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WORK ORDER REQUEST FORM
KEY REQUEST FORM
VEHICLE REQUEST FORM
PROJECT REQUEST FORM
Service
Information
NEW: NOTICE REGARDING SWIPE CARD REQUESTS- All swipe card requests are provided by department of Public Safety and Security at 610-660-1161.
INTRODUCTION
The Facilities
Management Department is responsible for all operations of
facilities, construction, renovation and maintenance repairs of
buildings, grounds, utilities and installed building systems.
The Facilities
Management Department must assure that all maintenance repair,
construction, renovations, or alterations to the university
facilities and installed systems and equipment is carried out in
accordance with all applicable city and local codes, city and local regulations and conforms to university standards.
Presently,
regardless of the source of funds or methods used for such work,
Facilities Management will review or develop plans, specifications
to provide the assurance of university standards. The department
will inspect and review all contracts for facility work.
Facilities
Management employees are trained in every principle trade required
for facilities maintenance repair, alteration, construction or
service. These employees can respond to urgent or specialized
needs and provide continuity of basic maintenance and repair
programs. It also offers a timely and flexible response to
renovation projects of moderate or limited scope. Generally, the
use of Facilities Management employees has proven more economical
than contractual services, although the scope, cost or specialized
nature of some work may make it more advantageous to perform
certain work by contract.
Administration
and the Facilities Management Department will determine the best
means to complete each project.
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SELF HELP
Occasionally
students perform minor alterations themselves. Although this
arrangement is usually acceptable, to insure compliance with
required codes and standards, Facilities Management must have
prior review or give approval of plans and must inspect all
completed work. These precautions are intended to help insure the
safety of the staff and students.
Departments
planning facility projects should request technical review and
inspections by submitting a
Project Request Form for work far in advance, so
that Facilities Management can better meet the needs of the
university community.
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CONNECTION
TO UTILITY SYSTEMS
Because of safety
hazards that may result from incorrectly performed work and the
need to maintain integrity of the utility systems, alterations or
connections to any of the university utility systems may be made
only by Facilities Management employees or by contractors working
under Facilities Management direction.
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WORK
REQUESTS AND RELATED PROCEDURES
Emergency
Service Work
Emergency service
is work performed to correct situations hazardous to life, health, property or interruption of utilities (telephone, electric, etc.). This also includes hazards that would cause sufficient disruption to scheduled activities. This work is normally completed the same day as it is requested. Emergency work requests are received from 8:00 a.m. to 4:30 p.m. by telephone or in person at Facilities Management Systems Control Center, Overbrook Hall, telephone number 660-3000. After- hours and holidays, emergency service may be obtained through the Security department, telephone 660-1111.
Corrective
Maintenance
Request for work
for corrective maintenance or alterations should be received on a
Work Order Request Form to the Systems Control Center or via
electronic mail (FACMGMT).
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FACILITIES
IMPROVEMENT
Requests for
renovations or alterations should be submitted six months prior to
the fiscal year that they are going to be needed. Funding for
alterations, such as additional outlets for computers, new locking
systems, etc., will be the responsibility of the requesting
department.
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FINANCIAL
AND BILLING PROCEDURES
Funding
Responsibility
Facilities
Management receives an annual appropriation which provides basic
maintenance, operation and utilities for Saint Joseph's
university. Other services will be provided and charged to the
requesting department. Except for certain general facilities and
planning support, all services, auxiliary enterprises or support
activities are provided on a reimbursable basis.
Work performed
by Facilities Management will be performed at cost. Total charge
will be determined by actual price or labor including fringe
benefits, materials and equipment used to accomplish the work. To
better understand this policy, if a service request is made to
repair the building and its installed fixed operating equipment,
this will be done through the Facilities Management budget.
Facilities improvements, changes, additions or equipment needed
that is not in place will be estimated and installed on a charge
back basis to the requesting department. Facilities Management is
not budgeted to repair any departmental equipment.
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FACILITIES
PLANNING
Facilities
Management provides a full range of facilities planning and
Facilities Management through its own professional staff or
through contracts with outside professional firms.
To assist in
financial and program planning for facilities projects, Facilities
Management in coordination with a prospective user, develops a
project investigation report. This defines the user's program
needs and service requirements, identifies the scope of the total
project, and a cost estimate. Projects will be developed to
satisfy the applicable codes and good architectural and
engineering practices. Project Investigation Reports are prepared
as general planning support at no charge to the user, after
approval of the Vice President for Administrative Services.
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GUIDE TO
SERVICES
Service calls are
directed to the Facilities Management Systems Control Center,
which is staffed from 8:00 a.m. to 4:30 p.m. (Overbrook Hall,
660-3000). After-hours service calls are directed to the Security
Department (660-1111). Work orders may be sent electronically.
Mail sent to user "FACMGMT" will be viewed and processed
by the Facilities Management Department. Air conditioning and
heating throughout the university is maintained and operated by
Facilities Management. Building occupants should not attempt to
repair any malfunctioning equipment. Improper operation of heating
and air conditioning systems, individual air conditioning units or
other service requirements should be directed to the Facilities
Management Systems Control Center.
Questions
concerning air conditioning, ventilation or heating may be
directed to the maintenance supervisor of Facilities Management.
Building
condition inspections are conducted on a continual schedule for
all university buildings by Facilities Management personnel
to determine items of maintenance and repair required.
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CONTRACT
CONSTRUCTION
Maintenance,
repairs, major renovations or new construction projects are
accomplished through contracts administered by the Facilities
Management construction coordinator. Only Facilities Management
personnel may direct the work of the contractors doing
construction or renovation.
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SERVICES
PROVIDED
Elevator problems
should be reported immediately to Facilities Management Systems
Control Center.
Equipment
installation services provided are by Facilities Management as a
reimbursable service. A Work Order Request Form should be
submitted to the service desk in advance of purchasing said
equipment.
Fire
extinguishers in university buildings are provided and inspected by Facilities Management. The department is also responsible for
maintaining fire alarms, sprinkler systems, and smoke
detectors.
Handicapped-accessible
equipment requests will be reviewed with the Handicapped
Accessibility Committee.
Landscape
services provided by the Department of Facilities Management
through the Systems Control Center.
Light bulb
replacement is provided on a weekly schedule in all public areas
and periodically in classrooms. Requests should be referred
through the Systems Control Center.
Locks, keys,
lock changes are provided by Facilities Management for all university buildings.. Authorization on these requests forms must be
through a department head or a vice president and list building name, room number, and the quantity
of keyskey code if known, reason for copies and recipients listed.Lock changes are also arranged by submitting this
form with the appropriate approval. A charge
will be made for lost keys, lock changes, and extra locks. NO ONE
OTHER THAN A FACILITIES MANAGEMENT EMPLOYEE IS AUTHORIZED TO
CHANGE LOCKS IN ANY UNIVERSITY BUILDING.
Setups and
moving services within the grounds or other university-owned
properties are provided by Facilities Management on a limited
scale. A request should be submitted at least fifteen (15) days in
advance to the Systems Control Center. To move large amounts of
furniture or material other than items requiring special handling,
arrangements must be made thirty (30) days in advance and this is
a reimbursable service. Setups for other than university functions
or overtime are a reimbursable service.
Painting of
buildings and facilities is done on a scheduled basis depending
upon the availability of funds. Additional painting projects are
treated as a reimbursable service and a
Project Request Form should be submitted thirty (30) days in advance to the Systems
Control Center. All painting will be done with the use of standard
university colors unless otherwise approved by the Assistant Vice
President of Facilities Management.
Pest Control
services for the University are provided by Facilities Management
on a scheduled basis. Any special services should be directed to
the Systems Control Center (660-3000).
Refuse and
recycling collection and disposal services are provided by
Facilities Management on a scheduled basis. Special refuse pickup
can be obtained as a reimbursable service with a Work Order Request Form.
Planning of
university facilities is offered by the Facilities Management
Department. Preventive maintenance, inspections, and service are
regularly provided by Facilities Management for all university
facilities. Service cannot be provided for departmental equipment.
Snow and ice
control for roads, sidewalks, grounds, and parking areas are
provided by the Facilities Management Grounds Department.
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FURNITURE
MAINTENANCE AND RE-UPHOLSTERING
Minor repair and
maintenance are provided through the Facilities Management
Department. Maintenance of all basic classroom furniture and
fixtures is provided by Facilities Management. Replacement of
furniture and fixtures is not provided nor within the Facilities
Management budget.
Specialized
department and instructional items are departmental
responsibilities and are provided on a reimbursable basis.
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TRANSPORTATION
SERVICES
Policy
University
vehicles shall be used only for official business or as directed
by the Vice President for Administrative Services. Assigned
executive vehicles may be used according to the IRS guidelines.
University
credit cards shall not be used to obtain gasoline or other items
for vehicles not registered or leased in the name of the
University.
Control of all
general purpose (motor pool) university vehicles is vested in the
Facilities Management Department.
Authorized
operators of university vehicles shall be limited to members of
the faculty and staff or other persons on university business.
Each driver of
the university vehicle must hold a valid operator's license and
have the license in his/her possession when operating a university
vehicle. A copy of all drivers' valid operator's licenses must be
submitted to the Department of Facilities Management ten(10) working days before
operating a university vehicle.
The driver of a
university vehicle is responsible for the payment of any traffic
citation incurred during the operation of the vehicle.
Fleet vehicles
assigned on trip dispatch will be charged to university departments
at the established rate of $15.00 for the first day only and fourty eight and half cents($.485)c ents per mile. Cancellation of vehicles
will be charged at the minimum fee of $15.00.
Department
chairs or heads of administrative units must make requests for the
use of university vehicles on a written Facilities Management work
request establishing a budget number to be charged. Department
chairs or heads will have full responsibility for the proper use
and control of the use of university vehicles released to their
personnel (Vehicle Request Form).
Authorization
Procedure
Authorization for
use of the university vehicle on trip dispatch must be requested
in writing with the following essential information: department
budget number, destination, dates to be used, estimated date of
return, purpose, signature of driver, signature of departmental
approving authority, and a photocopy of valid driver's license.
Scheduling of university vehicles will be done through
Facilities Management. In the event of conflict, the Facilities
Management Department will forward information for decision to the
Vice President for Administrative Services and/or the Vice
President for Student Life.
Drivers of
university Vehicles
Drivers must be 19 years of age and produce a valid driver's license ten(10) working days before use of vehicle. Please see that a copy is on file with Facilities Management Department
Drivers of
university vehicles will be required to participate in the university safety program driver training class as directed prior to use of vehicle.Failure to comply with the university safety program may result in loss of university vehicle privileges.
Drivers will be required to fill out university forms, logs and mileage
reports and return the reports weekly to Facilities Management. The driver will be responsible for all liquid levels - gasoline, oil, anti-freeze, etc.
for assigned vehicle. Each van can transport a total of 12 passengers plus driver. Vehicles are to be used for SJU events only;not for non-SJU students.Drivers are to
return pool vehicles to their assigned location. Drivers are to
promptly report lost or stolen gasoline credit cards to the
Financial Affairs office immediately.
Drivers are to
return pool vehicles to their assigned location and be back by the "return time" stated on form with a clean interior. Drivers are to promptly report lost or stolen gasoline credit cards to the Financial Affairs office immediately.
Drivers will
personally pay any traffic or parking violations and fines.
Subsequent violations may result in temporary or permanent
suspension of the privilege of driving a university vehicle.
Driver
Maintenance: Before operating a university vehicle, drivers will
inspect the condition of coolants, lubricating oil, and visually
inspect the tires and other routine items that any responsible
private owner would typically check.
Vehicle
Assignment Policy: Vehicles may be assigned to departments that
have a major continuous need. Departments that operate a motor
sub-pool will be responsible for scheduling preventive maintenance
and vehicle repairs through the Facilities Management. Department
subpools will operate in accordance with university policy and
procedures.
Department Sub
Pools: Must maintain travel log, mileage, and driver assignment
information according to university policies. All drivers using
university vehicles must submit a copy of their valid driver's
license with the Facilities Management Department prior to the
operation of these vehicles.
Utilization
standards: To insure proper utilization of vehicles in the
transportation fleet, a minimal standard of 12,000 miles per year
or operating a minimum of 30 hours a week per assigned vehicle
should be adhered to. Vehicles used less than these minimal
standards will be subject to review and recall into the motor pool
at the discretion of the Vice President for Administration.
Replacement
Criteria: To operate the transportation pool in the most cost
effective manner, vehicles considered for replacement should
accumulate 100,000 miles or an age of ten years. Vehicles should
also be considered for replacement when major repairs exceed
twenty-five percent of value. Executive fleet vehicles will be
reviewed independently and are not subject to these restrictions.
Student
Operation of Vehicles: university students 19 years of age may
operate university vehicles for authorized university business as
part of employment or travel to or from university functions.
Students using university vehicles will file a copy of their valid
driver's license with the Facilities Management Department, before
operating fleet vehicles. Department heads authorizing use by
students will be responsible for proper operation within the
guidelines of the university policy and procedures.
Accidents: In
the event of an accident, obtain as much information as possible
at the scene of the accident. Accident report forms and
accompanying instructions are in the glove compartment of each
vehicle. These forms must be completely filled out and delivered
to Facilities Management immediately upon return to campus.
In the event of
an accident, the operator of a university vehicle must submit an
accident report to the Facilities Management Department within one
(1) working day. Accident report forms and accompanying
instructions are to be in the glove compartment of each vehicle
prior to operation.
Statements are
not to be given regarding an accident except to police or
university officials regarding responsibility and/or cause. It is
expected that a university vehicle will be operated in a
responsible and businesslike manner. Failure to stop at the scene
of an accident in which you are involved is a criminal offense.
In the event of
personal injuries, notify police and call for medical help. Assist
injured person but do not move them unless absolutely necessary.
Keep them warm and quiet, if possible, pending medical assistance,
i.e., ambulance and/or police.
Do not leave
the vehicle except in an extreme emergency. In case of a serious
accident, bodily injury, or fatality, insure that the University
is notified immediately. When giving information for the insurance
report, be specific as to location, time, extent of injuries
and/or damage to vehicles and a location and phone number where
you can be reached. Give names of all witnesses. If witnesses
refuse to give names, list license numbers of their automobiles.
In the event of no witnesses, get names and addresses of first
persons to arrive at the scene.
Be polite, give
your name, university name, proper address and information to the
people and police. Do not discuss accident with anyone except
police and/or representatives of the university insurance company.
Any statements you make may be used against you later. Regardless
of circumstances, admit nothing, promise nothing, and do not
argue. If at all possible, have pictures taken, do not move or
allow vehicle to move until police arrive at the scene. Note skid
marks and other pertinent information.
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SERVICE
RESPONSIBILITIES
|
Kevin Kane |
Director of Facilities Management |
660-3025 |
| Teri George
|
Facilities Project Administrator
|
660-3020 |
| Alexander Oleykowski |
Associate
Director of Facilities Management, Planning Projects
|
660-3005 |
| Robert
Rossi |
Associate
Director of Facilities Management
Electricians, Plumbing,
Heating, A/C, Locksmith
|
660-3004 |
| Robert
Convery |
Assistant Director,
General Maintenance, Painter, Grounds,
Carpenters, Stockroom. |
660-3003 |
| Julia
Sheehan Harrity |
Assistant Director,
Budgeting, Office, Receiving, Fleet Maintenance. |
660-1100 |
| Leroy Jones |
Power
Plant Foreman |
660-1188 |
| John
Jaskel |
Grounds
Superintendent |
660-3008 |
| Kevin Convery |
Project Coordinator/Foreman |
660-1100 |
| Patricia Goodrich |
Work Order Coordinator |
660-3006 |
| Scott Goldman |
Stockroom/Systems Administrator
|
660-3022 |
| Janice
Stone |
Administrative
Secretary |
660-3000 |
| Joyce
Chambers-Howard |
Administrative
Secretary |
660-3001 |
Thierry Davis |
Vehicle Maintenance |
660-3016 |
After 4:30 p.m.
on weekends and holidays, call Security for service at 660-1111.
24 hour service provided through Security. Duty supervisor
available through Security 24 hours.
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Office
of Facilities Management
Overbrook Hall
Saint Joseph's University
5600 City Avenue
Philadelphia, PA 19131-1395
Business: (610) 660-3000
Electronic Mail: FACMGMT@sju.edu
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