Work Order Requests and Event Set-up Requests Procedure - 70.03.01
College Policy Number/Title:
Howard Community College’s facilities department is responsible for campus maintenance. Maintenance includes tasks such as fixing electrical power and lighting, heating and air conditioning systems, broken doors and windows, leaky faucets, and sewer backups; moving furniture and equipment; setting up events; placing banners; keeping the campus clean and attractive by cutting grass and landscaping; plowing snow; providing custodial care; and overseeing renovation and additional projects.
A work order request should be submitted to the facilities department to access maintenance services on the HCC campus. To avoid problems and confusion in placing a request, work order requests must not be directed to individual facilities staff members. Non-facilities employees should not attempt to undertake maintenance activities on their own and, due to insurance requirements, the facilities department cannot lend tools to non-facilities employees. Requests for major office renovations must be submitted to the college’s facilities renovations committee.
Work order request processes differ depending on the type of request: potential safety hazards, non-hazardous items, event set-up, or asset relocation.
Potential safety hazards include:
- extreme room temperatures;
- missing hygiene items (toilet paper, paper towels, soap);
- non-functioning toilet fixtures;
- power outages (localized and full campus);
- elevator problems;
- door problems; and
- key repair problems.
To report potential safety hazards during normal business hours, employees should contact the work order clerk in the facilities office. The work order clerk may request that the caller submit an electronic work order request using the “Plant Ops WORK ORDERS” email address. To report potential safety hazards after normal business hours, employees should contact the department of public safety (x5500 non-emergency; x5555 emergency).
Work requests for non-hazardous items are processed by submitting an electronic work request to the “Plant Ops WORK ORDERS” email address. The electronic request should include a brief description of work to be performed, including location and contact person. Placing a work order request by email for non-hazardous items will ensure that the request is properly logged in and forwarded to the appropriate supervisor for scheduling. Work requests for non-hazardous items have a minimum of five business days for completion upon authorization by the facilities department. If the facilities department cannot fulfill a request as scheduled, the work order clerk will contact the requester to discuss alternative solutions.
Event set-up requests must be sent to the “Plant Ops WORK ORDERS” email address. Set-up requests are not accepted over the phone. The set-up request form and floor layout diagram must be included with the work order request. A work order will not be generated until the set-up request form and floor plan layout diagram have been received and approved by the facilities department. Set-up request forms and sample floor plan diagrams are available on the myHCC portal. Work requests for event set-up must be submitted a minimum of five business days prior to the event; however, 10 business days before the event is preferred.
The facilities department is not responsible for room scheduling. The requester is responsible for reserving the area for events including the before and after event required hours. Set-up of up to 50 chairs and tables will require the space to be available two hours prior to the event for set-up, and two hours after the event for breakdown. Set-up of 50 chairs and tables or more will require the space to be available four hours before the event for set-up, and four hours after the event for breakdown. Areas for special college-wide events will need to be available eight hours prior to the event for set-up and eight hours following the event for breakdown. Examples of these events include convocation, Diversity Week, job fairs, transfer fairs, and GreenFest.
Additionally, the cost of any overtime will be charged to the requester’s cost center for set-up that is done after hours or on weekends. In these cases, the cost center number must accompany the work request.
Asset relocation refers to moving or discarding college property that has a replacement value of over $500. Requests for asset reallocation must be forwarded to the “Plant Ops WORK ORDERS” email address, and will not be accepted over the phone. The asset relocation request form can be found on the myHCC portal. Asset relocation requests must be submitted a minimum of five business days prior to the move, and must be in compliance with college procedures 70.02.02, Sale or Disposal of College Assets and 70.02.03, Furniture and Equipment Inventory and Control.Effective Date: 09/14/18
President's Office Use: VPAF