Health & Safety. Transportation Routine care of lawns,trees, roads, walks and athletic fields

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1 Physical Facilites Management - Operations & Maintenance Home Architecture & Engineering Services Operations & Maintenance Health & Safety Operations & Maintenance Services provided by the Operations & Maintenance division of Physical Facilities Management Department include Environmental Services, Grounds,, and. O&M Home Environmental Services Ground Services Environmental Services Grounds Routine Cleaning of Academic and Administrative buildings Preparation for Accreditation visits Setup and breakdown for special events Routine care of lawns,trees, roads, walks and athletic fields Establish and maintain flower and shrub beds Outdoor events support Snow removal Repair cabinets, shelves, and bulletin boards Repair broken windows and doors Replace or re-key existing locking hardware Provide new locks and keys Painting Minor sign making (1 of 2) [3/28/2009 8:24:56 PM]

2 Physical Facilites Management - Operations & Maintenance Repair or replace faucets, sinks, etc. Electrical repairs Connect new equipment to the campus utility systems Operations and maintenance of HVAC systems and Power Plant Relocate furniture, supplies, and equipment Provide transportation for Trustees, President and other dignitaries Provide limited transportation services for special events Collect recycling and solid waste Automotive repairs and maintenance on University vehicles Distribute bulk mail and class schedules Howard University Service Center mail services Assist in snow removal Investigate accidents and process documents involving PFM vehicles Setup and breakdown for registration, commencement, convocations and Charter Day activities. Provide fuel for University Vehicles (2 of 2) [3/28/2009 8:24:56 PM]

3 Physical Facilites Management -Environmental Health and Safety Home Home Architecture & Engineering Services Operations & Maintenance Health & Safety Custodial Services O&M Home Environmental Services Ground Services Facilities Coordinators act as a liaison between PFM and their department. These contact persons are advised of any policy or procedural changes that will affect services to our customers. If you do not know your building s Facility Coordinator, call PFM directly. (1 of 3) [3/28/2009 8:24:59 PM] The Custodial Services Department provides the following services: Classrooms and Laboratories: Daily services include: picking up trash and emptying trash cans sweeping and spot-mopping floors straightening desks and chairs cleaning chalkboards and trays spot-cleaning walls and emptying pencil sharpeners vacuuming carpeted areas Restrooms: Daily services include: picking up trash and emptying trash barrels re-filling soap and paper product dispensers sweeping and wet mopping floors cleaning fixtures and mirrors. These services are usually completed before 9:00 a.m. Restrooms are tidied and

4 Physical Facilites Management -Environmental Health and Safety Home You can reach Environmental Services Managers/Supervisors at: /1027. consumables are restocked again between 1:00 p.m. and 2:00 p.m. Department/Faculty Offices: Daily services include: emptying wastebaskets and pencil sharpeners sweeping and spot-mopping floors Weekly services include: dusting and damp-mopping floors vacuuming carpeted areas Times vary. Hallways: Hallways are swept and damp mopped daily. Additional daily services include: emptying trashcans and ashtrays cleaning drinking fountains spot-cleaning walls This work is usually completed during the day depending on the workload for the specific area. Major stripping of floors are done by the night crew. Stairwells: Stairwells are swept daily and wet-mopped as needed. Handrails are cleaned and walls are spot-cleaned periodically. Stairwells heavily used are cleaned during the day; others may be cleaned later in the day. (2 of 3) [3/28/2009 8:24:59 PM]

5 Physical Facilites Management -Environmental Health and Safety Home Entrances: The custodians are responsible for cleaning entrance areas as far as 10 feet from the building. These areas are swept daily, prior to 9:00 a.m. Door glass is cleaned daily. Other glass and chrome are cleaned as scheduled. Cleaning programs with specific cleaning tasks, such as refinishing, buffing, vacuuming, and rug shampooing have been specifically designed for building and spaces based on usage and relative needs. Pest Control The office of Environmental Services is responsible for pest control services for campus facilities. These services are provided by a licensed pest control contractor. The service provider may treat areas which present repeated problems on a preventive maintenance schedule. Tips: You can prevent pest problems in your office by avoiding eating or storing food in your office. When food is served, keep it in sealed containers or in a refrigerator as much as possible. Avoid disposing of unsealed food leftovers in "inner-office" trash containers overnight and over weekends. Please report any pest control problems immediately to Environmental Services (3 of 3) [3/28/2009 8:24:59 PM]

6 Physical Facilites Management -Environmental Health and Safety Home Home Architecture & Engineering Services Operations & Maintenance Health & Safety Grounds & Landscaping The Grounds/Landscaping section provides a planned program of landscaping and grounds care for the Central, East and West Campuses. They address the horticultural needs of the University as well as the maintenance and repair of roads and walkways. Direct all inquiries to the Grounds Division on extension O&M Home Environmental Services Ground Services Snow and Ice Removal During the winter months, Howard University is subject to weather conditions such as snow, ice pellets, and freezing precipitation that renders surface operations hazardous or extremely difficult. When this occurs, it is imperative that the campus resume normal operations with the least possible delay. The Snow Control Center is located in the Howard University Service Center, 2244 Tenth Street, NW. The Campus Police Command Center may be reached at The Work Control Center is at A snow control center is activated during periods of extreme winter weather to provide a central location for the control and direction of those individuals responding to the emergency. The Assistant Director of Operations and Maintenance Division, PFM, is designate as the coordinator for snow removal and ice control activites. [3/28/2009 8:25:01 PM]

7 Physical Facilites Management - Operations & Maintenance: Home Architecture & Engineering Services Operations & Maintenance Health & Safety Carpentry The Carpentry Shop assists in boarding-up cracked windows and unsecured doorways when building security has been compromised. They also provide repair services on cabinets, shelves, broken desks etc. The Carpentry Shop also provides support services for various special events such as Commencement, Convocation, Homecoming and many other programs. O&M Home Environmental Services Ground Services Locks Prior to receiving any key services, departments must have an approved Service Request on file with PFM s Office of Budget and Finance. University locksmiths are the only persons allowed to cut and issue keys for University buildings. Duplication of keys by an outside locksmith is strictly prohibited. Requests for lock and key changes, or requests for additional and/or replacement keys must be issued by the department head. In the event that a master key is lost, the department will be charged for the cost of re-keying or replacing locks in the affected building(s). Tips (1 of 2) [3/28/2009 8:25:03 PM] Don t leave keys in locks. Keep keys that are used daily on key rings. Keep keys not in use locked in a lock box.

8 Physical Facilites Management - Operations & Maintenance: If keys are misplaced or lost, report it immediately to a Supervisor, Director, Dean, and/or Campus Police. Check the door handle after leaving or closing a door to insure it is secured and locked. Lost keys must be reported immediately to Campus Police And, a key request form must be submitted to replace lost keys. Call WCC for assistance at Painting Maintenance and painting of classrooms, corridors, stairwells and public areas are operational services provided by PFM, and are scheduled on the basis of condition and availability of resources. Other painting work can be scheduled as a chargeable service by submitting a Work Request form to WCC. To complete this process submit a copy of an approved Service Request form to the Office of Finance Budget of PFM. (See Types of Services: ID s and Special Services) (2 of 2) [3/28/2009 8:25:03 PM]

9 Physical Facilites Management - Operations & Maintenance: Home Architecture & Engineering Services Operations & Maintenance Health & Safety Air Conditioning/Heating Climate Control Cooling O&M Home Environmental Services Ground Services There is no defined cooling season. Areas are cooled as necessary to maintain comfortable temperatures. Window units should not be turned to the coldest setting or the highest setting. The units must be shut off when the area is unoccupied during the night, on weekends, and during holiday periods. PFM does not perform maintenance services on window units. Departments must establish their own maintenance contracts with their respective vendors for maintenance services. Tips: Building occupants can remain as comfortable as possible during hot and cold weather by following a few simple rules: (1 of 5) [3/28/2009 8:25:06 PM]

10 Physical Facilites Management - Operations & Maintenance: To insure safety compatibility contact PFM to connect any new or replacement equipment that requires connections other than plugging into a convenient outlet. Wear layered clothing. Layered clothing will allow you to adjust as you move from one area to another. Use drapes or blinds to control sunlight. Close them to keep the room cool, open them to receive the benefits of sunlight. Turn off unnecessary lights and equipment. Lights, computer monitors (only), and other equipment generate heat. Under normal circumstances, it is best to leave the computers on. This prolongs the life of the machine. However, if you are going to be away from your office for more than a week, please follow the proper shut-down procedures for your computer. Reboot the system when you return. Always keep windows and outside doors closed. Climate Control Heating As with cooling, there is no defined heating season. The need for heating generally runs from September through April. The heating systems in most buildings are very old with temperatures varying widely within a building and sometimes from room to room. PFM will do its best to keep temperatures within acceptable comfort levels. The use of individual space heaters is not permitted. Space heaters can overload a building s electrical system, resulting in loss of electrical power, and have a greater potential for electrical fire and shock hazards. Tips: Do not attempt to adjust or tamper with thermostats. If you suspect there is a problem with your thermostat, please call WCC. (2 of 5) [3/28/2009 8:25:06 PM]

11 Physical Facilites Management - Operations & Maintenance: If a system is already working as hard as it can, changing the thermostat setting further will have no effect. Electrical Requirements When a department is contemplating the purchase of new equipment for an office or laboratory, PFM should be consulted to coordinate the installation and the availability of electrical services. Repairs to existing electrical equipment and systems should be requested by submitting a Work Request form to WCC. Request for new electrical work will be channeled through WCC to either the Operations and Maintenance Division or the Architectural and Engineering Division. The required service will be paid for by the requesting department. Failure to coordinate the installation of new electrical requirements with PFM may result in injury to person and property. Tips: Plan ahead so your installation will not be delayed. Most equipment and modular furniture have electrical requirements. WCC will determine the appropriate office to receive the assignment. Elevators Campus elevators are maintained and repaired by an outside firm under PFM s supervision. If an elevator is malfunctioning, WCC should be notified immediately. (3 of 5) [3/28/2009 8:25:06 PM]

12 Physical Facilites Management - Operations & Maintenance: Elevators have emergency telephones. If assistance is needed, push the button and Campus Police Command Post will respond. Tips: If you become stuck in an elevator REMAIN CALM: Pick up the Emergency Phone. Stay on the line until a Campus Police representative tells you to hang up. Emergency BlueLights/Emergency Call Boxes Emergency Blue lights have been placed at various sites throughout the main campus. If lights are malfunctioning or in need of repair notify WCC at Lighting and Relamping Light Bulbs and fluorescent tubes are replaced by the Electrical Shop at no charge. If additional lighting is needed in a lab, office, closet, etc. requests will be accommodated as a chargeable service. PFM strives to insure that lighting levels in various areas meet the requirements of the Illuminating Engineering Society (IES). Relamping requests are scheduled weekly and should not be placed on an ESA (Emergency Service Authorization). Submit a Work Request to WCC for your relamping needs. Tips: (4 of 5) [3/28/2009 8:25:06 PM] ESA calls should only be made if lights are out in stairways, exits signs and exterior lights such as, parking lots, or other outside hazardous areas.

13 Physical Facilites Management - Operations & Maintenance: If it is the only light in a location, specify as such at the time of reporting to insure rapid response. If a light is out, report it to WCC at Requests will be assigned a job order number and given to the Electrical Shop. Do not call the Electric Shop. Mechanical/Electrical Rooms Access to mechanical and electrical rooms is restricted to PFM staff and others under PFM supervision. Departmental equipment, supplies, and materials are not to be stored in mechanical & electrical rooms. They present a hazardous situation and are code violations. Plumbing The Plumbing Shop routinely responds to emergency problems such as toilet stoppage, burst pipes and drainage problems throughout the University campuses. The Plumbing Shop repairs existing fixtures and provides installation of new fixtures as needed. Problems or questions concerning this area should be directed to WCC at (5 of 5) [3/28/2009 8:25:06 PM]

14 Physical Facilites Management - Operations & Maintenance: Home Architecture & Engineering Services Operations & Maintenance Health & Safety Relocate furniture, supplies, and equipment Provide transportation for Trustees, President and other dignitaries Provide limited transportation services for special events Collect recycling and solid waste O&M Home Environmental Services Ground Services Automotive repairs and maintenance on University vehicles Distribute bulk mail and class schedules Howard University Service Center mail services Assist in snow removal Investigate accidents and process documents involving PFM vehicles Setup and breakdown for registration, commencement, convocations and Charter Day activities. Provide fuel for University Vehicles [3/28/2009 8:25:08 PM]