Policies & Procedures

I. PURPOSE

This policy establishes a maintenance work order system to manage maintenance-related work orders.

II. DEFINITIONS

1. Maintenance: Routine repairs and/or painting of buildings, utility systems, elevators, and operating equipment to sustain their essential functions.
2. Preventive Maintenance: Maintenance activities such as filter changes, adjustments, testing, cleaning, tightening belts, etc., decrease the likelihood of equipment failure. The purpose of preventive maintenance is to reduce unplanned equipment downtime.
3. Alterations:(synonymous with Modifications) Changing the character of a facility, such as moving a wall, changing electric circuits, rearranging plumbing, etc.
4. Renovations: A major project in which an entire building or portion of a building is overhauled. This could include plastering, painting, refinishing floors, and alterations.
5. Construction: Planning, designing, and building an entirely new facility or addition to an existing one.
6. Product Manufacturing: Fabrication of shelves, bookcases, unique containers, etc., where the work must be performed in the shop.
7. Custodial: The process of cleaning and sanitizing a building and the facilities within (may include replacement of light bulbs.)
8. Labor: Manpower utilized to mow the lawns, trim the shrubs, prune the trees, and move equipment from one location to another within a building or from one building to another.
9. Emergency: When the deterioration of a facility or malfunction of equipment will result in the following, if not promptly repaired: injury to employees or property damage.

III. POLICY

The Facilities Management (FM) Department utilizes a computerized Maintenance Work Order System.
To manage work, labor, and materials associated with each request. Work performed by the FM Department generally falls into the following five (5) categories:

1. Categories of Maintenance Work:
1. Emergency Service Work: Emergency Service Work includes any disaster, unusual occurrence, utility malfunction, or equipment failure that presents an imminent danger to life, health, and property. During regular business hours, 8:00 a.m. to 5:00 p.m., emergencies should be immediately reported to the FM Department Coordination Center at 434.395.2373. After business hours, on weekends or holidays, calls should be placed to the Office of Public Safety at 434.395.2091.
2. Routine Service Work: Routine Service Work includes general maintenance, repair, or replacement work that does not present danger to life or property. Routine service work is usually handled on a first-in, first-out basis, prioritized by the lead man of each trade shop when necessary. Requests can be made by calling the FM Department Coordination Center at 434.395.2373.
3. Preventive Maintenance: Preventive Maintenance is a periodic scheduled service providing adjustments, cleaning, routine inspections, and minor repairs to ensure uninterrupted service and the longest usable equipment life. The manufacturer and historical data determine operations and frequencies of preventive maintenance.
4. Minor Construction Work: Minor construction work beyond the scope of maintenance and repair includes installation of shelving, interior partitions, new lighting, etc., that is within the capabilities of the maintenance staff. This work must be requested on a Request for Service form, which may be obtained by calling the FM Department Coordination Center at 434.395.2373. Work scheduling will be established in conjunction with the requestor following budget approval, authorization by the appropriate department chair or administrative office, and receipt of any specialized material needed.
1. Charges Associated with Minor Construction Work:
1. For minor construction work, when the total cost of labor and materials is under one hundred (100) dollars, materials are charged directly to the customer's budget, and the customer does not pay for labor.
2. For minor construction work, an Estimate Request Form is needed when the total cost of labor and materials exceeds one hundred (100) dollars. Maintenance shops provide a lump sum estimate using twenty (20) dollars per hour as the labor rate, and upon completion of work, the department is charged based on the agreed-upon estimate. An Estimate Request Form is required.
5. Major Construction Work: Most work that costs over three thousand (3,000) dollars is classified as major construction work. Work must be requested using the Estimate Request form. Work of this nature generally requires contractual services and will be coordinated by the FM Department Coordination Center. Projects of this nature are initiated by calling in the request to 434.395.2373. Scheduling will occur following budget approval and authorization by the appropriate vice president based on the availability of facilities and the contractor's work schedule.
2. Priorities: Priorities for routine work order requests are set by the lead man of each trade shop. The Executive Director of Facilities Management or designee shall set priorities for large-scale work, including construction.
3. Scheduling: If scheduling is required for routine work order requests, the FM Department Coordination Center is responsible for communicating with the requester to determine appropriate timing.
4. Funding: The Executive Director of Facilities Management budgets only for regular maintenance, custodial, and labor work. Work involving construction, alterations, renovation furnishings, and product manufacturing is usually funded by the requester, the requester's department, or other sources.