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Frequently Asked Questions (FAQ's)
Q. Who should be called
about temperature problems during daytime hours from 8 to 4:30?
A. Call extension 3711 at the Supporting
Service Building. An operating engineer will be dispatched for service.
Q. Who should be called
concerning temperature problems after hours, including weekends?
A. Call the University Police at extension 3324; they will radio the building engineer.
Q. Who would hang the
special event banners on the light poles around campus?
A. Hanging banners is a carpenter function.
Department needing banners hung for a special event should complete
a service requisition and return it to Facilities Management as quickly
as possible; ideally, at least two weeks before the event to allow time
for scheduling. Any questions should be directed to Lynda Pavia, Customer Service,
at extension 3711 .
Q. What phone number
should be called for billing questions?
A. Billing questions should be directed to Alicia Wainright, ext. 3161.
Q. Why does it seem to
cost so much to have work done?
A. The same excellence SIUE asks of its students is asked of its staff.
Maintaining an environment conducive to learning and study requires
that whatever work is requested, from screwing in a bolt to fixing restrooms
to major renovations, be completed by the best professionals in their
field. SIUE has contracted with the unions of Carpenters, Electricians,
Painters, Pipefitters, Laborers, and Grounds Workers to supply the labor
force which completes the fine work seen on campus. The wages paid by
SIUE are on par with the prevailing wage in the state of Illinois.
Q. What is involved in
preparation for a major function on campus, for example, Commencement?
A. Completing a major set up requires
many hours of work, several building service workers, and sometimes,
the assistance of skilled craft workers and laborers. It begins when
work orders are sent to each craft with a detailed description of what
work is needed. The crafts work with department representatives and
each other to have electricity available, to be sure restroom facilities
are clean and working; to set up all areas, stages, chairs, etc., and
to be sure the timetable is met. Crafts are available for any help needed
when the setup is complete; crafts and building service workers are
responsible for dismantling the set up. In the case of one Commencement,
set up was completed on Friday evening, then torn down for a basketball
game; then reconstructed on Sunday for a concert. The Commencement alone
required more than 250 man hours.
Building Coordinator Program
Q. Who is the Building
Coordinator for any particular building?
A. To find a Building Coordinator, look
under "Customer Service" or http://www.siue.edu/FACILITIES/custserv/bcroster.htm
in the newly formatted home pages. Minutes of past Building Coordinator
meetings are also available.
Building Hours
Q. Where are building
hours found?
A. Go to www.siue.edu/FACILITIES,
click on "Building Hours".
Q. How would a department
have building hours changed?
A. The department would submit a request
to the department head; usually
changes are requested due to changes in academic schedules. Final approval
would come from the VCA.
Campus Clean Up
Q. What is Campus Clean
Up?
A. Campus Clean Up is a service of Facilities
Management provided at no charge to state-funded departments whereby
Facilities Management crews pick up surplus furniture and equipment,
files to be discarded, trash, and other clutter within offices. A schedule
is publicized and material is picked up on the designated day for each
building.
Carpeting
Q. Who should be called
about carpeting?
A. For measurements and a look at carpet
sample books, contact Facilities Management at extension 3711.
Custodial Concerns
Q. Who are the Building
Service Workers in a particular area?
A. Here is a link that shows all of the Building Service Workers.
http://www.siue.edu/FACILITIES/cleaning/bsw.htm
Q. What number is called
to report spills?
A. Call Custodial Service at ext. 2067 in Edwardsville; 474-7252 in
Alton.
Q. Where does someone
call for customer service for Facilities Management?
A. Customer Service for Facilities Management
can be reached at extension 3711.
Q. Who maintains the
elevators on campus? What should someone do if they get stuck on an
elevator?
A. Elevators on all three of SIUE's campuses
are maintained by building engineers and an outside firm. All of the
elevators are equipped with emergency phones and emergency alarms. When
the phone is activated, it automatically dials '911'; the alarm continues
to sound until silenced by a building engineer. Building occupants who
hear an alarm during regular building hours or know of a problem with
an elevator are asked to notify Facilities Management at 3711; evenings
and weekends, 911 should be called.
Stay calm. It is safe in
the elevator.
Push the alarm button (or use the phone) and wait for help.
If the elevator is between floors, DO NOT try to open the
doors.
Do not try to climb out the car hatch.
Following are a few safety tips for those who use the elevators often:
Watch your step when entering
an elevator.
Watch out for the elevator's closing doors.
Do not use hands to stop the doors from shutting.
In case of fire, use the stairs.
Keep clothes away from door openings.
Q. What number should
be called in case of emergency building issues?
A. When an emergency building issue arises
during the hours of 8:00am-4:30pm, Monday through Friday, Facilities
Management should be called at 3711. Emergencies after hours are dealt
with by University Police at extension 3324.
Q. Where is Facilities
Management located?
A. Facilities Management is located on
the south end of Campus, off South University Drive, in the Supporting
Services Building.
Facilities Management Service Forms
Q. What is a maintenance
work order?
A. Maintenance work orders are requests
to Facilities Management for work needed within a state-supported
building:
i.e., repair of toilets, replacement of light bulbs, etc., and can
be submitted online.
Q. What is the difference
between a maintenance work order and a service requisition?
A. Work that is not basic maintenance
of a state-supported building, but is the choice of the department,
and will be paid for by the department: i.e., hanging of bulletin boards,
moving of furniture, etc., should be submitted on a Service Requisition.
Forms should be printed, completed with Fiscal Officers signature,
faxed to 2595.
Q. When is the proper
time to send a Service Requisition to Facilities Management?
A. Any time work being requested is not
routine work, a Service Requisition should be sent to Facilities Management.
The Service Requisition should include a detailed description of the
work to be done as well as an account number the work should be charged
to and a Fiscal Officer's signature. A Service Requisition should be
received at Facilities a minimum of two weeks before the work is needed.
For information on what constitutes routine work, visit:
http://www.siue.edu/FISCAL/X.html.
Q. Is there a way to
track Service Requisitions?
A. Service Requisition work performed
by Facilities Management is assigned a control or reference number.
It is essential that the sender of the Service Requisition include
a departmental contact and the e-mail address of the contact. Since
the
University no longer uses multi-part forms, the control number is sent
to the department via e-mail. Any questions the department may have
will be much easier to answer if the department has the control number
when they call. The Fiscal Officer also receives the monthly departmental
billing report, which identifies the control number, work description,
and month/year-to-date cost.
Q. When does one submit
the GIR/MOD form?
A. GIR/MOD (General Improvement Request/Modification
Order) forms are used to request an estimate and when work is over
$25,000:
i.e., a major renovation, or when an estimate is needed.
Q. What should one do
with a spent fire extinguisher?
A. Once a fire extinguisher is used, call
Facilities Management at extension 3711 or the H&R Plant at extension
3477 so the fire extinguisher can be refilled.
Q. What if a person hears
the alarm but is not sure there is a fire?
A. NO ONE, AT ANY TIME, should second-guess
a fire alarm. Do not use the elevator; find the exit door and the stairs
and evacuate the building. After a person is safe, they can ascertain
the validity of the alarm.
Q. What does the University
do with all of the leaves on campus?
A. Until a few years ago, the University raked and vacuumed leaves and
dumped them in a pile in a remote corner of campus. Now, in most areas,
the leaves are mowed with lawnmowers with special mulching decks that
chop the leaves up very fine and return them to the soil. This process
is much friendlier to the environment and saves substantial manpower.
Q. How does a department
transfer a key from an employee who is retiring or leaving to a new
employee?
A. First, if the new employee has not yet been hired but will be soon,
the key can be put in escrow for as long as one semester. An escrow
memo should be written indicating the key code and issuance number
for
Key Control and the key can simply be transferred when the new person
is hired. To transfer a key the employee should sign the form on the
line "Signature
of Person Receiving Transferred Key" No other form is necessary.
Q. What does the
department do with the key inventory of a person who no longer works
for the University?
A. If the keys were returned to the department upon termination of
employment, the department should note who has possession of the keys.
If the keys were not returned
and the department was not able to retrieve them, this should be indicated
on the form and a letter sent to Key Control to declare them lost.
More
information can be found on the FM homepages(http://www.siue.edu/FACILITIES/)
under Facilities News / Policies & Procedures,
Key and Lock Policy.
Q. How long does
it take Key Control to make a key for an office?
A. After a key request form is received, turn around-time is about two
days.
Q. Can a person
pick up keys on campus?
A.Beginning Monday, February 4, 2002, all keys for the Edwardsville
campus were available for pick up ON CAMPUS. Building occupants
who are notified that a key is ready can pick it up at the west side
of
the Bursar's office on the first floor of Rendleman Hall. There will
be no change in key policies or the requesting and approval process
for keys.
However, ONLY those notified will have a key ready at the Bursar's office, and ONLY keys for the Edwardsville campus will be available at the Bursar's office. Keys for Alton and East St. Louis campuses will still be picked up at the Key Control office of Facilities Management in the Supporting Services Building.
Q. What phone number
is used when someone is locked out or needs access to a room or building?
A. After hours, University Police should
be called at extension 3324. When 3711 is contacted, the following procedure
applies for building engineers or building service workers to provide
lock-out access.
Access is given only to offices. No access is provided to storerooms, workrooms, labs, or special classrooms.
Identification demonstrating that the person is a faculty or staff member is required. This will be waived only in the case of a woman not carrying a purse who states the ID and keys are in her purse in the office.
Access will be given only if the Facilities Management employee is comfortable with the situation. If the situation does not seem right to the employee or the employee feels that they would be at risk, they may refuse to unlock the door. Their judgment will not be second-guessed.
Once these conditions are met, the FM employee may unlock the door and remain in the hallway. The faculty/staff member will be asked to enter the office and retrieve their key. The door will then be relocked and the faculty/staff member will enter using his or her own key. This is the practice being utilized by the University Police to ensure the person has authorized access to that office.
If, upon entering the office, the person is unable to produce a key to the office or refuses to exit the office and reenter as directed, the FM employee will immediately call Campus Police.
This procedure was established
to address a campus need while maintaining security for property and
staff. When possible, building occupants are to first contact their
supervisor for access.
Light Bulbs
Q. What is the procedure
to let FM know if there are lights out or other minor maintenance problems
on campus?
A. There are several ways:
1. Phone ext. 3711, Work Order Control.
2. Use the online Work Order Form at (http://www.siue.edu/FACILITIES) under FM Service Forms.
3. Call or e-mail the Building Coordinator for the building. A list of Coordinators is located on the homepage at (http://www.siue.edu/FACILITIES) under Customer Service/ Building Coordinator Roster.
Q. What telephone
number is used when the parking or building lights are out in the evening?
A. Phone the University Police at ext. 3324.
Q. What telephone number
is used call to report lights out in stairwells?
A. Call ext. 3711 or email Work Order Control at fmserv@siue.edu
IF-AN ENTIRE DEPARTMENT IS MOVING:
1. Prepare a service requisition
for Facilities Management detailing the move. Include
what needs moved, and what will need taken apart to move. Be sure to
include the
account number to be charged.
2. Prepare a separate service requisition for Telecomm for phone and computer lines.
3. Clean out file drawers, desk drawers, bookshelves, etc. for the move. Records Management (ext. 3981) will LOAN boxes for a move.
4. Give some thought to
where things will go in the new area to make the move more
efficient.
IF-THE DEPARTMENT HAS PROPERTY
TO GO TO SURPLUS:
(NOTE: PROPERTY CAN GO TO SURPLUS AT ANY TIME; IT DOESN'T HAVE TO BE STORED UNTIL FALL CLEAN-UP.)
1. A department with surplus property to be picked up must complete
the
AIS form under "Fixed Assets" to begin the process.
2. The next step would be to copy the form and send the original to
Property Control at Campus Box 1002 or fax the original to 3301. Questions
should be directed to Mike Skelton at extension 3279 or Ron Klaustermeier
at extension 3378.
3. Surplus Property will dispatch a pick up.
4. Departments should keep a copy of the paperwork for their records,
and tape a copy in an obvious place for when Grounds comes to pick up
the
items.
5. AGAIN, there is no charge to the department for Surplus pick up,
but
the paperwork must be completed and forwarded to Property Control before
pickup can be scheduled.
PLEASE NOTE: For safety reasons, Grounds will continue their pickup
of
stairwell debris; departments are reminded that storage, even temporary
storage, of items in stairwells is prohibited. Items incorrectly stored
in
stairwells will be picked up as surplus. Departments are admonished,
as
always, not to move items to stairwells or hallways but to wait for
Grounds
to pick up the items. Departments should NEVER move furniture and NEVER
store items in stairwells or hallways.
Newsletter
Q. What is the ClipBoard?
A. The ClipBoard, a weekly electronic
newsletter sent to faculty, staff and the Clipboard Listserv via e-mail,
provides
current information on ongoing construction projects on campus. It
also keeps building occupants abreast of outages, road closings, emergency
repairs, etc.
Q. What is the ClipBoard
listserv?
A. The clipboard is a weekly listserv
where the SIUE Community and others can subscribe, unsubscribe, and
comment on issues. The clipboard is an "open" list. An open
listserv allows members to respond to or comment on items of interest.
Frequently, listserv members having an "electronic" public
forum on issues can be a creative process for all. If a member does
not wish a response to be public to all members, they may respond privately
by addressing the e-mail response to an individual's e-mail address
(E-mail programs may vary; a reply might be addressed to the individual
or the ENTIRE CLIPBOARD LIST. Always check the "To:" field
on the reply when responding.) To subscribe to the clipboard listserv,
visit the FM Homepages http://www.siue.edu/FACILITIES
under Facilities News and follow directions. This allows for self-subscription,
unsubscription, and REPLY (TO ALL MEMBERS) to information to the ClipBoard.
Special Note: In mid-August, 2001, the Chancellor requested that the ClipBoard be sent to faculty and staff listserves. As a result, some people on campus found themselves receiving the ClipBoard twice. Instructions for unsubscribing from the clipboard listserv can be found at: http://www.siue.edu/FACILITIES.
Pest Control
Q. Who should be called
when insects are a problem?
A. Pest Control on all three SIU campuses is contracted. When a problem
occurs, Steve Brandenburg should be contacted at extension 2069. Steve
will make arrangements for the problem to be corrected.
Plants
Q. Are people allowed
to have plants in their offices? Do the plants have to belong to Facilities
Management? Who would maintain the plants?
A. Beginning April 22, 2002, Groundsworkers
no longer maintain plants in private offices and maintain interior plants
in public areas only. Public areas include entrances, lobbies, corridors,
hallways, etc.
Many building occupants have plants in their offices they enjoy a great deal. Office plants can be maintained by following a few simple steps:
For the most part, plants only need watered once a week. However, if the container is light or if the soil feels dry, the plant needs water. If the container still has some weight to it, it probably will not need water until the following week.
Plants always need light. Rotating a plant is a good idea, as is dusting the plant. Studies have shown that dust can reflect as much as 25% of the light a plant should receive! Of course, plants should be repotted when they grow too large for the existing container.
Building occupants who are not sure if they will have time or will remember to maintain the plants in their individual offices may call the Grounds Department at extension 2917 to donate their plant or plants to a public area in the building. Plant material is always needed to replace old, overgrown, or dead plants, and will be greatly appreciated.
Q. Who should be notified
about ceiling leaks, broken water fountains, etc?
A. Call Work Order Control at ext. 3711 or e-mail fmserv@siue.edu.
Q. Who should be notified
about broken stools in restrooms?
A. Call ext. 3711 or email Work Order Control at fmserv@siue.edu.
Signage
Q. How can someone be
certain a warning sign is valid?
A. Informational signage on campus posted by Facilities Management will
be embossed with the Facilities Management logo. Any posted signage
without the logo is not official signage from Facilities Management.
Snow Removal
Q. Who decides if the
University will be closed due to inclement weather?
A. The decision to close the University is made by Vice Chancellor
for Administration, Kenn Neher. During extreme conditions, several
factors
are considered: a) regional road conditions as reported by the Illinois
State Police and University Police; b) general weather and forecasts
as reported by the National Weather Service, University Police and
Facilities Management; and c) the condition of campus roads and parking
lots as
reported by the University Police and Facilities Management.
When the University remains open, certain areas of campus are cleared first. These areas are part of the "Snow Route", and signs on campus doors identify which they are. For a list of these doors, go to http://www.siue.edu/FACILITIES/campmap/snow.htm.
Surplus Property
Q. Where should someone
send paperwork for surplus property?
A. To have surplus property moved, the
proper paperwork should be sent to Ron Klaustermeier at Box 1013. THERE
IS NO CHARGE FOR SURPLUS PROPERTY PICKUP, NOR DOES IT HAVE TO BE DONE
AT A CERTAIN TIME OF YEAR.
Transportation
Q. What hours are established
for picking up keys for a University vehicle from Transportation Service?
A. Office hours are 8:00 a.m. to 4:30 p.m. Monday- Friday. For key returns
after hours, a drop box is provided at the entrance to Transportation
Services. To reserve a vehicle or find out more about Transportation
Services, call ext. 3100, or go to Transportation.
Q. What is needed to
drive a University Vehicle?
A. Any University employee who needs to
drive a vehicle for the university must fill out a driver approval form
(or student driver approval form for student employees). The form is
located on Transportation Service's website at
http://www.siue.edu/TRANSPORT.
Q. What additional requirements
are necessary to drive a 14-passenger bus?
A. The "Coaching the Van Driver II"
Program is required for any University employee interested in driving
a bus. Drivers with a "C" or "CDL' license are exempt
from the training. To find out more about the bus driver program, call
extension 3100. To find out more about either license, contact the local
drivers license station whose number can be found in the State Government
section under Secretary of State in the phone book.
Q. Why 14-passenger buses,
not 15-passenger vans?
A. University policy has restricted the
use of 15-passenger vans in response to a NHTSA safety warning. The
buses were selected to meet safety concerns. They meet high standards
for body seat integrity and are equipped with four-wheel anti-lock disk
brakes. A "CDL" is not required to operate one of the buses.
In addition, the buses were selected for rider comfort with front and
rear air conditioners, adequate leg room, reclining seats, and reading
lights.
Q. What type of buses
are available?
A. One of the buses is equipped to handle
12 passengers plus 2 more in wheelchairs, or 14 without wheelchairs.
It has a lift and a chair restraint system. The other four carry 14
passengers with a separate secure area for luggage or gear. Including
the driver, all of the buses actually carry 15 people, but bus nomenclature
gives the capacity without the driver. The bus controls are very similar
to a car, but the driver must become familiar with the larger vehicle.
Q. How much more expensive
are the buses?
A. Thanks to help from the Chancellor's
Office, rental rates will be close to those of 15-passenger vans. For
current rates, call Transportation Service at extension 3100.
Q. Does University Transportation Services provide drivers for the
buses?
A. No.
Q. How would someone
get bulky trash removed?
A. Mark the box as "TRASH" and place it next to a trash can. Building
Service Workers will then dispose of it properly. Inventoried items
or recyclable material cannot be removed in this manner.
Note: When disposing of broken glass, put the glass in a box marked "BROKEN GLASS" to avoid injury to Building Service Workers.
Q. Who should be called
for a larger recyclable container in an area?
A. Overall program management of Recycling is provided by Facilities
Management Building Services. For schedules, or to make special arrangements,
ask the Building Service Worker in the building or call extension 2067.