School District of Philadelphia. 440 North Broad Street Philadelphia, PA

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1 School District of Philadelphia 440 North Broad Street Philadelphia, PA Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 1

2 School District of Philadelphia 440 North Broad Street Philadelphia, PA The Elliott-Lewis Corporation manages the day-to-day Operations, Maintenance & Support Services at the School District Headquarters Building for the School District of Philadelphia(SDP). If you require any of the services identified below, please contact the Management Office at the number listed below. Building Management Office The SDP Building Management Office is located on the Ground level of 440 North Broad St., near the 15 th Street Employee Entrance. This office will be staffed to serve your needs between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, (215) If you require emergency services after the normal business hours, you can contact the Shift Supervisor at Elliott-Lewis Corporation on site Management Team: Alex Sharrock Project Manager Overall responsibility Alex Brodeur Building Superintendent Mechanical Operations Name TBD Shift Supervisor On Site 2:00-11:00pm M-F Carolynn Kelly Administrative Assistant Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 2

3 Services Provided: Building Management (SDP Policy Enforcement) Mechanical System Maintenance & Operations (Heating & Cooling) Electrical System Services (Power & Lighting) Plumbing System Services (Sanitary Plumbing) Building Automation System Management (Environmental temperature monitoring & control) General Building Maintenance (lock adjustments, picture hanging, lamp replacements, etc.) Key System Management (issuance, replacements and tracking) Fire/Life/Safety System Management (alarm systems) Janitorial Services (daily cleaning) Conference Center Management Waste removal (Trash daily) Coordination of Recycling Program (Pick up twice per week, Tuesday evening & Thursday Evening) Window Cleaning Services (Interior and exterior 2x per year) Pest Management Exterior Landscaping Services (seasonally) Snow Removal (as required) Elevators Management Code Compliance & Certification of Systems (as required) Internal Moving and relocation services within the building ( 1 week notice required for scheduling). To obtain any of these services please contact the Management Office at Once the request has been received, the information is placed into the computerized maintenance management system (CMMS). At that time the work order is printed and scheduled for completion. Any request that involves fabrication of furniture, shelving, construction, installation of electrical circuitry, or work that can not be completed in one work day is considered a project. All Construction related requests must be submitted in writing to Vera Daniel, Building Services Manager at vdaniel@phila.k12.pa.us (215) Please note: - The Information Technology (IT) Help Desk can be reached at ; all telephone and data problems should be directed to this number. Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 3

4 Building Policies and Procedures Standard Building Hours: Monday-Friday 7:00 a.m. - 7:00 p.m. After Hours Access: Use Broad Street Entrance. You must show your SDP employee ID. After Hours Access also requires signing in and out with Security. Security Access Cards and Keys are managed and provided by the Building Management Office. Smoking To promote a healthier environment, the School District of Philadelphia is a smoke free institution. As a matter of policy, smoking is not permitted on the Broad St. side of the building, nor at all entrances, exits, adjacent stairways and loading dock areas. Please cooperate by extinguishing smoking materials in the containers provided. A designated smoking area is available on the 15 th St. side of the building. Lost Keys and/or Access Cards: Must be reported to the Building Management Office as soon as you become aware of the loss. Lost Keys and Access Cards will be replaced after a written request is submitted and approved by SDP. There will be a $5.00 replacement cost for an access card, door key or furniture key. All keys must be requested using the Key Request Form (see attached) Lost and Found a lost and found box will be maintained by Security- please contact X-8880 if you have lost or found an item. Security Incidents: When you encounter a situation that is out of the ordinary, you should contact the Security Desk, or 8881 and request that an officer respond to your location to record an incident, i.e. theft, vandalism, harassment, intimidation, etc. (You can also press the Security button on your phone which will ring directly to the Security Desk) Deletions/Changes of Security Access to the Building: When it is necessary to remove or modify the security access of employees, a written memorandum must be sent to the Building Management Office requesting the nature of the modification. Employee ID Badges must be worn and visible at all times. Visitor Policy All visitors must sign in and out with Security. Visitor Badges must be worn at all times while within the building. Deliveries to the Building (non-loading dock): Please contact the security desk at X-8880 to notify them of the anticipated delivery. You will be called when the delivery person arrives, then you must come to the elevator lobby to complete your transaction. Deliveries of supplies and or materials to the Building (loading dock): When you require use of the loading dock, please contact the Shipping and Receiving Office at 400-DOCK (6438). No deliveries of supplies and materials are allowed through the Broad Street entrance. Emergency Conditions: Fire/Shelter In Place/Bomb Threat, Power Outage and Severe Weather Conditions These plans will be supplied under separate cover. Emergency: Rescue- If any person requires Emergency Medical Services, contact 9-911, then call Security at or press the Security button Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 4

5 on the right top side of your phone which will directly dial the Security Desk. Be prepared to provide all pertinent information so assistance can be provided. Property Removal: When it becomes necessary for tenants to remove any property from the building, an authorized property removal form must accompany the items to be removed. The authorized signature of the Department head is considered the authorized person. Annually we will update this listing. (See form on the District Website - # S-800) No alterations or modifications of any type are permitted to be made by the building occupants. No window treatments are to be installed on office/conference vision panels or windows. Furniture The District carefully considered the selection of the furniture and office standards for the new Building. Please refrain from moving furniture from room to room or cubicle to cubicle. If you must borrow an extra chair for a brief meeting, please return it to its home when the meeting is ended. Office/Space Modifications: Requests for space modifications i.e., shelving units, furniture reconfiguration, etc. are to be ed to Vera Daniel vdaniel@phila.k12.pa.us. Upon approval, the Building Management Office will review the plan and submit a cost for materials and labor if required to be completed on off shift hours (overtime). Once approval to proceed is granted, the project will be placed into the work schedule for completion. No moves or furniture changes will be approved until after 1/1/06. Janitorial Services: General cleaning activities are provided between 5:00pm- 1:00am Monday-Friday. Each department liaison will be provided a carpet cleaning schedule. Carpet spot cleaning is performed every night. If something is accidentally spilled, please notify the Building Management Office, 8900 as soon as possible so the spill can be cleaned up immediately. Janitorial services include nightly vacuuming of carpeting and fabric furniture. Dusting of furniture, file cabinets, wall mounted fixtures and desks is also provided, however, CLEANERS WILL NOT MOVE OR TOUCH ANYTHING ON DESKS. If you want your desk surface cleaned, see that it is clear of all items and it will be cleaned. We also sanitize telephone receivers nightly. We will wipe computer monitors with a dry duster only. All rest rooms are sanitized nightly and monitored twice during the normal business hours. All common corridors are cleaned and maintained each night. Desk side trash receptacles are emptied nightly, new trash liners are also installed. Recycling receptacles are emptied Tuesday and Thursday evenings there are large BLUE containers in the area for tenants to use if they have large amounts of recycling to discard. Kitchen stations are cleaned every night. Please, as a measure against pests, DO NOT throw food waste in desk side containers; this includes soda cans. Do not keep food in your area overnight. Refrigerators please remove food items from the refrigerators daily so we do not have food going bad and causing odors etc. Plants, Bicycles and Pets are not permitted in the Building. Bicycle Racks are available in the Broad St. Parking Lot. Water Coolers, Coffee Pots, Refrigerators, Microwaves and Toasters and Space Heaters are not allowed in cubicles. Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 5

6 Radios, Music CD Players, IPODS and Televisions are not allowed in CUBICLES. Parking Lot Reserved parking will be enforced from 6:00 A.M until 7:00 P.M. After 7 PM parking will be on a first come, first served basis. At no time, are you permitted to block or double park an assigned parking spot. During normal building hours, there is no visitor parking. Handicapped parking is on a first come, first served basis. Turn off Lights and Lock Doors before leaving each day. Storage is not permitted in common corridors, elevator lobbies or stairwells. Copiers - Repairs and Supplies Each copier has an assigned key operator (name and extension to be posted on the machine) who has been trained in its operation. Any problems or questions with the copier, as well as ordering supplies, should be addressed with the key operator. (to be implemented shortly) Print Shop is located in the basement and can print large or small quantities of materials based on timelines set by the Print Shop. The Print Shop can also handle mass mailings at a significant cost savings. Your Cabinet-level officer must approve all printing requests prior to submission. The Print Shop phone number is X Mail the mailroom is located in the basement. The mail room personnel will deliver US Mail twice daily. Overnight packages will be delivered within _ hour of receipt. There is a UPS drop box located on the 1 st floor in the Services Area near the 15 th St. elevators for outgoing UPS. We soon plan to have a Fed Ex drop box also. ATM Machines Freedom Credit Union and Wachovia Bank will be placing ATM machines in the Services area as described above. Programmed Lighting All open office area lights are programmed on a predetermined schedule. Override light switches are located throughout the open office areas. Using the override will keep lights on in a specific area for an extended amount of time. If necessary, press the light controls again to turn them on for additional time. If there is a requirement for consistent after hours work, please call Ext and the schedule can be reset. HVAC (Heating, Air Conditioning and Ventilation) All areas are programmed as per a predetermined schedule for HVAC. If working outside of the predetermined hours, there are override boxes located in private offices, conference rooms and open areas. To extend the hours of HVAC, press the */C button on the control box. This will extend operations for three (3) hours. If there is a requirement for consistent after hours work, please call Ext and the schedule can be reset. Department Liaison Each department will assign a designated liaison who will coordinate all work order and conference room requests for the department. Project work orders will be accepted by building management from department liaisons only. We will also ask designated liaisons for feedback on building services, vending, etc. Elevator Entrapment If you should become trapped in a passenger elevator, stay calm and press the button marked phone. Speak into the speaker on the Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 6

7 right side of the elevator door. The phone will automatically dial Security who will provide immediate assistance. Conference Center Rooms that are part of the Conference Center (see attachments) are reserved by Building Management at The furniture in these rooms must stay in the rooms as reservations are made based on the rooms capacity and the number of chairs provided. Please do not remove chairs or any other furniture from these rooms for any reason. Please leave room set up as it was found. If plans are changed and the reservation is no longer required, please call X-8900 to cancel. Food Service a food service policy will be published at a later date. Vending to obtain a refund for lost monies in the vending machines, please contact Building Management X Postings all announcements, posters, general building information or memos must be posted only in designated areas which include bulletin boards in Home Rooms and Copy Rooms. All postings must be approved by Building Management. PLEASE - DO NOT USE SCOTCH TAPE ON ANY PAINTED WALL SURFACE. This practice will damage the wall. IT POLICIES In order to request a new phone or PC, you must completely fill out the Location Move/Change Request form enclosed and return to Vera Daniel with the appropriate signatures a minimum of 2 weeks in advance of the requirement. Data Cables and Phone cables cannot moved from cubicle to cubicle. Physically moving a phone or PC from one location to another will deactivate the equipment. Once a cubicle is assigned, the above form must be submitted in order to effect a change of location. Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 7

8 Work Environment Protocols and Guidelines To help maintain a productive and professional work environment, we ask that each employee observe the following protocols and guidelines: Employees should maintain a neat and tidy work space with a reasonable amount of personal effects. Employee attire shall be clean, neat and in manner appropriate for their assignments. In consideration of those with allergies or sensitivity to fragrances, please avoid heavy perfumes, colognes, aerosol fresheners, moth balls etc. in the work place. No scented candles or open flames of any kind are permitted. For safety reasons, please refrain from placing items on top of the overhead cabinets in each workstation. Housekeeping It is everyone s responsibility to maintain the building s appearance, cleanliness and safety. Therefore we ask that everyone: Maintain restrooms by disposing of paper towels in the proper receptacles and wiping up water from counter tops. Maintain homerooms by cleaning microwaves after each use. Clean up spills as they happen, or alert building management that assistance is needed. Keep hallways and conference rooms clear of storage items and debris. Remove food items from refrigerators at the end of each day, clean any spills or messes left behind. Please report spills to X-8900 as soon as possible so someone can attend to it immediately. Special cleaning requests can be addressed by calling X New Hire Procedures Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 8

9 Two weeks prior to a new employee s start date, the Office Services/Space Request Form must be filled out, and authorized by a Cabinet Member in order for Building Management to coordinate the assignment of office space with the installation of telephone and data equipment. Please see the form included in this package. Recycling There are blue recycling cans throughout the building. These containers will be emptied every night. All recycling materials should be placed in clear bags while all trash or non-recyclables are placed in black bags. Acceptable White Paper Colored Paper Accounting Ledgers Booklets/Bulletins/Flyers/Pamphlets Calculator Tape Carbonless Paper (NCR Paper) Catalogs Copy Paper Computer Paper Envelopes Fax & Telex Sheets Junk Mail Ledger Paper Magazines Manila File Folders Newsletters Newspapers Post It Notes Scratch Message Pad Paper Telephone Books Writing Paper Non Acceptable Freight Envelopes Bathroom Waste (Tissues & Paper Towels) Batteries Carbon Paper Cellophane Cloth Cups, Plates & Trays Foil Products Food Products Food Scraps, Wrappers & Containers Gummed Labels & Backing Sheets Hardcover Books Packaging Materials Photographic Paper Printer Ribbons Spiral Binders Scrapping (Metal, Plastics, etc.) Styrofoam Cups & Packaging Tyvek Envelopes Toner Cartridges Paper clips, rubber bands, scotch tape and staples on paper need not be removed. However, you can further reduce waste by saving paper clips and rubber bands for future use. Please place your aluminum cans, steel tin cans and glass and plastic beverage bottles in the designated container in your Homeroom for wet trash. Conference Center Procedures Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 9

10 To reserve a room: Submit a completed reservation form via to CKelly@ElliottLewis.com, (5) days in advance of your needs with the following information. (We only accept reservation requests in advance covering a two month period). Date of Meeting Time required (include set up time) Number of Attendees Names of Outside Attendees Special Requirements i.e., TV with VCR, Easel, Modem Jack, etc. Identify a contact person, telephone number and fax number Your Department Topic of Meeting Supervisor s Approval Confirmation: Your confirmation will be ed back to you upon schedule approval. Room Access: Conference Room Doors are normally locked. They will be unlocked prior to each scheduled meeting time by Building Management. Conference Room Policies: 1. Smoking is not permitted anywhere in the Building 2. No open flames of any type 3. Do not use Scotch Tape on any painted surface (masking tape or painter s tape can be used). Please do not tape easel paper to walls and write on with marker pens! It will bleed through. Please remove all items at end of meeting. 4. Do not hang items from ceilings or windows, particularly on the Atrium side of the Conference Center Rooms. 5. No loud music or parties are permitted 6. Be considerate of the surrounding training rooms, conference rooms, offices, etc. (monitor noise level) 7. Do not move furniture between rooms 8. If furniture is moved within the room, please restore room to its original set up 9. When you leave the room, do not leave valuables behind 10. When leaving for the day, turn off all lights, close and lock the door 11. If the rooms is not cleaned and returned to its original layout, or if there are any damages to the room or furniture found after your meeting, you may lose your conference room scheduling privileges, and your department may be charged any necessary costs. Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 10

11 SPECIAL RULES: Rooms will be set up as defined by the room Layout Chart. If you change the way the room is setup, you are responsible for returning the room to the layout defined by the room layout chart before leaving. A catering policy will be published at a later date. Rooms included in the Conference Center: 3 rd Floor people (Portal C) people (Portal D) people (Portal A) people (Portal A) 2 nd Floor people (Portal A) people (Portal A) people (Portal A) people (Portal C) people (Portal D) people (Portal B) Auditorium 250 people (Portal D) 1 st Floor people people + 12 around perimeter people people people (theatre style) people people people people people people (classroom style) Request Form for Conference Room Usage Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 11

12 Date of need: Phone number: Contact Person: Fax Number: Department: Room # preference: Begin time: am pm End time: am pm Number of attendants: Setup Style: The room set-ups are predetermined, if you require a different setup, we ask that you return the room to its original layout before leaving. Tables and Chairs: Conference Style Classroom Style Auditorium Style (Chairs only): Special Requirements: *Food Set Up Audio Visual Equipment For AV questions and to reserve equipment, call or * To be offered at a later date If other than internal School District employees are attending, their names must be given to Security for access. Set Up Time needed: Yes: No: Time: (M) (H) Freight Elevator: Yes: No: Time: am pm We agree to the Conference Room Regulations attached Signed: Date: Supervisor s Approval to CKelly@ElliottLewis.com DO NOT WRITE BELOW THIS POINT Approved: Yes: No: No Rooms Available: Approved to use Room Number: Date: By: Notified: User: ed Confirmation: Yes: No: School District of Philadelphia Date of Request: Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 12

13 Education Center 440 North Broad Street Philadelphia, PA LOCATION MOVE/CHANGE REQUEST FORM Employee Status select one (x): Employee Information New Hire Existing Staff New Hire Start Date: Employee Name: Department Position/Title: Last 4 Digits of SS#: Floor Salary Grade: Requested Move/Change Date*: (*No request will be allowed until after 1/1/06) Office Type select one (x): Large Office: Small Office: Large Workstation: Small Workstation: Location #: IT Requirements Phone PC Laptop Software/Connections: # ABC Code: Requestor s Name: (please print) Requestor s Signature: Authorized Administrator Signature: Cabinet/SRC Member School District of Philadelphia Headquarters Project Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 13

14 Record of Security Access Card / Key Transmittal 1. Key #: 2. Access Card #: 3. Date Requested: 4. Key Type: Door Furniture Other 5. Number of Keys requested: 6. Number of Keys assigned to this lock: 7. Requestor s Name (Print Last, First, MI): 8. Employee s last 4 digits of Social Security #: 9. Initial Issue Replacement 10. Employee Assigned Seat: 11. ABC Code: 12. Start Date: 13. Department: 14. Floor #: 15. Cubicle/Office #: 16. Date Required: 17. Phone #: 18. Building(s): SDP 19. Access hours: (24/7 Unless otherwise noted) 20. Authorized to proceed by: Building Liaison Project Manager 21. Authorizing liaison (print): 22. Authorizing liaison (signature): FOR BUILDING MANAGEMENT USE ONLY 21. Building Services Administrator Approval: Date: 22. Work Order #: 23. Work completed by: Date: Time: 24. Key / Access card received by: 25. Key / Access card returned: Date: 26. Accepted by: Date: 27. Date Key / Access Card returned to inventory: Hook # / Location: / 28. Information entered in database by: Macintosh HD:Users:rminarik:Desktop:downloads:SDP Handbook 1.doc 14