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INTRODUCTION
In order to fulfill its educational mission, a university must have the
shelter and services of a physical plant. The primary responsibility of the
Director of the Physical Plant Department is to assure the proper maintenance,
operation, and efficiency of the plant, with the main purpose of providing
timely, efficient, and economical services to the faculty, staff, and students
of The University of West Alabama. This manual will set forth the policies and
procedures that have been established for effective plant operations.
MAINTENANCE
Two main types of maintenance are carried out by the Physical Plant:
- Preventive maintenance is scheduled or programmed regularly and in
an orderly fashion by the Director of the Physical Plant. After schedules
have been established, all personnel are supervised to the extent necessary
to ensure that the schedule is carried out. The preventive maintenance
program includes the regular inspection of all moving equipment, oiling,
checking pressures, safety devices, and like services, as well as the
regular inspection and servicing of all fire and safety equipment.
- Corrective maintenance is not pre-planned; it is non-scheduled and
results from non-emergency requests from budget administrators. Some
examples of corrective maintenance are the repair of door or window
hardware, the repair of blinds or shades, the repair of furniture, or other
items that do not pose a safety or security hazard. Additionally, this type
of maintenance might include the moving of furniture or equipment. The
budget administrator or his designated liaison is responsible for requesting
this service, and a three-day lead time is required when possible by the
Physical Plant Department to schedule the request before any work is
started.
Two main times are operative for maintenance:
- Scheduled maintenance deals primarily with recurring items such as
grass cutting, window washing, painting, and clean-up services. This type of maintenance must be scheduled in advance and performed in accordance with
the schedule.
- Emergency maintenance means that immediate action is required. This
work will take precedence over any other maintenance. The person who
discovers the emergency should make requests directly to the Physical Plant
Department.
FUNDING OF OPERATIONS AND MAINTENANCE
The Physical Plant operations and maintenance budget is established to
fund the continued operations of existing facilities and equipment and to
maintain said facilities in the same condition as they are without additions
or improvements.
Monies for alterations, improvements, additions, or design change are not
included in the Physical Plant budget but must be budgeted separately, based
on a pre-determined priority schedule.
Minor additions and improvements can be made by the Physical Plant
Department if the requesting department has the funds available to pay for
this service. Departmental budget administrators should include funds in
their budgets to cover any minor improvements they need.
Requests for major improvements should be submitted to the President for
review. After review and approval by the President and the Board, the
requests will be included in the alterations and improvements budget.
SERVICES
The Physical Plant Department provides two types of services:
- Physical Plant Services are those that are rendered without charge,
because the costs are covered by funds budgeted to the Physical Plant
Department. These services are directly related to the operation and
maintenance of the overall physical plant. Some examples of these services
are the following:
- Operating and maintaining buildings and additions thereto which have
been accepted as permanent parts of the campus, structures which, if
vacated by present occupants, would require no alterations or special
refurbishing or remodeling for occupancy by some other University
department
- Maintaining walks, streets, and grounds
- Operating and maintaining all utilities on campus
- Performing housekeeping services
- Departmental Services are those that are rendered on special request
and charged to the department for which they are performed; they are special services rendered to departments and activities that receive
appropriations for the services. These costs are not included in the Physical Plant
budget. The Physical Plant will either perform the services or assist the
Director of Purchasing in obtaining the requested services from private
contractors. Some possible services are the following:
- Minor alterations to buildings or structures assigned to departments
or activities
- Additions of special equipment such as air-conditioning, ventilation fans, electrical outlets, or special lighting
- Painting when done at a time other than that specified in the regular painting cycle
- Maintenance work done on special equipment in labs and research areas
that are departmental responsibilities
Physical Plant charges for Departmental Services are at cost. Materials are
furnished at cost, and labor charges are computed on the time taken to perform
the services. These costs are billed to the department at the end of the month.
PRIORITY OF WORK
Physical Plant Services take priority over Departmental Services. The
Physical Plant Department maintains two schedules:
- All Physical Plant Services: painting; operation and maintenance of
buildings; repair to utilities; landscaping
- Departmental Services: special requests scheduled in order of receipt
and completed as time allows
DEPARTMENTAL LIAISON
The dean, department head, or budget administrator, depending on the size and
location of the department, is the liaison between the Physical Plant Department
and the department requesting work. The liaison requests physical plant
services, approves and forwards written requests for departmental services,
and/or coordinates with the Physical Plant Department those departmental
services which are to be furnished by private contractors.
REQUESTS FOR SERVICES
There are two forms of requests for services:
- Physical Plant Services may be requested in writing or by telephone
at ext. 3601 or ext. 3697. The report of deficiencies or requests for services
are recorded on a work order and routed to the proper person in the Physical
Plant Department for the needed response. As much detail as possible is
needed in order that the request can be clearly understood. The person
needing the service should not ask maintenance personnel to perform the
task; Physical Plant employees are instructed to perform only work that has
been assigned to a work order.
- Departmental Services should be requested by the department liaison
in writing to the Director of the Physical Plant at UWA Station 20. All
requests except emergencies, whether by mail, e-mail, or telephone, should
be originated by the dean, department head, or budget administrator. The
request should be descriptive enough so that a cost estimate for the desired
work can be made. After an estimate has been arrived at, the appropriate
person will be notified in writing of the cost of the request. A request for
the approval or denial of the work to be performed must be resubmitted to
the Director of the Physical Plant before the actual work can be performed.
The request will be assigned a work order number and will be routed to the
department responsible for performing the work.
It should be noted that the physical plant has a limited staff, and
most effort is expended on Physical Plant Services. Departmental Services
are scheduled and accomplished as time permits.
ROUTINE FAILURES
Routine failures of small items are normal occurrences that can be
expected and should be reported as such. The departmental liaison should
call ext. 3601 or ext. 3697 to report problems such as defective light
bulbs or fluorescent tubes, broken window panes, or broken furniture. This
method of reporting may be used for Physical Plant Services only.
The Department does not have enough manpower to respond immediately to
departmental problems that are not considered an emergency. Scheduled work
or work in progress cannot be interrupted unless there is a bona fide
emergency. The Physical Plant Department requires a three-day or more
notice on routine work requests.
EMERGENCIES
The definition of an emergency must be determined by the good judgment
of an individual. Any disaster, unusual occurrence, malfunction of
utility, or equipment failure that presents danger to life or property is
an emergency. Any emergency should be reported to the Physical Plant
Department at ext. 3601 or ext. 3697, but if necessary, each department
should be prepared to cope with a departmental emergency with its own
personnel or resources.
HOUSEKEEPING
The Physical Plant Department is responsible for all housekeeping.
Housekeeping personnel are stationed in each building between 7 a.m. and 4
p.m. Housekeeping duties include cleaning restrooms, offices, and windows,
as well as taking out the trash. In the labs the housekeeping personnel
clean only the floors, chalkboards, and student desks. They do not clean
the laboratory equipment. Floor scrubbing, window washing, and wall
cleaning are done between semesters.
The housekeeping personnel work on a schedule and should not be called
upon by either staff or faculty to help with jobs other than those they
are scheduled to perform by the housekeeping supervisor. Special
housekeeping services may be requested through a departmental liaison. All
matters concerning housekeeping should be directed to the Supervisor of
Housekeeping at ext. 3603 in Moon Hall.
CARPENTRY & PAINT
The main function of the Carpentry Shop is the maintenance of buildings
inside and outside, with painting done at least once every six years. The
Paint Shop has four standard neutral colors that have been adopted for use
in all buildings. Generally there will be no more than two colors used in
one building. Extra painters may be employed during the summer months to
take advantage of the weather and vacancy of buildings.
ELECTRICAL/HEATING/AIR-CONDITIONING
This department takes care of all electrical distribution, lights,
heating equipment, air-conditioning, refrigeration, or malfunctioning
electrical devices such as light switches, receptacles, and thermostats.
Electrical and air-conditioning services include routine inspection,
oiling, greasing, and adjustment to ventilation, cooling, and
refrigeration equipment such as refrigerators, testing equipment, and
growth chambers. Light fixtures are thoroughly cleaned periodically by a
special crew from this department.
If at any time changes are needed in any aspect of the electrical,
heating, or air-conditioning system, a department or individual should not
make the adjustment but instead contact the Physical Plant Department.
Requests for new lighting, wiring for new electrical requirements, and
the installation of control systems and sound systems are departmental
services. Because all circuits in buildings have limited capacity and
characteristics, departments, before purchasing electrical equipment,
should determine from the Physical Plant Department the voltage and amps
or kilowatt capacity available. The department can either acquire
equipment within this capacity or arrange beforehand for a proper circuit.
This department has a limited public address system capability that can
be set up as a Physical Plant service. Arrangements for the use of this
equipment should be made to the Physical Plant Department by the
departmental liaison in writing 72 hours in advance.
ENVIRONMENTAL HEALTH & SAFETY
The EHS coordinator inspects and maintains all fire equipment on
campus, works with the ADA coordinator on physical barrier removal and
accessibility issues, provides safety training and supplies for Physical
Plant personnel, and advises on compliance with safety- and health-related
regulations. This office offers services to other departments on request,
such as training classes on safety-related topics, assistance with
regulatory compliance, and follow-up on safety or health matters that have
been previously reported through regular channels.
PLUMBING
The plumbing department is responsible for all phases of plumbing on
campus. In addition to performing routine inspections, this department
deals with leaks, blockages, and deterioration problems. Much of the
maintenance is preventive. Most of the plumbing work is a Physical Plant
service, except for additions to existing piping requested by a
department.
KEYS - HARDWARE
The Hardware Shop makes all lock changes and repairs and issues all
keys to campus buildings. These services are rendered as Physical Plant
services, except in self-supporting operations and cases of a department
requesting special or unique locks. In those cases the service would be
considered a departmental service.
No one other than the Physical Plant Department is authorized to change
or tamper with any lock on campus. Keys are issued only after the Physical
Plant Department has received a key request form signed by a department
head. The Physical Plant Department maintains strict control and careful
records of all keys. Keys are stamped "State of Alabama – Unlawful
to Duplicate," and efforts to have keys illegally duplicated by
outside locksmiths should not be attempted. If a key is lost or found, it
should be reported or turned in to the Physical Plant Department. Keys
should not be left lying around or loaned to others. Employees leaving the
University must return the keys in their possession to the Physical Plant
Department; if a key is lost, there will be a $5.00 replacement charge.
PEST CONTROL
As a Physical Plant service, complete pest control treatment is
rendered on a periodic schedule, usually around the middle of each month
for all buildings on campus. The buildings are treated at this time for
mice, roaches, and ants. If a problem with these pests is noticed, the
Physical Plant Department should be notified before the middle of the
month so that arrangements can be made to eliminate the problem. The
Physical Plant Department should be notified immediately if termites are
noticed at any time.
Pest control is primarily a matter of cleanliness and good sanitation;
therefore, the cooperation of everyone involved in solving a potential
pest or disease problem is imperative.
RECEIVING AND CENTRAL STOREROOM
For control purposes, all goods that come on campus are received at the
maintenance and receiving building. Storeroom personnel then disburse them
to the proper department. A central storeroom is maintained in the
maintenance and receiving building. It contains supplies for housekeeping,
plumbing, and painting, as well as materials needed for work on
air-conditioning and electrical repairs. Departments may purchase items
from this storeroom at cost.
GROUNDS
The Grounds Department maintains the grounds of the entire campus.
Grounds personnel cut grass and care for plants, shrubs, and trees. They
are responsible for the construction of new walks, steps, retaining walls
and the grading of new areas. They also install storm drains and catch
basins. Extra work required on athletic fields for events other than
regularly scheduled varsity sports must be paid for as departmental
services.
MOVING AND SETTING UP FOR SPECIAL EVENTS
For special events, the personnel for moving and setting up consists of
a team of a foreman and members of the grounds department. It is their
responsibility to move furniture and equipment on campus. The Physical
Plant Department maintains a limited number of folding tables, chairs, and
platforms for special events. Other equipment and materials such as pianos
must be arranged by the sponsor of a special event but can be moved by the
aforementioned team. Charges for this service will depend upon the labor
and vehicle required. All requests for moving and/or setting up for
special events must be sent in writing to the Physical Plant Department at
least 72 hours in advance of the event. Requests must come from the
department liaison.
MOTOR POOL
The Physical Plant Department maintains a motor pool comprised of
sedans, station wagons, and 16-passenger vans. Those desiring the use of a
motor pool vehicle must send a completed request form to the Motor Pool
clerk in the Physical Plant Department. A vehicle will be made available
on a first-come, first-serve basis and as a departmental service.
GARAGE
The garage is used primarily to service Physical Plant Department
vehicles and equipment. It is also used to service motor pool and other
University vehicles at cost as a departmental service. The service
includes oil change, lubrication, washing, waxing, battery service, tire
service, and motor tune-up.
SPECIAL POLICIES AND REQUIREMENTS
The Physical Plant Department must be advised of any planned
alterations or additions to any structure or to the grounds, from hanging
pictures to complete renovation, even if the work is not to be completed
by the Department. Any work done on campus by outside contractors must be
coordinated with the Physical Plant Department. All work plans and
completed work must be inspected and approved by the Department to insure
compliance with State laws and established policies.
Bulletin Boards: The Physical Plant Department will build and
install bulletin boards as a departmental service on written request.
Fire Hazards: All possible precautions against fire should be
taken. No combustible materials should be left in work areas. The State of
Alabama Department of Finance provides fire insurance and makes periodic
inspections of buildings to check on fire prevention methods.
Furniture: As a Physical Plant service, the Department maintains
regular classroom furniture. Office furniture and furniture used in
research departments are the property of the individual departments and
are not maintained by the Physical Plant except as a departmental service.
Repairs may be requested by calling the Work Order Center at ext. 3697.
Painting: While maintenance painting is done as a Physical Plant
Department service on a scheduled basis, usually a six-year cycle,
painting not in accordance with the schedule may be rendered as a
departmental service when requested in writing.
Roofs: No personnel may go on the roof of any building, including
dormitories, without authorization from the Director of the Physical Plant
Department.
Special Problems: The Physical Plant Department staff is available
to provide any needed service and welcomes the opportunity to discuss or
consult with any member of the University family.
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