Services Guide:

Introduction

The Physical Plant is responsible for maintenance, repair, construction, renovations, or alterations to university facilities as well as installed systems and equipment. The Physical Plant also ensures these processes are carried out in accordance with all applicable codes and regulations (federal, state, and local) and conform to university standards. As a rule, the use of Physical Plant personnel has proven more economical and responsive than contractual services. However, because of the scope, cost or specialized nature of some work, it may be necessary to have the work performed by an outside contractor. Alterations or connections to any facilities system, including distribution and internal building systems, must be made with Physical Plant direction. Plant services include maintaining the integrity of utility systems. Safety hazards may result from incorrectly performed work.

Implementation

Each building has an appointed Building Administrator. Building Administrator's request services, forward written requests, coordinate the provision of services with the Physical Plant, and act as a contact when utilities must be interrupted.

WORK ORDER REQUEST CATEGORIES

• Emergency Work:
• This is identified as work that presents a safety hazard to personnel and/or the facility. Emergency work will begin at once and continue until the emergency condition is eliminated.

• Urgent (1 day requests):

These are repairs which do not prohibit the use of a facility, but impair full facility use or present significant disruption to scheduled activities. These are normally completed the same day as requested. If work cannot be completed in 24 hours, a temporary repair will be implemented until permanent repairs can be made.

Emergency and urgent requests that arise between 7:00am and 5:00pm [6:30pm Fall and Winter semesters], Monday to Friday, should be communicated by telephone to the Physical Plant at 487-1000. After hours, emergency work requests should be directed to Public Safety at 487-1000. They will relay the information to the Physical Plant staff person on call.

• Preventative Maintenance:

This work is scheduled periodically to perform adjustments, cleaning, minor repairs and routine service inspections of equipment and facilities to ensure serviceable condition, and to reduce interruptions of service.

• Routine Service Work:

This encompasses a large portion of our service and is work that does not limit or threaten facility use or the occupants.

Routine service work requests are received from 7:00am to 5:00pm [6:30pm during Fall and Winter] by phone (487-1000) or by electronic web access if applicable.
Work order system.

• Major Project:
  A request will be deemed as capital in nature if, upon completion of the project, there is a significant increase in the value or useful life of the space being renovated or altered, or if there is a substantial change in the purpose or function of such space. Expenditures for approved projects of this nature will ordinarily be budgeted and accounted for within the capital budget administered by the Physical Plant Facilities office. In addition, a Plant Fund account must be set up in advance of any project.
• Maintenance Project:
  A request will be deemed maintenance in nature if it does not substantially meet the criteria for a capital project as discussed above. Examples of maintenance projects include routine painting, replacement of burned-out fluorescent tubes, emergency repairs, etc. Expenditures for items of this nature will ordinarily be charged against the Physical Plant, unless other sources of funding are specified, such as Housing and Food Service areas.
• The requests must fully describe the service desired, location room number and any time constraints for the service to be provided.
• An account number for customer-funded work must be included with the request. Routine maintenance requests (examples are replacement of light bulbs, tubes or normal wear and tear items) do not require an account number.
• Minor projects must be submitted on a requisition……

Email to the Business Operations manager…. 

PROCESSING REQUEST FOR SPACE RENOVATION-

It is the responsibility of the Vice President of Operations & Facilities Management to determine whether a space renovation request should be classified as capital or maintenance in nature. For the purpose of this determination, the following general guidelines are used: 

1. A request will be deemed as capital in nature if, upon completion of the project, there is a significant increase in the value or useful life of the space being renovated or altered, or if there is a substantial change in the purpose or function of such space. Expenditures for approved projects of this nature will ordinarily be budgeted and accounted for within the capital budget administered by the Physical Plant Facilities office. In addition, a Plant Fund account must be set up in advance of any project.

2. A request will be deemed maintenance in nature if it does not substantially meet the criteria for a capital project as discussed above. Examples of maintenance projects include routine painting, replacement of burned-out fluorescent tubes, emergency repairs, etc. Expenditures for items of this nature will ordinarily be charged against the Physical Plant, unless other sources of funding are specified, such as Housing and Food Service areas.

3. Requests for space renovation must be approved by the dean or director and the appropriate vice president, and then forwarded to the Physical Plant Facilities Management office for a scope cost estimate. When needed, the Physical Plant will engage the services of architects, engineers, or other consultants to assist in defining the project. 

A listing of project requests for the area with estimated cost is then returned to the appropriate vice president for prioritization. The lists are then sent to the Planning & Budgeting Team for consolidated prioritization within the limits of the capital funds expected to be available. The consolidated list of prioritized requests, after review, may be presented to the Board of Regents by the Physical Plant.

Processing Request for Major Equipment Acquisitions or for any Equipment Acquisitions Requiring Installation

Acquisitions of equipment where costs exceed $2,500 or that involve installation or other changes to the physical environment, are processed in the same manner outlined above for space renovation requests. Note that the installation costs must include such expenses as moving, new or modified utility requirements, disposal of old equipment and asbestos removal. 

All requests must be coordinated with the purchasing department to assure that all equipment is properly bid and purchased. 

Processing of Requests for Equipment Acquisitions not Requiring Installation

For the acquisition of equipment costing less than $2,500 and where no installation is required, the request should be made as part of the department's annual operating on the requisition form with a “Listing of Equipment, Furniture, and Furnishings for which no Installation Costs are required”. After the usual approvals, this form is sent to the Purchasing department.

Services A to Z

A

Access to University Facilities:

Access to university owned and leased facilities by keys and/or cards is governed by the University’s Key Policy. This policy is designed to provide access to authorized individuals, facilitate timely access in case of emergency, enhance personal safety for all members of the University community, and secure the moveable physical assets of the University.

Animals:

For removal of live animals such as bats, birds, skunks, squirrels etc. contact Physical Plant at 487-1000. Dead animals should be reported to the Physical Plant at 487-1000 for disposal. Stray or injured domestic animals should be reported to the DPS at 487-1222.

B

Bicycle Racks:

Bike racks throughout the campus must be approved by the Physical Plant at 487-1000, and are provided as a convenience to the University community.

Blinds/Drapes:

Problems with drapes and blinds should be reported to the Physical Plant Maintenance Department at 487-1000.

C

Cable Television:

Basic cable television service is provided in every student room and is a part of your normal room charges. If you experience difficulties with your cable, it is recommended you contact Comcast by email at www.emich.edu/residencelife/currentresident/cable_internet_issues.php

The resident is financially and legally responsible for tampering or damage to any wiring or equipment owned or operated by the local cable company. Further, signal tampering or theft is a crime subject to a fine and/or prosecution through the courts of Michigan.

Carpet Replacement:

Carpet replacement in residence halls is done as necessary. In academic and administrative areas, all carpet replacement requires Physical Plant approval at 487-1000.

Code Requirements:

Inquiries should be directed to the Physical Plant at 487-1000.

Compactor Problems:

Malfunctioning compactors should be reported to the Physical Plant Maintenance Department at 487-1000.

D

Damage Charges:

Damage charges for repairs beyond ordinary wear and tear will be assessed to the individual, organization, or department responsible.

Data Connections:

Connections to the campus fiber optic backbone and within communication closets are coordinated through the office of Information and Communications Technology (ICT).

Digging:

The Physical Plant must be notified, in writing, at least two weeks before digging on campus can be scheduled. This is necessary for notification to departments that may be affected by this activity. For safety reasons, no digging can begin without review and approval by the Physical Plant. The purpose of this is to identify and minimize damage to existing underground utilities.

Drapes/Blinds:

Problems with drapes and blinds should be reported to the Physical Plant Maintenance Department at 487-1000.

E

Electrical Service:

If you have a problem with electrical service, which includes lighting, electrical outlets or switches, please contact the Physical Plant for repair at 487-1000. Because of safety and code requirements, we ask that you do not attempt to make any repairs on your own.
Note: circuit breakers should only be accessed by authorized personnel.

Electrical Capacity:

When departments are planning to purchase a new piece of equipment or adding more equipment, the energy requirements for the device should be considered. Contact the Physical Plant, to determine whether your area has sufficient capacity to support additional devices at 487-1000.

Electrical Interruptions:

The University has dual electrical services to ensure power outages are kept to a minimum. Each year we schedule power outages to perform system maintenance. We attempt to schedule these outages in advance and at times when they will have the least impact or inconvenience on University services or facilities. We will notify the appropriate building administrator whenever possible of these outages in advance, in order to provide the assistance needed to keep critical operations in service. Please be sure to turn off all electrical equipment prior to any scheduled shutdowns. Should you have any questions, please contact the Physical Plant at 487-1000.

Elevators:

The University elevators are maintained on a regular basis by internal staff and outside contractors under the direction of the Physical Plant Facilities office. If you experience a problem with an elevator, please contact the Physical Plant at 487-1000. Emergency and urgent elevator work requests after hours should be directed to the Public Safety office at 487-1222. They will relay the information to the Physical Plant staff person on call.

Employment (student):

The Physical Plant has many opportunities for employment available to the students of Eastern Michigan University. We hire students to do data entry and special projects.

Energy Conservation:

The HVAC department operates an automated energy conservation system, which controls the major heating and cooling systems in the following buildings: Alexander Music Building, Boone Hall, Convocation Center, Halle Library, Marshall Building, McKenny Union, Olds-Robb Student Recreation Center,  Coatings Research Institute, Pease Auditorium, Porter Building, Pray-Harrold Building, Rynearson Stadium, Sill Hall, Bowen, Pierce, Warner, DC-1, DC-2, DC-3, Hover, and Welch. The programming of this system is based on such factors as occupancy times, special environmental requirements, and interior space requirements. If you have any heating and cooling problems in these buildings, please report them to the Physical Plant at 487-1000.

Special Functions:

When planning a special event, contact the Physical Plant at 487-1000 (Grounds & Custodial office) as soon as you begin planning your special event. We can assist you with coordination of schedules, electrical needs, set up, clean up, and any special considerations that your event may require.

It is imperative that all requirements be forwarded to the Physical Plant a minimum of five (5) working days in advance of the event, so that proper planning and scheduling of personnel and equipment can take place.

Student organizations, Fraternities, and Sororities are required to contact the Office of Campus Life (487-3045) before planning an event.

F

Fans:

UL listed portable fans are permitted in areas that are not air-conditioned. Mounted ceiling fans must be approved by the Physical Plant at 487-1000.

G

Grounds Maintenance:

The Grounds Department is responsible for landscaping maintenance and snow and ice removal. If you have any grounds related issues, please call Grounds department at 487-1000.

Graffiti:

Graffiti should be reported to the Physical Plant Maintenance Department at 487-1000.

H

Health And Safety:

The Department of Public Safety is responsible for compliance with safety, health and environmental regulations. To report health and/or safety concerns, contact the DPS at 487-0794. For more information on services and programs provided, visit the Health section of the DPS website.

Heating And Cooling:

Heating:
The heating season usually extends from mid-October through mid-May, although actual temperatures will determine the beginning and the end of the season. Heat is provided to maintain interior temperatures between 68 and 72 degrees Fahrenheit. If you are having heat problems, please contact the Physical Plant at 487-1000. After hours, please call the Department of Public Safety at 487-1222.

Space Heaters- Portable space heaters are not permitted unless preapproved by the Physical Plant.  To request our approval, fill out the space heater request form and submit it to the Energy & Utility manager for review.  Space heaters have been linked to hazards such as fires, indoor air pollution, and carbon monoxide poisoning.

Cooling:
The cooling season typically extends from mid-May through mid-October, although the actual outside air temperature and humidity will determine when air conditioning is available. The majority of classrooms on campus are centrally air-conditioned. Contact the Physical Plant at 487-1000 for information on window units. The designed temperature for campus buildings with air conditioning is 74 - 76 degrees. If your area temperature is outside this parameter, please check the following items before calling the Physical Plant:
1. Check the thermostat.
2. Keep all heat generating devices (monitors, refrigerators, lamps, etc.) at least 3 feet from the thermostat.
3. Move any equipment blocking the thermostat.
4. Do not block intake, supply, return, or exhaust grilles.
5. Allow 20 minutes for any changes to take effect.
• Please contact the Physical Plant at 487-1000 if you need further assistance.
• For information on window A/C units contact the Physical Plant at 487-1000.

I

Insect, Rodent, and Pest Control:

Requests for indoor and outdoor insect, rodent, and pest control assistance should be directed to the Physical Plant. The University maintains an insect control service contract for the interior of buildings. Phone 487-1000.

J

K

Keys:

The University maintains control of all facilities keys and locks. Duplication of keys by an outside locksmith is strictly prohibited. Lost keys must be reported immediately to the Key Office at 487-2494. Also notify DPS at 487-1222. A properly authorized and completed Key Form is required for a new key. To find a Key Request Form follow instructions below.

Go to www.emich.edu.

Click on Faculty and Staff

Click on More Faculty and Staff at bottom of drop down column

Over to the left column click on Physical Plant

 In the left column click on Key Forms

How to Fill Out Key Request Form-

1. Fill out all information requested.
2. Fund#/Org#/Prog#
3. Key Holder Name
4. EMU EID#
5. Email Address
6. Faculty/Staff
7. Student
8. Department
9. Position Title
10. Key(s) Requested: Only one key per Key Holder (of the same key)
11. No one authorizes themselves.
12. No charge at this time to request keys. Subject may change.
13. If key lost: Key Holder is responsible to pay $25.00 for each lost key.

Please send request electronically to [email protected]

Under no circumstances shall EMU keys be duplicated by anyone other than the Physical Plant's Locksmith Shop.

Under no circumstance will the Physical Plant issue a key without a properly filled out and signed Key Request Form(s). One per Key Holder.

Chargeable to Department

Key(s) that have been lost will be charge a service fee of $25.00 per key.

Keys unclaimed within 30 days from notification will be recycled and a service charge of $25.00 per key shall be assessed to the requesting department.

Re-keying is a chargeable item.- a service charge of $25.00 per key shall be assessed to the requesting department.

Keys Request: (See above How to fill out a Key Request Form)

Only 1 key per person - per lock.

No one can authorize keys for themselves. Key holder and Authorizing Authority names should never be the same. Exception is for file cabinet or desk keys. Never door keys.

Authorizing Authority must always be at Director Level or above.

Keys Ordered – Ready for Pick Up.

Keys unclaimed within 30 days from notification will be recycled and a service charge shall be assessed to the requesting department.

Under no circumstances shall EMU keys be duplicated by anyone other than the Physical Plant's Locksmith Shop.

Under no circumstance will the Physical Plant issue a key without a properly filled out and signed Key Request Form(s). One per Key Holder.

L

Locked Out Of Room:

The Physical Plant Staff is not authorized to allow access into rooms or areas, as we have no way of verifying who is authorized to be in the space. If you are locked out of a dorm room and need assistance, please contact your R.A. or are in a residence hall. All others; please contact the Department of Public Safety at 487-1222.

Locks

Non Chargeable to the Department

There is no charge for replacement of defective or broken locks Accompanied by Police Report or malfunction. Must be specified on Lock Change Request.

There is no charge for digital locks of defective or broken locks. Accompanied by Police Report and or malfunction. Must be specified on Lock Change Request.

There is no charge for replacement: See Policy and Procedure 3.5.2 -Accompanied by Police Report or malfunction. Must be specified on Replacement Change Request.

The Physical Plant is responsible for maintaining and replacing all fixed locks in EMU buildings.

• New Locks:
  
  New locks installed as a part of a renovation are charged to that project. Under no circumstances shall an EMU lock be changed by anyone other than a Physical Plant locksmith.

• Re-keying:
  
  Requests for re-keying a lock or a series of locks shall be made in writing by the dean, department head, or chair. The request should specify the room(s) to be re-keyed and why the reason of the re-keying request. The keys following the re-keying change need to be requested on a key request form. One per Key Holder.

Locks that are to be rekeyed or replaced due to a lost key will be charged to the requesting department.

Lock repairs should be requested through www.emich.edu/physplant unless an emergency please call the Physical Plant at 487-1000.

Lock changes must be requested through www.emich.edu/physplant listing the Building/Department/Room and reason why.

The new keys following the lock change need to be requested on a key request form. One key per Key Holder.

Light Bulbs And Tubes:

Light bulbs and tubes are routinely replaced by the Custodial staff. If your light is not promptly replaced, call the Custodial Services Department at 487-1000. All light bulbs must be recycled and should not be disposed of in the normal trash. See waste collection.

M

Mattresses:

Residence Hall mattress and furnishings problems should be reported to the Physical Plant at 487-1000.

Microwaves:

Pittman, Hoyt, and Hill Residence Hall microwave problems should be reported to the Physical Plant at 487-1000.

Moving (Furniture And Equipment):

University Central Stores is responsible for moving and transfer of furniture and equipment, call them at 487-4386. For your protection, we ask that untrained staff and/or students refrain from moving any furniture. Physical Plant must be contacted at 487-1000 before installing any device, equipment, furniture components attached to EMU facilities.

Moving facility impact items:

Any furniture or equipment that is attached to a part of our facilities or has HVAC issues. Prior to installing any device/equipment or moving or removing any device/equipment attached to a structure, building, Campus grounds or permanently connected to a utility distribution system, you must contact the physical plant for approval at 487-1000.

N

O

P

Painting:

All painting must be approved by the Physical Plant. Maintenance painting is completed on a cyclical basis as required by the Physical Plant. All other painting requests are chargeable and require an approved requisition.

Parking:

Parking Control is responsible for all parking issues. You may contact them at 487-3450

Parking Gates:

Any parking gate problems should be reported to The Department of Public Safety at 487-1222.

Parking Lots And Roads Maintenance:

The Physical Plant department maintains campus roads and parking lots. If you have concerns or comments about roads or parking lots, please contact the Physical Plant at 487-1000.

Pest Control:

For pest control call Physical Plant at 487-1000.

Posters And Notices:

All student postings and notices must first be cleared through the Campus Life department at 487-3045, and posted only in authorized locations. Please do not post anything on painted walls.

Public Safety:

The Dispatch Center at 487-1222 is the point of contact for The Department of Public Safety. Dispatch is staffed 24 hours a day, 7 days a week. Emergency number is 911, or if calling from a cell phone, dial 487-1222.

Q

R

Recycling Information:

For your convenience, recycling containers are placed throughout campus to collect all paper-related recycling. Any non-food paper-type recyclable item may be placed in these containers. Batteries, computers, fluorescent tubes, light bulbs, television screens, microwaves and mercury containing materials must be recycled. If you have any concerns or comments about recycling, please contact the Physical Plant recycling program at 487-1000 or Health and Safety at 487-0794.

Roof Access:

Access to or placement of any object on the roof of any campus building is strictly prohibited. If you have any questions or concerns, please call the Physical Plant at 487-1000.

S

Signs:

Campus signage is the responsibility of the Physical Plant. Any changes to signage, including room numbers, must be coordinated through the Facilities Planning department.

Smoke Detectors:

The fire alarm system exists for the safety of everyone on campus. They are serviced on a regular basis. If the building's alarm sounds, you must evacuate the building immediately and until the Department of Public Safety allows re-admittance to the building. Tampering with any component of this life safety system may result in a fine and possible suspension or arrest.

Snow And Ice Removal:

It is the Grounds Department’s responsibility to remove snow and ice from campus streets, parking lots, and sidewalks. To report a problem, please call 487-1000. After hours, please call the Department of Public Safety at 487-1222.

Storage:

No equipment or materials of any sort may be stored in stairways, public corridors, mechanical rooms, electrical rooms, attics, or block fire exits. Inappropriate storage in the above listed areas is a fire code violation and will be removed. If you have storage needs, please contactFacilities Planning at 487-1000.

T

Tree Removal:

Trees are a valued feature on campus and may only be removed by Physical Plant personnel or by contractors retained by the Physical Plant. Report dead or damaged trees to the Physical Plant office at 487-1000. .

U

Utilities:

The University provides the utilities required for all main campus operations. For any questions contact Physical Plant at 487-1000.

V

W

Waste Collection:

• Hazardous Materials
All chemical, biological, radiological material and universal wastes (batteries, computers, lights, etc.) must be properly disposed. Contact the following offices to arrange for disposal:

• Student Responsibility
Students in residence halls are responsible for taking their trash to the trash room located on their floor, or to designated dumpster. All waste items must be discarded promptly and properly. Any items left in residence halls at the end of the academic semester will be discarded. If you have any questions or concerns, please contact Physical Plant at 487-1000.

• University Responsibility
The Grounds Department is responsible for the pickup and disposal of normal refuse on campus and from all campus dumpsters. At the end of each academic year, dumpsters are placed at several convenient locations for student use.

Waste Dumping:

Unsanctioned dumping of waste on University property by individuals or organizations is prohibited. Illegal dumping will be considered theft of service by the University, and appropriate action or prosecution shall be taken.