PROCEDURES MANUAL

1. SECTION ONE - INTRODUCTION:  Fayetteville State University is a constituent institution of the University of North   Carolina.  The 146-acre campus is composed of 38 buildings that contain over 940,000 square feet of interior space in an urban setting.

1.1 Mission Statement: The Division of Facilities Management functions are to design, construct, maintain and operate the physical facilities of the University. The number one objective of the department is to provide and maintain facilities that will enhance and support the mission and academic goals of the University. Our approach is centered upon providing a superior level of customer service.

1.2 Vision Statement: We are facilities professionals dedicated to operation and maintenance of the campus physical plant. Our goal is to provide exceptional customer service to all our customers, whether they are students, faculty or staff.

1.3 Organization Structure: The department is one of several units that fall under the responsibility of the Vice Chancellor of Business and Finance. The department operates with an Assistant Vice-Chancellor, Director of Operations, Director of Planning & Construction,  and five supervisors. The makeup and composition of each supervisors area is as listed below:

Mechanical Maintenance: HVAC and plumbing, and electrical, fire alarms, and elevator maintenance total of one supervisor and fourteen employees.
Structural Maintenance: Carpentry,and Painting. One supervisor and five employees.
Housekeeping: Custodial cleaning, six supervisors and thirty-five employees.
Roads & Grounds Maintenance: One supervisor and nineteen employees.         
Safety & Risk Management:  One Supervisor, three employees.        
Vehicle Maintenance: One Supervisor, two employees.

2.  SECTION TWO - ADMINISTRATIVE STRUCTURE

2.1 Job Descriptions: Listed below is the position titles and a brief description of the duties and responsibilities for each functional area of the Department of Physical Plant. 

2.1.1 Facility Maintenance Manager I : Rudolph Cardenas is the Associate Vice-Chancellor for Facilities Management.  He oversees the operations of the department. This position reports directly to the Vice Chancellor of Business and Finance.

2.1.2 Plant Maintenance Supervisor I : Ray Williams is the Director of Operations and handles the day-to-day operations of the department. This position reports to the Facility Maintenance Manager I.

2.1.3 HVAC Supervisor: Michael McKinnon is responsible for supervising the efforts of all mechanical maintenance employees. This position reports to the Plant Maintenance Supervisor I. Eleven employees report to HVAC Supervisor.

2.1.4 Roads and Grounds Supervisor II: Alvin Marshall supervises the efforts of the Grounds Maintenance employees. This position reports to the Plant Maintenance Supervisor I. Nineteen employees including the university moving and hauling unit report Roads and Grounds Supervisor II. 

2.1.5 Housekeeping Administrator I: Shirley Brooks is responsible for supervising the efforts of the Housekeeping employees. This position reports to the Plant Maintenance Supervisor I. Thirty-five housekeeping employees report to the Housekeeping Administrator I.

2.1.6 Maintenance Mechanic IV: Harold Tull is responsible for the supervision of the structural shop, which includes painters and carpenters. This position reports to the Plant Maintenance Supervisor I. Five employees report to Maintenance Mechanic IV.

2.1.7 Mechanic II: James T. Milone is responsible for the administration and maintenance to the automotive shop. This position reports to the Plant Maintenance Supervisor I. Two employees reports to the Mechanic II.
 

2.2 Office Administration
 

2.2.1 Office Hours: The Division of Facilities Management Hours are as follows:
Regular Academic Year : Monday through Friday from 7:00 a.m. to 5:00 p.m.
Summer Schedule*: Monday through Friday from 7:00 a.m. to 5:00 p.m.

*Dates for conversion to the summer schedule vary from year to year. Notification of summer schedule dates is issued annually from the Chancellors Office. Most employees work half days on Fridays, however each unit has someone on duty until 5:00 pm each day throughout the Summer. 

2.2.2 Correspondence: Latonya Inniss is responsible for supervising the efforts of the two office assistants in Administration and serve as Administrative Assistant to the Facilities Maintenance Manager I. This position reports to the Facilities Maintenance Manager I. On a daily basis, office assistants handle correspondence, they pick up mail from the post office, sort the mail and deliver it to the appropriate shop or individual.

2.2.3 Staff Meetings: Staff meetings are held weekly or on an as needed basis.

2.2.4 Personnel Policies: 

Uniforms: All employees are designated to wear uniforms and report to work in full uniform, Monday through Thursday.  Any individual who reports to work out of uniform, without a certified doctors excuse, will be sent home on leave without pay until such time as the employee can return to work in the proper uniform. Safety shoes must be worn throughout the entire week.

Leave Requests: Regular leave requests must be submitted at least 48 hours in advance. The department reserves the right to deny vacation leave at certain key times of the year, such as homecoming, graduation, or if granting the leave will result in extreme under-manning of a particular area. Sick leave documentation will be filled out upon return to work. Any individual that is out on sick leave for more than 48 hours must provide proof of illness with documentation from a visit to a doctor's office. Emergency leave will be granted on a case by case basis.

2.2.5 Performance Evaluations: Performance evaluations are provided to each employee on an annual basis. Criteria for evaluation are developed jointly by the supervisor and the employee.
 

3.  SECTION THREE - Procedure #1: Funding for Facilities Services
 

3.1 Purpose: To describe and define the limits of services provided by the Facilities Management. 

3.2 Policy Statement: Services provided by the Facilities areas are classified into two categories; Facilities Services and Departmental Services. The requesting department must fund a request for facilities service that does not fall under the definition of Facilities Services.

3.2.1 Facilities Services: Direct funding is provided for the Facilities Management for routine maintenance and operation of University facilities and grounds. The funding provided for the Facilities Management is intended to maintain University facilities in the condition in which the facilities were originally provided. Examples of Facilities Services include:

1. Maintenance services to structures and equipment, which have been, accepted as permanent parts of the academic campus.
2. Maintenance of walks, street, and grounds.
3. Operation and maintenance of utilities.
4. Custodial services.

Areas not budgeted for Facilities services include:

- Infirmary - Student Housing
- Student Union - Bookstore
- Food services - Athletics
- Federal Grants - Other self supporting operations
 

3.2.2 Departmental Services: These are services for which Facilities Management does not receive a budget allocation and which must be paid for by the requesting department. Examples of departmental services include:

1. Minor alterations to buildings or structures assigned to a department or activity. (construction of partition walls, installation of light fixtures, construction of counters).
2. Addition of special equipment such as laboratory equipment, Venetian blinds, special lighting, etc.
3. Repair work to office furniture in departmental office.
4. Painting at a time other than that specified in the regular maintenance painting cycle.
5. Replacement of keys, re-keying of locks for purposes other than maintenance.

Any changes or services required or desired for University buildings which are not routine maintenance and operation of the building, must be funded by the department requesting the change or service.

Facilities departmental services are provided on the basis of actual cost charges only. Services performed as departmental services are invoiced on a monthly basis using the intra-campus auxiliary billing system.
 

4.    Procedure #2: Requests for Facilities Services

4.1 Purpose: To discuss the procedure for reporting maintenance requests to the Facilities Management and the prioritization and scheduling of requests
 

4.2 Routine Requests: Although all employees have access to the on-line work request system each department requesting service has a designated Building Fire Wardens who has the responsibility to report maintenance problems for the entire facility. The Building Manager may designate a staff individual to perform the day to day tasks associated with this position while still maintaining overall responsibility for the facility. It is suggested that all routine requests for service should be routed through this individual to avoid duplicate entries. This provides someone with whom the Facilities Management staff can coordinate to accomplish work in an expeditious manner. Building Managers may make routine requests for services by submitting on-line work request from the FSU Facilities web-site.  To access the work request page:

 Go to the FSU Home Page = www.uncfsu.edu

Click on Facilities Management Work Request 

Click on Work Request 

Login

All university faculty and staff have been provided password to log on and access the system. If you have trouble logging into the system, please call Ext. 1431 or 1432.

When all information has been entered on a request, it is electronically transmitted to the Division of Facilities Management, where it is reviewed for accuracy and forwarded to the appropriate shop for action.  A confirmation number is provided to the requestor by clicking the save button located at the bottom of the screen.  The confirmation number can be found on line three titled Work Order Number. 

The  work order data base can be accessed to inquire about the status of a particular request.  Of course, inquires and request can also be made by directly phoning the Department at  Ext. 1431.   Office hours are 7:00 a.m. to 5:30 p.m. Monday through Friday.  A copy of the electronic work order format can be found in Appendix A of this manual. 

4.3 Emergency Repair Services: Emergencies are defined as those problems requiring immediate action to restore or avoid interruption of such essential services as electricity, water, gas, heat, air conditioning, and plumbing, or to correct those conditions which are considered hazardous to personnel or students, equipment and facilities.
 

4.3.1 Reporting During Normal Office Hours: Situations which appear to require immediate maintenance or repair attention to either prevent or resolve an emergency should be reported by telephone to the Control Center at 672-1431.

4.3.2 Reporting After Normal Office Hours: At other times, telephone reports should be made to the University Police Department (672-1341). The University Police will call in the appropriate individual to handle the problem.
 

4.4 Scheduling of Repairs: Repairs are scheduled and updated on a weekly basis. Priority is assigned to each work order in accordance with the following work order response priority system:
 

Emergency: Any situation posing immediate danger to life, property and/or the environment.

Priority #1: Urgent- Equipment not operational, requires fast action and/or correction . Failure to rapidly correct could have significant impact on operations in facility. Example: Failure of A/C system in summer.

Priority #2 : Preventative Maintenance. Example: changing filters, belts etc.

Priority #3: Routine Maintenance. Work which can be deferred and has no established completion date.

Priority #4: Shutdown required work that cannot be accomplished while equipment is in operation.
 

4.5 Buying Service with Departmental Funds: Services that are to be paid for by a departmental budget must be requested through the Work Order Request System.
 

4.5.1 Estimate: Preliminary Planning and cost estimates are prepared by Facilities Planning and are returned to the requesting department.

4.5.2 Estimate Status: Requests for information concerning status of an estimate should be directed to Office of Physical Plant, at 672-1431.

4.5.3 Changing Scope or Cost: Changes in scope after the estimate has been approved must be made in writing and have approval of the  Director of Operations.

4.5.4 Estimate Limitation: Cost Estimates are normally good for 120 days. After 120 days, the estimate costs must be reviewed and revised as necessary.
 

5. Procedure #3: Key and Lock Service
 

5.1 Purpose: Explains the policy and procedures regarding the issuance, return, and control of keys utilized to access university facilities.

5.2 Scope: Applies to all university facilities excluding housing.

5.3 Master Key File: The Safety and Risk Management Department maintains a master key file for each building on campus. This file permits the Physical Plant to provide additional keys upon written request from a department head, or authorized representative.

5.4 Facilities Access: The Safety and Risk Management department  provides keys for maintenance, building services, and police personnel to perform their functions and is responsible for control of these key.

5.5 Departmental Responsibilities: Each Building Manager is provided with and is responsible for the administration of keys issued to the department. All requests for lock maintenance, key replacement, and service should be directed to the Building Manager.
 

5.5.1 Key Tracking Log: The Building Manager is responsible for ensuring that a log is maintained at all times identifying the employees assigned specific keys. The university locksmith will review and audit these departmental logs for accuracy on a periodic basis.

5.5.2 Key Requests: Requests for additional keys should be made by the Building Manager utilizing the F.S.U. key transmittal form. A copy of this form may be found in Appendix A of this procedure manual. All additional key requests are considered departmental services and the fee for providing the keys will be charged to the requesting department.

5.5.3 Loss of Keys: Upon determination that issued keys have been lost or stolen, the Building Manager must immediately notify the appropriate Department Head, University Police and the Office of Physical Plant. Costs for lock changes due to the loss of keys are charged to the affected department.

5.5.3 Return of Keys: The Building Managers are responsible for ensuring that keys are returned by departmental employees upon transfer from the department, retirement, or termination from the university.
 

5.6 Master Key Policy: The integrity of any secure locking system is directly related to the degree of control exercised over the issuance of keys. Widespread and indiscriminate issue of master keys poses the greatest threat to the integrity of such systems. The following policy governs the issuance and control of master keys.
 

5.6.1 Grand Master Keys: These keys provide the widest access a number of facilities. Issuance of Grand Master Keys is limited to Chancellor and Vice Chancellors and the University Locksmith. The Chancellors authorization is required for the issuance of these keys.

5.6.2 Building Master Keys: These keys will be issued only to Deans, Department Heads, Facilities Maintenance Coordinators, Maintenance Supervisors, and the University Police Department. The Vice Chancellor of Business and Finance authorization is required for the issuance of these keys.

5.6.3 Building Sub Master Keys: These keys may be issued to individuals at the discretion of the Dean or Department head of a designated area.
 

5.7 Lock Service Charges: Defective, inoperable, and broken locks will be repaired or replaced by the Department of Physical Plant without charge to the occupying activity. When such locks are replaced or repaired, they will be set up for operation on the existing key.

A fee will be charged to the occupying activity for any of the following requests:

5.8 Key Duplication and Misuse: Unauthorized possession or use of a key may result in disciplinary action. Keys for university locks shall not be reproduced or duplicated from commercial sources. Unauthorized duplication of university key will result in disciplinary action.
 

6. Procedure #4: Reservation Procedures for Motor Fleet Vehicles
 

6.1 Purpose: To provide a procedure for the reservation and use of Motor Fleet Vehicles.

6.2 Policy: State (Motor Fleet) vehicles will be reserved on a first come/first served basis only. Reservations are to be made utilizing the standard university travel authorization form. It is recommended that vehicle reservations should be made as far in advance as possible. Vehicles will be issued upon receipt of the travel request form that contains all the required signatures and budget codes. The Office of Facilities Management will not reserve vehicles by the telephone. It is the responsibility of the individual requesting use of vehicle to check on the status of his or her request. If a state vehicle is not available, the travel request will be stamped "State Vehicle Not Available" and returned to affected department. The individual should then contact the Business Office where a determination will be made to either rent the individual a vehicle or allow the individual to use their privately owned vehicle with proper reimbursement for mileage.
 

6.2.1 Use of State Vehicles: State owned vehicles shall be used for official state business only. It shall be unlawful for any state employee or any other person to use a state owned vehicle for any private purpose whatsoever.

6.2.2 Meals and Entertainment: When an employee is required to use a state owned vehicle for travel while away from his work station, the vehicle may be used for travel to obtain meals, but not for entertainment or any personal purpose.

6.2.3 Use by Immediate Family: Spouses and children are permitted to accompany state employees on trips in state owned vehicles when sufficient space is available and when travel is strictly for official state business. However, spouses and adult children are not allowed to drive a state vehicle.
 

6.3 Emergency Travel: If travel is due to an emergency, the travel request and accompanying papers must be walked through the appropriate dean/department heads office, the business office to the Physical Plant. If no vehicles are available, and the individual cannot use his/her privately owned vehicle, then arrangements will be made through the Purchasing Department to rent a suitable vehicle.

6.4 Early Morning or Weekend Departure: Vehicles required for early morning or weekend departures or any other time other than regular dispatching hours, may be picked up between 4:30 and 5:00 p.m. on the preceding day. An employee may drive a state vehicle to their home under such circumstances.

6.5 Security: Vehicle security is the responsibility of the driver. All doors are to be locked when the vehicle is not occupied.

6.6 Personal Property: Personal property left in Motor Fleet Vehicles will be retained in the Physical Plant office for a period of two weeks. At the end of two weeks, appropriate disposition will be made.

6.7 Penalties for Misuse: Motor Pool privileges will be withdrawn for a period of one year for any individual found guilty of misuse of a state-owned vehicle.

6.8 Returning Vehicles: Vehicles are returned to the Physical Plant at the end of a trip. During regular hours, the driver should return the vehicle keys to the Physical Plant Office. During other than regular hours, the driver should deposit vehicle keys through the window slot next to the main entrance doors.

6.9 Vehicle Use Fees:

State Vehicles are owned and operated by the university.

The rate for state-owned vehicles are as follows: 

Passenger cars 0.39 cents per mile (minimum 40 miles).  This includes costs of operating the vehicle (gas and oil).

Mini-Vans 0.44 per mile (minimum 40 miles).  This includes costs of operating the vehicle (gas and oil).

15 passenger vans are .53 per mile.

Mini-Bus (CDL license with P-Endorsement is required)

Mini-bus will seat 16 passengers.  Driver's are available upon request.

Rates are as follows:

      Without Driver for 1-4 hours - flat fee of $65.00

      Over 4 hours flat fee of $125.00 per day and $ 1.00 per mile, after 100 miles 

      With Driver for 1-4 hours - Flat fee of $125.00 

      Over 4 hours Flat fee of $225 per day and $1.50 per mile, after 100 miles

Bus   

Bus will seat 29 passengers.  Facilities Management assigns drivers for use of bus.  The rate for use of Facilities Management bus is the same as the mini-bus with driver.    

General Information 

Legislation requires that drivers of vehicles designed to carry 16 or more passengers must have a Class B Operators' license (Chauffeur's License).  Legislation requires that an agency assigned motor vehicle driver must display to allow the agency to copy that persons valid driver's license.

Fayetteville State University requires that all persons traveling in either a state or a private vehicle, while engaged in University approved activities, shall use available seat belts.  This requirement applies to both the driver and to all passengers in the vehicles.

Private Cars

State employees on state business may use their private cars for their personal convenience with prior approval by the Vice-Chancellor for Business and Finance.  Reimbursement may not be made for commuting between the employees home and his duty station. 

Reimbursement for mileage and parking charges resulting from the use of an employees private car for transportation to and from airport terminals may be made on the basis of one round trip limousine fare between the employees duty station and the nearest terminal.  In cases where limousine service is not available, reimbursement is thirty-one (.31) cents per mile for a maximum of two round trips with no parking charge or for one trip between the duty station and the terminal.  Parking receipts are required. 

 

7. Procedure # 5: Special Events Setup
 

7.1 Purpose: To describe the procedures for requesting Physical Plant support for the setup of special events, to describe the limits of such service, and the cost associated with this service.

7.2 Scope: This procedure pertains to all requests for all event setup. Fees will be charged for all events with the exception of university functions such as Graduation Ceremonies and Homecoming Celebrations.

7.3 Definition: Special events are events or activities that that requires specific manpower/assistance from the Physical Plant. Vendor services coordination, facility set-up for programs, and custodial clean up during and after the event are some of the services provided for special events.

7.4 Requests for Service: All requests for event support should be made on a facilities request form, which requires authorization signature approval from the appropriate Dean or Department Manager. All requests for event setup are considered departmental service requests and the requesting department will be charged for the desired service. Requests for service for special events should be submitted two (2) weeks in advance to permit scheduling and adequate preparation.

7.5 Event Setup Fees: The following fees apply:

7.6 Event Cleaning Fees

7.6 Other Trade Event Fees

Carpentry or Electrical $25.00 per hour
 

8. Procedure #6: Moving and Hauling Service
 

8.1 Purpose: To provide guidance regarding the request for moving and hauling services.

8.2 Scope: This procedure pertains to all requesting departments. Moving and Hauling Service is provided for the movement of furniture, equipment and other items within and between campus facilities.

8.3 Procedure: All requests for moving or hauling furniture and other items must be initiated by a Work Order Request.  This service is provided as a regular maintenance and at no charge to academic departments.  All non-academic departments will be charged for moving and hauling at a rate of $25 per hour with a one hour minimum charge.

8.3.1  Surplus Property:  If the request pertains to the hauling away of surplus equipment or furniture, the requestor must obtain the serial number of the equipment and the signature of the Surplus Property Officer, Mr. Moses Lyons, prior to submission of the Work Order Request Form.  A move of surplus property will not be performed without this documentation.

8.3.2  Scheduling of Moves:  Members of the Roads and Grounds Department perform moving and hauling services when time permits.  The same crew that performs moving and hauling also performs event set up services, and event set-ups always take priority over moving of furniture or equipment.  Every effort shall be made to schedule and perform this work in a timely fashion.

8.3.3  Limits of Service:  The Facilities Management Department does not provide delivery service for either the Print Shop or the Central Warehouse.   Contact each of these departments for the delivery of products.  The Department does not run errands or make off campus deliveries of mail or other items.

9. Procedure #7: Facilities Construction, Renovation and Repair
 

9.1 Purpose: To provide an overview of the construction and renovation process and to provide direction on the procedure to request facilities renovations.

9.2 Scope: This procedure pertains to all requesting departments.

9.3 Policy: The Department of Physical Plant is responsible for the planning and coordination of all new major construction and renovations activity. The general standard used in planning renovations is that they must be accomplished in a manner that will minimize the overall impact on the existing facility as originally designed. Funding for construction falls into two major categories:
 

9.3.1 Repairs and Renovations: Construction work limited to existing facilities. No single project can exceed $500,000.

9.3.2 Capital Projects: Construction of new facilities or major renovations to existing facilities over $500,000.
 

9.4 Requests for Facilities Renovation: A request for renovations or alterations is made by submitting a memorandum through normal organizational channels and shall require the approval of the department chairperson, dean and vice chancellor, or their administrative equivalents. This memorandum shall include the following information:

1. Justification statement to support the need for requested renovation.

2. Description of the requested renovation.

3. Source of funds for accomplishing the changes.

Upon review and approval by the appropriate vice chancellor, the request shall then be forwarded to the Vice Chancellor of Business and Finance who will take the matter under consideration. The following principles shall apply to such matters:

1. Alterations required by a department to accommodate change or expansion of its program are the responsibility of the requesting department. In such cases, the requesting department must provide an account for which the renovations are to be charged.

2. Alterations and renovations of an existing facility required to maintain it in suitable operating condition are the responsibility of the maintenance and operations function of the University. Such requests shall be performed based upon overall merit and the availability of existing Repair and Renovations funding.

9.4 Capitol Projects: New Building Design, Construction and Acceptance: The design and construction of new facilities will be governed by the Campus Master Plan, which is currently in the process of being performed. This plan will encompass the growth and development of the campus from 1998 through the year 2010. The basic steps in building design and construction are as follows
 

1. Request for Funding
2. Selection of Designer
3. Design Building
4. Bidding for Construction Contracts
5. Construction Contract Award
6. Construction Administration
7. Final Inspections
8. Final Acceptance

9.4.1 Final Acceptance Inspection: When the final acceptance inspection by the Office of State construction through the Director of Physical Plant indicates that the building is accepted, the Department of Physical Plant receives the keys furnished by the contractor in person or by registered mail. A master file for the keys is made in the Lock Shop, and then keys are furnished to the user personnel.

9.4.2 Facility Deficiencies: Report all facilities deficiencies to the department of Physical Plant. Warranty related work shall be directed to the responsible contractor for performance. Items not covered under warranty are normal wear and tear, and property that has been damaged through negligence or misuse.