Reporting Procedures For Facilities Service Requests

Purpose

Campus Facilities Development & Operations (FD&O) has sole responsibility for the maintenance of the King Library, which includes the building, utilities, and grounds. All normal maintenance functions, including custodial services, preventative maintenance, corrective maintenance, and minor and major repairs to “Group I” (fixed) equipment constitute the primary responsibility of FD&O.

All facilities work performed on the King Library must be done by or through FD&O under established procedures to satisfy legal, safety, building code, fire code, and insurance requirements.

Depending on the types of facilities service requests, Library employees can call UPD directly (for disasters or for urgent facility problems during FD&O off hours), or call FD&O directly (for urgent facility problems during FD&O business hours), or submit the requests to Library Facilities Coordinators (for non-urgent facilities issues).

Guidelines & Considerations

Facility issues that require Library Staff to place service requests are classified into two categories: emergency and non-emergency.

1. Emergency Service Request: any disaster that presents imminent danger to life or property is an “emergency” and should be reported immediately by telephone to the University Police Department (UPD) dispatcher. Any other immediate facility problems should be directed to FD&O, Monday through Friday between 8:00 am and 5:00 pm, or to UPD any day after 5:00 pm and on weekends or holidays.

   
   

2. Non-Emergency Service Request: University Library and City Library will each designate a Facilities Coordinator who will handle non-emergency service requests from Library staff. These two coordinators will also become alternate for each other in the event the other is not available. These two coordinators will be solely responsible for contacting FD&O on the behalf of Library staff. All the non-emergency service requests should be first submitted to these Library Facilities Coordinators.

Tasks/Steps

Tasks

Responsible Person or DepartmentSteps (What to Do)1.Non-Emergency Service Request
Ex.

-Paint a room

-Change a light bulb

-Fix a broken chair

-Drinking fountain or washroom faucet not working

-Hang a picture
       John Ubando: 8-2154
Tung Pham: 8-2018
       I. Individual Workspace

-City Employee: Contact John Ubando (or Tung as Alternate)

-University Employee: Contact Tung (or John Ubando as Alternate)

II. Common Area

-Common Area: Contact Tung (or John Ubando as Alternate)
       2.Emergency Service Request
Ex.

-All lights out in an office or room/ area

-Toilet overflowing

-Drinking fountain leaking & damaging the area

-Leaking roof

-Security door not closing

       Tung Pham: 8-2018

FD & O: 4-1990

UPD: 4-2222

Management Phone list is at Service Desks. If not found, contact Tung Pham
       I. Emergency Issues

-Business hours (Mon - Fri; 8AM – 5PM): Contact FD & O and Tung Pham

-Nights and Weekends: Contact UPD and Tung Pham

II. Disaster

- Nights and Weekends: Contact UPD and Library Management
       

Applicable Personnel/Departments

Approval(s)

Reviewed and approved by:Signature/NameDate of ApprovalLuann Budd    3/7/06  

Distributions

Intranet

History & Dates

Category of Procedure: Facilities

Document ID Code:

Author(s):Tung Pham

Authorized by:Jo Bell Whitlatch

Date Written:3/1/06

Date Effective:3/1/06

Date(s) of Revision(s): 11/29/07 gd

References

A. Flowchart of the Reporting Procedures for Facilities Service Requests