Employees should email any maintenance service request to the designated approver in his/her area (see list below) who will forward, if approved, to the maintenance work order system at email@example.com. 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 furniture/rooms for college events. The steps in this process are as follows:
Designated approvers who may forward requests to the work order system (firstname.lastname@example.org) are:
When an email request is submitted to email@example.com, a ticket will be assigned within the work order system and an automatic response will be sent via email notifying the designated approver that the request has been received. When the request has been completed and the ticket closed by either the maintenance supervisor or the maintenance administrative assistant, a second automatic response will be sent via email notifying the designated approver that the request has been closed (completed). It is the responsibility of the designated approver to communicate the completion of the task to the originator. NOTE: If others attempt to email requests to the work order system, the email will be rejected as undeliverable. Also, email requests sent directly to the maintenance supervisor will not be addressed. Upon receipt of a request, the maintenance supervisor will prioritize and assign the work order to the appropriate staff. Once the assignment is completed, the request is signed and dated by maintenance staff person, reviewed by the maintenance supervisor, and submitted to the maintenance administrative assistant for closing the work order ticket. Do not submit duplicate requests. If questions arise concerning the completion of any request, contact the vice president of administrative services. EXCEPTION: EMERGENCY REQUESTS If there is an emergency request, please call the maintenance department. An emergency is an item that, if not addressed, has the potential to threaten lives, has the potential of being very costly if not immediately resolved, or disrupts operations. 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, a water pipe burst in the bathroom, etc.
Adopted: July 1, 2002
Revised: July 10, 2002, January 14, 2021
Reviewed: January 14, 2021