The Quick Reference Guide for Services

The core group of departments responsible for facilities operations are in the administration division. These departments are: Facilities Maintenance & Operations, Facilities Planning & Construction and Environmental Health & Safety. Responsibilities also include the provision of utilities, grounds care, refuse and waste removal, custodial care, pest control and other related services.

The purpose of this guide is to inform the University community about facility services,  how they may be obtained, and what financial considerations are involved.

ALL SERVICE REQUESTS for facility repairs pertaining to Residence Halls, Academic Buildings and Administrative buildings should be addressed through the Facilities Service Center.  Non-emergency requests, before and after service hours, should be submitted electronically via the Routine Maintenance Request Form or calling ext 5121.  If calling, please provide name, phone number and brief description of the problem including the building and room number.

All emergency requests should be reported to 202-319-5121 and/or the Department of Public Safety at 202-319-5111, 24hrs/day; 7days/week.

The following is a list of the most frequently provided services and the responsible department.

Air Conditioning Problems should be reported to the Facilities Service Center by placing a service request as described above.  The purchase and installation of specialized environmental units, such as those in laboratory spaces, are the responsibility of the user department. Plant personnel may be asked to make minor adjustments and checks to this equipment on a reimbursable basis by submitting a Work Project Request Form

Alterations and renovations to existing buildings must be approved by the Facilities Planning Department and authorized by a reviewing administrative authority-director, dean, chairperson, or vice-president. Scope changes typically require additional approval. Renovations/ alterations are funded by the requesting department, unless determined to be an urgent capital priority. Contact Facilities Planning & Construction(x5515) for further information. (Facilities Planning & Construction)

Bulletin Boards will be installed by Facilities Maintenance personnel, after Building Administrator approval. The requesting department must purchase the boards. Hallway and classroom boards, once installed, become part of the facility and are not to be removed.

Cable TV repairs should be reported to the Center for Planning & Information Technoloy (x5373 or CPIT).

Carpeting additions (purchase and installation) are the responsibility of the department occupying the space and should be requested through the Facilities Service Center by submitting a Work Project Request Form.  Vacuum cleaning and periodic carpet extractions are scheduled by Custodial Services  Special cleaning must be requested and funded by the user department. Once installed, carpeting becomes a permanent part of the facility. Replacement due to normal wear and tear is handled by the Building Maintenance Department and funded as a capital repair item.

Computer & Network services, including assistance with purchasing, installations and repairs, are handled through the Center for Planning & Information Technology (x5373) (CPIT). User departments are responsible for the associated costs.

Custodial Services are normally provided on a scheduled basis for building areas. Special custodial services, including minor moving and those required outside of routine work hours, are very limited and require departmental reimbursement and advance notice to determine availability. These services should be requested by submitting a Work Project Request Form.

Residence Hall service requests should be reported as described above except furniture and/or appliance repairs should be reported directly to the Resident Hall Offices.

Electrical services are provided through the Facility Maintenance Department (x5121). These include the repair and replacement of existing wiring, outlets, switches, and lights. Installation of additional services, outlets and lighting is considered new work and must be requested and funded by the user department. New services are requested through submission of a completed Work Project Request Form to the Facility Service Center (x5121).

Elevator problems should be reported immediately to the Facilities Service Center, (x5121) 24 hrs/day 7 days/week.  Public Safety (x5111) should be notified if someone is stuck on a elevator after normal business hours or holidays.

Equipment should be purchased only after adequate arrangements for delivery, assembly and service hook ups are made and funded by the user department. New equipment purchases, especially specialized lab equipment, should be assembled and installed by the supplier. Maintenance of specialized lab equipment is the responsibility of the user department. NO equipment is to be installed or connected to existing service lines without prior approval of the Facilities Maintenance & Operations and/or Utility & Energy Management departments, as required. Please submit a Work Project Request Form so the appropriate connections can be verified and approved prior to connection of the equipment.

Fire Extinguisher inspections and maintenance are handled by Facilities Maintenance & Operations (x5121).

Flooding problems should be reported immediately to the Facilities Service Center (x5121) during working hours or Public Safety (x5111) during other times.

Flooring surfaces are repaired and replaced by Facilities Maintenance. Work requests should be submitted electronically via the Routine Maintenance Request Form or calling ext 5121. Routine cleanings are provided by Custodial Services (x5121). See also Carpeting.

Furniture purchase, assembly, repair, moving and disposal are the responsibility of the user department (except classrooms).

Grounds Maintenance and Landscaping services are provided by the Facilities Maintenance & Operations. New plantings, exterior displays of art work, or modifications to existing landscaping must be submitted on Work Project Request Form and approved by Facilities Maintenance & Operations.

Hazardous Material cleanup and disposal are handled by the Environmental Health and Safety Department (x6112). (Environmental Health and Safety Department)

Heating is handled through the Power Plant and work requests should be submitted electronically via the Routine Maintenance Request Form. Emergencies should be reported to Facilities Maintenance & Operations (x5121) 24 hours a day, 7 days a week.

Housing maintenance problems should be addressed through the Facilities Service Center.  Non-emergency requests, before and after service hours, should be submitted electronically via the Routine Maintenance Request Form or calling ext 5121.  If calling, please provide name, phone number and brief description of the problem including the building and room number. All emergency requests should be reported to 202-319-5121 and/or the Department of Public Safety at 202-319-5111, 24hrs/day; 7days/week.

Key Issuance, facility access, lock changes and repairs are handled through Public Safety (x5111). Keys, access cards and lock changes are provided on a reimbursable basis.

Mechanical Rooms are limited to access by Power Plant, Facility Maintenance or Public Safety. They are not to be used for departmental storage and items will be removed.

Painting is scheduled on a need basis and dependent upon limited available funding. Special painting requests must be submitted electronically on a Work Project Request Form and funded by the requesting department. .

Pest control requests should be submitted electronically via the Routine Maintenance Request Form or calling ext 5121.

Plumbing repairs should be submitted electronically via the Routine Maintenance Request Form or calling ext 5121. New services, such as those required for special equipment, are handled on a reimbursable basis by submitting an electronic Work Project Request Form to the Facilities Service Center. All emergency requests should be reported to 202-319-5121 and/or the Department of Public Safety at 202-319-5111, 24hrs/day; 7days/week.

Posters, announcements, handbills, flyers and signs should not be mounted on painted surfaces. All items posted must have prior approval from the Office of Campus Programs (x5291).

Refuse Collection and disposal services, including recycling, are provided by Custodial Services (x5121). Special arrangements for large collections and bulk items may be made on a reimbursable basis by submitting an electronic Work Project Request Form.

Renovations of facilities (see Alterations)

Roof areas are off limits to the general campus community. Plant approvals are required for the placement of any equipment on a building roof.

Safety concerns and inspections are handled by Environmental Health & Safety (x5515).

Security concerns and assessments are handled by Public Safety (x5111).

Signs for campus are installed and replaced as part of a capital plan, as funding permits. Interior name plates and signs for identification of offices, laboratories, desks and individual areas are the responsibility of the user department, but subject to design standards. Some interior signage is provided as part of the permanent building structure.

Snow and Ice removal services are provided by Facilities Maintenance & Operations (x5121).

Space allocations are recorded through the Facilities Planning & Construction Department (x5515). Requests for changes in space allocations are handled by each division. (Facilities Planning and Construction Department).

Special Events must be scheduled and approved by the Scheduling Coordinator(x5291). Special event support (such as room set-ups, custodial and electrical services) are provided on a reimbursable basis. These services must be requested on a Special Event Service Request Form and arrangements made at least 72 hours prior to the event.

Telecommunications services, including repairs, are handled by the Telecommunications Department (x5505).

Utility service, maintenance, planned and emergency outages are coordinated by the Utility & Energy Management and Facilities Maintenance & Operations (x5121).

Water problems should be reported immediately to the Facilities Service Center (x5121) at all times.

Work Project Requests should be submitted, for non-routine , non-emergency items such as special services and alterations that are to be reimbursed by the requesting department. A Work Project Request Form should be completed, including account and authorized signatures, and submitted to the Facility Service Center (x5121).