Campus Resources 

• Introduction
• Self Help
• Connection to Utility System
• Work Request and Related Procedures
• Facilities Improvement
• Financial and Billing Procedures
• Facilities Planning
• Guide to Services
• Contract Construction
• Services Provided
• Furniture Maintenance and Re-Upholstering
• Transportation Services
• Services Responsibilities

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.

• TO REQUEST A KEY, please fill out the following form, print it out, and deliver it to Facilities Management.

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 $15.00 for the first day only and fifty eight and a half cents($.58.5) cents 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

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