Policies

Facilities and Grounds Management

Section: General Index: H-7
Subject: Facilities And Grounds Management

Policy

The Facilities Services Department will provide safe, clean, attractive, and functional facilities and grounds creating an environment that contributes significantly in meeting the University’s overall mission. Facilities Services personnel will maintain activities that will accomplish these objectives:

• regular preventive maintenance to operate facilities in an efficient and effective manner;
• protection of property and the health and safety of the user community; and
• availability of facilities and grounds to the public which present an attractive appearance.

The Department of Facilities Services receives a budget each fiscal year from the University and allocates these funds through the office of Facilities Services according to greatest need. University maintenance funds are used in completing scheduled preventative maintenance to buildings and infrastructure as well as unscheduled maintenance caused by infrastructure failures. Maintenance schedules are maintained in the Office of Facilities Services.

Definitions

Maintenance - Maintenance is defined as work necessary to maintain the original, anticipated useful life of a fixed asset.
Unscheduled maintenance - Unscheduled maintenance can be defined as the maintenance which is required when an item has failed or worn out.
Preventive Maintenance - Activities designed to avoid breakdowns and subsequent service interruptions through proactive actions and to maintain the original, anticipated useful life of a fixed asset or equipment system. Includes periodic or occasional inspection, adjustment, lubrication cleaning, (non-janitorial), painting replacement of parts, minor repairs and other activities to prolong service and prevent unscheduled breakdowns.
Deferred maintenance - Maintenance that is postponed for completion as a result of a shortage of funds, parts availability, scheduling conflicts or similar reasons. This type of maintenance is usually carried forward for completion the next fiscal year.
Routine maintenance - All activities that maintain facilities and equipment in good working order so that a system can perform as intended (e.g. replacement of light bulbs, (cleaning of drains, repairing leaks).
Long term capital improvements - Major, usually expensive, maintenance projects that are not budgeted as part of the normal maintenance including such projects as roof replacements, parking lot resurfacing, HVAC Systems replacement, utility service upgrades, and life safety upgrades. These are requested during each budget cycle and are usually one-time funded.
Emergency Request - Maintenance caused by an infrastructure failure that could or will result in damage to property or injury to persons unless attended to immediately. Emergencies include water leaks, elevator malfunctions, electrical circuit shorts, strong odors that may indicate a potential fire hazard, etc.

Procedure

The Director of Facilities Services shall oversee the management of buildings and grounds through communication with and direction of custodial, maintenance, and grounds supervisors and in accordance with established maintenance schedules.

Use of Contract Services

Infrastructure services should be contracted to outside services, when possible, and if in the best interest of the University. When contracting for services, purchasing department procedures shall be followed.

Construction, Remodeling and Major Renovation

Construction, remodeling, and renovation projects in excess of $1,000,000.00 will be coordinated through the UHS Office of Facilities Planning and Construction in accordance with published policy. Construction, remodeling and renovations under the $1 million threshold will be coordinated through Facilities Services and the Director of Capital Projects. Construction remodels and major renovation projects cannot be authorized by a school or department. The approval of the Budget Committee is required to move forward with a project.

Charge-backs

Facilities Services does not operate on a charge-back basis. The charges associated with routine and preventive maintenance for E&G space comes from funds budgeted annually to Facilities Services. Non-E&G space expenditures will be charged directly to accounts authorized by those departments.

Service Requests and Work Order Procedures

Service Requests - Service requests, under normal conditions, are submitted electronically via UHV web site, Administration (To:) “Service.” Incoming requests are reviewed at periodically throughout the day Facilities Services.
Work Orders - After a service request has been received, Facilities Services creates an electronic work order.
Emergency Requests - All emergency requests must be initiated immediately by whatever method that will inform the Director of Facilities Services in the most expedient manner. The requestor must complete a service request as a follow-up and tracking mechanism.

Attachment A - Service Request

Approval:

Review Date: October, 2021