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Physical Plant
Jacksonville University
CAMPUS FACILITIES DEPARTMENT
SERVICE GUIDE
JU's Campus Facilities Department is dedicated to maintaining an environment that is conducive to learning and teaching for our University community. Our staff of 85 employees provides service to over 50 buildings. JU's main campus consists of over 260 acres. Our technicians respond to approximately 400 work requests a month including our preventative maintenance program. We consider the University's 2,500 students and 500 faculty and staff to be our customers and we strive to provide them with the best service possible.
Perhaps no other department has such frequent working relationships with so many other departments at all levels of the JU organization. To serve the entire scope of needs of the institution's facilities and the people who use them, and to maintain high quality with limited resources is a formidable task.
The mission and functions of the Campus Facilities Department are to enhance the physical environment in support of the University's teaching, research and public service functions. The magnitude and diversity of demands placed on the department create special challenges in the areas of effective liaison and communications with the University community.
In fulfilling its responsibilities, the Campus Facilities Department will require that a high priority be placed on servicing the mechanical devices and utilities systems which keep the University's facilities fully functional for teaching, learning, work and enrichment at all hours of the day and night. It will also have to respond to special needs that involve requests for non-maintenance services from individuals.
This guide addresses the Campus Facilities Department's responsibilities for normal and recurring operations and facilities maintenance and other services rendered to departments and activities sponsors upon special request (Special Services). It outlines some of the more-important Campus Facilities service responsibilities and how those services are normally requested and delivered.
The Campus Facilities Department will continually strive to improve the quality and effectiveness of our services. The goal is to provide the best possible service to the entire University community.
Typically, service requests and other demands will exceed the capacity of the Campus Facilities Department to deliver immediately and some requests will have to wait for service. The reason for a wait may not always be well understood by the requesting party. The length of a wait can be influenced by the following factors and priorities:
SAFETY IS PRIORITY NUMBER ONE
We will work to enhance safety throughout University facilities.
We will take the time to do our work safely; we will not sacrifice safety for haste.
We will regard the safety of facilities users as important as our own.
We will plan and organize to ensure the Facilities Department is in compliance with safety regulations.
PRIORITY NUMBER TWO IS MAINTENANCE WORK
A high percentage of our workload and schedule is determined for us by the demands of mechanical equipment and parts of buildings that are unforgiving of delays. It is imperative that we keep the buildings and systems functioning to avoid disruption of the University's educational activities. Some high maintenance priorities are necessary because of life safety considerations. Other maintenance priorities address compliance with legislation and government regulations.
One measurement of a successful maintenance program is that facilities users rarely notice maintenance work being done. It is either done in an unobtrusive manner, often at times buildings are not being used. Because of this effort to be least disturbing, sometimes the amount of maintenance accomplished is unrealized by facility users.
PRIORITY NUMBER THREE IS SPECIAL SERVICES
We will serve special requests when there is available time for the appropriate Campus Facilities staff (when the higher priorities allow). Not every request can be honored as soon as it is received by the Campus Facilities Department. Among the services we provide are:
Carpentry
Electrical
Locksmith
Mechanical/HVAC
Plumbing
Pest control
Moves and Setup for Special Events
Housekeeping
Recycling
Grounds Maintenance
Operation and Maintenance of Utility Systems and Infrastructure
To request any of these services please use our online work order form.
Please allow 24 hours for your work order to be processed and assigned. If you have a situation that poses an immediate, adverse, effect to the University call the Campus Facilities Service Desk at extension 7550 so we may process your request immediately.
To submit a work order request click on the link above, login with the letters JU, a dash, and the 2 letter building designation (Building List) for where the work is to be completed (example: for work to be done in the Davis Building enter JU-DB), enter the password we have provided, fill out the form completely and click 'Submit'. When you enter your email address on the work order you will also receive an email with a link to our satisfaction questionnaire. If you would please take the time to provide us with some valuable feedback so we can improve our service we would greatly appreciate it.
What is the process to complete a work order?
The process starts when one of your department representatives either calls to report an emergency or fills out our online work order form. For a routine work order it takes approximately 24 hours to review and assign the work to one of our technicians. After the request has been assigned it will be scheduled for completion. Repairs that need to be completed that pose an immediate, adverse effect to the campus will take priority over routine requests. Please allow about one week for us to schedule your request most advantageously.
Campus Facilities Contacts:
Greg Kaufman, Director of Campus Facilities
Michael Conley, Director of Engineering & Construction
Chuck McCord, Coordinator of Customer Service
Phone: 256-7550
Fax: 256-7553
COMMUNICATION WITH CAMPUS FACILITIES
The Campus Facilities Service Desk
The quickest and easiest way to make direct contact with any division of Campus Facilities is to call the service desk at extension 7550.
CAMPUS FACILITIES SERVICES
Facilities Maintenance services consist of inspections, planned and emergency work performed to maintain the University campus grounds, utility systems, buildings, and permanently attached fixtures or other equipment designated as part of a building.
Typical Facilities Maintenance services include:
Interior and exterior repairs and continuing operation of academic and general purpose buildings.
Custodial services such as vacuuming, mopping and waxing floors, cleaning windows and chalkboards, emptying and other general housekeeping and cleaning.
Periodic scheduled maintenance, overhaul and repair of building utilities such as the heating, cooling, plumbing, gas and electrical systems.
Care of trees, shrubs, lawns, sidewalks, streets and parking lots.
Maintenance of all doors and locks and the distribution of all University keys as authorized by administrators.
Interior and exterior painting (except for contracted renovations and new construction).
MAINTENANCE EMERGENCIES
Situations may arise which require prompt action by Campus Facilities to resolve danger to health, the possibility of injury, the imminent probability of damage to University property or severe disruption of scheduled University activities, classes and/or office work. Heating or cooling malfunctions, roof leaks, plumbing leaks and area-wide power failures are examples of emergencies.
In the event of a maintenance emergency, call the Campus Facilities Service Desk at extension 7550.
When reporting an emergency, be prepared to give precise information about the nature and location of the problem. Give a location or telephone number where you can be reached if additional information is necessary.
ROUTINE MAINTENANCE
Most Campus Facilities maintenance services are deliberately performed at times when normal activity by people using the affected space will not be disturbed. They do not have to be requested, and, typically, building users are unaware there was maintenance activity in progress.
If a problem or malfunction occurs tat requires maintenance or repair services, it should be reported via the online work order request form. If a reported problem is not an emergency, it will be resolved during normal Campus Facilities working hours (which may include a "night shift").
For example, burned out lights, leaky faucets and "squeaky" doors result from normal building use and are considered routine problems. It is best to perform maintenance or repair work when the work itself does not inconvenience building users. Upon considering many circumstances, including impact on classes, office work, or other scheduled activities, a maintenance supervisor will determine whether the problem is so serious as to constitute an emergency and must be taken care of at once.
SPECIAL SERVICES / ALTERATIONS
Special Services / Alterations are services (outside the normal routine maintenance responsibility of Campus Facilities) that change the physical charateristics of a system or building rendered to departments and activities sponsors upon special request and are chargeable to the department or sponsor for which rendered. Alterations must be requested by the department's budget authority (the cost will be billed to the department). Planning and estimating services to determine scope of work and estimate costs may be requested via the online work order form, but no work will be performed until the project has been approved and funded.
When a service request will result in a change in the use of the present space or result in a major alteration (i.e., wall relocation, carpet, draperies, additional utilities, etc.), the request must first be processed and approved by the University President or Vice President for Finance and Administration, in accordance with University policy addressing building alterations and improvements. http://www.ju.edu/administration/PDF/bldgAlterationRequest.pdf
Requests for renovations, alterations or modifications of space and installations of new equipment must be submitted through the budget process to the Budget Director. Minor capital improvements will be screened by the Budget Director and senior administrators and a funding source as well as a priority order will be established for all such projects. When any project requires the services of an outside designer (architect or engineer) or contractor, or reaches a cost threshhold qualifying as a Capital Maintenance Project, the Director of Engineering & Construction will manage the project after it has been approved by the University Vice President for Finance and Administration and an account has been set up by the Budget Director. It is imperative that an alteration request be approved and funding specified for Engineering & Construction or Campus Facilities to proceed with the project.
While alteration or project work is being performed or coordinated by Campus Facilities, department personnel should not instruct workers on the job to make changes of any nature. Changes must be communicated through the Director of Engineering & Construction by the administrator who initiated the request.
REQUEST FOR SPECIAL SERVICES
Requests for Special Services must be made in writing using the CampusFacilities Alteration request and attached to a Purchase Requisition (Blue Sheet), complete with the cost center and full description of the work requested. Requests not signed by a budget administrator will be returned to the department head. Mail (or bring) all requests to the Campus Facilities Service Desk.
Special Services - CHARGES
Charges to University Departments in response to an approved Special Service Request are based on the actual cost to the Campus Facilities Department of materials and supplies. Charges for materials and supplies may include transportation cost. Contracted outside labor and materials will also be charged to the requesting department.
PRIORITY OF WORK
Except for emergencies, Facilities Maintenance work will have the highest priority on Campus Facilities Department work schedules and available manpower. Special Services will be scheduled in the order the requests are received and when time is available.
Emergencies are disruptive to all concerned, and often to some not directly involved. It is strongly recommended that requests for Special Services be planned well in advance to avoid their becoming an emergency to the requesting department and the Campus Facilities Department. Emergency work, done in haste, is almost never efficient and, most often, it must be re-done when more time is available.
The Campus Facilities Department sets its Work Order priorities based on the following:
Priority #1 - EMERGENCY service requiring an immediate initial response to prevent escalation of the problem or damages, or to abate a condition which could result in loss of life, personal injury or damage to University property.
Priority #2 - URGENT service which may or may not require an immediate response. Such a service could include repairing items which have potential for causing damage to adjacent areas or disruption of an ongoing University activity, for example, a dripping drain line or a "flickering light" in a classroom.
Priority #3 - ROUTINE service not requiring an immediate response. No significant loss or damage is anticipated and the problem may be resolved on an orderly schedule.
LIMITATIONS ON FACILITIES MAINTENANCE AND SPECIAL SERVICES
Facilities Maintenance and Special Services are limited to University physical property and bonafide University programs and activities. Labor, equipment and materials may not be used for personal benefit or for programs or activities, either on or off campus, which are not funded or sponsored by the University, regardless of any other affiliation with the University.
The Campus Facilities Department does not furnish furniture, tools, materials or supplies other than those necessary to carry out the Campus Facilities Department's responsibilities, or when authorized, to perform Special Services.
Because of safety program requirements, tools and equipment are not available for loan (no matter how well qualified the person requesting), either on or off University property.
GENERAL INFORMATION
AIR-CONDITIONING, HEATING AND REFRIGERATION MAINTENANCE
Room and area thermostats are set to temperatures considered to be in the "comfort zone" for most occupants. Should there be a general problem with any space temperature, a call to the Campus Facilities Service Desk will receive prompt attention. Built-in air-conditioning, ventilation and exhaust fans, etc. are maintained as a Facilities Maintenance service.
Except in highly unusual circumstances, the University will not purchase and install supplemental air-conditioning or heating equipment intended for personal comfort. The University discourages the use of portable space heaters to adjust room temperature where there are built-in heating and cooling systems.
APPLIANCES
REFRIGERATORS, COFFEEMAKERS, MICROWAVE OVENS AND OTHER APPLIANCES
Refrigerators, coffeemakers, microwave ovens and other appliances are the responsibility of the users. Housekeeping absolutely will not clean refrigerators, coffeemakers and other food storage and preparation appliances.
Electrical appliances for food or beverage preparation or storage should not be used in personal offices. They require large electrical currents and may overload the available circuits. The electromagnetic interference caused to personal computers by microwave ovens should be an obvious reason for not using them in office areas.
Food preparation in a personal office may release odors that become a problem for others.
SINKS & COUNTERS -- WORKROOMS, LOUNGES, CLASSROOMS AND LABORATORIES
Housekeeping will clean the counter tops and sinks in workrooms, lounges, classrooms and laboratories once each weekday evening, provided the sinks are completely empty. Users are responsible for cleanliness of the sinks, counters and appliances during the day.
Housekeeping is not responsible for "doing the dishes". If there is anything left in a sink overnight, the cleaning will be skipped.
Countertops will be cleaned once each weekday evening. Custodians are not responsible for clearing countertops and putting away equipment and supplies left on counters. Custodians will not make judgments that anything left on a counter is "trash" or "waste". If anything is left on a countertop, it will not be moved and that area of the countertop will not be cleaned.
ANIMALS AND PETS
Except for a certified need for an animal "helper" (i.e., "guide dog"), animals are generally prohibited in University facilities and on University grounds. Only in controlled laboratory situations will live animals be permitted in classrooms or labs. The animal(s) will be removed as soon as the instruction is completed and will not be kept in a building longer than necessary for the actual instruction.
Live "pets" of any type are prohibited inside any University facilities, including classrooms, offices or workspaces. Owners of pets will not be allowed to use University grounds for walking, exercising or relieving pets.
Unattended animals will be removed from University property and will be turned over to animal control authorities.
AIR QUALITY -- ODORS AND "SMELLS"
Many individuals are extremely sensitive to airborne particles, odors and fragrances. Some individuals experience extreme reactions (in some instances, life-threatening) to airborne volatile organic compounds (VOC's). Except for some laboratory areas and restrooms, air is re-circulated within a building. Particles, odors and fumes that may originate in a very small area are picked up by the moving air returning to the fan units. They are then redistributed to a much larger "zone" within the building. Once released, there is no way to quickly purge the particles, odors or fumes; in time, they will eventually be diluted and become undetectable -- if the source has been eliminated.
Building users are cautioned to exercise caution and restraint in using any substance which may release fine particles, strong odors or fumes into the air. Some examples are spray glue, duplicator fluid, paint, ink, art materials, and cleaning fluids. READ THE LABEL !!
For the same reasons, room deodorizers, air fresheners, incense or scented candles (open flames are prohibited), and other "scent" producing materials should never be used in University facilities. They may be pleasant to one person, but offensive or even harmful to others.
BICYCLES AND BICYCLE RACKS
Bicycles are not to be ridden on University sidewalks or lawns.
Bicycle racks are strategically located on the campus for convenient access by bicycle riders and to avoid rider-pedestrian conflicts. Locking bicycles to the rack is encouraged. Using other site fixtures such as sign posts, light poles, building columns, handrails, etc. is improper and may obstruct pedestrians or access by disabled persons. Any bicycle attached to other than a bicycle rack may be removed and impounded by Public Safety.
Parking or storage of bicycles (or any other vehicle, whether motorized or human powered, except for wheelchairs and authorized personal transporters) inside buildings, including arcades, porticos, lobbies and entrance or exit ways is strictly prohibited. Any bicycle or vehicle found in violation may be impounded by Public Safety.
BUILDING SIGNS - EXTERIOR
Maintenance of permanent exterior signs is the responsibility of Facilities Maintenance. Selection and installation, including re-installation because of alterations, of appropriate building identification signs is the responsibility of the project sponsor.
Placing temporary signs on University buildings, by any party, is prohibited except by permission of the Vice President for Finance and Administration. Any permission to post temporary signs includes responsibility for removal and repair of any damage and cleaning, when necessary.
BULLETIN BOARDS, TACK BOARDS, TACK STRIPS, ETC.
When consistent with the nature of the space, tack strips, tack boards and bulletin boards which have been purchased by a department may be installed by Campus Facilities as a Special Service. Temporarily affixing signs and notices by taping or tacking them on doors, walls, etc. is prohibited because it damages the paint or obstructs vision through the door glass. Lockable, permanently mounted display cases are entirely the responsibility of the department that purchases or controls access to the display.
BUILDING CODES
Safety, fire codes and other codes, ordinances and governmental regulations must be respected in all work performed by the Campus Facilities Department, whether a Facilities Maintenance service or a special service is involved.
Campus Facilities will not knowingly violate any code requirement for the convenience of any individual or sponsor. Questions concerning code requirements should be discussed with the Campus Facilities Director.
CANDLES AND OPEN FLAMES
Candles, incense and other open flame materials and devices are prohibited in University facilities except in instructional laboratory space. Burning of any material is prohibited except under a fume exhaust hood.
CHALKBOARDS AND MARKER BOARDS
Chalkboards and marker boards which have been installed in instructional spaces (classrooms and laboratories) will be erased and cleaned by Housekeeping once each weekday evening. Instructors are expected to erase chalkboards and marker boards during the day between class meetings.
USING PERMANENT TYPE MARKERS WILL RUIN THE MARKER BOARDS! USE ONLY APPROPRIATE ERASABLE MARKERS.
Acquisition and maintenance of chalkboards and marker boards for non-instructional spaces (offices, workrooms, etc.), including cleaning and
supplies, is the responsibility of the user departments.
DECORATIONS -- CHRISTMAS AND OTHER HOLIDAYS AND OCCASIONS
While decorations add to enjoyment of holidays and "festive" occasions, they may present some problems if practical restraints are not recognized:
Heavy objects must never be attached directly to the ceiling. For example, crepe paper and foil garlands are light enough to be supported, but hanging baskets (live or artificial plant containers) may pull down the ceiling.
Christmas lights (and any other decorative lights) must be UL approved, used with utmost caution and should never be placed on "real" trees or plant materials indoors.
Natural plant materials such as decorative evergreen wreaths, may dry out and become fire hazards, just as they do at home.
Candles or open flames of any type are prohibited in University buildings except in controlled laboratories.
After several days, it may be very difficult to remove tape from walls, doors and ceilings.
DECORATIONS -- PERMANENT "OFFICE DECOR"
The Campus Facilities Department encourages University faculty and staff to "personalize" their office. "Decorations", however, must be used with an understanding of their effect on the building systems and finishes. "Over-doing it" will only cause problems for the user and Campus Facilities.
Heavy objects such as "hanging baskets" and plant containers must never be hung directly from the ceiling. Supplementary lighting must not be attached in any way to walls or ceilings.
Fasteners for support of personal pictures and artwork must be reasonable in both size and quantity. The walls are constructed of "sheetrock" (a relatively soft gypsum material) and metal studs. It may not be possible to drive a screw, nail or picture hook just anywhere.
"Custom paint jobs" and more-than-normal "wear and tear" will have to be resolved with the department head before space can be reassigned.
ELECTRICAL REQUIREMENTS FOR OFFICE, LABORATORY OR SPECIAL EQUIPMENT
In the process of selecting electrically powered equipment, the following principles and electrical characteristics must be observed:
All regular convenience outlets (wall outlets) are 120 volt, single phase. There are likely to be several outlets on a common circuit with a maximum circuit current capacity of 20 amps. The gray-colored outlets are non-filtered 120 volt power. The orange-colored outlets have surge protection and are filtered power suitable for computers and other electronics. Orange-colored outlets do not signify isolated ground or uninterruptible power. [Overloading a circuit will cause the circuit breaker (a fuse ) to trip (interrupt the power) and all the equipment connected to outlets on that circuit will be automatically shut off. When a circuit breaker trips, some equipment must be disconnected to reduce the load and the circuit breaker must be manually reset by maintenance personnel.]
For equipment requiring more than 20 amps on a single circuit, voltages other than 120 volts, or more than one phase, Campus Facilities must be consulted to determine whether or not appropriate voltage and/or current capacity are presently available in the location where the equipment is planned to be used. If appropriate voltage and/or current are not already available, the department must initiate the request for Special Services to have the power installed. Installation of, or modification of, building electrical wiring by anyone other than a certified electrician is a violation of safety practice and Building Codes.
ELEVATORS
The Campus Facilities Department contracts for the maintenance and repair of all elevators. Only Campus Facilities or Public Safety personnel are authorized to call the elevator service contractor. If problems are encountered with any elevator, call the Campus Facilities Service Desk or the Public Safety Office.
Elevator emergencies will be handled by staff who have been specially trained in procedures for the safe removal of the elevator occupants. Please do not attempt a "rescue" from an elevator if you have not received this training on elevators.
EXCAVATION ("DIGGING")
No excavation (digging) is permitted on University property except by the prior approval of the Campus Facilities Director. "Excavation" includes digging or driving an object into the ground to make any size hole or to place any stakes, signs, posts or other objects driven or drilled into the ground. This restriction is necessary because many utility lines are located throughout the campus just below ground level.
FIRE EXTINGUISHERS
Should a fire extinguisher be used, or if a permanent extinguisher is missing, please notify the Campus Facilities Service Desk or Public Safety immediately.
The purchase and maintenance of fire extinguishers is the responsibility of the Public Safety Department. Inspection, replacement, and servicing of all University fire extinguishers for general and instructional space may be performed by either Public Safety personnel or a service contractor.
FURNITURE AND EQUIPMENT -- GENERAL
The University Purchasing Department will process all requisitions for new furniture and equipment.
The Purchasing Director will process all requests for furniture and equipment from storage (used and surplus stock). The Campus Facilities Department does not maintain stock of new, used or replacement furniture and equipment.
The Campus Facilities warehouse will receive and process all new furniture and equipment delivered from vendors.
The Campus Facilities department will deliver or transport furniture and equipment only upon request and authorization by the Purchasing Director.
Furniture and equipment will be assembled and/or moved by Campus Facilities on a "when time is available" and "first come, first served" basis when requested as a special service.
Campus Facilities does not maintain a stock of maintenance and replacement parts for departmental furniture and equipment.
Campus Facilities is not responsible for construction of or modifications of departmental or instructional furniture and equipment or custom fixtures.
The Campus Facilities Department assumes no responsibility for personal or non-University owned furniture or equipment, regardless of its location or use on University property.
FURNITURE AND EQUIPMENT ASSEMBLY
When it reduces the price and freight charges, furniture and equipment are often ordered shipped to the University partially or completely disassembled. Upon arrival, the items must then be assembled before they can be used.
The Campus Facilities Department will assemble furniture and equipment on a "when time is available" and "first come, first served" basis. Therefore, there may be some time lag between delivery by the vendor and final delivery to the user department for items to be assembled. Furniture and equipment items will not be delivered by Campus Facilities without authorization of the Purchasing Director.
Most often, a lower price also means lower quality and less durable construction. This is especially true with particle board, "composition board", softwood and very light-gauge metal construction. Some items are so poorly made that they deteriorate rapidly, especially with any movement. The Campus Facilities Department cannot be held responsible for the suitability or durability of items which Campus Facilities assembles for other departments.
Campus Facilities recommends consulting with the Purchasing Department regarding quality before writing a requisition based on "the lowest price".
FURNITURE MAINTENANCE
Moveable general classroom furniture, fixed lecture room seating, built-in laboratory furniture and other standard "fixed equipment" is maintained by Campus Facilities as a Facilities Maintenance service. Care, custody and maintenance of office furniture and equipment is the responsibility of the user department. Instructional equipment maintenance is the responsibility of the instructional unit.
Requests for repair of furniture and equipment items will first be reviewed by the Purchasing Director for evaluation of the relative cost of repair vs. replacement. When requested by the Purchasing Director, Campus Facilities may attempt to repair an item, however, the Campus Facilities Department cannot guarantee a successful repair.
The Campus Facilities Department reserves the position to refuse to attempt any repair of departmental furniture or equipment if Campus Facilities does not have the appropriate skills. Outside labor and materials will be at the requesting department expense. Repairs will be scheduled on a "when time is available" and "first come, first served" basis.
If there is an odor problem within any University building, please call the Campus Facilities Service Desk for an investigation.
PAPER TOWELS AND OTHER DISPENSERS -- WORKROOMS, LOUNGES, CLASSROOMS & LABORATORIES
Campus Facilities is responsible for maintaining paper towel dispensers and towels only in the public restrooms in University facilities.
When purchased by the user department, Campus Services will mount paper towel, soap and other dispensers in workrooms, lounges, classrooms and laboratories as a Special Service. The user department or instructional unit will then be responsible for furnishing all supplies and loading the dispensers.
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