Facilities Management Services Guide The University of Iowa

Transcription

1 Facilities Management Services Guide The University of Iowa Welcome to the Facilities Management Services Guide for the University of Iowa. We have developed this reference for you, the user of University facilities. This guide references nearly everything you need to know about the role of Facilities Management on campus. We include a comprehensive alphabetical listing of facilities-related information. Whether you have a leaky faucet or a major capital project, our staff will evaluate your service requests and determine how best to meet your needs. We may offer the services of our in-house staff or connect you with the responsible campus office. Please take a few moments to familiarize yourself with our Services Guide and reacquaint yourself with Facilities Management. As the stewards of campus facilities, we want to ensure that you receive high-quality and cost-effective facilities services. We focus on preserving the value of the University s physical assets, while following our mission Providing a physical environment that promotes University excellence. The University of Iowa Facilities Management October

2 Emergency Services In case of fire and other life-threatening emergency, please dial 911. Maintenance Emergency: Facilities Management defines a maintenance emergency as any situation that will result in a threat to life, safety, health, facilities, or utilities if not responded to immediately. Facilities Management also defines a maintenance emergency as any situation that will result in the cancellation of classes, clinics, or events if not responded to immediately. For example, a broken water pipe flooding the building would qualify as a maintenance emergency. Should a maintenance emergency arise, call Work Control Center 24 hours a day, 7 days a week ( ) and indicate the urgent nature of the situation. (If you are in University of Iowa Hospital and Clinics, please call ) We respond as quickly as possible to stabilize the situation and prevent further damage. If departmental negligence causes the emergency, we will bill the cost to the department. We bill customers in non-general fund space for all Facilities Management emergency assistance. Help Us Serve You for Maintenance and Custodial Needs The Facilities Management Work Control Center ( ) will answer calls 24 hours a day, 7 days a week. Tell us the room number not just the room name of the area in need of service. Tell us your name, phone number, and the department for which you work. Estimate the urgency of the problem. Tell us how long you think the problem has been going on. Provide any details that will help us determine an appropriate response. Examples of helpful details: If you have an elevator problem, give the floor number on which the problem occurred. If you have a water leak, give as precise a location of the leak as possible. The University of Iowa Facilities Management October

3 Help Us Help You Trained and knowledgeable Facilities Management staff wants to help you. Working together, we can help keep our costs down to free up resources for other critical uses. Here's how you can help: Plan ahead. Coordinate your project plans well in advance with Facilities Management staff. That will help us plan more efficiently and get your job done on time and on budget. Conserve energy. Close windows and turn off lights and equipment when not in use. Consider energy efficient models when purchasing new equipment. For more information refer to Respect the UI facilities. The better we take care of the buildings today; the better off the University will be tomorrow. Give us your feedback. We want to hear from you so we know how we're doing. Please respond to any surveys we distribute, and please feel free to contact our Work Control Center by sending an to or phone ( ) with any input you may have to help us improve our services. To Contact Us 1. The Facilities Management Work Control Center ( ) will answer calls 24 hours a day, 7 days a week. 2. address: [email protected] 3. Mailing Address: Facilities Management Work Control Center 260 University Services Building Iowa City, IA The University of Iowa Facilities Management October

4 Table of Contents 1.0 Facilities Management Works for You Our vision is to continually improve the quality of our services Our organization is fully committed to customer service Facilities Services Who Pays? Maintenance and Custodial Services Maintenance Service Custodial Service Classroom Services Remodeling and New Construction Alphabetical Listing of Services and Policies Other Services You May Have Thought We Provided 41 Appendices 43 A. Facilities Management Institutional Roads 1) Main and Oakdale Campuses The University of Iowa Facilities Management October

5 1.0 Facilities Management Works for You The University of Iowa Facilities Management October

6 Our mission Providing a physical environment that promotes University excellence reflects our role as campus managers. As stewards of the University s facilities, Facilities Management provides comprehensive maintenance, project delivery, and space planning services to approximately 240 academic and support units on the main and Oakdale campuses. We consider all campus visitors, students, faculty, and staff our customers. We manage the maintenance and repair of over 200 campus buildings. We provide and maintain utilities infrastructure to those buildings. We equip, manage, and schedule roughly 200 general assignment classrooms. We plan for the assignment and utilization of space. We design and manage new construction and renovation on campus. We provide interior design services. We provide comprehensive campus planning and landscape maintenance. We contract outside facilities services (if they conform to applicable Board of Regents and legislative policies). We provide expertise in contract administration, vendor selection, and vendor performance review. 1.1 Our vision is to continually improve the quality of our services. By working together for excellence, we look to build on the respect and trust of our people, improve communication, focus on customer needs, act responsibly, and use innovative approaches to improve our organization. 1.2 Our organization is fully committed to customer service. If you are not satisfied with the work performed by staff or contractors, please call our Work Control Center ( ). Facilities Management will thoroughly investigate the situation and work with you to resolve concerns. Our stewardship: Facilities Management develops, manages, and maintains the buildings, grounds, and physical infrastructure of the University. Administration Administration oversees fire safety, deferred maintenance, access for persons with disabilities, and the University Building Renewal process. Administration ensures that Facilities Management departments function well together. The Administration office serves as the Facilities Management liaison to Central Administration and the Board of Regents. The Director, assisted by the Director s Staff, coordinates all Facilities Management activities. Staff Development supports Facilities Management operations with workplace skills, development opportunities, and safety and technical training. Business & Financial Services Business & Financial Services supports Facilities Management. Accounting establishes departmental budgets, exercises accounting control, and provides financial information to Facilities Management staff. Human Resources assists in the recruitment, employment, and retention of staff; and maintains payroll records and personnel files. Information Technology provides technical support for departmental computing systems. The University of Iowa Facilities Management October

7 Campus & Facilities Planning Campus & Facilities Planning facilitates the effort led by Design & Construction Services and Campus Planning committees and participates in Architect Selection. Campus & Facilities Planning plans and coordinates capital projects, including the annual University five year Capital Plan Campus & Facilities Planning oversees the collection and management of University space database information. Campus & Facilities Planning leads in initial capital project planning and participates and supports capital project planning through schematic design. Campus Planning is responsible for the overall development of the main campus and Oakdale campus, guides development and implementation of the Campus Master Plan, directs major campus planning studies, and participates in landscape improvement projects throughout the campus. Design & Construction Services Design & Construction Services provides comprehensive project management for all capital projects. Design & Construction Services provides cost estimating, interior design, landscape design, facilities and systems evaluation, building code evaluation, and building planning and programming. Design & Construction Services is organized into three major project groups that serve specific University areas: Residence Halls and Medical; Athletics, Parking, Roads, and Iowa Memorial Union; and Liberal Arts, Oakdale, and Other. Design & Construction Services has five additional groups providing services based on functional need: Mechanical and Electrical, Interiors, Utilities, Landscape, and Building Envelope. Design & Construction Services operates as a self-supporting University enterprise, in that it generates operating revenue through service charges to departments. Operations & Maintenance Operations & Maintenance divides the campus into five areas, each with its own custodians, maintenance mechanics, and skilled trade s people. Operations & Maintenance maintains the physical appearance, mechanical systems, and cleanliness of all general fund buildings on the main and Oakdale campus. Operations & Maintenance has a carpenter shop, sheet metal shop, paint shop, insulation shop, key shop, access services shop, and a building controls services shop. Operations & Maintenance provides moving services, grounds maintenance, snow removal, refuse collection, and recycling for general fund areas. All services are provided for non-general fund areas on a billable basis. The Work Control Center handles all requisitions and work orders. Utilities & Energy Management Utilities & Energy Management acquires fuel and electrical energy. Utilities & Energy Management operates and maintains campus energy conversion plants. Utilities & Energy Management provides heating, cooling, and electrical service to the campus. Utilities & Energy Management infrastructure includes a central steam power plant, two central chilled water plants, a water plant, and associated distribution systems. Utilities & Energy Management includes plant operators, crafts people, engineers, and administrative support. The University of Iowa Facilities Management October

8 1.3 Facilities Services Who pays? Facilities Management pays for general fund space maintenance. General fund space: University of Iowa property that the state funds Facilities Management to maintain. This includes areas occupied by academic departments and designated academic and administrative support units. The state supports general fund space based on the functional or programmatic use of the property. Within the same University building, there may be some areas where the cost of operations and maintenance is paid by Facilities Management; in other areas, operations and maintenance is paid for by the non-general fund unit occupying the space. Facilities Management does not pay for non-general fund space maintenance. Non-general fund space: University property that the state does not fund Facilities Management to maintain. This generally includes facilities used by departments, programs and units that sell a product or service on the open market. It also includes self- supporting units such as Parking, Athletics, Iowa Memorial Union, Residence Services, and University of Iowa Hospitals and Clinics. The department, program, or unit that uses the non-general fund space pays to maintain it but Facilities Management can provide services to groups in non-general fund space at the expense of the occupant. Facilities Management maintains sidewalks, grounds, planting areas, and building entrances adjacent to general fund supported buildings. A. Who pays for equipment? Facilities Management does not pay for maintenance of departmental equipment. Departmental Equipment: We define University property that a department or unit has purchased specific to the needs of that department to be departmental equipment. Refrigerators, centrifuges, freezers, incubators, warm and cold rooms, special environmental systems with non-standard controls and tolerance of less than three degrees or five percent humidity, special filtering systems, package units and power conditioners used for temperature control of specialized departmental equipment are all considered departmental equipment and will require a requisition for repair. Facilities Management repairs and replaces equipment necessary for building systems operation in general fund space. B. Who determines when to repair or replace equipment necessary for building systems operation? Facilities Management determines the need for repair of public spaces such as lobbies and corridors, and also the repair and replacement of the building envelope (roofs, windows, and doors). C. Who decides who pays in complex situations? As with any complex funding arrangement covering a wide variety of circumstances, exceptions arise. When programmatic exceptions are identified, or disagreements result over who pays for services, Facilities Management and the parties involved work to resolve the issues. The University of Iowa Facilities Management October

9 D. What responsibilities do occupants and users of campus buildings have? Individuals or departments whose actions result in the need for repair or restoration must pay for such work. As occupants and users of the campus buildings each of us has a personal responsibility to ensure that our building use does not result in excessive wear or disrepair. Examples of behaviors that can lead to excessive wear or disrepair include bringing pets or bicycles into buildings, and damage to walls caused by hardware used to hang pictures. If departments or individuals make aesthetic or architectural changes without Facilities Management oversight, those departments and/or individuals may be required to pay to restore the space to its original condition. E. Billable Services: Facilities Management must bill customers for certain services. Facilities Management receives an annual budget to maintain existing facilities. Services that extend beyond this scope will require payment from customers. F. How do I request a billable service? Each department must send a requisition along with their request for a billable service through appropriate administrative channels. Some examples of billable services are replacing window air conditioners, maintaining special departmental air systems, moving, special events set-up, furniture repair, re-keying, metal fabrication, refrigeration equipment service, remodeling or renovation, and special cleaning. G. Billing for services and projects: How often do I receive a bill for billable services? Facilities Management bills customers monthly for services considered "billable. Facilities Management bills customers monthly for projects done on a time and materials basis as well. Units that request additional services also receive monthly bills. H. Billing for Capital Projects: How does Facilities Management bill for capital projects? Generally Facilities Management uses a separate cost-accounting system for capital projects. Facilities Management manages customers funds from the beginning of a project allocating them to make necessary payments as the project progresses. Capital Projects: Projects with a budget of $25,000 or more. The University of Iowa Facilities Management October

10 2.0 Maintenance and Custodial Services The University of Iowa Facilities Management October

11 We provide customers in general fund spaces with maintenance and custodial service from Operations & Maintenance, as staffing and funds allow. Call Work Control Center ( ) for all service requests and follow-up inquiries. Customers may need a requisition sent through appropriate administrative channels. Customers in non-general fund space may receive Operations & Maintenance services on a billable basis. Our staff evaluates each project request, whether billable or non-billable. In-house staff or contracted outside vendors may perform the requested work as appropriate. 2.1 Maintenance Service A. Does Facilities Management maintain fixed equipment in general fund space? Yes, to reduce frequency of equipment breakdown, Facilities Management conducts ongoing preventive maintenance on fixed equipment located in general fund space. These preventive measures include inspection, lubrication, cleaning, and filter and belt changes. We perform the work according to the manufacturer's recommended maintenance procedures and typically the work does not require a customer request. Facilities Management's preventive maintenance responsibilities include those mandated by government regulation, insurance requirements, and building codes. Many of these, such as fire alarm testing, ensure the safety of building occupants. Additional preventive maintenance follows industry standards, equipment manufacturers' recommendations, and equipment warranty requirements. B. Does Facilities Management do preventive maintenance for non-general fund space? Yes, Facilities Management provides preventive maintenance services in non-general fund space on a billable basis at the customer s expense. C. Does Facilities Management do preventive maintenance for departmental equipment? Yes, should a customer wish to have Facilities Management maintain departmental equipment we will bill such services. Call The University of Iowa Facilities Management October

12 D. Routine repairs: How do I request routine building maintenance services? Call the Work Control Center ( ) and alert us to the problem. Routine repairs: We define everyday work that originates within Facilities Managementsupported facilities and that addresses normal wear and tear on building structure and equipment as routine repairs. For example, repair of dripping faucets, replacement of broken windows, or door and lock repair qualifies as routine. Facilities Management processes and completes each customer's routine-repair request as rapidly as possible. When you call our Work Control Center ( ) we log your request into our Maintenance, Planning, and Scheduling system. Facilities Management handles all customer requests on a first-come, first-served basis, except in the case of an emergency. Facilities Management staff scans the system several times each day to schedule jobs according to priority and staffing availability. If the repair might be disruptive, Facilities Management staff will call the customer and coordinate schedules to minimize any inconvenience. We handle the requests of customers in general fund space and those in non-general fund space according to the same guidelines. For further clarification, see Section 1.3 Facilities Management Who Pays? E. Campus maintenance: Do I need to request campus maintenance services? General fund buildings do not need to request these services. The Campus Shops provide maintenance services to most of the campus. Campus Maintenance: Campus maintenance includes grounds keeping; snow removal and ice control for sidewalks and institutional roads; refuse collection; recyclable collection; and equipment support for small projects requiring crane work, sidewalk replacement, or excavation. A moving crew is available to assist departments on a billable basis. The bio-hazardous waste pick-up service collects waste from research and health facilities, including University of Iowa Hospitals and Clinics. Call the Health Protection Office ( ) for information on packaging hazardous waste. The University of Iowa Facilities Management October

13 F. Emergency services: How do I get emergency services? In case of fire and other life-threatening emergency, please dial 911. Maintenance Emergency: Facilities Management defines a maintenance emergency as any situation that will result in a threat to life, safety, health, facilities, or utilities if not responded to immediately. Facilities Management also defines a maintenance emergency as any situation that will result in the cancellation of classes, clinics, or events if not responded to immediately. For example, a broken water pipe flooding the building would qualify as a maintenance emergency. Should a maintenance emergency arise, call Work Control Center ( ) and indicate the urgent nature of the situation. We answer the Work Control Center phone ( ) 24 hours a day, 7 days a week. We respond as quickly as possible to stabilize the situation and prevent further damage. If departmental negligence causes the emergency, we will bill the cost to the department. We bill customers in non-general fund space for all Facilities Management emergency assistance. 2.2 Custodial Service Facilities Management routinely provides custodial service to general fund spaces. Customers in non- general fund spaces may receive these services on a billable basis. A. Routine Cleaning: What is it? Routine cleaning: We define work done from a custodial cart as routine cleaning. The custodian works on a route through his or her area cleaning rooms as scheduled for service. The custodian routinely performs the following tasks: Dusting and cleaning of horizontal and vertical surfaces Dusting and cleaning of furniture and cleared surfaces. Custodians do not move items or clean office equipment and personal items. Emptying trash Cleaning floors Cleaning doors and vents B. Project Work: How do I get cleaning that requires special equipment? Facilities Management performs project work on a regular schedule, and at no charge, in general fund spaces. Project work: Facilities Management defines cleaning that requires special equipment as project work. Examples include buffing floors, washing windows, washing walls, replacing lamps, cleaning carpets, refinishing floors, etc. You will receive advance notice from your custodian whenever Facilities Management plans a major project for your space. C. Special Cleaning: How do I get extra cleaning? Requests for cleaning beyond routine work or scheduled project work require a requisition sent through the appropriate administrative channels. The University of Iowa Facilities Management October

14 D. Cleaning Schedules: What spaces are cleaned by Facilities Management? Facilities Management provides daily service to all public spaces such as entrances, lobbies, halls, rest rooms, elevators, loading docks, and stairways. In addition, spaces such as conference rooms, classrooms and other scheduled teaching areas, break rooms, and locker rooms, also receive daily service. Facilities Management services private spaces such as offices, research and medical laboratories, etc. We determine cleaning frequency by the amount of traffic in the space and/or the amount of trash generated. For instance, departmental offices and workrooms may be cleaned several times weekly, while we clean private offices less frequently. We service departmental libraries daily, but some portions, such as stack areas, we clean less frequently. Your custodian can supply a service schedule for your space upon request ( ). E. Building Entrances: Who cleans them? Custodians provide daily cleaning to the area immediately outside each entrance, including sweeping, cigarette urn cleaning, and snow removal. Custodians provide and maintain matting inside building entrances during winter months. F. Lock up responsibilities: Who does the locking up? Each occupant must secure his or her assigned space. Keep your office and lab keys with you. Custodians may not admit anyone to locked spaces, even if they know the person. On the days that custodians clean the space, the custodian will lock unlocked vacant spaces after cleaning. Depending on the shift, the custodians will either unlock or lock the building entrances daily. Public Safety unlocks some campus buildings. To check building hours, call Space Planning & Utilization ( ). Call Public Safety ( ) if you need assistance with admittance. G. Infectious/Bio-Hazardous Waste: Who handles it? When presented as a sealed, properly labeled container, set into the hallway, custodians will remove infectious/bio-hazardous waste to a staging area for pickup and disposal. For specifics, consult the Health Protection Office instructions for proper laboratory procedures concerning infectious or other hazardous waste. For more information, call the Health Protection Office ( ). The University of Iowa Facilities Management October

15 3.0 Classroom Services The University of Iowa Facilities Management October

16 For detailed classroom information, see the Space Planning & Utilization web site, A. Scheduling General Assignment Classrooms: How can I reserve one? To reserve a classroom, call or [email protected]. We give initial assignment priority for general assignment classrooms to academic semester courses. We assign classrooms well in advance of each semester. B. Can I schedule rooms for uses other than academic semester course instruction? Yes, but we may assess a charge. After we have assigned classrooms for academic semester courses, customers may schedule these rooms for other purposes. We assess a charge for weekend use of general assignment classrooms seating over 100, or for multiple use of small classrooms. We assess charges for any use of general assignment classrooms outside of regular building hours. This fee pays the cost of custodial services for overtime cleaning of the spaces, including associated rest rooms, hallways, and building lock-up. C. Portable Technology for use in General Assignment Classrooms: How can I reserve it? Call or Facilities [email protected] to reserve portable carts with technology (computer, video-data projector, slide projectors, TV monitor with VCR) in buildings that house general assignment classrooms. The user must pick up a key from Space Planning (250 University Services Building) to access the equipment closet in the building where the equipment is stored. Reserve equipment 24 hours in advance. Report all problems to the Work Control Center ( ). We will charge damage due to negligence to the department or individual responsible. NOTE: Never lock general assignment classrooms. They should be available to students whenever the building remains open. D. What other classroom services do you offer? Space Planning & Utilization can provide multimedia services and maintain departmental multimedia equipment, with a charge for time and materials. Call Facilities Management cleans chalkboards, marker boards, chalk trays and erasers daily. Unless you provide clear instructions on the section to be saved, we erase all writing on the boards while cleaning. We supply most classrooms with three erasers and four to six sticks of chalk. Instructors must supply dry-erase markers for marker boards. Do not use permanent markers on these boards. Departments pay for replacement of equipment and furnishings in departmental classrooms and auditoria. The University of Iowa Facilities Management October

17 4.0 Remodeling And New Construction The University of Iowa Facilities Management October

18 Facilities Management provides comprehensive project management and delivery services for all renovation and new construction projects on the campus. Project: Facilities Management defines a project as any body of work that has the effect of repairing, modifying, or improving the physical environment in some way. The University has processes for all types of projects, from moving a door to constructing a building. All projects share a number of common steps: 1. Identification of a problem or need. 2. Formulation of project scope. 3. Preliminary design and preparation of cost estimate. 4. Identification of funding source. 5. Final approval of budget and project, the decision to proceed with construction. 6. Final design and bidding. 7. Construction. 8. Project close out. This process becomes progressively more complex as the size and cost increase and additional approvals become necessary. Facilities Management must protect the long-term interests and architectural integrity of the University. Facilities Management must obtain all appropriate approvals and authorizations from the Board of Regents and the State of Iowa. Facilities Management must ensure that construction follows all applicable laws, building codes, and other state and federal rules and regulations. Call Work Control Center ( ) if you have questions regarding these processes. A. What must I do to remodel or begin new construction? Since the University categorizes all University projects according to the type of work being done, cost, and source of funds; it is important to identify the type of project and follow the appropriate procedure. Small projects: Small projects cost less than $25,000. Examples range from very minor projects such as hanging a bulletin board to more complex projects like moving a wall. Submit a requisition to Work Control Center identifying a problem or need. Facilities Management personnel verify the project scope. If the customer requests, Facilities Management provides a preliminary design and prepares a cost estimate. The initiating department gives final approval to proceed. Facilities Management arranges construction. Facilities Management closes out the project. Minor Remodeling: Minor remodeling costs from $25,000 to $250,000. Examples: Remove walls, recarpet office area, minor laboratory remodeling. NOTE: See detailed rules governing the Building Renewal process in Chapter 33 of the University Operations Manual. ( The University of Iowa Facilities Management October

19 Any University department or Facilities Management can initiate a request by submitting a Building Renewal form at the Work Control Center (260 University Services Bldg, ). Describe the project scope in consultation with Facilities Management. Facilities Management personnel provide preliminary designs and prepare a cost estimate. The department can fund the project or request that the Facilities Repairs and Equipment Committee (FREC) allocate Building Renewal funds. Facilities Management provides the final design in consultation with requestor. Facilities Management administers a contract identified via public bid. Major Projects: Major projects cost over $250,000. Examples: Construct new building, building addition, comprehensive remodeling and renovation. NOTE: See detailed rules governing the process in Chapter 34 of the University Operations Manual. ( University departments submit a proposal through their administrative channels to central administration. Departmental personnel consult with central administration and Facilities Management Administration to determine project scope. Facilities Management provides preliminary design and prepares cost estimate, usually with outside architectural assistance. Depending on the project, Facilities Management, the customer, or central administration identifies a funding source. Central Administration authorizes Facilities Management to request permission from the Board of Regents to proceed. Facilities Management provides the final design, usually with outside architectural assistance. Facilities Management administers a contract identified via public bid. The University of Iowa Facilities Management October

20 5.0 Alphabetical Listing of Services and Policies The University of Iowa Facilities Management October

21 Accessibility: Who do I call? Students requiring additional accommodations should call Student Disability Services ( ). Faculty or staff members requiring additional accommodations should call Faculty and Staff Disability Services ( ). Call Work Control Center ( ) for repairs to accessibility equipment. All construction and renovation work is carried out in compliance with the requirements of the Americans with Disabilities Act. We have retrofitted all major campus buildings to provide accessibility to persons with disabilities. We continue to refine our level of accessibility as circumstances dictate. Air Conditioning: Who maintains air conditioners, who repairs them, and who replaces them? Facilities Management maintains central air conditioning systems in general fund buildings. Facilities Management repairs and maintains some window air conditioners upon request. If a department installs an A/C package unit, the department must requisition Facilities Management (260 University Services Building) for maintenance or repair. Call if you have any questions. Departments must pay to replace window air conditioners. Submit a requisition to Facilities Management (260 University Services Building). Call if you have any questions. Air Intakes: You cannot smoke or idle vehicles near building air intakes. Check building plans or call Work Control Center ( ) if you have any questions. Animals: May animals be brought into University buildings? The Iowa Administrative Code authorizes only leader dogs and animals used in research in University buildings. See also Chapter 35.5 of the University Operations Manual. Animals: Who do I call for removal? For removal of nuisance animals on campus call Work Control Center ( ). Animal Waste Disposal: What should I do with it? Put animal waste in appropriate Animal Care Unit containers. Animal Waterers: Who supplies utilities? Facilities Management supplies utilities to animal waterers. Departments may send a requisition to Work Control Center (260 University Services Building) for additions, modifications, and repairs to these units. The University of Iowa Facilities Management October

22 Architectural/Engineering Design: What if I have questions? See Section 1.3 Our organization is fully committed to customer service or Section 4.0, Remodeling and New Construction. Area Maintenance: How do I find out about services? See Section 2.0 Maintenance and Custodial Services. Artwork, Maintenance: Who maintains artwork? The Director of the Museum of Art oversees the campus placement of artwork purchased by the University. Departments must maintain artwork they acquire. Asbestos Removal: Who do I call? Call Work Control Center ( ) for more information. Facilities Management oversees asbestos removal in compliance with EPA regulations. Ashtrays, Exterior: Who supplies them and who maintains them? Facilities Management custodians clean exterior ashtrays or urns daily. Call Work Control Center ( ) to request additional ashtrays. Asphalt Repair: Who do I call? Parking & Transportation ( ) maintains parking lots. Facilities Management maintains institutional roads see Appendix A for map. Call Work Control Center ( ) for more information. Athletic Department Facilities: Who maintains them? The Athletic Department maintains athletic practice fields and playing fields, including Finkbine Golf Course. Athletics also maintains the buildings and facilities that house their programs. Auditorium Seating: Who repairs or replaces it? Facilities Management will make minor repairs to auditorium seating if parts are available. When Facilities Management cannot repair seating, the department must replace damaged seats. Autoclaves: Who installs, maintains, or repairs them? Facilities Management will install, maintain, and repair autoclaves at departmental expense. All connections to building utility systems must be coordinated through Facilities Management. Ballast, Lighting: Who replaces and disposes of ballasts in fluorescent lights? Facilities Management replaces ballasts in fluorescent lights. The University of Iowa Facilities Management October

23 Basketball Courts/Hoops: Who maintains? Call Recreational Services ( ) if you have problems. Batteries, Disposal: Who will answer my questions? For policies related to disposal of batteries call the Health Protection Office ( ). Batteries, for Locking Systems: Who replaces them and who pays for replacement? Facilities Management will replace the batteries in electronic lock systems at departmental expense. Batteries, for Uninterrupted Power Supply (UPS): Who replaces and pays for them? Facilities Management will replace the batteries in uninterrupted power supply systems at departmental expense. Benches: Who maintains them? Facilities Management maintains all exterior benches and seating areas. Facilities Management repairs and maintains all non-upholstered benches in public areas inside buildings. Bicycle Parking: Who maintains bicycle racks? Parking & Transportation ( ) provides and maintains bicycle racks. You can find the locations of bicycle parking in the brochure Bicycling at The University of Iowa, obtained from the Iowa Memorial Union Campus Information Center ( ). You may not take bicycles inside University buildings. Bicycle Paths: Who maintains them? Facilities Management maintains campus bicycle paths. Find a map of paths at Bio-Hazardous Waste: See Infectious/Bio-Hazardous Waste Biological Safety Cabinets: Who repairs them? Who pays? Facilities Management repairs biological safety cabinets at departmental expense. Blinds See Window Coverings. Boilers and Steam Vessel Inspection: Who clears permits? Who pays for upgrades? Facilities Management clears all permits for general fund and departmental equipment in general fund buildings. The department pays for all upgrades to steam vessels that are required by code. Facilities Management keeps inspection certificates on file in the Work Control Center ( ). The University of Iowa Facilities Management October

24 Bottled Water: Who provides it and who maintains it? Departments must provide and maintain bottled water at their own expense. Break Rooms: Who maintains them? Facilities Management services break rooms daily. The custodial staff cleans sinks only if they are empty. In the break room itself, the department must clean dishes and utensils, and maintain appliances such as microwave and conventional ovens and stoves, refrigerators, dishwashers, and coffee makers. Suppliers must maintain vending machines. NOTE: For refrigerator requirements and specifications, see Refrigerators. Bridges: Who maintains them? Facilities Management maintains institutional roads and University footbridges. See Appendix A for a map of institutional roads. Building Identification Signs: Who maintains them? How do I find out requirements? Exterior: Facilities Management installs and maintains exterior building signs, campus directional maps, and campus signs. Facilities Management follows the requirements of the campus sign system. Address questions to Facilities Management Administration ( ). Interior: Facilities Management maintains room number signs. Interior building signs must meet Americans with Disabilities Act requirements. Address questions to Facilities Management Administration ( ). Building Renewal See Section 2.0 Maintenance and Custodial Services. Bulletin Boards: Who regulates them? University Life Centers ( ) must approve all items on University bulletin boards. Go to the Iowa Memorial Union University Box Office to obtain an "approved for posting" stamp. See Chapter 29 of the University Operations Manual for more details. Remove posters in public areas not on University bulletin boards and all posters not approved by University Life Centers. Bus Stop Shelters: Who maintains them? Parking & Transportation ( ) maintains bus stop shelters. Cable, Television: Who do I call with questions about service or support? Call Broadcast Services ( ). Facilities Management does not service or support cable television. The University of Iowa Facilities Management October

25 Cage Washers: Who maintains them? Facilities Management supplies utilities to cage washers. For additions, modifications, and repairs to these units send a departmental requisition to Work Control Center (260 University Services Building). Campus Events: Where do I find answers to my questions? See Chapters 35 through 38 in the University Operations Manual for policies on the use of campus facilities and outdoor spaces. Campus Mail: Who do I call with questions about service? Call Central Mail Services ( ). Facilities Management does not provide campus mail service. Campus Planning: Where can I learn more? Facilities Management s Office of Campus Planning is responsible for the overall development of the main campus and Oakdale campus, guides development and implementation of the Campus Planning Framework (campus physical master plan), directs major campus planning studies, and guides landscape improvement projects throughout the campus. For more information, call Capital Projects See Section 4.0 Remodeling and New Construction. Carpet: How can I install or replace carpets? Who maintains them? See Floor Covering. Centrifuges: Who maintains and repairs them? Departments install, maintain, and repair centrifuges. Chairs See Furniture. Chalk and Chalkboards: Who maintains them? See Section 3.0 Classroom Services. Chemicals (Hazardous), disposal: Who do I call? Call Health Protection Office ( ). Chemicals for Grounds Maintenance: Who applies them? Facilities Management applies chemicals for grounds maintenance as needed. The University of Iowa Facilities Management October

26 Chemicals for Grounds Maintenance: How do I learn of the application schedules? Call Work Control Center ( ) for application schedules. Classrooms See Section 3.0 Classroom Services. Clocks: Who maintains them? Facilities Management resets and maintains clocks in public spaces. Cold Rooms: Who do I call? Call Work Control Center ( ) for information. Compressed Air: Who maintains it? Facilities Management maintains building compressed air. Departments must maintain individual or supplemental air compressors. Consulting Services: Who handles them? The University has delegated Facilities Management to contract outside architecture, engineering, and construction services. We provide expertise in contract administration. Cranes, Outdoor: Who do I call? Call Work Control Center ( ) with questions regarding crane use on campus. Custodial Service: How do I get it? See Section 2.0 Maintenance and Custodial Services. Damage Repair: Who pays? Facilities Management will pay to repair damage to equipment caused by Facilities Management negligence. To report damage caused by building equipment or system failure, call Risk Management ( ). The department or individual will pay to repair damage caused by departmental or individual negligence. Facilities Management will repair the damage and bill the department or individual responsible. See Section 1.3 Facilities Services Who Pays? Data, Ethernet Jacks: Who installs and maintains them? Who do I call? Telecommunication and Network Services (TNS), a department within Information Technology Services (ITS), installs and maintains Ethernet jacks. ( ). Dead Animals: Who do I call for removal? Call Work Control Center ( ) for removal. De-ionized Water Lines: Who installs and maintains them? Facilities Management installs and maintains de-ionized water systems using departmental funds. The University of Iowa Facilities Management October

27 Departmental Equipment See Section 1.3 Facilities Services Who Pays? Directories, Building: Who maintains them? Building occupants maintain interior building directory boards. Facilities Management maintains exterior directories and campus maps. Call Work Control Center ( ). Disability Access See Accessibility: Who do I call? Display Cases: Who maintains them? Departments maintain interior display cases. University Relations ( ) maintains display cases mounted on the exterior of Schaeffer Hall and Macbride Hall. Docks, Loading Use loading docks for delivery of materials to buildings. Do not block them or use them for departmental storage. Domestic Water and Water Systems: Who maintains them? Facilities Management maintains a water treatment plant and monitors water quality on campus. Facilities Management will make any extensions of water systems. Departments may not attach equipment or instruments to domestic water systems. Door Openers, Disability Access: Does Facilities Management install and maintain? Facilities Management installs and maintains door openers for disability access. Doors and Related Hardware: Who maintains doors? Facilities Management performs routine maintenance on door hardware. Any locksmith work on campus must be done by Facilities Management. Departments pay for rekeying. Drains: Who maintains them? Facilities Management maintains indoor and outdoor drains. Call Work Control Center ( ) if you have blocked drains. Draperies: How can I install, replace, and care for them? Purchase, maintenance, replacement, or installation of draperies requires a requisition. Send your requisition to Work Control Center (260 University Services Building). Facilities Management will provide samples that meet University standards. See also Window Coverings. Drinking Fountains: Who installs and maintains them? Facilities Management installs and maintains indoor fountains. The University of Iowa Facilities Management October

28 Dumpsters: What rules must I follow? You may not use University dumpsters for personal refuse. Make special arrangements with Work Control Center ( ) to dispose of furniture, appliances, and other large items. When you generate larger than normal amounts of trash, the department may request more frequent trash pick-ups. Call Work Control Center ( ). See also Infectious/Bio-Hazardous Waste. Electric Service: Who do I call about damage or service? Call Work Control Center ( ) for electric service issues or to report damage. Departments should also report damage to departmental equipment or supplies to Risk Management ( ). Elevators: Who do I call when I have problems? Facilities Management maintains elevators, dumbwaiters, and wheelchair lifts. Call Work Control Center ( ) if you have problems or questions. Emergency Calls: Who do I call for fire or other life-threatening emergencies? In case of fire and other life-threatening emergency, dial 911. See also, Emergency Services, page 2. Who do I call for maintenance emergencies? Call Work Control Center ( ) for maintenance emergencies. See also, Emergency Services, page 2. Emergency Generators: Who purchases them, installs, and maintains them? Facilities Management purchases, maintains, and installs emergency generators. Emergency Telephones: Who installs and maintains them? Information Technology Services ( ) installs and maintains emergency telephones. Energy Conservation: What is happening on campus? See the Facilities Management website, energy.uiowa.edu, to learn more about energy conservation at the UI. Call our Work Control Center for more information ( ). Energy Curtailment: What is it? See the Facilities Management website, for a complete explanation of the University s energy use curtailment program and the buildings affected. Call our Work Control Center for more information ( ). Environmental Rooms and Chambers: Who maintains them? Departments maintain environmental rooms or chambers at their own expense. The University of Iowa Facilities Management October

29 Erasers: How can I get them? See Section 3.0 Classroom Services. Estimates: Who will provide them? Facilities Management will provide estimates for projects after receiving a requisition. Send to Work Control Center (260 University Services Building). Ethernet Jacks: Who will install and maintain them? Information Technology Services ( ) installs and maintains Ethernet jacks. Exit Lighting: Who installs and maintains it? Facilities Management installs and maintains exit lighting. Call Work Control Center ( ) to report malfunctions. Extension Cords: What rules must I follow? The National Electrical Code and the State Fire Marshal prohibit the use of extension cords for permanent appliances, such as lab equipment, desk lamps, radios, refrigerators, or pencil sharpeners. The National Electrical Code and State Fire Marshal prohibit multiple plug outlet adapters. You may use extension cords if you use them as a temporary power source for portable equipment, such as a vacuum cleaner or an electric drill. Remove the cord when you complete the task. You may use surge-protected plug strips for personal computers and their components only. If you need additional electrical outlets, send a requisition to Work Control Center (260 University Services Building). Eye Wash Stations: Who maintains them? How do I get a new one? Facilities Management maintains eye wash stations. To install a new station send a requisition to Work Control Center (260 University Services Building). Fans, Portable: Will Facilities Management provide them? Facilities Management does not provide portable fans. Fences: Who approves and maintains them? Facilities Management must review and approve all fences on campus. Facilities Management maintains all construction fencing and other fencing in general fund areas. Fertilizer See Chemicals for Grounds Maintenance. Fields, Intramural and Play: Who maintains them? Athletics ( ) and Recreational Services ( ) maintain intramural and play fields. The University of Iowa Facilities Management October

30 Fire In case of fire and other life-threatening emergency, please dial 911. Fire Safety: Who maintains fire safety systems? Facilities Management maintains fire alarms, extinguishers, and other fire safety systems. Flammable-Liquid Cabinets Departments provide flammable-liquid cabinets. For additional information call Health Protection Office ( ). Floor Covering: How can I install or replace carpets? Who maintains them? Install or replace carpets by sending a requisition to Work Control Center (260 University Services Building). Facilities Management will provide samples that meet University standards. Facilities Management cleans and repairs carpets. Facilities Management also maintains and replaces hard surface flooring in general fund spaces. Flowers: Who plants, maintains, and approves plantings? Facilities Management plants, maintains, and approves outdoor plantings but does not maintain indoor plants. Footbridges: Who maintains them? Facilities Management maintains University footbridges. Fountain, Outdoor: Who maintains them? Facilities Management maintains the Iowa Memorial Union fountain. Fountains, Water See Drinking Fountains. Freezers: Who provides and maintains them? Departments provide and maintain freezers. Facilities Management does not pay for loss of contents due to power failure. Fume Hoods: Who provides and maintains them? Departments pay for installation of fume hoods. Facilities Management performs routine maintenance. Health Protection Office conducts periodic safety checks and relays this information to Facilities Management. Departments must pay to replace or redesign non-compliant hoods. Furniture, Indoor: How can I get furniture to test, to buy? What do I pay for? How do I get rid of it? 1. Call Interior Design for furniture information ( or ). 2. Send a requisition for design services to Work Control Center (260 University Services Building). 3. Furniture is purchased from vendors through the Purchasing Department. The University of Iowa Facilities Management October

31 Chair casters are designed for either carpet or hard surface flooring such as vinyl tile, terrazzo, or concrete. To minimize damage to floors the correct casters should be used. Discarding: Dispose of University furniture in poor condition through University Surplus ( ). Do NOT put furniture into refuse dumpsters. Departments must pay for all non-university furniture discarded into the corridors. Departments must dispose of furniture brought into offices by individuals. When you discard large quantities of trash and furniture, such as end of the year clean up of TA offices and studios, send a requisition to Work Control Center (260 University Services Building) for additional refuse collection. Furniture, Outdoor: Who installs outdoor furniture? Facilities Management installs, maintains and approves outdoor furniture in general fund areas. The Campus Planner ( ) must approve installation of any picnic tables or benches. Gates, Traffic Control: Who do I call? Call Parking & Transportation ( ). Graffiti Removal: Who do I call? Call Work Control Center ( ) for removal of graffiti. Grounds Maintenance: Who maintains grounds? Facilities Management provides grounds maintenance for general fund supported areas. Call Work Control Center ( ) for more information. Growth Chambers: Who maintains them? Departments pay for growth chambers maintenance. Hazardous Waste Disposal: Who do I call? See Infectious/Bio-Hazardous Waste. Heating: Who maintains heating? Facilities Management maintains heating systems in general fund buildings. Call Work Control Center ( ) to report malfunctions. Hoists: Who maintains them? Facilities Management maintains hoists installed as original equipment in general fund buildings. Call Work Control Center ( ). Hoods See Fume Hoods. Ice Machines: Who maintains them? Departments install and maintain ice machines. The University of Iowa Facilities Management October

32 Incubators: Who maintains them? Departments install and maintain incubators. Infectious/Bio-Hazardous Waste When presented as a sealed, properly labeled container, set into the hallway, custodians will remove infectious/bio-hazardous waste to a staging area for pickup and disposal. For specifics, consult the Health Protection Office instructions for proper laboratory procedures concerning infectious or other hazardous waste. For more information, call the Health Protection Office ( ). Inspections: Who coordinates them? Facilities Management coordinates state-mandated elevator and steam vessel inspections. Work Control Center ( ) keeps inspection certificates on file. Institutional Roads See Appendix A for a map of the campus roads maintained by Facilities Management. Intercom Systems: Who installs and maintains them? Departments install and maintain intercom systems. Interior Design Service See Section 1.0 Facilities Management Works for You. Kautz Plaza See Chapter 38 of the University Operations Manual for guidelines on the use of Kautz Plaza. Keys: Who do I call for them? Who pays? Facilities Management must approve all lock changes. Purchase building keys from Facilities Management Key Services by requisition to Work Control Center (260 University Services Building). Departments pay for the cost of re-keying due to lost or stolen keys. Departments may replace key systems with Marlok electronic access systems at their own expense. Forward requisitions for Marlok systems to Work Control Center (260 University Services Building). Facilities Management Key Services may replace keys to locking furniture by requisition to Work Control Center (260 University Services Building). Purchase parking lot keys from Parking & Transportation ( ). Requisitions for all key services should be sent to Work Control Center (260 University Services Building). Kilns: Who installs and maintains them? Departments install and maintain kilns. Facilities Management must approve kiln installation, due to the need to comply with air quality regulations. The University of Iowa Facilities Management October

33 Lab Chemical, Disposal: Who do I call? Call the Health Protection Office ( ). Lab Equipment: Who purchases and maintains it? Departments purchase and maintain lab equipment. Facilities Management may repair certain equipment by requisition to Work Control Center (260 University Services Building). Lead Abatement: Who do I call? Facilities Management or an approved contractor must complete all lead abatement. Call Work Control Center ( ). Lifts See Elevators. Lighting, Building Interior: Who maintains it? Facilities Management maintains building lighting in general fund-supported space. Lighting, Building Exterior: Who maintains it? Facilities Management maintains lighting installed by the University. Call Work Control Center ( ) to report outages. The Facilities Management Utilities Engineer ( ) responds to concerns about lighting intensity. Facilities Management reviews requests for lighting changes to insure consistency with building architecture. Lights that are on sensors or time-controlled are controlled by Facilities Management. Lighting, Street and Walkway: Who maintains it? Call Work Control Center ( ) for any maintenance needed on street lights or other exterior lighting. See for the complete campus lighting plan. Also see Lighting, Building Exterior. Loading Dock: Who do I call when I have problems? Call Work Control Center ( ) for problems with loading dock equipment. Locks See Keys or Marlok Systems. Mail: Who distributes it? Campus Mail ( ) distributes U.S. and campus mail to the University. Facilities Management does not provide campus mail service. Markers, White board: Who takes care of them? Facilities Management does not provide markers, but will clean white boards daily. The University of Iowa Facilities Management October

34 Marlok Systems: Who do I call? Call Work Control Center ( ) for problems with electronic locks. Facilities Management can install Marlok electronic locks at departmental expense. Mats: How do I get them? Who maintains them? Facilities Management provides and maintains entrance mats inside all buildings. UI Laundry ( ) will provide additional exchangeable mats at departmental expense. Mechanical Equipment: Who maintains it? Facilities Management maintains mechanical equipment that supports building systems. Departments maintain other mechanical equipment. Media Equipment See Section 3.0 Classroom Services. Memorials: Who approves them? The President s Committee on Building Names must approve naming spaces within buildings (see University Operations Manual, Chapter 42). Submit proposals for exterior memorial plaques to Facilities Management Administration (210 University Services Building). Mercury See Infectious/Bio-Hazardous Waste. Moving: Who do I call? Facilities Management provides moving services. Send requisitions to Work Control Center (260 University Services Building). Call Information Technology Services ( ) to move data and phone locations. Mowing: Who do I call? Facilities Management maintains lawns in general fund-supported areas. Call Work Control Center ( ) with questions or concerns. Nameplates: Who do I call? Facilities Management will order nameplates if you send a requisition to Work Control Center (260 University Services Building). Natural Gas Service: Who do I call? Requisition natural gas service extensions within University buildings through Work Control Center (260 University Services Building). Newspaper Vending Machines: Who administers them? Newspaper vending machines may be installed only in areas within the right-of- way of the City of Iowa City. Newspaper vending machines are not allowed on University property. Odor Problems: Who do I call? Call Work Control Center ( ) to report any suspicious odors. The University of Iowa Facilities Management October

35 Office Equipment/Furnishings: Who maintains it? Departments are responsible for the maintenance and repair of office equipment. Most furniture repair is covered by a manufacturer s warranty. Service is provided by the local furniture dealer. For more information call Interior Design ( or ). PA Systems: Who maintains them? How do I get them? Facilities Management maintains general assignment classroom and auditoria sound systems. Departments maintain and install other PA systems. Rent portable PA equipment for limited use through Space Planning & Utilization ( ). Painting: How often do you paint? Facilities Management, based on budgetary constraints, determines the frequency of maintenance painting. Call your Area Service Center Manager to discuss specific requests. Work Control Center ( ) can provide the name of your Area Service Manager. Departments pay for painting outside the maintenance sequence. Parking: Who do I call for assignments, regulation, and maintenance? Parking & Transportation ( ) administer parking lots, parking meters, and parking assignments. PCB Disposal: What do I do? See Infectious/Bio-Hazardous Waste. Pentacrest Use See University Operations Manual, Chapter 37. Pest Control: Who provides it? Facilities Management contracts pest control services for routine building and campus service. The contractor responds to emergency calls as needed. Facilities Management provides termite control. Pest Control: Is it safe? Facilities Management uses a variety of pest management techniques sensitive to environmental or health concerns. See the logbook containing service schedules and up-todate Material Safety Data Sheets (Material Safety Data Sheets) in the Work Control Center (260 University Services Building). Phone Jacks: Who provides them? Information Technology Services ( ) provides telephone service. Picnic Tables See Furniture, Outdoor. The University of Iowa Facilities Management October

36 Plants: Who maintains them? Facilities Management installs and maintains exterior building plantings. Facilities Management does not provide or maintain interior plants. Departments must pay for damage done by watering interior plants. You can obtain a list of contractors approved to maintain indoor plants from the Purchasing Department ( ). Plaques See Memorials. Playing Fields: Who do I call for problems? Call Recreational Services ( ). Playground Equipment: Does Facilities Management maintain it? Facilities Management does not maintain playground equipment. Plumbing: Who do I call when I have problems? Facilities Management must perform all plumbing extensions and repairs. Departments must pay for removal of non-authorized installation. Call Work Control Center ( ) to report a problem. Power Line Conditioners: Who installs and maintains them? Departments must install and maintain all Uninterrupted Power Supply (UPS) systems and power conditioners. Power Plant: Who provides steam and some electricity? The Facilities Management Power Plant provides steam to the campus and generates some electricity. Process Cooling Water: Who authorizes processes? Facilities Management must review and authorize the installation of process cooling water using central chilled water. Ramps, Parking: Who do I call? Call Parking & Transportation ( ). Recycling: Who manages it? What if I have additional needs? Facilities Management manages campus paper and cardboard recycling in general fund spaces. Departments may request additional recycling bins when discarding large quantities of paper or cardboard. Call Work Control Center ( ) for further information. The University of Iowa Facilities Management October

37 Refrigerators: Which regulations govern their use? The University requires the use of energy-efficient refrigeration units in compliance with energy standards, effective January 1, l993, from the Code of Federal Regulations. Revisions to the Code will appear in Use frost-free units, manufactured in 1993 or later, and comply with federal regulations on energy consumption. Facilities Management recognizes that many existing units do not meet these standards. To reduce energy consumption of older units, please defrost them regularly, and keep the door seal gaskets in good repair. Departments must maintain refrigerators and walk-in coolers. Should water damage occur to the building due to neglect, Facilities Management will charge the department for repairs to the building. When you want to repair or discard a unit, empty it of contaminants and obtain a Health Protection Office certification of the unit as clean. Facilities Management will charge pick-up and disposal fees to the department for removing the refrigerants, oil, and/or units. See also Dumpsters and Infectious/Bio-Hazardous Waste. Remodeling See Section 4.0 Remodeling and New Construction. Residence Halls: Who maintains them? Residence Services provides maintenance and custodial support for the residence halls. Call Residence Services ( ). Roofs: Who do I call to report a leak? Report roof leaks to Work Control Center ( ). To help prevent leaks, do not store any materials on roofs. Safety Issues: Who do I call? For fire and other life threatening emergencies call 911. Call Health Protection Office ( ) for environmental and job related issues. Screens, Audiovisual: How do I get one? Facilities Management provides audiovisual screens in all general assignment classrooms. Call Space Planning & Utilization ( ) to report missing or damaged screens. Screens, Window: Who repairs them? Facilities Management repairs existing screens in general fund buildings when possible. Facilities Management normally does not provide new window screens. Security Systems: How do I obtain one? How do I maintain it? Send a requisition to Work Control Center (260 University Services Building) in order to purchase, install, and maintain a security system. The University of Iowa Facilities Management October

38 Security: Who do I call? For fire and other life threatening emergencies call 911. Otherwise, call Public Safety ( ). Sharps, disposal See Infectious/Bio-Hazardous Waste. Sidewalks: Who installs them? Who maintains them? Who cleans them? Facilities Management installs, maintains, and cleans sidewalks with the exception of University of Hospitals and Clinics. See also Snow Removal. Signs: Who installs them? Who maintains them? Facilities Management installs and maintains exterior building signs. Building occupants and Facilities Management install and maintain interior signs jointly. Call Work Control Center ( ) for information. Smoking: Where can I smoke? The University does not permit smoking in University buildings. The University does not permit smoking outside buildings near building air intakes. Snow Removal: Who provides it? Facilities Management trucks plow and sand the institutional roads, mainly on the west side of campus. The city maintains roads on the east side of campus. Facilities Management clears sidewalks throughout the winter, sanding and spreading ice control materials as needed. See Appendix A for a map of institutional roads. Call Parking & Transportation, ( ) regarding parking lot snow removal. Space Allocation: Who do I contact? For information on space allocation or assignment, contact the office of Space Planning & Utilization ( ). Space Heaters: Can I use them? The State Fire Marshal s office prohibits the use of space heaters in University owned and operated buildings. If you are having problems with the temperature in your space call Work Control Center ( ). Sterilizers: Who installs, maintains, and replaces them? Departments must install, maintain, and replace equipment. Street Maintenance: Who does it? Facilities Management maintains all institutional roads, identified in Appendix A. Streets within the campus include a combination of institutional roads and city streets. The University of Iowa Facilities Management October

39 Structural Inspection: Who do I call? Call Work Control Center ( ) for information. Surplus Furniture and Equipment: Who pays? Who do I call? Departments must pay for disposal of equipment and discarded furniture. Call University Surplus ( ) for salvageable equipment and furniture. See Furniture, Indoor for additional information. Telephone Equipment and Service: Who installs it? Who maintains it? Telecommunication and Network Services (TNS), within Information Technology Services (ITS), installs and maintains telephone connections and equipment ( ). Tennis Courts: Who do I call if I have problems? Call Recreational Services ( ) for problems. Trash Compactors: What if I have questions? Call Work Control Center ( ) for information. Trash Receptacles: Which ones does Facilities Management install and maintain? Facilities Management installs and maintains exterior trash receptacles adjacent to general fund buildings. Facilities Management also maintains public corridor trash receptacles in general fund buildings. Trash Removal: Does Facilities Management provide all trash removal service? Facilities Management custodians provide routine trash removal in general fund spaces. (See Section 2.0 Maintenance and Custodial Services.") Departments may request additional trash pick-ups when they discard large quantities of trash. Facilities Management provides trash removal beyond this routine service if a department requisitions Work Control Center (260 University Services Building). See also Dumpsters and Infectious/Bio-Hazardous Waste. Trees and Shrubs: Who maintains them? Facilities Management maintains an inventory of trees on campus. Facilities Management plans, plants, maintains, and removes landscape materials adjacent to general fund buildings. Call Work Control Center ( ) for information. See also / for the campus tree protection policy. Uninterrupted Power Supplies (UPS): Who provides them? Departments must purchase, install, and maintain uninterrupted power supply systems. Vandalism: Who do I call? Report vandalism to Public Safety ( ). Call Work Control Center ( ) for repairs and removal of graffiti. The University of Iowa Facilities Management October

40 Water: Who do I call with questions? Call Work Control Center ( ) for domestic water issues. Water Damage: Who do I call? Call Work Control Center ( ) to report water damage. Departments should report damage to departmental equipment or supplies to Risk Management ( ). White Boards and Markers: Do you provide dry erase markers? Facilities Management does not provide dry erase markers, but will clean white boards daily. Window Air Conditioning See Air Conditioning. Window Coverings: Who replaces them? Who decides if we need to install them? Can we consider options other than blinds? Existing blinds/shades: Facilities Management replaces worn and/or broken coverings in general fund buildings with horizontal blinds. Non-existent window blinds/shades: For spaces that lack blinds/shades, building occupants must send a requisition to Work Control Center (260 University Services Building) for inquiry, purchase and installation. Other window coverings: If building occupants prefer options other than horizontal blinds, the department may forward a requisition to Work Control Center (260 University Services Building) for purchase and installation. Facilities Management will assist the department in selecting appropriate window coverings. See also Draperies. Window Screens: Who repairs them? Who replaces them? Facilities Management repairs existing screens in general fund buildings when possible. Facilities Management does not provide new window screens. Window Washing: What schedule does Facilities Management have? Who pays? Campus buildings receive a complete interior and exterior window wash once every five years at Facilities Management expense. Departments must pay for more frequent window cleaning. Facilities Management coordinates schedules with building occupants. Call Work Control Center ( ) for more information. Window Wells: Who do I call if I have a blocked window well? Call Work Control Center ( ) to report blocked window wells. Facilities Management cleans and maintains window wells. Windows and Related Hardware: Who do I call for repair? Call Work Control Center ( ). Facilities Management maintains and repairs existing windows and related hardware. The University of Iowa Facilities Management October

41 6.0 Services You May Have Thought We Provided The University of Iowa Facilities Management October

42 Although Facilities Management s services are quite comprehensive, there are some services you may think we provide but don't. Here's a listing of other campus-related services and departments you may need to call: Service/Department Phone Cambus (Parking and Transportation Dept) Campus Mail (Central Mail System) Equipment Rental General Stores Health Protection Office Information Technology Services Motor Pool (Parking and Transportation Dept) Parking Services (Parking and Transportation Dept) Security (Department of Public Safety) Surplus Stores The University of Iowa Facilities Management October

43 Appendices A. Institutional Roads 1) Main and Oakdale Campuses The University of Iowa Facilities Management October

44 Appendix A The University of Iowa Facilities Management October