Download: Key Request Form
The Facilities Management Department is part of the Operations Division and consist of the Physical Plant, Student Housing Maintenance, Building Grounds, Building Services, and Environmental Health and Safety (EHS). Facilities Management is charged with the stewardship responsibility for maintenance and operations of the real property assets of the College. The Department is responsible for maintaining 27 buildings and almost 1 million square feet of built space. Cost-effective solutions, foresighted planning, customer-focused support, and sustainable approaches are the objectives of our facilities programs. Our primary service areas include: building maintenance and repair; environmental health and safety; capital outlay management; housekeeping; grounds care; dormitory and faculty housing maintenance and repair; recycling and waste management; heating and cooling plant operations; minor construction and alterations; engineering services; and facility support contracts.
The buildings and grounds of MICA are significant capital assets of the College. In addition to the considerable investment value represented, these facilities promote and sustain an environment of profound importance to all who live, study, or work here, as well as those who visit our campus. Facilities Management is proud of our responsibility for the care and preservation of these assets.
Our physical plant group mainly works on the internal hard-line aspects of the campus buildings, such as plumbing, heating and cooling, and electrical distribution. Buildings and Grounds maintains the campus grounds as well and supports campus event set-ups, cares for building exteriors, acts as the campus movers, and installs or alters permanent or temporary interior building partitions. The Housing Maintenance staff takes care of MICA's student and faculty housing facilities, handling all aspects of repair, maintenance, and apartment turnovers. Building Services is responsible for keeping the interior of every building on campus clean. They are responsible for daily housekeeping in all of our buildings on campus and support events on campus. The Environmental Health and Safety (EHS) Office issues and maintains environmental health and safety guidelines for the College that assist MICA with maintaining safe and healthy working and studying environments, and helps MICA comply with local, state, and federal health and safety regulations
Generally, work is initiated from Facilities Management by submitting a request for work. Each request for work is issued a priority. The guidelines used to determine the work request priority is as follows:
The purposes of the Work Request Priority Guidelines are to:
- Provide a system to prioritize the use of limited staff and financial resources;
- Provide equitable treatment to all customers;
- Allow the orderly, timely and efficient accomplishment of Facilities Management work.
When Facilities Management receives a request for work, it is assigned to one of five priority levels. Within each priority level, work is assigned primarily on a first-in, first-out basis, subject to efficient coordination of work and the availability of material. As work requests are received, they will be scheduled according to the following priorities:
Priority #1: Emergency
Emergencies will be corrected immediately. Emergencies are situations which pose an immediate threat to personal health or safety, or that threaten major damage to buildings, equipment, or other property. Examples are work required to provide or restore adequate security to the facility, to eliminate hazards to life or health (personal safety) - including environmental hazards - or to protect valuable property (e.g., security, emergency locks, or lock failure), failure in electrical power, a break in the water line, etc. This also includes roof leaks and floods as well as environmental hazards. This work will be given immediate attention and resolved within 2 hours of the call-in, or arrangements are made to allow the situation to be accomplished in a timely manner. Emergencies should be called in to Facilities Management at X2261, or to the Campus Safety 24-hour dispatch desk after hours.
Again, all Priority One requests will be considered emergencies and will require an immediate response from Facilities Management.
The following issues are among those classified as emergencies:
- Smoke or natural gas smells
- Hazardous material spills
- Loss of water in residence halls, townhomes, or cafeteria
- Exposed live electrical wires
- Major water leaks
- Compromised security of buildings
- Power outage in occupied buildings
- Stopped up shower or sink in townhomes or residence halls
- Clogged and overflowing toilet
- Situations that interfere with building entrance or egress
- Inoperable air conditioning or heat in residence halls
- Fire or smoke damage to a building
- Inoperable elevator (unless the building has more than one elevator)
- Shattered windows
Priority #2: Same Day Service - Essential Support
This refers to a failure that impairs a system or component but does not render it inoperative. This work will normally be accomplished within 24 hours. These are urgent conditions that impair the use of a facility, pose a potential threat of personal injury, might cause equipment damage if not addressed, can cause a loss of research or work product, or can cause a serious disruption of campus operations. Examples are malfunctioning temperature controls, stopped drains, etc. A priority #2 deficiency is a repair needed to allow the institution to accomplish its primary objectives (teaching, learning, making and displaying art), to prevent a breakdown of an essential operation or housekeeping function, or to improve the operating performance of a necessary system (e.g., general HVAC repair work). Note: This could become a Priority #1 if the request is determined to be essential to College operations. This work will be given proper attention to determine the scope and to fit the work in among the normal, daily duties of the staff. Priority two work orders for the residence halls and cafeteria will take precedence over others of the same priority.
Priority #3: Ten-Day Service
This service is considered a higher priority routine work. All routine work is scheduled depending on the availability of the Technicians and materials involved. Our objective is to complete the request in 10 working days. This priority also includes alterations or additions required to accommodate experimental programs, revised teaching approaches, added functions, or reorganization (e.g., new office, office moves), as well as moving objects from one location to another and setting up for events.
Priority #4:Twenty -Day Service
This service is considered a lower priority routine work. Routine work orders are for tasks that do not pose a threat to life, property, research or work product, or of serious disruption to the operation of the College. These requests are put into the job queue and are processed in the order in which they are received (large-scale work orders are treated as projects; they may require several months to complete). Small repairs are normally completed within 20 working days of being put into the job queue, but availability of materials and unforeseen problems could delay completion. Jobs related to specific events require adequate lead time to be completed on the date requested. Labor and material availability place work in this category. Our objective is to complete the request in 20 working days. Convenience and environmental items not qualifying for higher priority (e.g., hanging pictures, bulletin boards, coat hooks, etc.) also fall into this category.
Priority #5: Deferred Work
While every attempt is made to accomplish all work in a timely manner, there are times when maintenance, a repair, or some other item of work must be deferred. This delay could be caused by the need to wait for parts, Technicians' workloads, the need to complete preceding tasks (conditions precedent), etc. The requesting department or individual will be notified of the reasons for the delay. The understanding of the occupants affected in these cases is greatly appreciated.
Special priority is assigned to requests which require special handling for a variety of reasons (preparations for Board of Trustee meetings, Executive requests, etc.). Examples of these are work which is important, but which may not qualify as urgent, work requiring special scheduling or coordination, and repairs to classrooms. These requests will usually be accompanied by a specific required completion date.
Types of Services
Basic operational services are services for which Facilities Management receives a budget allocation, and are in direct support of educational activities. These services include custodial services, building repairs, a preventive maintenance program, utilities, refuse collection, grounds maintenance, energy conservation programs, audits and assessments, facilities support contracts, and minor construction
Who Can Make A Work Request
Any member of the MICA community may make a work request, but department chairpersons or their designee, administrative assistants, shop technicians, and students, are more likely to contact the Work Management Center. This approach has been found to be effective in cases where the requesting department must pay for the service. In these cases, the person making the request must have the authority to expend funds to pay for the requested service.
How to Make A Work Request
The Facilities Operations Manager and Facilities Work Management Coordinator are responsible for all work requests. Work requests may be made by phone (X2261) and is the preferred method for reporting facilities emergencies. Work requests can also be filled out online using Maintenance Connection (which is the preferred method for non-emergencies). When a request is made, the requester must supply certain information. This includes the name, contact phone number, department, and location of the requester. The specific location of the work being requested, including the building name or address, floor, and room number and other specific location (such as stairwell or corridor) must also be provided. Finally, provide a job description in sufficient detail to allow Facilities Management to make a preliminary determination of the nature and scope of the work. Simple requests such as duplicate keys or install new light bulbs require less information than a request for a room renovation, but please be prepared to give such information as the code imprinted on a key, or the type and quantity of light bulbs needed for even minor requests. When the request information is entered into Maintenance Connection, the computerized work order system, the requester will receive a confirmation that the request has been accepted. Another notice will be sent to the requester when the work request is issued to a Technician. Then, when the work is completed, a notice will be sent to the requester indicating that the work is completed.
In order to submit a work request, follow these instructions:To get connected for your initial request -
1) In your Internet Explorer web browser, navigate to http://www.maintenanceconnection.com/mcv18/
2) Click on the "Sign Up for the First Time" or "Want to Sign Up?" link at the bottom of the page.
3) Specify "I am not a member of Maintenance Connection," and then click the "OK" button.
4) When prompted for a connection key, you should enter: MIOA (not MICA).
5) Fill out the member profile information page, and click the OK button.
6) Once you finish the signup process, you will receive an email stating that you need approval.
7) You will receive an email when your new account is approved and you can then begin submitting maintenance requests electronically.
Emergency work that must be completed immediately should be called in at ext. 2261 during normal business hours. For after-hours faclities emergencies, please call campus safety at ext.3333.
Preventive Maintenance Program
Facilities Management is committed to an extensive Preventive Maintenance (PM) program. The PM program utilizes a computer database to generate work orders for inspections, lubrications, and minor adjustments to hundreds of pieces of equipment comprising the major building systems, including lighting, plumbing, and environmental systems. The purpose of a PM is to reduce breakdowns, increase the useful life of equipment, and to provide the comfortable and safe environment that staff, faculty, and students have come to expect. While mostly unnoticed, the PM program is an integral part of Facilities Management services and helps reduce trouble calls.
There are three separate classifications of work orders that Facilities uses to separate by priority. Unscheduled or reactive maintenance (UM) will require a priority one or a two response. All requests that are not related to equipment breakdown or other building systems failure will be considered routine maintenance (RM) and be assigned a priority three or four. Preventive or scheduled maintenance (PM) will always be assigned priority two responses and take preced ence over all other work other than emergencies and residence hall and cafeteria trouble calls. The status of all open work orders can be checked on line or by calling Facilities Management at x2261.
AFTER-HOURS CONTACT ON DUTY
Trouble calls after normal working hours should be directed to Campus Safety (410) 225-2245 or 3333. During a normal work week, Facilities Management provides onsite coverage from 7:00 A.M. until 9:00 PM. After 9:00 PM, and on weekends, the Contact on Duty is available for emergencies only. We strive for a 2-hour response time for emergencies whenever possible.