Quick Reference Guide: A Guide to Some Frequently Requested Services

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1 Facilities and Property Management Post Office Box tel Portland, Oregon fax Quick Reference Guide: A Guide to Some Frequently Requested Services Services listed may be provided by Facilities & Property Management, Capital Projects & Construction, Environmental Health & Safety, Materials Management, or other PSU departments. Section 1: Quick Reference Guide to Services 2 Section 2: Work Order Center: Requesting Service 6 Section 3: Who Pays for Service? 7 1

2 Section 1: Quick Reference Guide to Services Access Control PSU utilizes an access card system to control entry into buildings, most computer labs, and some classrooms. The system is administered by the Campus Public Safety Office, control. Accessibility The Disability Resource Center (DRC) in 116 Smith Memorial Student Union is available to assist students Students with access requirements are encouraged to register with the DRC. Employee accommodations are coordinated through the office of Human Resources To report issues that inhibit accessibility in a building, please contact the Work Order Center. See Section 2: "Work Order Center: Requesting Service." After hours Service Urgent calls for service outside business hours (8 a.m. to 5 p.m. weekdays) may be directed to the Campus Public Safety Office (CPSO). After hours emergency repair calls are routed to Facilities on call personnel who notify the appropriate staff to investigate and make necessary repairs. AFTER HOURS URGENT REPAIRS: Air Conditioning See Heating, Ventilating, and Air Conditioning (HVAC). Architectural Design & Engineering Services Design services are available from the Capital Projects and Construction office Art Installations Permanent or temporary public art installations are coordinated through the Planning, Construction & Real Estate office art. Bicycle Racks & Parking See PSU Transportation & Parking Services for information and locations Capital Projects For large projects, including new construction, building renovations, interior and exterior work, see Capital Projects & Construction Carpet & Floor Cleaning Carpets are cleaned and floors are stripped and refinished annually throughout the campus for general fund supported facilities. Custodial information, task lists and schedules are online at services 0. To request extra service beyond the contracted service level, you may need to provide a funding index. See Section 2: "Work Order Center: Requesting Service. " Chemical Waste Questions about chemical waste disposal may be directed to Environmental Health & Safety health safety/. To request pickup of chemical waste, please contact the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Classroom Scheduling General pool classroom scheduling is performed by Registration and Records 2

3 Initial room assignments may be adjusted due to enrollment changes or other factors. Students may confirm course locations in the online class schedule. Clocks The University uses wireless clocks in classrooms and public areas. The wireless clock system receives transmissions from a signal relayed through transmitters on campus. System clocks will adjust automatically for Daylight Savings and Standard Time. If you see a clock that is not working, please contact the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Compost Collection Compost from office kitchens and break rooms is collected by custodial services three times per week. Bins are relined when they are emptied. To report problems or missed compost collection, see Section 2: "Work Order Center: Requesting Service." Contracting & Procurement The Office of Contracting and Procurement Services reviews, negotiates, and executes contracts, and manages solicitations including Request for Quotes (RFQ), Request for Proposals (RFP), Invitations to Bid (ITB), and Request for Information (RFI) contracting/. Custodial Services For a list of services or cleaning schedules per building, please see the custodial services page. Custodial services in housing buildings are provided by Housing & Residence Life Custodial services in ASRC, FAB, and MCB are managed through a contract with Norris, Beggs & Simpson risk management. Data/Network Jacks For activation, installation, or repair of network/data jacks, please contact the Office of Information Technology internet. Elevators Problems with elevators should be reported to the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Emergencies For medical or fire emergencies, call 911. Urgent issues requiring Facilities attention should be called in as follows: WEEKDAYS 8:00 am to 5:00 pm: FIX (5 2349) AFTER HOURS: Event Scheduling The Conferences & Events office provides comprehensive event scheduling services, including booking indoor and outdoor spaces Floor Plans Plans in PDF format are available online at: Furniture Maintenance and Replacement Furniture for general pool classrooms is provided by Materials Management and, when necessary, repaired by Facilities & Property Management. Office furniture is available from PSU s warehouse inventory. To report missing or damaged classroom furniture, or to request office furniture from surplus, contact the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Hazardous Materials and Chemical Waste For information about hazardous waste, please contact Environmental Health & Safety health safety/. To submit a request for materials or waste pick up, see Section 2: "Work Order Center: Requesting Service." 3

4 Heating, Ventilation, and Air Conditioning (HVAC) Building climate systems are operated by Facilities. Problems with HVAC systems, or requests for temperature adjustments, should be reported to the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Housing Maintenance For information about housing options at PSU, or for maintenance needs (including custodial service) in housing buildings, please contact University Housing & Residence Life Janitorial Services See Custodial Services. Keys and Locks Brass keys may be requested using a Key Authorization and Request Form. For guidelines and on line forms, go to control. For questions about completing or submitting a key request, contact Facilities Customer Service at extension For service to a door or lock (including re keying) contact the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Landscape The campus landscape (trees, shrubs, lawns, flowers, etc.) is maintained by the Landscape Team. Problems or work requests should be directed to the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Light Bulb Replacement Lights in building fixtures are replaced by the Electrical Team. To report a light out, contact the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Mail Services PSU Materials Management processes and distributes U.S., international, and campus mail, and handles shipments and deliveries from carriers such as UPS and FedEx. For more information, please call Moving Services PSU Materials Management can provide assistance moving furniture and equipment between campus locations. To schedule a move, contact Materials Management at , or see Section 2: Work Order Center: Requesting Service. Painting Interior maintenance painting is performed for the removal of graffiti or to repair walls of public spaces. Aesthetic painting of interior public spaces will be performed when specific funds are identified from any residual balance in maintenance budgets, funding from building renewal sources, or when requested and funded by departmental funds. To request painting, see Section 2: "Work Order Center: Requesting Service." Parking Transportation & Parking Services issues parking permits and provides students, faculty, staff, and visitors with information about parking on the PSU campus Pest Management PSU uses an Integrated Pest Management (IPM) approach that stresses prevention and the use of non chemical controls when possible. It also limits the use of pesticides unless pest populations are over action thresholds. To report a pest management issue, see Section 2: Work Order Center: Requesting Service. Planning The Campus Planning Office works to meet the current and future needs of PSU through physical planning that is integrated with the academic, research, and student success needs of the University sustainability/campus planning. 4

5 Preventive Maintenance Inspections and preventive maintenance services are regularly provided by the Facilities Maintenance & Operations teams operations. Property Management and Leasing PSU s property management team manages spaces occupied by non-psu commercial and retail tenants, leases space in privately-owned buildings for PSU use, and oversees a contract with a property management firm to manage three buildings and retail space in four additional buildings Recycling Services Collection of most common recyclable materials (e.g., paper, cardboard, plastic, or glass) is performed by custodial services. To report missed recycling collection, or to request collection of specialty materials such as Styrofoam, please see Section 2: "Work Order Center: Requesting Service." Note that used toner cartridges can be recycled by returning them to the office supply vendor from which they were purchased. Single cartridges can also be collected for recycling through campus mail (please seal the cartridge box, label it FPM and place it with your outgoing mail). For information about recycling options and programs at PSU, please contact the Campus Sustainability office, Waste Management Coordinator at extension Remodeling and Renovation Capital Projects & Construction can provide estimating, design, demolition, and construction services. For more information, visit Reuse Room The Reuse Room in 180 Cramer Hall collects reusable office and school supplies. Members of the PSU community are welcome to come in and find or donate supplies anytime the room is open. Please visit sustainability/psu reuse room for more information. Shipping & Delivery See Mail Services. Signs and Banners The PSU sign shop creates and maintains interior and exterior signage, including room numbers, nameplates, directional signage, building directories, and restroom signage. All signs are designed, made, and installed per campus standards and applicable ADA and building codes. For advice or help with Signage, please submit a work order and the sign shop will contact you for a consultation (see Section 2: Work Order Center: Requesting Service ). Surplus Items Materials Management collects surplus office furniture and other items for disposal. To request pick up or delivery of items, see Section 2: "Work Order Center: Requesting Service" or contact Materials Management at extension Tables and Chairs Rental of tables or chairs for events may be arranged through the Event Management System or by submitting a work order (see Section 2: Work Order Center: Requesting Service ). Telecommunications For assistance with landline phones, voic , cable, faxing, internet, or Wi Fi technology, contact the Office of Information Technology internet. Temperature Adjustments See Heating, Ventilating, and Air Conditioning (HVAC). 5

6 Toner Cartridge Recycling See Recycling Services. Trash Collection Waste management is provided by custodial contractors who collect waste and take it to central locations. The contracted waste hauler then removes the waste from campus for processing and disposal. Missed collection or other issues may be reported to the Work Order Center. See Section 2: "Work Order Center: Requesting Service." Work Orders With the AiM work order system, users may submit a request for service or repairs, review a previous request's status, or view billing history. Users who submit an online request receive an electronic confirmation with a request number and a link to the electronic version of the request. Questions about Service Requests can be addressed to the Work Order Center. Section 2: Work Order Center: Requesting Service The Work Order Center (WOC) receives and routes service and repair requests for the following Finance & Administration units: Facilities & Property Management, Capital Projects & Construction, Materials Management, and Environmental Health & Safety. To request service or repairs, the WOC may be reached by phone (campus extension 5 2FIX) or by using our online work order system at Click on the Entering a Customer Request in AIM link to find instructions for entering an online request. If you prefer to speak to a customer service representative or have an emergency repair request, please call us at FIX ( ), Monday through Friday 8:00 a.m. to 5:00 p.m. After Hours Emergencies Medical or Fire Emergencies: 911. Buildings and Grounds: , Campus Public Safety Office. After hours emergency repair calls are routed from Campus Public Safety to on call Facilities personnel who can make necessary repairs. When communicating with the Work Order Center, please be prepared to provide the following information so we may better assist you: Your name, phone number, and address Building name or campus location Room number or location within a building Description of the problem or issue to be addressed Index code only if the request is a departmental expense (see Section 3: Who Pays for Service? ) 6

7 Section 3: Who Pays for Service? Facilities Funded Maintenance: The state provides limited funding for basic operation and maintenance of the University s physical plant. These funded services include routine and preventive work required to keep buildings, utilities, equipment, and grounds in an acceptable and safe operating condition. Principal services funded by the state include: Maintenance of building ventilation, air conditioning, heating, electrical and lighting systems, plumbing, tile flooring, windows, doors and hardware, elevators, fire protection equipment, and alarm systems. Maintenance of landscaped grounds, irrigation systems, pathways, exterior lighting, and identification signage. Repair and maintenance of water, sewer, drainage, and gas utility systems. Repair to standard classroom furnishings (tablet seating, tables, side chairs, lecture stands). Customer Funded Enhancements/Improvements: Alterations to space, including installation and fabrication of furnishings and equipment. Other discretionary activities beyond those required to keep buildings, utilities, equipment, and grounds in acceptable and safe operating condition and that, typically, enhance functionality or aesthetic appeal. Customer Funded Maintenance: Repair and preventive services are customer paid if the customer is an auxiliary operation, a self sustaining unit, and/or if the unit recharges for its services. Customers also must fund services that exceed the routine maintenance cycle or standard, or that are beyond the routine level funded by the state. Typical examples of these services include: Painting department controlled space. Interior maintenance painting will be accomplished only for the removal of graffiti or to repair walls of public spaces. Aesthetic painting of interior public spaces will be accomplished only when specific funds are identified from any residual balance in our maintenance budgets, funding from building renewal sources, or when requested and funded by departmental funds. Repairs to departmental furniture and equipment (e.g., freezers, ice machines, centrifuges, purification/filtering systems). Disposal of CRT monitors. Special Use Systems: The term special use applies to systems that (a) support a narrow scope of research or department programs, (b) are not typically utilized by all occupants of a building, (c) are not common to most campus buildings, and (d) are not considered part of basic infrastructure. Some examples of such special use equipment include: DI water lines, compressed air or gas lines, and cold rooms. Facilities & Property Management delivers basic maintenance to special use systems in keeping with its objective to advance the University s teaching, research and public service mission. Time devoted to this unfunded service is typically limited to: (a) responding to the initial trouble call to perform basic diagnosis and consultation, and (b) performing basic operating adjustments. If the customer funds the preventative and maintenance needs of the special use system, Facilities & Property Management performs those services when possible. 7

8 EXAMPLES OF SERVICES ENANCE COST DEPARTMENT FUNDED CARPENTRY and FLOORING Hang a white board in an office Hang a white board in a general pool classroom Install a set of cabinets in an office suite Repair a loose stairway railing Replace serviceable floor tile with carpet for appearance Replace a damaged, chipped, or peeling hallway floor tile COST ESTIMATE Create a cost estimate. The estimate is approved and work proceeds. Create a cost estimate. The estimate is not approved and work does not take place. CUSTODIAL Provide cleaning per the contracted service level agreement Extra cleaning of departmental spaces before/after events Clean a typical office carpet per normal cleaning cycle Clean a personal area rug in a faculty member's office DOORS, KEYS & LOCKS Install an automatic opener on an office door when not required by code Repair a malfunctioning automatic door opener Add a window to an existing office door Tighten a loose hinge on an office door Cut a file cabinet key Cut a key for a new office Replace a passage set with a locking handle on a closet door Repair or replace a damaged lock Lock changes and re keying to meet departmental needs ELECTRICAL and LIGHTING Install a custom light fixture for a department conference room Replace a burned out light bulb in a conference room Add a new electrical outlet Reset a tripped circuit breaker Move a light switch from one wall to another 8

9 Replace a worn out or faulty light switch Install a new security alarm for department space Repair a faulty alarm keypad FURNITURE Move an office full of furniture from one building to another Pick up or deliver a surplus file cabinet or desk Seismically attach tall bookcase to office wall Repair broken general pool classroom seating PAINTING Paint an office due to an occupant's aesthetic preference Patch and paint a wall damaged by water penetration PLUMBING & HVAC (Heating, Ventilation, and Air Conditioning) Instant hot water and filtered water systems: install or maintain Service drinking fountains or hydration stations Add a new sink, drain, and faucet to a lab Fix a leaking faucet Extend ductwork and add a vent to convert a storage room into an office Adjust office temperature setting within normal parameters SIGNS and BANNERS Create a desk or wall nameplate for a new employee Replace a room number sign damaged by vandalism Hang a banner on sky bridge to promote an event Install ADA room ID sign 9

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