Facilities Management

PHYSICAL PLANT WORK ORDERS

EMERGENCY REPAIRS

During normal working hours, requests may be called in but must be limited to conditions that would immediately affect the health/safety of personnel or create a condition that, if not corrected immediately, would result in further damage or cost. Emergency situations occurring outside of working hours should be reported to the Campus Safety Office.

DEPARTMENTAL MAINTENANCE REPAIRS

These requests must be made in writing on the "Work Order" form and must be approved by the department chairperson or director. Departments will be charged for time/materials for work performed which is subject to charge back as described in the next section. Work Order forms can be obtained by calling the Facilities Management office at ext. 8120.

CHARGEBACK SYSTEM

The charge-back system for services is based on the guidelines for such charges as specified in the UW System Financial Policy and Procedure Paper (FPPP No. 25 Subject: Charge back to Physical Plant Services). These guidelines require charge-backs for all Physical Plant services provided to self-supporting activities and for special services performed for general operation activities.

• Accordingly, the locally applied guidelines for charging units of the University are:
  All services rendered by Physical Plant for self-supporting enterprises will be charged to the benefiting department or unit. This includes labor, fringe benefits, materials, utilities, and overhead.
• For general operation activities, special services are considered to be those tasks performed which are not routine maintenance repairs to the building structure and its central utility and mechanical systems (doors, hinges, windows, faucets, electrical outlets, light fixtures, heating, ventilation, air conditioning, etc.). Examples of special services which will be charged back to academic departments or programs are as follows: services to equipment or furnishings on the inventory or used exclusively by an academic department or program, services requested outside the time frame of routine maintenance such as repainting an office prior to its scheduled time, and changes in building mechanical/electrical systems or structure to accommodate an academic function.

The charge-back system ensures adequate planning and budgeting for various needs of the academic units. If you have any questions, please call Tom Fennessey, Director of Facilities Management at ext. 8122.

PHYSICAL PLANT PROJECTS

Physical Plant projects must be requested each year at budget preparation time. These are projects that fall within the capabilities of Physical Plant but are beyond the scope of routine maintenance and require extraordinary expenditures for the maintenance, modification, renewal, or restoration of physical facilities, excluding academic department equipment inventories. Examples of Physical Plant projects are: window coverings and carpeting, elimination of safety hazards, installation of walls and doors, facility improvements, and development of improved security systems. (A call to the Director of Facilities Management will resolve the question of capability.)

ISSUANCE AND USAGE OF UNIVERSITY KEYS

Door keys are issued for security reasons and the personal convenience of faculty and staff members. Faculty and staff are responsible for the security and proper use of all assigned keys. A master record of all issued keys is maintained in the Campus Welcome Center. A key request form must be submitted to obtain keys. All key requests must be approved by the department chairperson. All keys must be picked up at the Campus Welcome Center by the individual requesting the keys. Keys will not be sent through the mail.

Master, submaster, and entrance keys are not transferable and shall not be loaned to others, particularly students, and shall not be duplicated. Unauthorized duplication of University keys is a violation of the following Wisconsin laws and subject to appropriate penalties and disciplinary action. The state laws read as follows:

UW 1.07(7)-KEYS. It shall be illegal to request the unauthorized duplication or to duplicate a University key. It shall also be illegal to transfer any University key from a person entrusted with possession to an unauthorized person, or to be in possession of such key.

UW 1.08-PENALTIES. Unless otherwise specified, the penalty for violating any of the rules in Sections UW 1.06 and 1.07 is a fine of not more than $500, or imprisonment of not more than 90 days, or both, as provided in Section 36.6(11)(b), Wis. Stats., 1969.

During leave of absence, resignation, retirement, or relocation of offices, keys no longer needed must be returned to the Campus Welcome Center for correction of records.

CONDITIONS OF ROOMS

Faculty/Staff members should assume reasonable responsibility for neat, safe, and comfortable classroom conditions and care of furniture and equipment used by students. Unsatisfactory janitorial services as well as heating, lighting, and ventilation conditions should be reported to the Physical Plant director in writing and dated. Chalkboards and desks should be cleared for the next instructor when rooms are shared. Janitorial services such as emptying the wastebaskets and pencil sharpeners, sweeping, dusting, and cleaning chalkboards are scheduled on a daily basis during the academic semesters but may be affected by availability of staff and project work. Anyone opening windows should assume responsibility for closing them. The "NO FOOD OR BEVERAGE"' signs in the teaching areas (auditoriums, theaters, classrooms, computer labs, etc.) and other designated areas must be enforced