The policies and procedures that follow delineate the major functions and highlight the interrelationships between the Physical Plant operations and other entities of Valdosta State University.

1101.02 Objective

The objective of the Physical Plant policies and procedures is to provide quality service to the students, faculty, and staff of Valdosta State University.

1101.03 University Organization for Physical Plant Operations

1102 ORGANIZATION (See Exhibit 1101.03-1)

1102.01

The Director - Operations and Maintenance of Physical Plant reports directly to the Vice President for Finance and Administration. He is responsible for: all related engineering and architectural aspects of new buildings; maintenance, operations and renovation of campus property; and such other duties assigned by the Vice President for Finance and Administration. These responsibilities include the operation of the campus utility systems, maintenance of roads and grounds, provisions for engineering planning and support, as well as building maintenance and custodial services to academic, administrative, and other University facilities. The maintenance of architectural documents is also part of his responsibilities.

1102.0102 Duties

1102.010201 General Responsibilities

Assumes full responsibility for the design, construction, and maintenance of all aspects of the University’s Physical Plant.

1102.010202 Specific Duties

Directly Supervises: The Assistant Director of Physical Plant for Maintenance Operations, the Assistant Director of Physical Plant for Landscape and Grounds Maintenance, the Assistant Director of Physical Plant for Custodial Services, and the Manager of Chemical Storage, Spraying Operations and Plant Safety. The Director also directly supervises a Plant Warehouse operation and a full Administrative section.

Provides general guidance to architectural engineering firms on physical plant specifications for construction projects, plus some guidance to design solutions.

Provides policy instructions to all contractors on new or maintenance construction, giving approval to construction methods or materials.

Develops, for approval, a Physical Plant budget, providing proper justification for amounts requested, including the development of all policies affecting the physical plant operations.

Provides design work in methods for utility design, problems on structural design of present buildings, and idea design for equipment and methods in carrying out construction and maintenance work. Encourages all employees to immediately report to the Physical Plant areas in need of maintenance regardless of the area involved.

Assumes responsibility for ensuring that the Physical Plant Division complies with all University, State, and Federal policies and regulations in its area of responsibility.

Maintains relationships with all University departments, divisions, etc.

Maintains records on personnel reporting, staff payroll, accounting for funds, budget administration, and systems for charging other budgets for Physical Plant services.

Handles correspondence with architects, engineers, University officials, State governments, Federal agencies, and local officials, and others.

1103 Policies

1103.01 Building Safety Requirements

The overall responsibility for campus safety rests with the Public Safety Department. However, the Physical Plant, Valdosta State University, complies with and/or takes steps to ensure compliance with the following codes and standards during new construction and renovations of campus buildings:

(1) Latest edition of Standard Building Code
(2) OSHA Standards (Federal Register, Volume 39, Number 125, Part II, June 27, 1974)
(3) Fire Protection Handbook - National Fire Protection Association
(4) National Fire Codes, Latest Edition Close coordination on all matters pertaining to safety and health is maintained with the Director of Public Safety and the personnel division, Valdosta State University as well as with all State of Georgia safety agencies.

1103.02 Association With Other College Units

1103.0201 Service

The Physical Plant places high priority on rendering prompt and efficient services to other departments, divisions, etc. of Valdosta State University. In order to facilitate planning however, the academic/administrative department contemplating the services of the Physical Plant should notify the Director - Physical Plant, in writing, of needs requiring major effort. If the requests do not fall within the jurisdiction of the Physical Plant, the concerned department will be advised and the request forwarded to the applicable department.

Equipment and tools belonging to the Physical Plant will not be loaned to personnel of other University units, with the exception of small, non-power tools to students for work on university-approved projects. These requests for tools need to be approved, in writing, by the Office of the Dean of Student Affairs. Tools will be returned as soon as the project for which they were used is finished.

In no case will tools be on loan for longer than a one-week period.

1103.03 Building Services

General: The Director - Physical Plant has overall responsibility for building services of academic and administrative buildings throughout the campus.

1103.0301 Custodial Services

Normal custodial services, under the Assistant Director of Physical Plant for Custodial Services, consist of regularly scheduled cleaning of classrooms, offices, corridors, restrooms, etc., Monday through Friday. Expendable supplies such as paper towels, etc., are provided as required. (Laboratory supplies, etc., are not included.) See Department of Custodial Services.

1103.0302 Extermination

The Physical Plant Department has a fully capable extermination service under the supervision of the Departmental Manager for Chemical Management and Plant Safety. This department provides pest control of building interiors and exteriors and other related services.

1103.0303 Lock and Keying

The Lock and Key Shop, under the Structural Superintendent, maintains a plan of all lock and keying schedules on campus. A master set of keys is maintained in a locked file. Keys are made available to authorized persons on a "need to enter" basis. A written policy is in effect outlining procedures to be used for institutional control of keys and locks and requests for services in regard to keys and locks. (See, "Administrative Policies and Procedures, Key Control and Lock Control" Physical Plant Division).

1103.0304 Building Security

The Department of Public Safety, under the Director of Public Safety, is responsible for securing of buildings after completion of classes or other scheduled events, Monday through Friday, as well as weekends, unless special arrangements have been made to keep certain buildings open.

1103.0305 Additional Services

Trash/garbage pickup from all campus buildings is handled on a scheduled basis under the Assistant Director of Physical Plant for Landscape and Grounds. Pest control is handled on a scheduled basis, or as requested by departments.

1103.04 Campus Appearance

1103.0401 Responsibility

The Landscape and Grounds Department is responsible for the maintenance of lawns, shrubbery, trees, and flowers of the campus property.

This responsibility includes landscape design and implementation, reseeding, and pest control of lawns and shrubs, as well as the removal/replanting of ornamental trees. It also includes the maintenance of the campus irrigation system.

A Greenhouse for flowers is maintained by this department to aid in the beautification of the Valdosta State University Campus.

The Landscape and Grounds Department is also responsible for the cleanup of grounds surrounding athletic facilities, especially after athletic events such as football, basketball, and baseball games. The cleanup of areas inside the facilities is the responsibility of the Custodial Services Department.

1103.05 Changes in Buildings and Utilities on Campus

The Physical Plant at Valdosta State University is responsible for ensuring that any changes in buildings or utilities comply and conform to all federal, state, and local code requirements.

1103.0501 Buildings

Before any changes to buildings are made, approval shall be obtained in writing from the Director - Physical Plant or his designated representative. All changes or additions to floors, walls, ceilings, doors, windows, Venetian blinds, etc., will be made either by members of the Physical Plant work force, or under the direct supervision of the Director - Physical Plant or his designated representative.

1103.0502 Utilities

All changes to and repairs of utilities will be accomplished by the Physical Plant work force unless specifically contracted by the Physical Plant to outside contractors when internal capabilities do not exist.

1103.050201 Building Heating and Cooling System

The central heating and cooling systems at Valdosta State University are designed differently depending upon the building, its age, and whether the building is served individually or within a 1oop with other buildings. The design of each system differs and some require manual switching of the system from heating to cooling or vice versa. Because of these design differences, conversion of the operating mode of some systems require up to 24 hours to accomplish. Therefore, the operating parameters of the system should not be changed too often in a relatively short time span.

The operating mode of a system is changed whenever the person in charge of a particular building requests service from the Physical Plant. Changes between system operating mode (cooling and heating operation) are also made at the direction of the Vice President for Finance and Administration.

Those utility systems under direct control of building occupants should be operated in an economical manner. It is imperative that someone be designated in each facility to ensure proper system operation to prevent damage to building systems or waste of utilities.

Requests for change should be initiated by the dean/director or department head, or his/her representative by telephoning the Physical Plant receptionist, 333-5875.

1103.06 Utility Connections for Building Contractors

Temporary electric service to meet the needs of a building contractor is normally furnished from the University electrical distribution system and is covered in the contract specifications. The cost for this service is agreed in contract documents. Billing for this service will be made to the contractor on a monthly basis. Final billing is made when the building is completed, and follows

final acceptance of the building unless other agreements were made between the contractor and the Physical Plant of Valdosta State University.

Requests for tap-on service by the contractor should be directed, in writing, to the Office of the Director of Physical Plant. Requests must be specific as to services required and must contain a rough sketch showing pertinent locations of services requested.

1103.07 Protection of Utilities

The steam, potable water, chilled water, and sewage disposal lines are located underground throughout the campus. All high voltage electrical lines are underground.

These utility lines are vital to the operation of Valdosta State University and extreme caution must be taken by personnel contemplating digging or excavating in the vicinity of these lines. Only personnel designated by the Director of Physical Plant, or his representatives, will be authorized to dig or excavate on the campus.

The Assistant Director of Physical Plant for Maintenance Operations in conjunction with the foremen of the Electrical Shop and Mechanical Shop are jointly responsible for the operation, maintenance, and repair of the utility lines on campus.

Anyone aware of an obviously defective utility line should notify the Physical Plant receptionist, telephone 333-5875.

1103.08 Installation of Equipment Requiring Utilities

Department heads/directors should contact the Physical Plant, in writing, prior to the purchase/ acquisition of special purpose equipment requiring utility connection other than 120V, single phase electricity. Exempt from this requirement are standard voltage, low wattage devices (typewriters, coffee urns, desk lamps, etc.) and simple equipment or devices connected to faucets (distillation equipment, rotary evaporators, etc.)

This coordination requirement is established to help discharge the Physical Plant’s responsibility of maintaining University facilities in compliance with building, fire, and safety codes, as well as assisting the purchasers in determining the extent of items that must be considered in the completed installation and operation of special purpose equipment.

The Purchasing Department should contact the Physical Plant prior to ordering special purpose equipment, to ensure compatibility of such equipment with existing building utility capacities and applicable codes.

Installation of special purpose equipment should be accomplished under the supervision of the Director of Physical Plant or his designated representatives.

1103.09 Conversion of Classrooms and Auditoriums

Approval shall be obtained in writing from the Vice Presidents for Academic Affairs, Finance and Administration, or Student Affairs before any classroom or auditorium is converted to any other use. Procedures for obtaining approvals are be outlined in, "Administrative Policies and Procedures, Requests for Projects".

After approval for the intended change has been obtained, the actual changes to the building will be done by the Physical Plant or outside contractors under the supervision of the Director of Physical Plant to ensure that all such changes conform to all state, federal, and local code requirements.

1103.10 Requests for Project Work

Projects that involve renovation or remodeling of facilities or construction of new areas require design, costing, approval, and funding. Funding should normally be requested through Major Repair/Rehabilitation Funds (MRR) allocated annually by the Board of Regents. If MRR funds are not provided then funding must come from Valdosta State University sources. It is necessary therefore, that adequate long-range planning for expansion take place at the lowest level to ensure that enough time is available to complete designs, estimate costs, secure proper approvals, and

request funding. A formal poilcy will be developed to describe proper procedures for requesting and approving projects.

1103.11 General Maintenance and Emergencies

1103.1101 General Maintenance

All units of the University will receive a high level of maintenance service at a rapid rate of response consistent with the availability of manpower and resources. Emergencies will be given the highest priority.

1103. 1102 Emergencies

Emergencies are those problems requiring immediate response to avoid interruption of essential services such as electricity, gas, heat, air conditioning, or plumbing. Conditions that are considered to be hazardous to personnel, equipment, or facilities are also included in this category.

Restoration of utilities serving the infirmary, the computer center, laboratories, etc., are always handled on an emergency basis. The maintenance of Public Safety Department equipment is also very high on the priority list.

The Director of Physical Plant or his representative has the responsibility to determine whether an emergency exists. He will ascertain the priorities to be assigned if several non- emergency maintenance problems need to be taken care of on short notice.

1103.12 Distribution of Physical Plant Costs

Generally, expenses of operating and maintaining University facilities are charged to the Physical Plant account.

When Physical Plant costs are incurred for changing the character of the facility, as well as the maintenance/repair of laboratory equipment and specialized equipment (special power, specialized air conditioning equipment, etc.), these costs will be charged to the department requesting the service. In border-line cases, the Director of Physical Plant, or his designated representative, will determine the category of maintenance/repair

and whether or not the cost of the work will be charged to the Physical Plant.

1103.13 New Construction

The orderly, long-range development of the Physical Plant at Valdosta State University is the responsibility of the Vice President for Business and Finance.

The Physical Plant Department is responsible for new facilities planning and for the implementation of capital improvement projects. Generally, new facilities planning and construction as an in-house effort is limited to projects which have been approved by the Board of Regents, Office of Facilities. Other projects are accomplished by outside architects and contractors in close coordination with the Physical Plant Department.

1103.14 Facilities Inventory

1103.1401 Equipment List Inventory

An equipment list inventory is maintained by the Property Control Section, Purchasing and Supply Service Systems Division.

1103.1402 Architectural Documents

The Physical Plant has on file the following documents of Valdosta State University.

1103.040201 Composite Maps

These maps show the latest configuration of particular utilities such as steam lines, power lines, etc. These maps are primarily intended for the use of Physical Plant maintenance/repair crews. However, they can be provided to other university employees if needed for special projects or other official uses. They are updated as necessary.

1103.140202 "Record" Building Construction Plans and Maintenance Files

These documents are on file for each completed construction job on the main campus. Upon completion of each project, the commissioned architects/engineers must provide the Physical Plant a complete and indexed maintenance file on each device, fixture, component, etc.

1103.140203 Floor Plans

These drawings of floor plans of each building on the main campus are on 8.5-inch by 11.5-inch sheets. They show basic outlines and dimensions only, and are updated periodically. Request for floor plans should be submitted im~iriting to the Design Engineer, Drafting and Engineering, Physical Plant. They are made available to insurance underwriters or other persons on a "need to know" basis.

1103.140204 Auto-Cadd Drawings

The Drafting and Engineering Section of Physical Plant has a full Auto-Cadd capability. Building drawings are digitized and are available in many formats using this capability. Changes can be made to building drawings whenever renovation or other changes occur. These drawings can be made available to departments at the actual cost of reproduction which will be charged to that department’s budget.

1103.15 Planning Support for Students

The Director of Physical Plant, will make available copies of custodial documents (building plans, etc.) to interested parties on a "need to know" basis.

Other interested parties need to contact the Design Engineer, Drafting and Engineering, Physical Plant, to discuss the reasons for requests, as well as the justification of their need to have copies of above documents.

Costs for printed copies of documents will be handled through standard Physical Plant billing procedures to the respective University department.

Generally, building security considerations will severely limit direct access to the architectural documents.

1103.16 Safety and Health Program

1103.1601 General

The Director of Public safety at Valdosta State University accepts responsibility for complying with applicable State and Occupational Safety and Health Act (OSHA) safety requirements. The Physical Plant Department’s internal compliance is assigned to our Chemical Management and Safety Department. This Department of Plant manages the internal safety programs of the Physical Plant.

1103.1602 Safety and Health Program

This program includes - but is not limited to - training supervisors and workers in the safe operation of machinery, power tools, and moving vehicles; awareness of other job hazards, such as moving gears; exposure to hazardous solvents and electric shock, fire hazards, noise pollution, and the wearing of protective gear (helmets when necessary, safety shoes, ear plugs, or ear muffs, and safety glasses). Procedures outlining action to be taken to provide emergency first aid and transportation of injured personnel to Farber Student Health Center are also in effect. For seriously injured personnel, an ambulance service will be called to transport the patient to the nearest hospital.

The Director of Physical Plant meets with the superintendent of the departments under his control on a periodic basis to discuss the causes of various accidents and implement procedures intended to reduce the rate of future accidents. Internal policy requires that shop supervisors conduct safety meetings on a bi-weekly basis and provide documentation of topics discussed to the Manager of Chemical Management and Safety Department.

1103.17 Telephone Service

Requests for installation, removal, and relocation of telephones should be originated by department heads, directors or deans, and should be addressed to the Office of Auxiliary Services which will in turn contact representatives of Southern Bell Telephone Company. If telephone conduits are required, the Physical Plant will install them. (See)

1103.18 Solid Waste Disposal

The Assistant Director of Physical Plant for Landscape and Grounds is responsible for the disposal of solid waste. Debris/trash is carried to a public landfill. Contractors at Valdosta State University must make their own arrangements to carry their trash to a local landfill. Such debris/trash includes uprooted trees and other trash accumulated as a result of construction projects.

Valdosta State University utilizes a compactor truck to haul solid waste to the landfill disposal area. In some cases, depending upon need, dumpsters are located on campus and are serviced daily by the City of Valdosta. These dumpsters are normally located in food service areas where there is adequate space for their location.

Garbage/trash is picked up daily from all University buildings. Additionally, there is a twice weekly garbage pickup from all housing units. Disposal of dead animals is through arrangement with the Physical Plant. (See Section.)

For garbage/trash not deposited in garbage containers, special pickups can be arranged by calling the Physical Plant receptionist, 333-5875. Hazardous chemicals are disposed of in accordance with applicable safety and health standards.

1104 Procedures

1104.01 Introduction

Section 1104.02 applies to all Plant personnel. Specific procedures applicable to individual Physical Plant departments then follow.

1104.02 Physical Plant Safety (Applicable to all Physical Plant Personnel)

Under the general direction of the Director of Physical Plant, and the Plant Safety Manager each supervisor shall be responsible for safety within his department.

The following is a listing of general safety rules to be followed by Physical Plant Division employees for protection of life and property. This listing is not complete; however, it does serve as a guideline to follow when exercising good safety practices.

COMMON SENSE SHOULD BE EMPLOYED AT ALL TIMES. IT IS IMPORTANT TO REMEMBER THAT SAFETY IS EVERYONE’S BUSINESS AND THAT THE ATTAINMENT OF A FULLY SUCCESSFUL PROGRAM IS DEPENDENT UPON EACH INDIVIDUAL’S COMPLETE SUPPORT AND UNDIVIDED ATTENTION.

Do not try to lift heavy or awkward loads; secure assistance. When lifting, do not lift with your back, let your leg muscles do the work. NEVER TWIST YOUR BACK!

Any time it is necessary to handle rough material, work on high voltage circuits, or operate live steam lines, be sure to wear appropriate gloves designated for the particular application. Electrical protective equipment must conform to OSHA requirements (reference OSHA Standard 1910, 137, Electrical Protective Devices)

Do not wear rings or jewelry of any type when servicing electrical equipment or when using power tools or equipment with exposed moving parts.

Never attempt to make an electrical repair of any type - call an electrician.

Never attempt to move a downed electrical wire - call an electrician.

When a fuse is blown, do not attempt to replace it call for an electrician.

Never stand or work under a hoist that is supporting a load.

Always wear goggles or safety glasses when using a grinding wheel or operating machine tools. Eye protection must conform to OSHA requirements (reference OSHA Standard 1910.133, Eye and Face Protection).

Prior to ascending a ladder ascertain that it is properly braced and supported and is of the proper length.

Never operate power tools or use extension lights and cords that are not equipped with a third prong ground. Do not use portable hand lights without safety guards. Do not use power cords that are frayed or allow cords to drop in a liquid media. ALWAYS check power tools with a ground fault tester prior to use.

When ascending or descending stairs always use the handrail.

When subjected to prolonged exposure in outdoor environments wear the proper apparel, shirt and hat in the summer and warm apparel in the winter.

Don’t run, walk.

When working in close quarters make sure adequate ventilation exists for the task or job to be performed.

Do not smoke when in the presence of combustible materials. Also do not store combustible materials near sources of heat or sparks and ensure that proper ventilation exists.

Never use compressed air to blow off apparel. All compressed air used by employees for cleaning parts, etc., must be reduced to less than 30 p.s.i. (reference OSHA Standard 1910.242, Hand and Portable Powered Tools and Equipment, General).

Do not operate power equipment of any type without safety guards.

Do not wear loose fitting clothing, neckties or jewelry that may be subjected to entanglement when running machine tools.

Familiarize yourself with gas mask location and operation techniques prior to working in an environment where toxic gases are stored and utilized.

Do not handle acids without wearing appropriate apparel - goggles, rubber apron, rubber gloves, etc.

Never look into the arc of a welding torch. When welding, make sure both welder shield and gloves are worn. Do not weld in unventilated areas and ascertain that no combustible materials or gases are present. Never weld a tank or pressure vessel without ensuring pressure has been released and tank or vessel has been purged of toxic or combustible material. Ensure that proper grounding techniques are followed in electric arc welding and that working area is not damp or moist.

Do not continue outside activity in a lightning storm take cover in a shelter.

When operating cranes, or equipment of any type, make sure that you are familiar with the location of all utilities.

Always maintain a clean work area and guard against grease or oil spots. When finished using tools, return them to their proper place - do not leave them on the floor or in an elevated position where they may cause an accident.

When opening a boiler door, always stand to one side.

Ensure that all electrical equipment is "off" and that an appropriate sign is hung on the control switch prior to servicing. Also take necessary steps to see that the work area is dry and equipment is properly grounded.

When working in an area where overhead work is being performed, wear head protection which conforms with OSHA requirements (reference OSHA Standard 1910.135, Occupational Head Protection).

Do not work alone in hazardous environments.

When working in excavations, ascertain that walls are properly shored. Also see that proper barricades and/or covers are employed and signal markers are utilized.

When working near or on roadways and sidewalks, be sure to display proper caution signs and/or barricades. If it is necessary to walk on the shoulder of a highway, always walk on the left side facing oncoming traffic - at night wear light colored clothing and carry a flashlight.

Do not operate a gasoline engine in closed quarters without proper ventilation.

When operating a bench power saw, push work through saw with a stick. Also use stick to slide scraps out of work area. Do not attempt to reach over saw blade or place hands in vicinity of saw blade.

Do not drive heavy loaded vehicles over a bridge without checking to see if load limit of the bridge is sufficient. Also, prior to driving under an overpass, check to see if clearance height is adequate.

Smoking is not permitted in any building or working area of the campus. Do not smoke when filling a vehicle’s gas tank or in any area where batteries are being charged.

Never wedge or block a fire door in an open position for convenience or ventilation.

When storing materials, ascertain that all material is stacked, blocked, interlocked, and limited in height so that it is stable and otherwise secure against sliding or collapsing.

During construction all openings in floors and roofs, such as stairwells, shaftways, and pits shall be provided with an enclosure guard securely anchored in the opening (reference OSHA Standard 1910.23, Guarding Floor and Wall Openings and Holes)

Do not attempt to operate equipment, machinery or power tools that you are not qualified to operate.

Exercise extreme caution when handling compressed gas cylinders. If cylinders are to be stood on end make sure they are chained and/or anchored in such a manner as to keep them from falling over.

IN ANY EVENT, COMPLIANCE MUST BE MAINTAINED WITH ALL PROVISIONS OF OSHA.

1104.03 Physical Plant Administration

1104. 0301 Introduction

The Administrative area of the Physical Plant department consists of our receptionist, office personnel, engineering, warehousing operations, and Chemical Management and Safety. This section performs a multitude of tasks important to the smooth functioning of the Plant.

1104.0302 Procedures

1104.030201 Office Staff

The office staff consists of a receptionist and two secretaries. This section is responsible for a

myriad of tasks that are of extreme importance to the Physical Plant Department

The section performs all Personnel functions for the department to include the preparation of all documentation necessary in the hiring, discipline, and termination of Plant employees. This includes maintenance of annual and sick leave accounts on all employees.

The section also maintains payroll records on all employees within the Plant and forwards payroll information to the office of Finance and Administration on a bi-weekly basis. All payroll time exemption is reported including annual and sick leave taken and any amounts of overtime pay authorized. These records are maintained using a state of the art computerized Time and Attendance System.

Requests for rental vehicles (station wagons, vans, or bus) should be initiated by department heads, deans, or directors by written request to the Department of Physical Plant. The Plant administrative section is responsible for dispatching of the fleet of rental vehicles on a first come first served basis. After approval, the requesting individual will be notified and will be responsible for picking up both the keys and the vehicle from the Physical Plant Department. After use the vehicle should be returned to the parking lot and keys returned to the Plant receptionist.

This section also provides typing support to each department of the Plant. Formats are maintained for routine reports, specifications, bid documents, and other correspondence of a recurring nature. Individual support is given to each departmental and shop supervisor as requested.

1104.030202 Plant Warehouse

The Physical Plant Department maintains a warehouse of items needed for the maintenance of campus buildings and operating systems. The warehouse function is also responsible for the purchases of materials, used for maintenance, through the campus purchasing system and the routine purchasing and control of purchases to local vendors on check requests. The warehouse section maintains a sophisticated system of tracking purchases and invoices through the use of computer programs. This system also maintains a record of purchases of items used for special projects, renovations, and construction of campus facilities.

The warehouse section implements the inventory control portion of the Plant Work Management system and is tied to the system through an internal Local Area Network (LAN). Based upon automatic reorder points loaded into the Work Management Computer, the warehouse section completes the pruchase order requests to ensure the warehouse is adequately stocked to meet tasks.

Purchase requests are prepared and maintained for all Physical Plant functions. When merchandise is received or services rendered a receiving report document is attached to the request for payment invoice and sent to the Accounts Payable section for payment.

1104.030203 Work Management Section

Requests for routine job requests (plumbing, electrical, air conditioning problems) should be reported by anyone to the Physical Plant Work Management Section at telephone number 333-7854 at any time Monday - Friday, 8:00 a.m. to 4:30 p.m. A work order will be issued and repairs will be completed as soon as possible.

The Work Management Section is responsible for the issuance of routine work orders for maintenance of campus facilities. They also work, in conjunction with Plant Supervisors, to implement a comprehensive prev~ntative maintenance program for campus facilities and Plant equipment. The section is linked to other entities of the Plant through the Plant LAN. This work order system maintains adequate records of the work performed on campus facilities and produces reports as needed. Normal completion of work orders automatically allocates costs for materials and labor to the specific site receiving the maintenance.

1104.030204 Engineering Section

The Engineering Section provides valuable support to the campus in the maintenance, renovation, and construction of facilities. This section has a state-of-the-art Auto-Cadd capability and completes many designs in-house. Additionally, the department has responsibility for:

Miscellaneous drawings (bible plans)
Custodial care of documents to include the storage of building as-built drawings and all contract documents and records of current projects.
Printing of plans (blueline, etc.)
Drafting supplies
Maintenance of library of miscellaneous catalogs and building maintenance manuals.
Surveyor tasks to include Project layout and engineering and miscellaneous topographic information

New Facilities Planning

The Engineering Section is responsible for in-house planning and design of local projects as approved by the Vice President for Finance and Administration. Projects, in addition to building planning and design, include the remodeling of buildings, design and layout of parking lots, streets, and utilities and the rendering of landscape designs and improvements.

Project administration

The Engineering Section assigns Resident Engineer Inspectors (REI) to work with architects on construction projects on the campus. The REI is responsible for ensuring compliance of contractors to written specifications on assigned projects being completed on the campus.

Specifications and Contract Documents

This department writes specifications, administers contracts, reviews and prepares change orders and recommends approval or disapproval of periodic pay estimates on a multitude of contracts that are administered locally or through the Office of Facilities at the Board of Regents. Small construction contracts and Professional Services contracts are also written and administered.

1104.030205 Chemical Management and Safety Section

The Chemical Management and Safety Section is managed by the Departmental Manager for Chemical Management and Safety and is responsible for the storage and application of chemicals and the safety program for the Physical Plant Division.

This section is also responsible for the extermination and control of pests on the campus. A preventative maintenance schedule of routine spraying of campus facilities is maintained by this section. Responsibilities also include the central storage of Physical Plant chemicals and the application of these chemicals on the campus. The Manager of this section works closely with the Campus Environmental Health and Safety Officer to control chemicals and safety throughout the campus.

1105.05 Landscape and Grounds Maintenance

1104.0501 Introduction

The Assistant Director of Physical Plant for Landscape and Grounds is responsible for the operation of three sections under his control (See organizational chart, Section XII.B.).

Landscape Maintenance Operations
Grounds Care & Maintenance
Greenhouse Operations

1104.0502 Procedures

1104.050201 Landscape Maintenance Operations

This section is responsible for landscaping, road repair and construction, repairing parking areas and drives, and other projects involving campus grounds. The construction of storm sewers and site preparation for Physical Plant construction projects is also a part of this section’s responsibilities.

Landscape Maintenance Operations ensures that refurbishment of grounds is a continuing effort to guarantee a neat and attractive campus. This section accomplishes the following:

Shrubs - planting, trimming, fertilizing and pest control (insects and diseases)

Trees - planting, replanting, pruning, emergency trimming, removal and pest control.

Development of new facilities - preparation of ground development plants, seeding and sodding of lawns, and general beautification projects.

Pavement maintenance - pavement, sidewalks, and parking lots maintenance is provided on a routine basis. New sidewalks and parking lots are constructed as the need arises and appropriate funding and approval is obtained.

1104.050202 Grounds Care and Maintenance

This section is responsible for the upkeep of all beautified areas on the campus proper. It includes mowing of all grassed areas, trimming of plants, cleaning of streets and parking lots, and debris removal.

Grounds Care and Maintenance ensures that routine and recurring maintenance of grounds and parking lots is accomplished to keep the campus attractive at all times. Specific services include:

Lawns - mowing, fertilization, and general care is conducted as the need arises.

Edging - All walks, roads, curbs, and beds are carefully edged on a routine basis to add a touch of excellence and grooming to the campus.

Irrigation - Although many campus areas have automatic irrigation it is necessary to water areas not under irrigation in order to maintain attractive lawns.

Parking lots/streets - Sweeping and other cleaning of parking areas and streets is performed on a routine basis.

Leaf and litter removal

Scheduled garbage pickup from College facilities.

Special pickup of trash items - if requested by

calling 333-5875.

1104.050203 Greenhouse Operations

This section operates a greenhouse and grows plants and flowers used in planting beds on campus. The planning, planting, and maintenance of all flower beds is a part of this section’s responsibility. Specific services include:

Decorative Plants - Growing and storage of plants in the greenhouse for use in the many flower beds on the campus. Additionally, plants are made available upon request for bona fide college functions when these plants are in stock and available.

Planting, fertilization, and maintenance of all campus flower beds.

Design of new beds and landscape projects throughout the campus.

1104.050204 Disposal of Dead Animals

Those departments having dead animals or animal parts to be disposed of must contact the Physical Plant and arrange a special pickup before disposing of these materials in the dumpster containers. All animals and animal parts must be placed in plastic bags and sealed. Should animals or animal parts need disposing of on the weekend or holidays, they should be placed in plastic bags and refrigerated until the first workday after disposal is required.

1104.06 Building and Equipment Maintenance

1104.0601 Introduction

The Building and Equipment division of Physical Plant consists of six specific maintenance shops each reporting to the Assistant Director of Physical Plant for Maintenance. ( See organizational chart). This division is responsible for the overall maintenance of buildings and has greatly talented personnel. The division has the following shops:

Carpentry Shop and Cabinet Shop
Key Shop
Heating Ventilation and Air Conditioning Shop
Mechanical Shop
Paint Shop
Electrical Shop

1104.0602 Procedures

1104.060201 Carpenter Shop - Cabinet Shop

The Carpenter Shop makes repairs, alterations, and other changes to academic buildings, athletic facilities, and dormitories. This includes scheduled maintenance as well as unscheduled repairs and emergencies.

The Cabinet Shop repairs and renovates furnishings and equipment brought into the shop. Additionally, it supports project work in the renovation of facilities and repair of existing facilities. The cabinet shop also constructs cabinets for departments on a charge back basis.

1104.060202

The Key Shop works under the supervision of the carpentry shop foreman. Full-time locksmiths are responsible for the recording of combinations of all locks for rooms in each building at the University. This record includes the combinations, rekeying, repair, and installation of locks, closures, and other finish hardware. These records are maintained within a specialized computer software program.

All requests for locks and keys must be submitted to the Plant Work Management Section using the procedures outlined in, "Administrative Policies and Procedures, Key Control and Lock Control". These policies and procedures were written to ensure security of campus facilities is maintained through strict accountability. All requests to have locks taken of f the Building Master system should be submitted in accordance with this policy and must have the proper approvals as outlined. As a rule, only extremely sensitive areas such as narcotic or dangerous chemical storage, will be granted permission to have locks removed from the Building Master system.

Duplicate keys are available upon request by deans, directors, or department heads. Keys can be obtained by forwarding a Key Request to the Physical Plant.

Master keys for buildings are also made part of the record. These keys open all locks in a particular building except those that fit mechanical and custodial rooms. Mechanical and custodial rooms are the sole responsibility of the Physical Plant.

Building occupants do not - as a matter of course - gain access to these rooms.

1104.060203 Heating, Ventilation, and Air Conditioning Shop

The work force of the Heating, Ventilation, and Air Conditioning Shop has as its primary responsibility the maintenance of the campus air conditioning systems as well as construction of new systems. Additionally, the mechanics in this shop are called upon to repair specialized equipment for other departments, such as extremely low temperature boxes, household refrigerators, water coolers, etc. The most critical responsibility of this shop is the maintenance and operation of the central chilled water system. This system has major chilled water machines and cooling towers whose operation is critical to the campus. The systems contain sophisticated electronic and digital controls which require specific attention and detailed knowledge of operation.

A building supervisory control center, located in the Physical Plant Facility, permits the monitoring of various pieces of equipment and buildings throughout the entire campus. This system is a Landis & Gyr Building Automation system controlled by computer with great capabilities to control building systems and equipment. The system can remotely control, fans, refrigeration equipment, and other apparatus throughout the campus and in many new building contol all aspects of building systems including temperature set- points.

Presently there are nine (9) centrifugal chillers on main campus and one (1) chiller located at North Campus. There are three (3) central chiller loops where one chiller provides chilled water to more than one building. The 750 ton chiller at the Fine Arts building controls the Fine Arts building, Library, Patterson Hall, Lowndes Hall, and Brown Hall. The 300 ton chiller at Hopper Hall controls that facility along with Converse Hall, Ashley Hall, Reade Hall, and Powell Hall. There is also a capability within this loop to supply West Hall with chilled water. The Langdale Hall chiller controls Langdale Hall and the Dining Hall. The Pound Hall chiller at North Campus is sized to supply water to all of the buildings at that location. Other facilities on campus have their own individual centrifugal chillers, including the

Education Center, P.E. Complex, and Nevins Hall. The College Union and Old Gymnasium are cooled by an air cooled, reciprocal chiller.

1104.060204 Mechanical Shop

Several shops have been consolidated under the supervision of the Mechanical shop foreman. These include the Welding Shop, Plumbing Shop, Automotive Maintenance Shop, and the Central Steam Plant.

Welding Shop

This shop is responsible for welding and a multitude of specialized items are produced, including fence gates, handrails, equipment guards, and structural supports. This shop supports other shops in construction projects, structural components and supports, pipe welding and other specialized tasks.

Plumbing Shop

The primary responsibility of this shop is the installation and maintenance of all campus plumbing fixtures, sinks, commodes, sanitation lines, sewers,, water lines, and steam lines and components. This shop installs piping and plumbing fixtures in renovation projects and major repair projects.

Automotive Maintenance Shop

The Automotive Repair Shop is responsible for maintenance and repair of all vehicles owned by the university. This shop does routine and emergency repairs and all preventative maintenance.

Central Steam Plant

The steam plant has 4 boilers providing a total generating capability of 1200 boiler horsepower. Steam is delivered to campus buildings through an underground distribution system. Steam is used for domestic hot water, cooking, and heating of facilities.

1104.060205 Paint Shop

The paint shop is responsible for painting maintenance of building interiors and exteriors. This shop also stains and finishes furniture and items constructed in the cabinet shop.

1104.060206 Electrical Shop

The Shop’s primary function is the maintenance and construction of all high voltage and low voltage power systems on campus. The campus has a major underground electrical distribution system and substation. The electrical shop performs all maintenance and support for this system. The shop maintains electrical equipment for the Physical Plant and other campus departments. They also support dances and concerts through the wiring and overseeing of lighting and sound systems. Official clocks and class bells are set and maintained by this shop.

All routine maintenance of electrical circuits, outlets, lighting fixtures including change-out of bulbs is done by the electric shop.

1104.07 Custodial Services

1104.0701 Introduction

Custodial Services is a critical component of the Physical Plant Department and its operation is the responsibility of the Assistant Director of Physical Plant for Custodial Services. This division consists of a day shift, a night shift, and a weekend shift. Custodial Services is responsible for cleaning of all administrative and academic buildings and the common areas of all dormitories on the campus.

The work schedules of custodial employees are outlined as to specific area of responsiblity and area of work to be done. These area schedules assist in the planning of work and are designed to enhance productivity and pride in work.

1104.0702 Procedures

1104.070201 Day Shift Operations

Responsible for cleaning of all common areas in dormitories, President’s complex in West Hall, P.E. Complex (except offices), and Football Gym.

President’s office complex and classrooms are first priority and are to be completed by 8:00 a.m. All other work follows.

Special projects are scheduled after 12:00 none, if possible.

1104.070202 Night Shift Operations

Responsible for cleaning of academic buildings, P.E. Complex offices, Public Safety, Alumni Relations, Plant Operations, the Radio Station, and numerous peripheral building around the campus.

Work is scheduled by the supervisor to the needs and availability of each building.

Special cleaning, stripping of corridors, etc. is performed on a routine basis.

1104.070203 Weekend Crew

Responsible for daily policing of all lobbies, halls, and bathrooms.

Completes special projects and cleaning that cannot be done while facilities are occupied.

1104.0703 Custodial Duties

1104.070301 Duties to be performed by custodians in classrooms:

Clean chalk boards once daily.
Empty trash cans.
Dust and sweep or vacuum.

1104.070302 Duties to be performed by custodians in offices:

Dust. (Only open areas of desk surface to be cleaned during regular dusting procedure).

Dust entire desk surface provided user of desk will remove all objects and material from surface of desk at a time to fit in with the custodian’s routine cleaning schedule.

Empty all trash containers once daily.

Sweep or vacuum traffic lanes daily, other areas at discretion of supervisor.

Under no circumstances are the custodians to do personal favors or accept instruction to do special cleaning.

1104.070303 Duties to be performed by custodians in restrooms:

Clean restrooms daily.
Stock restrooms during initial cleaning.
Restock restrooms prior to end of workday.

1104.070304 Provisions for General Cleaning of Buildings by Custodian and Special Cleaning Crew:

Glass

Inside glass and entrance doors to be cleaned by custodian assigned to the particular area when possible and feasible.

Outside windows and other glass to be cleaned by special cleaning crew when deemed feasible by the supervision of the Custodial Department.

Entrances, Foyers, and Walkways

All entrances, foyers, and walkways to be cleaned daily by the custodian assigned to that area.

Light Fixtures and Blinds

Light fixtures and blinds to be dusted when possible by the custodian assigned to that area.

General cleaning of blinds and light fixtures to be performed by the special cleaning crew when deemed feasible by the supervision of the Custodial Department.

1104.070305 Carpet Shampooing

Carpet will not be shampooed or spot cleaned by the custodian assigned to a particular area except under direct supervision.

1104.070306 Extra Cleaning

Any cleaning requested outside of scheduled cleaning by the Custodial Department will be charged to the department requesting the cleaning, in the event that it is possible to perform this service. To help make this service possible, each department requesting special cleaning should make their requests at the earliest possible date.