health staff are available to students by visiting the Student Health Portal or calling (626) 395-6393.
Please utilize TimelyCare for non-urgent health needs if you are out of state or need immediate medical attention.
The outpouring of support is overwhelming. We are grateful to and proud of the Caltech community. For those looking for additional ways to help, the Caltech/JPL Disaster Relief Fund is currently accepting donations for affected members of our community.
The Caltech Y will also coordinate or communicate ongoing volunteer opportunities and help students identify other ways to help, both in the near term and with future relief and recovery efforts. Students interested in helping should email [email protected] or talk to a Y ExComm member.
We stress that it is important to work with our partner campus offices and programs to ensure our efforts are supporting the community most effectively and are compliant with all fundraising guidance.
For Graduate Students
Facilities, Custodial, and Housing crews have been working to clear the grounds of debris and clean outdoor and indoor spaces of soot and ash. The air quality over the last several days has registered as "moderate" or "good" for the campus area, according to the Air Quality Index (AQI). The Institute will continue to monitor air quality, which fluctuates depending on wind conditions, temperature, and other factors.
The Institute is monitoring air quality outdoors as well as in all residences, using both fixed and handheld monitoring devices.
The Institute's Emergency Housing Working Group is working to match displaced community members with housing options. Students can seek assistance by contacting [email protected].
Students who have been displaced by the fires are encouraged to apply to the Caltech/JPL Disaster Relief Fund as well as for FEMA assistance. Please consult "Resources for Evacuees." Reimbursement for immediate expenses related to evacuation and relocation may be met through the Emergency Fund. Please keep in mind that grants through the Disaster Relief Fund may be reduced to offset payments made through the Emergency Fund. Please reach out to Associate Dean Darrell Peterson ([email protected]) or Assistant Dean Natalie Gilmore ([email protected]) for questions and Emergency Fund application procedures.
The Institute has purchased air purifiers for distribution to all graduate residences (one per bedroom) to be deployed as soon as possible. We anticipate beginning distribution during the week of January 21.
Guidelines for safe cleanup of soot and ash debris can be found in the FAQs on the Environmental Health and Safety website about air quality precautions following a wildfire. General guidance is to avoid sweeping dust or ash as it resuspends particles into the air; wet mop and wipe down hard, horizontal surfaces using diluted soapy water and working from clean areas toward dirty areas. It is also advisable to wear a high- quality mask when cleaning and to open doors and windows while cleaning, if the air quality outside is good.
We are sourcing Dayton Portable air cleaners (model #2HPB9). However, due to urgency and limited availability, the make and model of air purifiers currently in use varies. All air purifiers have been selected by knowledgeable staff and will work effectively to clean the air.
Yes. Free N95 masks are available to all Caltech community members at the Caltech Store in Hameetman Center.
Braun Athletic Center, Brown Gymnasium and the locker rooms are fully operational. The tennis courts are not currently open due to damage to the fencing. Crews are working to clear the pools of debris and soot, and we anticipate that both pools will be open by midweek. Pool status will be updated on the Athletics website and sent out via the pool notification system. The north field, south field, and track are open, but have not yet been fully cleared and cleaned.
The Student Wellness Center at 1239 Arden Road re-opened on Tuesday, January 21, 2025. The Center sustained physical damage during the recent weather event. The site survey is complete, and it is safe for staff and students to re-occupy the building.
Counseling Services will continue to offer students remote appointments, with on-campus availability for urgent needs in the Center for Student Services. Regular in-person appointments will also resume at the SWS Center on 1239 Arden Road on 1/21.
Until 1/21, Health staff are available to students by visiting the Student Health Portal or calling (626) 395-6393.
Please utilize TimelyCare for non-urgent health needs if you are out of state or need immediate medical attention.
The outpouring of support is overwhelming. We are grateful to and proud of the Caltech community. For those looking for additional ways to help, the Caltech/JPL Disaster Relief Fund is currently accepting donations for affected members of our community.
The Caltech Y will also coordinate or communicate ongoing volunteer opportunities and help students identify other ways to help, both in the near term and with future relief and recovery efforts. Students interested in helping should email [email protected] or talk to a Y Executive Committee member.
We stress that it is important to work with our partner campus offices and programs to ensure our efforts are supporting the community most effectively and are compliant with all fundraising guidance.
For Employees
If you are unable to work because of evacuation orders, emergency standby orders, or interruptions to utility services (e.g., power, internet), please notify your manager of the reason preventing you from working. If you are evacuating or relocating, please provide your manager with the best method to reach you.
Please inform your manager both that you cannot report to work and the reason for your absence. They will coordinate with Human Resources to determine the appropriate pay code for your absence.
You can start by having a conversation with your manager about where it is possible to establish a remote work arrangement for your position.
Note: Not all organizations at Caltech can support remote work, and not all positions are suitable for it. Staff whose work cannot be performed away from their Caltech work location are not eligible to work remotely. In addition, operational needs and constraints may limit the ability to extend remote work to all eligible employees.
Your manager will thoroughly assess job duties and job suitability for remote work to determine what positions can work fully or partially remote, and for how long. Your manager ultimately decides whether to approve a remote work arrangement.
You can request your usual paid time off (sick or vacation time) as outlined in PM 15-2 Paid Time Off for Benefit Based Employees. Please work with your manager to submit your request.
The Staff and Faculty Consultation Center can assist with your mental health and crisis needs. The SFCC staff can be reached at [email protected] or at 626-395-8360.
The HR Benefits Team is available should you need to access your benefits resources, get replacement insurance cards, obtain provider details, etc. The Benefits Team can be reached at [email protected] or 626-395-6443.
The Caltech Federal Credit Union is available to assist with your financial needs. They can be reached at 626-395-6300.
The Disability and Leave Administration Unit is available to staff and their families who require leave of absence due to the recent disaster. The Leave Unit can be reached at [email protected] or 626-395-3092.
Employee and Organizational Development (EOD) is available to assist managers and employees in reconciling time reporting for payroll for those individuals who are unable to work remotely. You can reach EOD at [email protected] or 626 395-6382.
Campus Security is available in case of an emergencies and non-emergencies. For campus emergencies, please call 626-395-5000. Please call 626-395-4701 for non-emergency campus matters.
Please inform your manager of your situation; they will work with Human Resources to assist you.
Report the concerns to your manager, who will work with Human Resources to determine the best way to contact affected staff members.
The Institute is committed to offering support to affected staff. Please contact [email protected] to inform us of your needs. We will do our best to provide you with the appropriate resources.
Please report any loss of Caltech property to your supervisor.
Contact the Disability and Leave Administration Unit (DLAU) for assistance regarding leave or accommodations. They can be reached at [email protected].
For Managers
If your staff are unable to work because of evacuation orders, emergency standby orders, or interruptions to utility services (e.g., power, internet), please follow the following steps:
- Ensure that all actual time worked is recorded accurately either by the staff member or by their manager.
- If one or more of your employees cannot work (onsite or remotely) due to current events, email [email protected] with a list of those employees who cannot work. (See example below.) Payroll will record the unworked/scheduled hours in Kronos as Other Paid Leave (OPL) so that the employee can be paid for the hours they were unable to work. The use of OPL, when appropriate, has been approved through 1/17/2025.
Include the following:
Please enter all hours your employee worked. This should be completed before payroll closes BW02 as scheduled on Monday, January 13, 2025, at 12:30 p.m.
Employees may still request their usual paid time off (either sick or vacation time) as outlined in PM 15-2 Paid Time Off for Benefit Based Employees. Please ensure that the approved time (Vacation, Sick, Personal Holiday) is entered on the timecard. This should be completed before payroll closes BW02 as scheduled on Monday, January 13, 2025, at 12:30 p.m.
Should a unique circumstance require further consultation, please contact Employee and Organizational Development at [email protected].
As always, staff are instructed to work with their manager to explore remote work options.
In situations where work can temporarily be performed from home or at an alternate location, we urge managers to work with employees to identify those instances and consider offering the option of telecommuting. A key consideration for managers is whether telecommuting is compatible with the employee's job responsibilities over either the short or the long term.
Note: Not all organizations at Caltech can support remote work, and not all positions are suitable for it. Staff whose work cannot be performed away from their Caltech work location are not eligible to work remotely. In addition, operational needs and constraints may limit the ability to extend remote work to all eligible employees.
As the manager, you must thoroughly assess job duties and job suitability for remote work to determine which positions can be fully or partially remote, and for how long. Ultimately, you decide whether to approve a remote work arrangement.
The Staff and Faculty Consultation Center can assist with mental health and crisis needs. They can be reached at [email protected] or 626-395-8360.
The HR Benefits Team is available to assist employees with accessing their benefits resources, getting replacement insurance cards, obtaining provider details, and more. They can be reached at [email protected] or 626-395-6443.
The Caltech Federal Credit Union is available to assist with financial needs. They can be reached at 626-395-6300.
The Disability and Leave Administration Unit is available to staff and their families who require leave of absence due to the recent disaster. The Leave Unit can be reached at [email protected] or 626-395-3092.Employee and Organizational Development is available to assist managers and employees in reconciling time reporting for payroll for those individuals who cannot work remotely. You can reach EOD at [email protected] or 626-395-6382
Campus Security is available for emergencies and non-emergencies. For campus emergencies, please call 626-395-5000; for non-emergency campus matters, call 626-395-4701.
Please contact Employee and Organizational Development at [email protected].
Please report your concerns to Employee and Organizational Development at [email protected].
The Institute is committed to supporting affected staff. Please inform us of your staff's needs by contacting [email protected]. We will do our best to provide you with the appropriate resources.
Please take inventory of property lost due to the windstorm and wildfire disasters and await further instructions.
Contact the Disability and Leave Administration Unit (DLAU) for assistance regarding leave or accommodations. Please notify the employee that you will inform the Leave Unit of their request. They can be reached at [email protected]