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A to Z Reference Guide

A to Z Reference Guide

The following is a reference guide for general services provided by Facilities & Operations. If you have any questions, concerns or need additional information, please call 810-762-3223.

A

After-Hours Maintenance Emergency Calls should be directed to Public Safety at 810-762-3333. The Safety Officer on duty will contact the appropriate Facilities & Operations personnel.

Air Conditioning problems or concerns are handled by the Skilled Trades Unit and can be called into the Facilities & Operations office at 810-762-3223, or by submitting a Work Order Form.

Architectural Design Services are provided by the Architectural/Engineering Services Unit. To request architectural design service a Project Request Form must be submitted.

B

Building Plans are available through the Architectural/Engineering Services Unit. 8 1/2″ x 11″ plans are available in pdf format which can be printed as needed. To request floor plans submit a Work Order Form and specify the building(s) and floor(s) needed.

C

Carpet Cleaning is provided by the Housekeeping Services Unit and can be requested by submitting a Work Order Form. A one week notice is usually needed and appreciated to allow proper scheduling.

Central Receiving is located at the Hubbard Building and is used campus wide for all items for which a purchase order has been issued. Packages are inspected for visible damage by Material Services staff. Departments that placed the original order, should inspect packages received for possible concealed damage or shortage immediately. Report any concealed damage or shortage that you find immediately to the Material Services Unit so a claim may be filed. Deliveries to departments occur Monday through Friday. Priority and next-day air packages are generally delivered to departments the same business day.

Clocks are automatically adjusted by a central system in most buildings. Battery operated clocks must be adjusted by the owning department.

Classroom Furniture Repair is provided by the Building Maintenance Unit. Broken furniture should be tagged by the department and reported to Facilities & Operations. Indicate if the damage presents a safety hazard. To request furniture repair please submit a Work Order Form to Facilities & Operations.

Construction Contracts for renovation and construction projects are administered by an assigned Facilities Project Manager. Please submit a Project Request Form to request construction contracts

Courier Service is scheduled to and from the Ann Arbor campus on Tuesday and Thursday. Items are delivered from the Flint campus to the mailroom or hand delivered to the appropriate individual in Ann Arbor, if required. Items are brought back to the Flint campus and distributed to the appropriate campus department.

Custodial Services are provided by the Custodial Services Unit. Classrooms, outer offices, restrooms and public areas are cleaned on a daily basis Monday through Friday. Inner offices are cleaned on a scheduled basis once a week; waste baskets will be emptied every other day if placed in the suite corridor. Office cleaning includes floor vacuuming and cleaning and emptying of waste baskets. Dusting in office areas is not provided. Chalkboard chalk and erasers are supplied in classrooms as part of the cleaning routine. Windows, carpets and walls are cleaned on a scheduled basis.

D

Delivery and Pickup of UPS or overnight packages on campus is a service provided by the Material Services Unit. Call 810-766-6671 or 810-762-3223 to schedule pickups.

Disposal of Surplus and unusable equipment is provided by the Material Services Unit in conjunction with the Procurement & Contracts Department. To comply with University policy, all surplus and unusable equipment on this campus must be reviewed by the Inventory Coordinator who will ensure that the appropriate procedures for resale or disposal are followed.

Disposal of Waste Chemicals and hazardous materials is provided by the Environment, Health and Safety Department. For more information call 766-6763. In the event of an emergency call Public Safety immediately at 762-3333.

Door and Lock Repairs are provided by the Building Maintenance Unit. Submit a Work Order Form or call Facilities & Operations at 810-762-3223 to report problems with doors that will not secure or malfunctioning door hardware. If an exterior door or main office door cannot be secured, or a key is stuck in a lock, a priority level one will be given to these types of requests.

E

Elevators are maintained by an outside contractor and administered by Facilities & Operations. Report malfunctions to Facilities & Operations. If it is after hours call DPS at 810-762-3333.

Engineering Design Services are available from the Architectural/Engineering Services Unit. To request engineering design service a Project Request Form should be submitted.

Environmental Control and Energy Management is provided by building control systems and by several management systems located in the Hubbard Building. Operation of ventilation systems is based upon published class schedules. Ventilation requests for special events, unscheduled classes and extended hours should be directed to the Skilled Trades Unit. One full working day advance notice is required to ensure schedule changes.

Equipment Installation is provided by Facilities & Operations  or in some cases outside contractors which are managed by Facilities & Operations. Materials and any overtime labor or contractor costs are recharged to the requesting department. A Work Order Form should be submitted ASAP prior to the desired installation date. Electrical & mechanical equipment must be pre-approved to ensure compatibility with building systems and availability of utilities, check with Facilities & Operations prior to ordering equipment that:

  1. require electrical service other than 115 volts AC
  2. require a dedicated electrical supply
  3. require other utilities such as water, compressed air or gas, or
  4. may require facility upgrades or modifications

All changes are to be reviewed by Facilities & Operations engineering staff prior to ordering.

F

Faxing services are available in the Mailroom, 154 French Hall. All personal faxes must be paid at the Cashiers Office, 261 University Pavilion, prior to faxing.

Fires should be responded to in the following manner: Immediately leave the building; if the alarm has not sounded, and you pass a fire pull station, pull the handle on your way out. Once you are safely out of the building, report the fire by telephone to Public Safety at 762-3333 or via any emergency telephone. Public Safety will notify the City of Flint Fire Department and other appropriate personnel. New buildings on the Riverfront Campus are protected by sprinkler systems and electronic alarms that automatically alert Public Safety.

Furniture Moving:

Facilities and Operations is able to handle smaller move requests (one or two items)  internally. Moving is a rebillable service and will be rebilled back to the requesting department. The typical cost for an internal move is $15 per hour.

Larger requests consisting of moving several items or heavy objects can still be coordinated through Facilities and Operations utilizing the services of an external moving contractor. Actual contractor expenses will be rebilled to the requesting department.

To request moving services through Facilities and Operations or coordination of a larger move please submit a Work Order Form.

Moving required as part of a capital project/renovation will continue to be coordinated by the assigned project manager.

If you prefer to coordinate a move yourself, a few suppliers that Flint Facilities and Operations uses on a regular basis are listed below:

For further information and additional strategic suppliers, please visit the Moving and Storage Services webpage on the Ann Arbor Procurement website. Please adhere to all university Procurement guidelines.

H

Heating, Ventilation and Air Conditioning systems in buildings are operated and maintained by the Skilled Trades Unit. Report any problems with heating, ventilation and air conditioning to Facilities & Operations during office hours by submitting a Work Order Form.

K

Keys and Lockset Cores are prepared by the Department of Public Safety. Requests for keys should be submitted on a key request form to Public Safety.

L

Landscape maintenance for all University grounds is provided by the Grounds Maintenance Unit. Call or submit a Work Order Form to Facilities & Operations in the event of an irrigation system leak or if an event is being planned that will take place on the grounds.

Light Bulb Replacement is provided by the Building Maintenance Unit. Desk lamp light bulb replacement is the responsibility of the owning departments.

Lock Malfunctions. Refer to door and lock repairs

M

Mailroom operations are provided by the Mailroom staff of the Material Services Unit. All mail received by the University comes through the mailroom located in 154 French Hall. United States Post Service mail is picked up, sorted and delivered daily (Monday through Friday). Mail is metered on a first come, first served basis. The processing of bulk mailings (200 pieces or more) can be expedited by calling the mailroom and making prior arrangements for pickup. The metered mail is transported to the United States Post Service at 3:45 daily.

Maps of the campus and the surrounding area including highway access are available from the Architectural/Engineering Services Unit. Maps in pdf format are provided via e-mail.

Moving Services (Discontinued):

Facilities and Operations is able to handle smaller move requests (one or two items)  internally. Moving is a rebillable service and will be rebilled back to the requesting department. The typical cost for an internal move is $15 per hour.

Larger requests consisting of moving several items or heavy objects can also be coordinated through Facilities and Operations utilizing the services of an external moving contractor. Actual contractor expenses will be rebilled to the requesting department.

To request moving services through Facilities and Operations or coordination of a larger move please submit a Work Order Form.

Moving required as part of a capital project/renovation will continue to be coordinated by the assigned project manager.

If you prefer to coordinate a move yourself, a few suppliers that Flint Facilities and Operations uses on a regular basis are listed below:

For further information and additional strategic suppliers, please visit the Moving and Storage Services webpage on the Ann Arbor Procurement website. Please adhere to all university Procurement guidelines.

O

Office Furniture Assembly is provided by the Building Maintenance Unit. When ordering furniture that requires assembly submit a Work Order Form for assembly at the time you place the order. Indicate the approximate delivery date if known. Such items are assembled in the shop at the Hubbard Building. If old furniture needs to be moved when the new furniture is delivered, submit a service request for the move when the new items are ordered. New furniture assembled at the Hubbard Building will be delivered by the Material Services Unit.

Office Furniture Repair is provided by the Building Maintenance Unit. The Work Order Form should include a complete description of the type of furniture and repairs needed. An estimated cost will be provided if requested.

P

Painting of interior areas is provided and scheduled by the Building Maintenance Unit. Office painting can be scheduled as a rechargeable service.

Pest Control is provided on an as-needed basis by Facilities & Operations staff or an outside contractor. Report any pest or rodent sightings to Facilities & Operations.

Plumbing problems such as overflowing toilets, plugged water fountains, pipe breaks are given a priority one status and should be reported immediately by calling 762-3223 or by submitting a Work Order Form. After hours call Public Safety at 810-762-3335.

Projects for construction and renovations are administered by the assigned Facilities project manager. Projects are initiated by submitting a Project Request Form.

R

Re-billing departments is conducted for non-routine maintenance through the Service Unit Billing Process.

Recycling containers within each suite are emptied by the Custodial Services Unit on a routine basis. If you need an extra pickup call Facilities & Operations.

Renovation of facilities is planned and supervised by the Architectural/Engineering Services Unit. To initiate a project, submit a Project Request Form. Note that departments are charged for work performed by contractors.

S

Security Alarm Systems on campus are monitored by Public Safety. If you need to enter an alarmed area after normal business hours, contact Public Safety at 762-3333 prior to entering the area. Call Public Safety if you have any questions about alarm schedules.

Service Requests are issued by calling the Facilities & Operations Department at 810-762-3223, sending a Work Order Form.

Shipping of parcels for University business are handled by the Material Services Unit. Items to by shipped via UPS, Federal Express or common carrier will be picked up by a Material Services staff member. Shipping costs and COD charges are recharged.

Snow and Ice Removal for campus walks, parking lots and roads is a service provided by the Grounds Maintenance Unit. Report any problems encountered during normal business hours to the Facilities & Operations Department or after hours to Public Safety at 762-3335.

Surplus Equipment and furniture is maintained by the Material Services unit. As usable items are turned over to the Material Services Unit they will be made available to other University departments. These items will be available on a first come, first served basis. Items not fit for reuse or not reused within a reasonable period of time will be disposed of in accordance with University policy.

W

Window Cleaning of exterior and interior windows is performed by Custodial Services or an outside contractor. Windows on doors and in interior offices are maintained by the Custodial Services Unit upon request. To request cleaning please submit a Work Order Form to Facilities & Operations.

Waste Disposal of non-hazardous waste is provided by a commercial waste hauler through contracts administrated by Facilities & Operations. Regular trash is placed in compactors and containers by the Housekeeping Services Unit during daily operations. Large objects, construction waste, or hazardous materials should never be placed in trash compactors. Trash compactors and containers on campus are for University generated waste only; waste material from home cannot be disposed of in University containers.