POLICIES AND PROCEDURES |Business Operations | 6.1 Appearance of Bldgs | 6.1.2 Service
Maintenance Service Request
Employees should email any maintenance service request to the designated approver
in his/her area who will forward, if approved, to the maintenance supervisor, with a copy to the director of facilities. Maintenance activities include items related to repair, cleanliness, health or safety hazards, or any other condition of a physical facility that interferes with the activities taking place in that facility. Additionally, an employee uses this method to request assistance from maintenance in moving heavy items or setting up equipment for college events. The steps in this process are as follows:
The individual identifying a problem/request emails a maintenance service request to his/her designated approver who then forwards the request, if approved, to the maintenance supervisor with a copy to the director of facilities.
The original email must contain a brief description of the request in the subject line.
Designated Approvers who may forward requests to maintenance supervisor:
President:
President
Executive Assistant
Executive Dean, Institutional Advancement and Foundation Director
Continuing Education and Workforce Development:
Vice President
Curriculum Instruction:
Vice President
Dean of Arts and Sciences
Dean of Allied Health and Business Technologies
Operations and Finance:
Vice President
Controller
Bookstore Manager
Student Development and Technology Services:
Vice PresidentThe maintenance supervisor reviews the request, designates the priority, and acknowledges the request by email to the designated approver and to the maintenance administrative assistant for recording in the date tracking system. The request is considered received by maintenance on the date forwarded by the by the designated approver.
Priority designations are as follows:
RED: Emergency or high priority to be completed in less than 2 business days.
If the emergency is an item that, if not addressed, has the potential to threaten lives or has the potential of being very costly if not immediately resolved, please call the maintenance department or the director of facilities. If you do not receive an answer, call the switchboard and request that a message be relayed through radio contact. Examples: Live exposed wires, air conditioning out in the computer room, water pipe burst in bathroom…..
YELLOW: goal is to complete request within 5 business days.
GREEN: goal is to complete request within 15 business days
BLUE: Set up requests-anything less than 10 business days equals “short notice”. To be efficient, we must have lead time to schedule tasks.
ORANGE: Funding or manpower not available at this time. The vice president of operations and finance will make the final decision on funding availability. The director of facilities will make the decision concerning manpower availability with input from the maintenance and grounds supervisors. Response will be made within 10 business days.
The maintenance supervisor assigns the task as a maintenance task, grounds task, or custodial task and assigns a staff person to complete the maintenance task or forwards to the appropriate supervisor of the area to assign other tasks. Grounds tasks will be forwarded to the grounds maintenance supervisor and custodial tasks will be forwarded to the director of facilities.
Once the assignment is completed, the request is signed and dated by staff person and submitted to the administrative assistant for recording in the date tracking system.
If the work is not completed within the priority system timeframe, the designated approver of the request may contact the appropriate supervisor as identified in Step 3 to see when the work will be completed. If dissatisfied with the response, the designated approver may request assistance from the director of facilities.