Facilities Management includes seven sections to maintain the University's physical facilities and grounds. These sections include Building Maintenance, Custodial, Grounds, Heating and Air Conditioning, Project Management, and the Business Office, including Key Control. While Facilities Management primary goal is to maintain University facilities, it also provides services to other University departments when requested to do so.
A. Requesting Assistance of Facilities Management
1.
Reporting required
Repairs or Maintenance BY PHONE
Edwardsville
Campus
Status of Capital and Renovation Projects
Questions about the status of capital projects may be directed to the Office of the Vice Chancellor for Administration. Questions about the status of non-capital projects may be directed to the Campus Architect, ext. 3575. As a general rule, however, Facilities Management will inform unit representatives of planned activities or of "in-progress" projects for which Facilities has responsibility.
Scope of Facilities Management Maintenance Responsibility
The following items are the maintenance responsibility of Facilities
Management on all campus lands not leased to outside entities OR
buildings that are fee-supported. Campus sites include the
Edwardsville Campus, School
When requesting services for a University unit, (i.e., work not
associated with normal or routine maintenance of facilities
or grounds such as repairs or maintenance
of unit-owned furniture or equipment), a Service Requisition should
be completed and forwarded to Facilities Management. If the request
involves a) written, formal estimate; b) modification of the physical
facility
or grounds (i.e., moving walls or doors, etc.); c) a change in the
function of
space; or d) the request exceeds $25,000, a General Improvements
Modification (GIR/MOD) Form should be completed and forwarded to
your functional vice chancellor. The requesting unit will be
charged for all labor and material required for completion of these
requests. PLEASE NOTE: The GIR/MOD form is an electronic form
available at: http://www.siue.edu/FORMS.
Facilities Management also provides requested services for
purchases,
installation, repair and/or maintenance to departments and recognized
University organizations on a charge back basis for the following
categories:
B. Service Requisitions
departments
will request services
requiring immediate attention due to circumstances beyond the
department's
control. If this occurs, contact Work Order Control at ext. 3711. Facilities Management will make every effort
to comply with the request in light of current priorities.
Examples of services requiring a Service Requisition are as follows: Installation of equipment (i.e., shelving, bulletin boards, etc.); uncrating, assembly and delivery of furniture; minor repairs to unit-maintained facilities; repair of office furniture; fabrication of specialty items; repair of unit equipment, painting of areas at other-than-scheduled times, maintenance of plants; furniture or equipment moves within a unit; building services at other-than-scheduled times; set-ups for special events; and hiring of outside architectural and/or engineering consulting services.
Service Requisitions should be completed as follows:
1. Date of requisition
2. Complete name of requisitioning unit
3. Account number to be charged
4. To: Facilities Management
5. Location of work (i.e., building and room number)
6. Date service is required (be specific)
7. Name and telephone number of unit representative responsible for the project
8. Description of Service - The description should be complete and detailed, including diagrams, drawings, SIUE property control tag numbers, etc. For furniture move requests, the exact items and their new location should be listed. NOTE: A complete and detailed description of services will increase the quality and timeliness of service.
9. Fiscal Officer signature.
C. General Improvements Request (GIR) / Modification
(MOD)
Requests
A General Improvements Request Modification (GIR/MOD) form is required when a request involves a) a written, formal estimate; b) modification of the physical facility or grounds (i.e., moving walls or doors, etc); c) a change in the function of space; or d) a cost estimate that exceed $25,000. At the preliminary design stage, very little detail work is performed by Facilities Management. Cost estimates are based on square footage and various other preliminary cost estimating procedures. GIR forms are available from Facilities Management. The GIR/MOD form and instructions are available at www.siue.edu/FORMS.
After the GIR section of the GIR/MOD form has been completed and approved by the Chair, Dean or Director and the appropriate Vice Chancellor, it is forwarded to the Director of Facilities Management who will then assign a project coordinator.
The requesting department will be contacted by the project coordinator, and assistance will be provided to the department to ensure achievement of its goal as well as to ensure conformity with SIUE standards, safety codes, and other regulations. When preliminary design, drawings, cost estimates, etc. are completed, the project coordinator forwards a written formal estimate is returned to the contact person(s) of the requesting department.
Examples of services requiring a GIR/MOD Form are as follows: removal of walls or doors, addition of walls or doors, change in type of floor or wall coverings or any request which involves the modification of the existing physical facility or grounds.
When the department representative decides to proceed with the project and has identified funding, he or she should complete the MOD section of the GIR/MOD form specifying the estimated total project cost provided by Facilities Management and departmental account number. Approval signatures by the requesting department Fiscal Officer, the area Vice Chancellor, and the Vice Chancellor for Administration are required. After receipt of the approved GIR/MOD, the assigned project coordinator will forward project working drawings, specifications and finalized job scheduling to the departmental contact for approval. The project coordinator becomes the primary contact for all departmental questions concerning the project. When the project has been approved and funding account identified, the Modification Order Request forms should be completed as follows:
PROVIDED BY FACILITIES MANAGEMENT
PROVIDED BY REQUESTING DEPARTMENT
3. Account name to fund project
4. Account number to fund project
5. Name, signature and signature date of account fiscal officer
6. Name, signature and signature date of appropriate functional area Vice Chancellor
7. Signature and signature date of Vice Chancellor for Administration
8. Assigned priority of project by Vice Chancellor for Administration
At the preliminary design state, very little detail work is performed by Facilities Management. Cost estimates are based on square footage and various other preliminary cost estimating procedures.
D. Key
Control Services
A fiscal officer may require the services of Key Control to request new or recombinated cores, new keys or to transfer keys from one individual to another. To request new or recombinated cores, a service requisition must be completed by the requesting department and signed by the appropriate authority. More than one core may be requested on the same form. The form should then be forwarded to Key Control. When the form is received, the new core is combinated and placed in the designated door or doors.
To request a new key, a fiscal officer must complete the Key Request Form. Each key
must be
requested on a separate form. After the
form is completed and signed by the appropriate authority, it should be
forwarded to Key Control at
To transfer a key from one individual to another within a department, the fiscal officer must complete a Key Request Form. Each key must be transferred on a separate form. After these forms are completed, authorized and signed by the new key holder, they should be forwarded to Key Control.
Key Control can also provide sequence locks, cabinet and desk keys, padlocks and combination lock changes. These should be requested on a Service Requisition following the same instructions for completion as for a Facilities Management request. The completed form should be directed to Key Control.
Key Control also provides exterior keyless access to selected
buildings for
Faculty, Staff and Students. The eform “Authorization for
Keyless
EXTERIOR Access” must be completed for keyless access requests. The form and instructions can be downloaded
at http://www.siue.edu/FORMS. This form must be signed by the Dean/Director
of the requesting department for approval of keyless access. Use and restrictions of keyed and keyless
access are regulated by the SIUE Key and Lock Policy found at http://www.siue.edu/POLICIES/6f2.html,
the SIUE "University Facilities Key and Lock Policies". Please refer
to this handbook for other Key Control policies and practices.
Fiscal Officer Reports
Following are examples and explanations of standard Facilities Management reports distributed to fiscal officers who have requested services.
Monthly Department Charges
The monthly departmental charge report is forwarded to units to identify billings for departmental charge work. Billings are identified by control number for month-to-date and year-to-date expenses. Questions regarding billing should be directed to the Business Manager. The report is identified as follows:
Departmental Billing
Each month a departmental billing goes to Administrative Accounting that charges the requesting department’s funding account for services provided by or through Facilities Management. Facilities services are billed as contractual services.