Requests for Physical Plant Services and Emergency Maintenance and Repair Service: Difference between pages

From Appalachian State University Policy Manual
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Policy 507.4
Policy 507.5
== Introduction ==
== Introduction ==


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== Definitions  ==
== Definitions  ==


=== Emergencies ===
:Emergencies are defined as those problems requiring immediate action to avoid interruption of such essential services as electricity, water, heat, air conditioning, and plumbing; or those conditions which are considered hazardous to personnel, equipment, and facilities. Restoration of utilities serving computer installations, the Infirmary, laboratories, etc., are always handled on an emergency basis.


== Policy and Procedure Statements  ==
== Policy and Procedure Statements  ==
=== Emergencies Reported to Physical Plant ===
Emergencies reported to the Physical Plant are handled as expeditiously as possible. If reported during the regular 8:00 a.m. to 4:00 p.m. working day, the situation can usually be corrected or alleviated during the work day, or within the next 24 hours if the emergency is not one of a hazardous nature. An emergency of a hazardous nature is one which presents imminent danger to life or limb, or property. Such an emergency is given immediate attention.


=== Necessary Form ===
====Reporting During Normal Office Hours ====
4.1.1 All requests for services from the Physical Plant are made by completing and submitting a REQUEST FOR PHYSICAL PLANT SERVICES to the Physical Plant Cost Control Center. Departments "download" their repair work order requests using the Physical Plant On-line Work Request System. To gain access to this on-line system, complete the Physical Plant Work Order System Request Form available on the Physical Plant website, www.pp.appstate.edu, under Access Form for Work Order System and mail to the Physical Plant Office. Please allow enough time in advance of the desired completion date for the Physical Plant to schedule and perform the requested services.


4.1.2 NOTE: Please do not telephone in normal requests for maintenance and repair. Only true emergencies are accepted over the telephone.
4.1.1.1 When situations are observed which appear to require immediate maintenance or repair attention to either prevent or resolve an emergency, this should be reported by telephone to the Physical Plant, 262-3190, if during normal office hours (8:00 a.m. to 5:00 p.m.).


=== Procedure to Request Physical Plant Services ===
4.1.1.2 The Repair Order Clerk will take the necessary information to complete a REQUEST FOR PHYSICAL PLANT SERVICES and forward the request to the appropriate shop personnel. If the emergency is of a hazardous nature, the Repair Order Clerk will contact the shop personnel by radio and give them the necessary information.


4.2.1 Access the Physical Plant Work Order System through the Physical Plant website under Physical Plant Work Order Request or through the Electronic Forms webpage.
4.1.1.3 When you call, tell the receptionist that you want to report an emergency repair and have the following information ready for the Repair Order Clerk:
#Exact nature of the emergency.
#Location - Building and Room Number, if applicable.
#Name of person to contact for further information.
#Phone number of above person.
#Budget Code to be charged (This is necessary to generate the work request, even if the required service is not charged).


4.2.2 Enter your vax username, budget code without any dashes or spaces and vax password then click submit. Your vax username and password should be the same username and password used for your University email account.
4.1.1.4 The Repair Order Clerk will prepare a REQUEST FOR PHYSICAL PLANT SERVICES and forward the appropriate copies to the shop(s) involved with the repair.


4.2.3 NOTE: The budget account number must be included on all Requests for Physical Plant Services. It will be determined by the Physical Plant Cost Control Center whether the cost will be paid by the department or considered a Physical Plant service. Completely fill out all fields on the Physical Plant Work Order Form before clicking submit. You should then see a review page showing the information you entered on the previous page. Please look over this information to make sure it is what you want to request Physical Plant Services for. If everything is correct, print a copy for your records and click submit for the request to be sent to the Physical Plant. On this page you will notice your request has been assigned a work order number. Please refer to this number when calling the Physical Plant regarding your request as it will help expedite answers to your questions.
==== Reporting After Normal Office Hours ====


4.2.4 NOTE: If you have multiple work order requests you will need to send a work order per each request; however, you have the opportunity on the review page to enter them without having to log out and re-enter the Physical Plant Work Order System by checking "no" when asked if this is your last work order request. If you do not have any additional work order requests, check "yes" when asked if this is your last work order request. If everything was processed successfully, you will see a page saying "Work Order(s) have been sent in Email to Physical Plant." You will receive an email once the request is scheduled; if you do not receive an email in a timely manner, please call the Physical Plant Office at 3190 ext. 100.
When an emergency arises after normal working hours, on weekends, holidays, or semester breaks, the ASU Police Department should be notified by calling 262-2150. The Department of Police Department personnel have access to a list of persons on call in each area and will contact the person involved. If an emergency arises and the University Police office does not answer after 3 tries, call the Boone Police Department and they will contact the officer on duty.


=== Estimates ===
This list or "Emergency Schedule" is prepared on a bi-monthly basis for all shops in the Physical Plant who may be needed for an after-hour emergency situation.


A department requesting Physical Plant Services would request an estimate when they are concerned with the cost of a service they would like performed.
==== Students Reporting Emergencies ====


==== Procedure for Estimates ====
Students are to report any emergency repairs to their Resident Assistant or Resident Director who will then report the problem to the proper source. Students should contact the ASU Police Office directly only if the emergency is of a hazardous nature. When staff are called back after hours for work that could be done the next work day (retrieving keys from elevator shaft, etc.) then the person that caused the call back will be charged for the call back time.
 
To have an estimate prepared the requesting department will send a request for Physical Plant Services through the Physical Plant Work Order System. A request becomes an estimate by entering a "Y" in the field beside Estimate Required (Y/N)? on the Physical Plant Work Order Form. Estimates will be assigned a work order number on the review page. Please refer to this number when calling the Physical Plant regarding your estimate as it will help expedite answers to your questions.
 
Once an estimate has been successfully downloaded, it will be given to the Physical Plant Department who will calculate an estimated cost for the work, material and labor, to be performed. The estimate will then be sent to the requesting department head/chairperson. NOTE: An e-mail will not be sent as the work has yet to be scheduled.
 
Once the requesting department head/chairperson receives the estimate, he/she has 30 days from the date shown on the estimate to approve or disapprove. If the department approves the estimate and would like for the Physical Plant to proceed with the work order request, the department head/chairperson needs to sign and date the estimate and return it to the Physical Plant where the Cost Control Center will schedule the work to be performed. If the department disapproves the estimate, the department head/chairperson needs to date and write "disapprove" on the estimate and return it to the Physical Plant. If an estimate is not returned to the Physical Plant marked either approved or disapproved within 30 days it will be purged from the system.
 
The requesting department has the responsibility to provide funding for all estimated work. If Repair & Renovation (R&R) funds are to be used, then the estimate request should come from Design and Construction. Please keep in mind that any adjustments made to a project after an estimate is scheduled for work can cause an adjustment in the cost of the project at the requesting department's expense.


== Additional References ==
== Additional References ==

Revision as of 21:18, 5 January 2012

Policy 507.5

Introduction

Scope

Definitions

Emergencies

Emergencies are defined as those problems requiring immediate action to avoid interruption of such essential services as electricity, water, heat, air conditioning, and plumbing; or those conditions which are considered hazardous to personnel, equipment, and facilities. Restoration of utilities serving computer installations, the Infirmary, laboratories, etc., are always handled on an emergency basis.

Policy and Procedure Statements

Emergencies Reported to Physical Plant

Emergencies reported to the Physical Plant are handled as expeditiously as possible. If reported during the regular 8:00 a.m. to 4:00 p.m. working day, the situation can usually be corrected or alleviated during the work day, or within the next 24 hours if the emergency is not one of a hazardous nature. An emergency of a hazardous nature is one which presents imminent danger to life or limb, or property. Such an emergency is given immediate attention.

Reporting During Normal Office Hours

4.1.1.1 When situations are observed which appear to require immediate maintenance or repair attention to either prevent or resolve an emergency, this should be reported by telephone to the Physical Plant, 262-3190, if during normal office hours (8:00 a.m. to 5:00 p.m.).

4.1.1.2 The Repair Order Clerk will take the necessary information to complete a REQUEST FOR PHYSICAL PLANT SERVICES and forward the request to the appropriate shop personnel. If the emergency is of a hazardous nature, the Repair Order Clerk will contact the shop personnel by radio and give them the necessary information.

4.1.1.3 When you call, tell the receptionist that you want to report an emergency repair and have the following information ready for the Repair Order Clerk:

  1. Exact nature of the emergency.
  2. Location - Building and Room Number, if applicable.
  3. Name of person to contact for further information.
  4. Phone number of above person.
  5. Budget Code to be charged (This is necessary to generate the work request, even if the required service is not charged).

4.1.1.4 The Repair Order Clerk will prepare a REQUEST FOR PHYSICAL PLANT SERVICES and forward the appropriate copies to the shop(s) involved with the repair.

Reporting After Normal Office Hours

When an emergency arises after normal working hours, on weekends, holidays, or semester breaks, the ASU Police Department should be notified by calling 262-2150. The Department of Police Department personnel have access to a list of persons on call in each area and will contact the person involved. If an emergency arises and the University Police office does not answer after 3 tries, call the Boone Police Department and they will contact the officer on duty.

This list or "Emergency Schedule" is prepared on a bi-monthly basis for all shops in the Physical Plant who may be needed for an after-hour emergency situation.

Students Reporting Emergencies

Students are to report any emergency repairs to their Resident Assistant or Resident Director who will then report the problem to the proper source. Students should contact the ASU Police Office directly only if the emergency is of a hazardous nature. When staff are called back after hours for work that could be done the next work day (retrieving keys from elevator shaft, etc.) then the person that caused the call back will be charged for the call back time.

Additional References

Authority

Contact Information

Effective Date

Revision Dates

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