| INTRODUCTION
- The Facilities Management Office (FMO) is responsible for ensuring that all maintenance,
repair, construction, renovations or alterations to university facilities and installed
systems and equipment are carried out in accordance with all applicable codes and
regulations (Federal, State,
- Local ) and conforms to university standards.
As a general rule, the use of Facilities Management personnel has proven more
economical and responsive than contractual services. However, because of the scope, cost
or specialized nature of some work, it may be more advantageous to perform certain work by
contract. FMO, with customer input, will determine the best way to complete each project.
Because of safety hazards that may result from incorrectly performed work and the need
to maintain the integrity of utilities systems, alterations or connections to any
university utility systems (both distribution systems and internal building systems) must
be made only under Facilities Management direction.
IMPLEMENTATION
Each department should have two facilities coordinators appointed by the dean or
department head to request services, approve and forward written requests, coordinate the
provision of services with FMO and act as Facilities Management contacts when utilities
must be interrupted.
The FMO Work Control Center is to be notified in writing of these coordinators or the
appointment of new or replacement coordinators.
Work requests categories:
Emergency Work:
Those projects that present a safety and/or hazard to personnel and/or the facility or
stop the use of the facility. Emergency work will begin at once and continue until the
emergency condition is eliminated.
Urgent Work:
Those projects which do not prohibit the use of a facility but impair full facility use
or prevent significant disruption to scheduled activities are normally completed the same
day it is requested within 24 hours. If work cannot be completed in 24 hours, a temporary
repair will be implemented until permanent repairs can be made.
Emergency and urgent work requests which arise between 7:30am to 4:00pm should be
communicated by telephone to the Work Control Center, ext 9-4420. After hours, emergency
work requests should be directed to Public Safety at ext 9-6979. They will relay the
information to the FMO person on duty.
Preventive Maintenance:
Periodic, scheduled work to provide adjustments, cleaning, minor repairs, and routine
service inspections of equipment and facilities to ensure good serviceable condition and
to reduce interruptions of service. This maintenance is provided by Facilities Services
personnel on a planned scheduled basis.
A department requesting service by FMO, except for emergency service, must provide
written documentation so that the request will be completed in a manner satisfactory to
the customer and in the time schedule desired or agreed upon.
Routine Service Work:
Work that must be completed but does not limit or threaten facility use or the
occupants. This work is handled on a first-in, first-out basis and is normally completed
within five days, providing materials are available.
Routine service work requests are received from 7:30 am to 4:00 pm. by electronic mail,
or on a request for service form using template, thru campus mail or in person at Work
Control Center.
The requests must be approved by a person authorized by the appropriate dean or
department head, and must fully describe the services desired and any time constraints on
the service to be provided.
An account number for customer funded work must be included with the request. Routine
maintenance requests do not require an account number. Examples of routine requests are as
follows: replacement of light bulbs or tubes or normal wear and tear.
Note: Minimum charge is 1 labor hour.
Special Functions:
We are proud of the university's facilities and grounds, and our staff has the
experience and resources to help you carry out a successful event.
When planning a special event, we ask that you contact the Work Control Center
@ ext 9-4420 or 9-7893 as soon as you begin planning your
special event. We can assist you with coordination of schedules, electrical needs, rental
equipment, set up, clean up and any special considerations which your event may utilize.
It is imperative that all requirements be forwarded to the Work Control Center a minimum
of five working days in advance of the event so that proper planning and
scheduling of personnel and equipment can take place. We are here to help but we need your
cooperation to ensure success. Include us in your plans as early as possible. If you have
any questions, please contact the Work Control Center.
Student organizations are required to contact the Office of Student Development
before planning any event.
Fraternities and Sororities are required to contact the Office of Student Leadership
before planning any event.
REQUESTS FOR SPACE RENOVATION AND CAPITAL EQUIPMENT ACQUISITIONS
PROCESSING REQUESTS FOR
SPACE RENOVATION
It is the responsibility of the Executive Director for Facilities Management to
determine whether a space renovation request should be classified as capital or maintenance
in nature. For the purpose of this determination, the following general guidelines are
used:
1. A request will be deemed capital in nature if, upon completion of the
project, there is a significant increase in the value or useful life of the space being
renovated or altered, or if there is a substantial change in the purpose or function of
such space. Expenditures for approved projects of this nature will ordinarily be budgeted
and accounted for the capital budget administered by the Facilities Management Office.
2. A request will be deemed maintenance in nature if it does not substantially
meet the criteria for a capital project as discussed above. Examples of maintenance
projects include routine painting, replacement of burned out fluorescent tubes, emergency
repairs, etc. Expenditures for items of this nature will ordinarily be charged against the
Facilities Services budget for operation and maintenance of the physical plant, unless
other sources of funding are specified.
Requests for space renovations must be by the dean or director and the appropriate vice
president, and then forwarded to the Facilities Management office for a scope cost
estimate. When needed, the FMO will engage the services of architects, engineers or other
consultants to assist in defining the project.
A listing of project requests for his/her area with estimated cost is then returned to
the appropriate vice president for prioritization. The lists are then sent to the Planning
& Budgeting Committee for consolidated prioritization within the limits of the capital
funds expected to be available. The consolidated list of prioritized requests, after
review by the President, is presented to the Board of Trustees for approval.
PROCESSING REQUESTS FOR MAJOR EQUIPMENT ACQUISITIONS OR FOR ANY
EQUIPMENT ACQUISITIONS REQUIRING INSTALLATION
Acquisition of equipment whose cost exceeds $10,000 or which involves installation or
other changes to the physical environment are processed in the same manner outlined above
for space renovation requests. Note that the installation costs must include such expenses
as moving, new or modified utility requirements, and disposal of old equipment.
PROCESSING OF REQUESTS FOR EQUIPMENT ACQUISITIONS NOT REQUIRING
INSTALLATION
For the acquisition of equipment costing less than $10,000 and where no installation is
required, the request should be made as part of the development of the department's annual
operating budget on the form headed "Listing of Equipment, Furniture, and Furnishings
for which no Installation Costs are Required" (Budget Form 2). After the usual
approvals, this form is sent to the administrative budget committee for consideration for
inclusion in the departmental operating budget.
SCOPE OF SERVICES
Access to University Facilities:
Access to university owned and leased facilities by keys and cards is governed by the
university's access policy. The goal of this policy is to provide access to authorized
individuals; to facilitate timely access in case of emergency; to enhance personal safety
for all members of the university community; and secure the moveable physical assets of
the university. It is the university's intent to continue to evaluate new technologies and
to implement those that are more efficient, user-friendly and cost effective that the
current access systems.
Bicycle Racks
Located throughout the campus and are provided as a convenience to the university
community.
Cable Television:
Cable services are provided to all residence halls and is coordinated through UNIT.
Carpet Replacement:
Carpet replacement in residence hall are made on an as needed basis. In academic and
administrative areas, replacement is made as a budgeted item by prior approval.
Code Enforcement:
The Facilities Management office adheres to the appropriate building codes of the
Commonwealth of Pennsylvania as well as other appropriate National Radnor Township
building codes in all of its work. Direct inquiries about code requirements to the Work
Control Center at ext 9-4420.
Damage Charges:
Residents are responsible for repairs beyond ordinary wear and tear to buildings,
furnishings and public areas. Charges are prepared on a monthly basis and are levied to
the individual or group accepting responsibility or to the residents of the area.
Data Connections:
Every residence hall room is connected to the campus fiber optic backbone. Additional
information may be obtained through the office for University Information Technology
(UNIT).
Dumping:
Dumping by individuals or organizations, of waste not generated as a result of official
university activities conducted on university property is prohibited. Illegal dumping will
be considered theft of service by the university and appropriate action or prosecution may
be taken.
Electrical Service:
If you have a problem with an electrical outlet or switch, please contact the Work
Control Center for repair. Because of safety and code requirements, we ask that you do not
attempt to make any repair on your own.
Electrical Capacity:
Common sense should be used when making power capacity assumptions. Departments are
advised that when planning to purchase a new piece of equipment or add more equipment, the
energy requirements for the device should be considered. If you have any questions about
whether your area has sufficient current to support additional devices, please contact the
Work Control Center.
Electrical Interruptions:
The university has dual electrical services to ensure power outages are kept to a
minimum. Each year we schedule power outages to perform systems maintenance. We attempt to
schedule these outages in advance and at times when they will have the least impact or
inconvenience on university services or facilities. We will notify affected offices and
personnel of these outages in advance in order to provide the assistance you need to keep critical
operations in service. Please be sure to turn off all electrical equipment before the
shutdown. Should you have any questions, please contact the Work Control office.
Elevators:
The university elevators are maintained by an outside contractor under the direction of
the Facilities Management office on a regular basis. If you experience a problem with an
elevator, please contact the Work Control Center at ext 9-4420.
Energy Conservation:
The Facilities Management office operates an automated energy conservation system which
operates the major heating and cooling systems on campus. The programming of this system
is based on such factors as occupancy times, special environmental requirements, interior
space requirements.
Fans:
Window and portable fans are permitted in areas which are not air conditioned. Mounted
ceiling fans are installed only in non air-conditioned classrooms.
Employment (Student):
The Facilities Management office has many opportunities for employment available to the
students of Villanova University. We hire students to do data entry and other special
projects on a departmental basis.
Furniture Moving and Maintenance:
Student rooms are equipped with the following per student: a bed with mattress, desk,
desk chair, and dresser. The furniture is replaced on a scheduled basis in the residence
halls. If the furniture is lost or damaged you will be billed at the current replacement
value as determined by Residence Life. The furniture is installed and checked out prior to
your arrival, and will be checked again upon your departure. For your protection, we ask
the furniture not be removed from your room.
Handicap Access Policy:
Many projects have been implemented to facilitate access to campus buildings; others
have been developed as renovations to buildings are planned. If you are handicapped and
require additional service, contact Office of Multicultural Affairs at ext 9-4095.
Heating and Cooling Policy:
Heating:
The heating season usually extends from October 15 through April 15, although the
actual temperatures will determine the beginning and the end of the season. Heat is
provided to maintain interior temperatures between 68 and 72 degrees Fahrenheit.
Cooling:
The cooling season usually extends from May 15 through October 1, although the actual
outside air temperature and humidity determine when air conditioning is available. The
majority of buildings on campus are not centrally air conditioned. Those which are have an
average evening temperature of 70 degrees and 85 percent humidity. In the remaining
buildings, window units are permitted where there is sufficient electrical service.
Contact the Work Control Center at ext 9-4420 for more information on window units.
Grounds Maintenance:
Many students, faculty, staff and visitors use the campus daily. It takes a conscious
effort on everyone's part to help keep the grounds and buildings as free of litter and
abuse as possible. Please help keep our campus clean and obey posted signs. The Grounds
division provides a planned program of grounds care that includes turf maintenance, care
of shrubs, plants and trees, roads and walk cleaning and maintenance, and snow and ice
control.
Keys and Locks:
The university maintains control of all keys and locks. Each key is coded with a unique
number that can be traced through a computer to the person to whom it was issued. As an
added security measure, there is no marking on the key to indicate which space it will
open. Duplication of keys by an outside locksmith is strictly prohibited. A key will only
be issued with a valid key request form first having been submitted electronically through
the Public Safety Department to the Work Control Center. Once the request has been
processed, the person to whom the keys are issued will be notified and may pick up their
keys and sign for them at the Work Control Center. Lost keys must be reported immediately
to the Work Control Center, ext 9-4420. Charges will be assessed for replacement keys as
well as for lock or combination changes.
Locked out of your room:
If you have locked the door of your room and need assistance contact your RA, or the
Public Safety department.
Light Bulbs and Tubes:
Light bulbs are available for lighting fixtures permanently installed in a facility by
contacting the Work Control Center.
Lofts:
No construction of any type is permitted in any on campus housing unit.
Outdoor Events:
See Special Functions
Painting:
Student rooms are painted on an "as required" basis during the summer months.
Exterior and other interior painting is scheduled on a cyclical basis, modified when
necessary based on actual need. Every effort is made to program painting frequently enough
to avoid deterioration of facilities. If your area needs painting, please contact the Work
Control Center.
Parking:
Parking is the responsibility of the Public Safety office. Permits are issued each year
to individuals bringing a car to campus. Inquiries should be directed to the Public Safety
office located in the St. Claire house or at ext 9-6979.
Pest Control:
The Office of Environmental Health and Safety routinely provides, by contract, pest
control services for all campus buildings. Oracle Office: To request pest control, please
use the form entitled Pest Control/Extermination under message heading in "Use
Template". It is listed alphabetically. Service man is on site every Friday morning.
Submit requests by 3:00 pm Thursday.
Posters and Notices:
All student postings and notices must first be cleared through Student Life department,
and posted only in authorized locations and never on painted walls.
Roads and Parking Lots:
Roads and parking lots are maintained by the Facilities Services department. If you
have concerns or comments about roads or parking lots, please contact us at ext 9-4420.
Recycling Information:
Villanova University is committed to reduce the waste stream which will provide an
improved environment for future generations. Recycling is defined as general reduction of
waste generation and reuse for the purpose of protecting the environment and reducing the
amount of solid waste deposited to landfills by the University. These materials will
ultimately be returned to the marketplace as useful products. If you have any concerns or
comments about recycling, please contact Suzanne Davidson, our Recycling Coordinator, at
ext 9-4466.
For your convenience, the University bases its program on collection of mixed
recyclables. Colored, white, newsprint, and computer paper may be placed in the blue
containers around campus. Please flatten boxes before disposal.
Refuse Collection:
Student Responsibility:
Students are responsible for taking their room trash to the trash room located on their
floor or the dumpsters located closest to their residence hall on a regular basis to
maintain sanitary living conditions in their living quarters. All items must be removed
promptly. Any item left in the residence hall at the end of the academic year will be
discarded.
University Responsibility:
The Grounds department is responsible for the pickup and disposal of normal refuse on
campus and from all campus dumpsters. At the end of each academic year, large dumpsters
are placed at several locations for the convenience of students.
Renovations:
Renovations to all building are managed by the Facilities Management department.
Roof Access Policy:
No one is allowed on, or allowed to place any object or equipment on the roof of any
campus building without the prior approval of the Facilities Management department.
Safety:
All unsafe conditions or damaged safety systems such as smoke detectors, fire
extinguishers, and alarm systems should be reported to the Work Control Center.
Signs:
Campus signage is the responsibility of FMO. If you wish a sign made or to report a
missing sign please contact the Work Control Center.
Smoke Detectors:
The campus wide fire alarm system exists for the safety of everyone on campus. It is
serviced on a regular basis. If the building alarm sounds, you must evacuate the
building immediately until Public Safety allows readmittance to the building.
Tampering with any component of this life safety system will result in a fine and possible
suspension.
Snow & Ice Policy:
It is the University's intention to keep the school open during winter storms if at all
possible. During heavy snow or freezing rain, the entire Facilities Management personnel
works under a snow emergency plan. If it has snowed during the night or early morning, we
work diligently to open the campus roads for vehicular traffic by 8:00am. The amount of
snow, the temperature, and the condition of equipment are all factors in how quickly we
are able to remove the snow and ice for safe vehicle and pedestrian traffic. If we cannot
ensure safe access to the campus, announcements will be made over the campus voice mail
system, on the snow emergency number ext 9-4505 and over radio station KYW 1060 AM.
Space Heaters:
Space heaters are not permitted except when the normal building heat is interrupted and
temporary space heaters are provided by the Facilities Services department. Please contact
the Work Control Center if you have a heating problem.
Storage:
No equipment or materials of any sort may be stored in stairways or public corridors or
placed so as to block fire exits, nor may it be stored in mechanical rooms, electrical
rooms or attics. These conditions constitute fire code violations. Equipment stored in
these areas may be disposed of without notification.
Telephone Service:
Telephone service is provided through the university Telecommunications office located
on the second floor of Kennedy hall. Please report any problems to the Telecommunications
office directly at ext 9-7820.
Utilities:
Steam, water, electricity, natural gas, storm and sanitary sewers are utility services
necessary for the operation of Villanova University. The Facilities Services department is
responsible for providing and distributing these utilities to the campus community.
Washers and Dryers:
Most residence halls have areas set aside for washers and dryers. The service is
contracted through the Residence Life office. If you experience a problem with one of the
units, contact the Residence Life office for repairs at ext 9-4154.
Windows Washing:
Windows are cleaned annually just before the commencement of each academic year by a
contract service. Additional cleaning is done on an as required basis and may be
chargeable.
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