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Facilities Management & Planning

DU

Facilities Management & Planning

Policies & Procedures

University Board Approved Policies

The central location for all policies can be found on the Business and Financial Affairs website.  Contents include Institutional Affairs, Fiscal and Business Affairs, and Faculty Affairs.

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Facilities Management & Planning's Policies & Procedures

FML 1.1 - Moving Services and Disposal of Surplus Furniture and Equipment

Purpose:

The purpose of this letter is to outline procedures under which the Facilities Management Department will assist departments with their furniture-moving needs. Facilities Management is not staffed to provide major moving services, but it can assist with minor moves as long as adequate lead time is given.

General Policies:

  1. Five (5) working days notice is required for any moving request.
  2. Moves that require more than six (6) personhours to complete cannot be accommodated. If, after reviewing the request, the personhours are estimated to be in excess of the maximum, Facilities Management will contact the department to discuss other options.
  3. All requests for moving must be in writing. Departments may use the attached form to insure the proper information is received by Facilities Management. Requests may be faxed to 871-4100 or mailed to Facilities Management/Physical Plant, 2400 So. Race St.
  4. Moving services are a chargeback to departments. Departments will be charged for the time spent by the moving staff at the published hourly rate. Exception: Moves that are mandated due to space reallocation are generally not at the department’s expense.
  5. If the moving instructions outlined below are not followed, the moving staff will not perform the move and a minimum charge of .5 hours per mover will be charged to the department at the published hourly rate. The move will then need to be rescheduled with another five (5) working days lead time.
  1. Moving services do not include emptying of file cabinets or desks or packing boxes. These services must be provided by the department.
  1. At this time, there is no clean, safe short- or long-term storage area for furniture, boxes or other materials.
  1. While the moving crew will take care in moving items, Facilities Management is not responsible for damage to particle board or pressed board furniture because of its unstable nature when moved.

Instructions for a Successful Move:

  1. Designate someone from the department to be in charge of the move. This person should know where each item is to be moved and can make decisions during the move.
  2. List all the large furniture items, along with their sizes, to be moved (e.g., cabinets, bookshelves, desks). Do not add items to the list while the movers are there.
  3. Box the contents of desks, bookshelves and cabinets prior to the movers’ arrival. Boxes and tape can be provided upon request (with a charge of $.75 per box for boxes not returned).
  4. Boxes should not weigh over 50 pounds and must be strong enough to handle contents.
  5. Leave standard four- or five-drawer file cabinets full if the move takes place on the same level or if there is an elevator in the building. Contents may need to be boxed if they are too heavy to lift onto the dolly. If the move is between floors and there is no elevator, items in the file cabinets must be boxed.
  6. Box up the contents of lateral (horizontal) file cabinets, even if the move is on the same level.
  7. Disconnect computers, faxes, printers and other equipment before the movers arrive. Movers will not reconnect them.
  8. Identify clearly the items that are to be discarded by the movers.
  9. Since Facilities Management does not have a covered moving van, inclement weather may force the rescheduling of moves between buildings. During snowstorms, moves will need to be rescheduled, because snow removal operations take precedent.
  10. Whenever possible, move people and paper, not furniture. This helps prolong the life of your office furniture, as well as minimizing the exposure to injury to the movers.

Approved by:

Jeff Bemelen, Director of Facilities Mgmt.
Keith Heaton, Director of Physical Plant
Effective Date: July 1, 1995. Revised Date: August 28, 1996
Moving Services Request Form

FML 1.2 - Event Setup and Take Downs
FML 1.3 - Lock and Key Control

I. INTRODUCTION

This policy is established in order to maintain access to facilities while safeguarding the personal safety of the people who live and work on the campuses, protecting the property of the University of Denver and avoiding potentially significant costs due to theft, vandalism, or excessive rekeying of locks.

The systematic control of locks and keys is one of the most important components of any security program. Without proper key control, locks provide little deterrence to illegal or unauthorized entry into a facility.

Successful lock and key control requires the efforts of several parties, including:

  • Facilities Management, which designs and maintains the integrity of the system;
  • Departments, which safeguard facilities under their use maintaining proper key assignment and security systems, and being financially responsible for the cost of keys and rekeying.
  • Individual faculty, staff and students, who safeguard assigned keys from loss or theft, and report these occurrences immediately.

This policy applies to all facilities on the University Park and Park Hill campuses and remote locations (e.g., Observatory, Phipps, Mt. Evans). Separate policies and procedures apply to rental property maintained by the University of Denver.

II. POLICIES

  1. Keys are and remain at all times the property of the University of Denver.
  2. The Facilities Management Department is responsible for developing and maintaining the key control system.
  3. All lock and key work, including but not limited to, making and issuing keys, rekeying locks, replacing and/or repairing locks and related equipment, shall be done by or through Facilities Management.
  4. Departments are financially responsible for the costs of key issuance and loss, as well as any rekeying or other work necessary to maintain security.
  5. As of the effective date of this policy, some lock systems are not on the grand master system established by Facilities Management. Over time, these will be placed back on the master system at the expense of Facilities Management. Once a system is on the master system, departments cannot make changes on their own and will be assessed for the cost of bringing a system back into the master system if they do so.
  6. Keys will be issued by Facilities Management based upon demonstrated need for access and input from the department’s key manager. The lowest level of key will be issued that provides the level of access needed (e.g., change key, area master, outside door key, office key, area master).
  7. Persons issued keys are responsible for their safekeeping and must sign an agreement acknowledging this responsibility.
  8. Keys shall not be loaned, borrowed or transferred without proper authority and documentation by Facilities Management.
  9. Keys may not be duplicated under any circumstances, except by Facilities Management. Tampering with or duplicating keys may result in loss of privilege, termination from employment, and/or criminal charges.
  10. Lost or stolen keys must be reported immediately to Facilities Management. Charges for replacement of keys, rekeying and emergency call-outs will be assessed, based upon the fee chart established by Facilities Management and attached to this policy memorandum.
  11. Keys must be returned to Facilities Management upon leaving employment or at the end of the individual’s need for a key. A key charge will be charged to the department for keys not returned to Facilities Management. Departments may, in turn, request that the Payroll Office deduct this charge from the employee’s final paycheck if key(s) are not returned by the end of the employee’s employment.
  12. Requests to rekey at a residence hall room because of the loss of a key will be done, using a temporary rekey, the same day, due to concerns for safety of the resident. The temporary rekey will be replaced when time permits. Other rekeying requests will be handled as a routine matter and scheduled accordingly.

III. RESPONSIBILITIES

A. Facilities Management.

This department is responsible for:

  1. Creating and maintaining the University’s Lock and Key Control system, including schematics, codes, service equipment, and product standards;
  2. Maintaining in a safe and secure manner for all facilities the master and original keys and related hardware and documentation;
  3. Issuing keys and keeping key information on file, including:
    1. lock and key control system
    2. inventory of locks and hardware
    3. keys issued to and returned by individuals through the key manager;
  4. Changing or replacing locks;
  5. Opening locks;
  6. Stocking necessary hardware and supplies.

B. Departments.

Departments are responsible for:

  1. designating a key manager within the department who determines who requires keys, the access required and authorizes requests for issuance of keys;
  2. insuring facilities assigned to them are secured properly, including the maintenance and activation of security alarm systems, and that employees and students understand this responsibility;
  3. reporting lost or stolen keys immediately to Facilities Management;
  4. collecting key(s) from employees or students at the time they leave employment or have no more need for the key. A collected key should be returned promptly to Facilities Management, along with the name of the person to whom the key was issued;
  5. requesting lock or key work from Facilities Management via established forms.

C. Human Resources.

This department is responsible for sending notice of terminating employees to Facilities Management.

D. Housing/Conferencing.

Due to the volume and the frequency of turnover handled by these departments, they are responsible for establishing their own detailed procedures for the issuance, distribution, replacement and return of keys. These procedures, and any changes to them, must be approved by Facilities Management to insure they meet the objectives of this lock and key control policy.

IV. GENERAL PROCEDURES

A. Distribution of keys

  1. A department (other than Housing and Conferencing) which wishes to have a key issued to an employee or student (hereinafter referred to as "key holder") should make a written request, approved by the department’s designated manager and signed by the keyholder, to Facilities Management. This request incorporates an Agreement which acknowledges the keyholder’s responsibilities for the key and the consequences of loss or failure to return key.
  2. Based upon the information provided by the department, Facilities Management will determine the level of key needed to provide appropriate access to the keyholder and, subsequently, will issue the key.
  3. Facilities Management will record the issuance of the key for tracking purposes and keep the Key Request form on file.

B. Replacement keys

  1. If a key has been lost or stolen, the keyholder shall immediately report this occurrence to his or her department, who shall report it to Facilities Management.
  2. Facilities Management will determine if the lock should be rekeyed before issuing a replacement key. If so, Facilities Management will effect the change as quickly as possible.
  3. Facilities Management will issue a replacement key. The department will be assessed a charge, in accordance with the Lock and Key Fee Chart approved by the Director of Facilities Management.

C. Other lock and key work

If a keyholder or department requires other work done, such as opening a locked door, replacing a damaged lock or changing a lock, the work shall be requested by placing a Work Order with Facilities Management. In cases of emergency, the department should contact Facilities Management immediately so that a locksmith can be paged. If an unauthorized entry or theft has occurred, the Department of Campus Safety should be contacted immediately.

D. Return of keys

  1. When a keyholder leaves the University of Denver, or no longer has a need for a key, the key(s) issued to the keyholder must be returned to Facilities Management. The department involved is responsible for collecting and returning the key.
  2. When a key is returned, Facilities Management will reflect the return in the individual’s key record.
  3. If , for some reason, the key(s) are not returned, Facilities Management, in consultation with the department, will determine if any rekeying should be done and will effect whatever work is necessary to restore security to the facility. Failure to return a key will result in a key charge to the department or individual, which can be deducted from the final paycheck or result in a hold on transcripts.

APPROVED BY:

Jeff Bemelen, Director of Facilities Mgmt.
Keith Heaton, Director of Physical Plan
Effective Date: September 1, 1995

FML 1.4 - Vehicle Licensing Procedures
FML 1.5 - Special Project Requests

Purpose

Incidents have occurred where departments have contracted outside the University for space modifications without coordinating their efforts through Facilities Management. As a result, problems such as code or legal violations, duplicated work or budget problems have resulted. The Offices of Facilities Management and the University Architect need to be consulted for all space modifications to ensure that the work a department has contracted meets all code and legal requirements and maintains University standards.

In an effort to provide more structure to the process, improve communication and ensure professional attention to each project, the Department of Facilities Management has created procedures to follow when a department wishes to undertake a special project involving buildings.

Responsibilities

Facilities Management serves as a resource to department to determine the project scope, develop cost estimates, select consultants and contractors, receive and analyze bids, award the work, monitor the contractor’s performance and coordinate the department’s timeline and budget.

Departments provide initial program scope and requirements by completing a Special Project Cost Estimate Request Form, financial resources and a department liaison to coordinate the project with Facilities Management.

Procedures

  1. Department completes Part I of a Special Project Cost Estimate Request form to initiate project consideration and sends the form to Facilities Management.
  2. Director of Facilities Management assigns a Facilities Management Project Manager.
  3. Project Manager makes an initial contact with the department liaison within seven working days. They discuss the request and agree upon a date by which the cost estimate will be completed. As part of this step, the Project Manager determines whether a cost estimate can be done in-house or will require outside expertise. If outside expertise is required, the department is required to provide a budget number to cover the cost of retaining a consultant.
  4. Project Manager completes Part II of the Special Project Cost Estimate Form and returns it to the requesting department before the agreed-upon date. Part II details the scope, cost and project status.
  5. Department then has the following choices: (1) authorize the project by providing a budget number, (2) put the project on hold pending funding or (3) cancel the project.
  6. Once a project is authorized to start, the project manager follows standard procedures for special projects.
FML 2.1 - Litter Clean Up

Purpose

The purpose of this letter is to outline procedures for keeping the grounds of the University of Denver campus clean and attractive to its residents and visitors.

Within the Facilities Management Department, this goal is accomplished primarily through the efforts of the Grounds Staff, Ritchie Center Staff and Custodial staffs.

Staff Responsibilities and Tasks

It is the responsibility of each staff member and supervisor to insure that his or her assigned area is kept clear of trash and debris, as follows:

Grounds Staff:

Patrol on a daily basis the public and common areas, such as quads and malls, in between and around buildings, and parking structures to clean up all trash and debris found.Empty all trash cans on exterior of buildings, regardless of location.Pick up trash found outside buildings in the course of duties, regardless of location.

Custodial Staff:

Patrol on a daily basis the perimeter of their assigned buildings, which is defined as the entrances to all buildings, courtyards, and main sidewalks leading up to the entrances, and clean up all trash and debris found.  Empty ash urns at entrances to the building. (Note: For night crews, these tasks apply to lit areas only.)While not responsible for emptying trash cans, inspect and take care of overflow problems.Pick up trash found outside buildings in the course of duties, regardless of location.

Residential Custodial Staff:

Patrol on a daily basis the perimeter of their assigned buildings, which is defined as the entrances to all buildings, courtyards, and main sidewalks leading up to the entrances, and clean up all trash and debris found.  Empty ash urns at entrances to the buildingWhile not responsible for emptying trash cans, inspect and take care of overflow problems.Pick up trash found outside buildings in the course of duties, regardless of location.RitchieCenter Staff (Maintenance and Custodial):RitchieCenter Grounds Staff:  Patrol on a daily basis the Ritchie Center, Benjamin Stapelton Jr. Tennis Pavilion, the Barton LaCrosse Stadium and all associated grounds, walks, fields, and parking facilities to clean up all trash and debris found.

Custodial Staff:

Same duties as described above for Custodial Staff.University owned Greek HousesThe Facilities Management Grounds Staff shall perform daily patrols of the “public” grounds, parking lots and dumpster areas in the same manner as described above under Grounds Staff.Custodial, Grounds and Ritchie Supervisors:Perform a quality control inspection, using a standard report for each area, to insure that patrols are taking place effectively.  These inspections shall be summarized and submitted to the appropriate Manager of the area.

Building Liaison Responsibilities

The Facilities Management Department has solicited a number of staff members from other departments to assist in keeping buildings clean and attractive.  These other staff are designated as “building liaisons.”  Their responsibilities are as follows:

  • Communicate with custodial supervisory staff about specific issues or needs in the building in which they reside.
  • Provide feedback to Facilities Management about performance and areas for improvement.

Approved by:Jeff Bemelen, Director of Facilities Mgmt.Effective Date: May 1, 1995Revised: January 15th, 2005

FML 2.2 - Snow Plan

Preface

Each snowstorm has its own unique characteristics, depending upon the time of year, the intensity of the storm, and the type of snow, the depth of snowfall, and other variable conditions.  Therefore, any snow plan must provide basic guidelines to manage the storm but also retain maximum flexibility for adjustments in the field.

I. Policies

It is policy of the Facilities Management Department on the Campus to have major parking lots, sidewalks, handicap ramps and pathways to main building entrances cleared by 8:00 a.m. on weekdays and weekends when classes are in session.  Special attention is paid to cleaning accessible routes and parking for disabled persons.

Snow will be cleared in a set priority in order to provide the maximum access to the campus and its facilities.

Snow routes from Centennial Towers on the north end of campus, and routes on the south end of campus to all Academic and Administrative Building will have one prioritized route throughout the campus.

After the main access points are under control, the snow removal crews will focus on widening paths, clearing minor pathways, salting walkways, removing ice build-up and, in case of heavy accumulation, removing snow banks in parking lots to storage sites.  These operations may last for several days after the cessation of the storm.

Information about snow and ice concerns comes into the office during normal business hours in various formats, work orders, telephone calls and e-mails and it is important to get this information to the Grounds Foreman or his designee as quickly as possible.  This information should be treated as an emergency request by our customers; therefore the Grounds Foreman or his designee should be contacted immediately by radio or cell phone.  In turn the Grounds Foreman or his designee should follow up on these calls as quickly as possible (less than an hour).

After contacting the Grounds Foreman or his designee, the work order should be dispatched immediately (making sure that the request code for Snow & Ice has been selected) or in the case of a phone call or e-mail a work order is created and then dispatched.

II. Activation of the Snow Plan

During work hours, the Grounds Foreman or designee is responsible for activation the snow removal plan, as they deems necessary.  At the RitchieCenter the Grounds Manager determines when their crews are activated.  If the snowfall is occurring after the daytime shift or on weekends, the snow plan will be activated as described below:

Level One:  No strong forecast for significant snow.  Campus Safety will call the Grounds Foreman when the hard surfaces have one inch of snow.

Level Two:  There is a strong forecast for overnight snow.  The Grounds Foreman will determine by 1:00 p.m. at what time the plan will be activated the next morning and shall inform the snow crew as to when they need to report for duty.

Level Three:  Conditions are bad enough that resources other than the regular snow crew are needed to keep the Campus open.  The Director of Facilities Management or designee will then call in additional personnel and/or resources as appropriate.

III.Roles and Responsibilities

Grounds Foreman:  The Grounds Foreman is responsible for managing snow removal operations.

Ritchie Grounds Manager:  The Ritchie Grounds Manager is responsible for managing snow removal operations in their areas of responsibility.

Campus Operations Director:  Is responsible for keeping apprised of snow removal status, for communication to the Director of Facilities Management, for taking snow removal requests form campus residents and relaying them to the Grounds Foreman, for making recommendation to the Director on closures, and for obtaining additional staff and contractor resources when necessary.

Campus Safety:  Is responsible for calling the Grounds Foreman when snowfall indicates need to activate the plan after work hours or on weekends.  They are also responsible for assisting with parked vehicles on campus property (e.g. towing, ticketing) to facilitate snow removal operations, andto inform callers to Safe Com of the start time of the snow removal shift.  Facilities Management will coordinate restricted lot gate operation with Parking Services on large snowfalls.  Grounds crew members will call Safe Com when a parking lot has been cleared so that a safety officer can activate the gate.

Director, Housing Operations Residence:  Is responsible for insuring that all Residence Hall’s main entrances, sidewalks, stairs and loading docks are clear of snow and ice, and insuring that walk-off mats are installed and dry.

Director, Building Services Facilities Management:  Is responsible for insuring that all Ritchie Center’s main entrances, sidewalks, stairs and loading docks are clear of snow and ice, and insuring that walk-off mats are installed and dry.  Coordinates snow removal in parking lots around the center.  Athletics will coordinate parking with University Parking Services.  There will be a designated parking area for overnight parking.

Director of Custodial Services:  Is responsible for insuring that stairs, entrances to main sidewalks, and loading docks in all Academic Buildings, Athletic Center and Driscoll Center are clear of snow and ice and insuring walk-off mats are installed and dry.

IV. Closure Procedures

The University of Denver’s policy on campus Closures Due to Inclement weather (revised 12/96) calls for the Director of Facilities Management (or designee) to monitor conditions and advise the Provost (or designee), who is responsible for making the decision about when to close the University as a whole and when to reopen it.

In order to make the recommendation for closure, the Grounds Foreman and the Campus Operations Director shall take into consideration several factors, including but not limited to:

  • Lack of ability to keep parking lots accessible
  • Weather forecast
  • Timing of the storm (e.g., weekend or holiday vs. school days)
  • Type and depth of snow
  • Resources available for removal of the snow
  • Condition of City and State road systems

V.   Staffing for Snow Removal:  All Facilities Management staff are essential personnel and thus must report to work regardless of whether the University is closed due to weather conditions.  When it is necessary to call in additional staff resources for Level 3 conditions, the Director of Facilities Management (or designee) will coordinate calling in Facilities Management staff and the Director of Custodial Services will coordinate calling in custodial staff.

VI.  Compensation:  The compensation of staff for working during snowstorms shall be in accordance with all applicable government, University, Facilities Management and Union Agreement rules.

VII.  Snow removal Methods:

A.  Plowing:  Snow is removed by vehicles with plows in parking lots and on some major sidewalks.  Care is given to avoiding damage to parked cars and landscaping.  Wherever possible, snow is stored to minimize inconvenience.  However in many instances, snow must be stored in one or more parking spaces, thus temporarily reducing lot capacity.  Equipment cannot plow between parked cars, thereby limiting removal efforts in residence halls parking lots.  Special attention is paid to plowing so that melt-off and drainage are facilitated.

B.  Shoveling:  The custodial staff in Facilities Management will shovel snow on stairs and entry ways to the buildings as follows: 

  • The night crews will shovel assigned areas at the end of their shift, allowing themselves enough time to finish the task (deeper snows will take more time).  In the heavy snows, it may be necessary to shovel more than once to make the work easier.
  • The day shift custodians will shovel at the start of their shift, as appropriate.  If the snow starts or continues during the day, they will shovel at the end of their shift, or as directed.
  • The staff in Residence will shovel as directed by their supervisors.      

VIII.  Storm Aftermath and Ice Control

A.  In the aftermath of a storm, crews regularly de-ice sidewalks to lessen the possibility of ice.  As melting permits, crews will break up ice and remove it.

B.  Most snow removal efforts after a storm are accomplished with Grounds personnel during normal working hours.

C.  When there is a problem with ice build-up on Asbury between Race and Gaylord Street; the University’s Risk Manager should be contacted.  The Risk Manager will, in turn contact the City and County of Denver to request the situation be addressed.

IX.  Pre-Snow Season Planning

Each year, just prior to the start of snow season, the Campus Operation Director and Grounds Foreman shall review the Snow Plan with crews, establish updated contact lists, request volunteers for a call-in list, and insure equipment is in good state of readiness.  They will conduct training of equipment and removal methods for new staff.

X.  Contracting

The use of private contractors will be as appropriate to the snow conditions and staffing availability.

APPROVED BY: Jeff Bemelen, Director of Facilities Management.
Effective date:  October 1, 1998  Revised: December 2007

FML 2.5 - Driving on Sidewalks and Landscaping

Purpose

One key responsibility of Facilities Management is to keep the campuses of the University of Denver looking well-kept and beautiful for the enjoyment of everyone who uses them.  The purpose of this procedure is to prevent, to the greatest extent possible, damage to the campus grounds during the performance of this and other maintenance responsibilities. 

Policy

The driving of University vehicles over sidewalks and landscaped areas is highly discouraged and allowed under only limited conditions.  Such driving may occur only when other means of reaching a work site are not readily-achievable and for only the amount of time necessary to off-load materials.

Procedures

  • Vehicles are not allowed to park in all designated fire lanes (including the West side of College of Law) and additionally along Warren Circle in front of the Mary Reed Building at any time.
  • A vehicle may be driven on sidewalks to reach a work site if equipment, materials or tools need to be transported there.  Care must be taken to remain on the sidewalk to avoid damage to sprinkler systems, sod and landscaping.
  •  A vehicle may be parked on sidewalks or landscaping only long enough to off-load necessary equipment, materials and tools.  It must then be relocated to an approved parking site.
  • Employees found in violation of these procedures will be disciplined under Work Rule Infraction, Group II, No. 8, as follows:  “Employees shall not engage in unauthorized use of University facilities or property.”

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  May 16, 1996 Revised:  January 1st, 2005

FML 2.6 - Facilities Service Center Building Security

Purpose

In order to safeguard our employees, assets and building to the greatest extent possible, the following procedures are in effect for the Facilities Service Center, 2400 South Race Street.

Everyone’s cooperation is required to keep the building secure and prevent unfortunate incidents.

Procedures

Locking of Entrances

All entrances (including garage doors) to the building will remain locked between the hours of 4:30 p.m. and 7:30 a.m. Monday through Friday, and at all times during the weekend.

Every employee has the responsibility to check that entrance doors are locked whenever he or she exits the building during the hours noted above.   

Locking of Internal Doors

a.  During the hours that the building entrances are locked (i.e., non-work hours noted above), the doors to the central stairway leading up to the second floor, the door from the 1st floor hall into the entrance foyer and the door from the basement to the north stairway will be locked to prevent access to the second floor.

b.  Foremen are responsible for developing procedures to insure that shop areas are secured during non-work hours and at other times as appropriate.  For example, the Key Shop remains locked at all times.

Access During Non-Work Hours

  • Director of Facilities must approve any key issued to an employee for this building and anyone who is given an access code to the alarm on the second level.
  • All employees who work in the evenings and on weekends should take special care to make sure that not only the doors to this Facility remain locked during this time frame but that the doors in all other buildings that they work in remain locked and secure.
  • Some employees must report to the building during non-work hours to pick up tools and equipment.  Employees doing so should take extra care that the building is secured when they exit.

Access List

  1. A list of all people having  exterior building keys and alarm access codes will be maintained by Administrative Staff

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date: June 10, 1996 Revised:  January 1st, 2005
cc: Don Enloe, Director of Campus Safety

FML 2.8 - Essential Personnel

Purpose

The purpose of this letter is to define essential personnel in the Facilities Management Department during emergency closures of the University of Denver.

General Policies

Upon occasion, circumstances may require the emergency closing of the University.  The functions of the Facilities Management Department are still required to be performed during such periods of time.  Therefore, all employees of the Department of Facilities Management are deemed to be essential personnel and are required to report for regular work shifts during emergency closures.

Procedures

  • Employees should make every effort to report to work for their regular work shift (or at such time they are called in to work) during an emergency closure.
  • If circumstances prevent an employee from being able to report to work, he or she shall contact the immediate supervisor or the Main Office of Facilities Management to leave a message to that effect.
  • Any employee who reports to work will receive compensation at the regular rate.  In addition, an equivalent number of hours will be added to his or her vacation accrual, for use at a later date.

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  July 1, 1997   Revised:  January 1st , 2005

FML 2.9 - Emergency Plan

Purpose

The purpose of this Procedure Letter is to outline actions to be taken when there is an emergency situation at the Facilities Service Center, 2400 So. Race St., involving either people in the building or the building itself, and which require extraordinary procedures.

General

  • Attachment I to this letter covers procedures for the following situations:
  • Accident, illness, medical emergencies
  • Major natural disasters
  • Floor or building evacuation
  • Tornado procedures
  • Fire procedures
  • Earthquake procedures
  • Hail storm
  • Other emergencies
  • Power failure
  • Bomb threat
  • Workplace violence

It also provides information on various Campus Safety Programs, how to report criminal activity and tips on safeguarding your personal property.

2.  Safety Representatives for this building are designated as Tim Mann (main floor and basement), David Snyder/Wendy Weiler (2nd floor) and Wally Weigum (basement and four bay).

3.  While these procedures are specific to the Facilities Service Center, many of them apply to any location.  Since our employees work in a number of different buildings around campus, they should be aware of the general procedures they may encounter in their work environment.

Approved by:  Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  September 1, 1997     Revised:  January 1st, 2005

attachment:                   Emergency Plan (Attachment I)

Facilities Service Center Floor Evacuation Plan (Attachment II)


UNIVERSITY OF DENVER
EMERGENCY PLAN FOR
FACILITIES SERVICE CENTER - 2400 SO. RACE STREET
Attachment 1

I.  ACCIDENT OR ILLNESS

  • Accident or Illness

In the event of an accident or serious illness to an employee or visitor in the Facilities Service Center (2400 So. Race Street) offices:

1. Determine the seriousness of injury.

2. If necessary, call Campus Safety, 871-3000, and ask for the Fire Department and an ambulance.  If injury is life threatening you can call 911 directly and then call Campus Safety at ext 13000.     

                                                                                                                                             Give the following information to the dispatcher and stay on the line while the          dispatcher speaks with 911:

            a. Building name

            b. Building address

            c. Floor or location of emergency

            d. Any details available on accident or illness.

4.  DO NOT move the injured or ill person.  Try to make them comfortable.

5.  Have someone meet the emergency unit to direct it to the scene.

            6.  If qualified, provide First Aid as needed or find a qualified assistant.

 B.  Work Related Injuries

When an injury occurs that is work-related, the injured employee must take the following steps:

1.  See supervisor or floor safety representative for treatment or call 911 if injury is life threatening and then call Campus Safety at x13000.  If injury is not life threatening call Campus Safety at x13000.

2.  Go to the designated provider. An employee must be treated by DU’s provider to be covered for medical costs under the Worker’s Compensation law.  Designated providers are:

a. Rocky Mountain Medical Group, 730 W. Hampden Ave., Suite #200, Englewood, CO  80110, 303-762-0900

b. Life-threatening emergency, call 911 then Campus Safety at 303-871-3000.

c. After hours treatment can be sought at Porter Hospital ER

3.  Submit an accident report (Employee First Report of Injury and Supervisor’s Report) to Risk Management by faxing forms to 14455 – Attention Loss Control Manager. 

4.  If you are off work for more than 3 days, report to Jane Bucher-McCoy 1-4093, jbucher@du.edu in HR for FMLA, which runs concurrently with worker’s compensation.

C.  Medical Emergencies

When to call for medical assistance:

1.  When any medical emergency happens or when emergency assistance is required.

2.  What to say:

a.  advise if an ambulance is needed

b.  your name and phone number

c.  location of the ill or injured person

d.  nature of the illness or injuries

e.  name of the ill or injured person(s)

3.  Stay on the phone if possible until the dispatcher has all the necessary information.

II.  MAJOR NATURAL DISASTERS

Major Natural Disasters - General

1.  Disasters and emergencies affecting large areas and many people can sometimes develop quickly.  Flash floods and earthquakes, for example, can strike with little or no advance warning.  There are certain things you can learn and do that will help you get ready for, and cope with, almost any type of emergency.

2.  Perhaps the most basic thing to remember is to KEEP CALM AND TAKE TIME TO THINK.

3.  Your State Office of Emergency Preparedness will activate warning signals in the affected areas.

4.  Whenever a major storm or other peacetime disaster threatens, keep your radio or television set tuned to hear weather reports and forecasts (issued by the National Weather Service), as well as other information and advice that may be broadcast by your local government.

5.  Use your telephone only to report important disaster events to authorities and DU Security.  If people tie up the telephone lines simply to get information, they may prevent emergency calls from being completed.

6.  Stay away from disaster areas, unless instructed to assist.

7.  Follow the advice and instructions from your floor’s safety representative.  Your floor’s safety representative will direct you if evacuation is required.

 B.  Floor or Building Evacuation

1.   In the event you are instructed to evacuate, remain calm.

2.   Close all doors as you leave.

3.   Proceed to the nearest practical fire stairwell and form a straight (evacuation) line.

  • Before and after exiting, check to make sure your co-workers and any visitors have evacuated safely. 
  • Follow the instructions of the safety representative on your floor and proceed down the stairwell.  (Keep to the right so that emergency personnel may use the stairwell). 
  • Mobility-impaired persons should be provided assistance.  When it is not possible to take them down the stairway without risk, they should be taken to the area of refuge at the top of the north stairway on the second floor.  On other floors, they can be assisted to exit. Request help for persons with disabilities from emergency personnel. Campus Safety must be notified immediately that there is someone in need of rescue assistance.
  • Do not return to the evacuated floor or building until instructed by the Fire Department or authorized DU personnel to do so.

C.  TORNADO PROCEDURES

1.  Tornado Watch

When a tornado watch is announced, this means that tornadoes are expected in, or near, your area.  Keep your radio or television set turned to a local station (KOA AM 850) for information and advice from your local government and the weather service.  Also, keep watching the sky, especially to the south and southwest.  If you see any revolving, funnel-shaped clouds, report them immediately by telephone using the 911 emergency number.

  • Tornado Warning

a.  When a tornado warning is issued, it means that a tornado has actually been sighted, or has been indicated by radar, and this or other tornadoes may strike in your vicinity.  Public warning will come over the radio (KOA AM 850), TV, or by five-minute steady blasts of sirens by the Civil Defense warning system.

b.  Actions to take:

  • Stay away from the perimeter of the building and exterior glass.  Close drapes, blinds, etc., if time permits.
  • Leave your office if located on the building perimeter - close door.
  • Go to the basement, if possible.  If you cannot get to the basement, go to a center corridor or other protected location.
  • Sit down and protect yourself by putting your head as close to your lap as possible, or kneel protecting your head.
  • Do not go to the first floor lobby or outside the building.
  • Keep your radio or television set tuned to a local station for information.
  • Do not use the telephone to get information or advice.  This only ties up circuits. 
  • Follow the direction of the department safety representative.
  • If you are trapped in an outside office, seek protection under a desk.  Keep calm.

D.  FIRE PROCEDURES

  • Evacuation routes are attached to this letter.  There is a building schematic in the first floor front lobby.  Familiarize yourself with evacuation routes and the name of your floor’s safety representative.

2.  REMAIN CALM.

3.  Immediately leave the area, closing all doors behind you using the designated EXIT ROUTE.

  • Immediately call 911 and the call Campus Safety at 871-3000 and follow local procedures.  Report the following information:
  • Street address
  • Nearest cross street
  • Floor level
  • Suite number
  • Other pertinent information about the fire emergency
  • Any attempt to fight a fire should be limited to the discharge of appropriate hand held fire extinguisher, if properly trained.

6.  Fire extinguishers are located:

  • all shop areas
  • storage rooms on main floor
  • basement (2) - located near exits
  • BE PREPARED.  Your own common sense is the finest safety device ever developed.  Above all, remember to use your head!
  • Determine in advance the nearest exit to your work location and the route you will follow to reach that exit in the event of an emergency. 
  • Also establish an alternate route to be used in the event your first route is blocked or unsafe to use.  (Check the evacuation drawing.)  This tip will be very helpful in the event you encounter heavy smoke. 
  • Remember, if you encounter heavy smoke, often the exit signs above the doors may be camouflaged by the smoke.  If you know in advance how many doors you will have to pass, you can then crawl or crouch low with your head below the smoke (watching the base of the wall) and count the doors you pass so you will know when you reach the exit door.

8.  If your clothing catches fire...STOP...DROP...ROLL

E.  EARTHQUAKES

1.  The shaking caused by an earthquake may last only a minute or two.

2.  There may be after shocks (over several hours/days/weeks/months).

3. THE DANGERS OF EARTHQUAKE ARE:

  • Falling objects (pictures, things in cupboards and on shelves, ceiling tiles and fixtures, furniture, file cabinets and bookshelves).
  • Swinging doors and broken windows.
  • Many things may stop working (lights, telephones, elevators, heat and air conditioning).
  • Possible fires (from broken natural gas lines, electrical short circuits, or other causes).
  • Electrical shock hazards (be aware of potential damage to electrical equipment).
  • The motion may be severe.  If you are standing, you may be thrown to the ground.

4.  DURING THE EARTHQUAKE:

  • Remain calm.
  • Take cover under a desk or table.
  • Protect your head and neck from falling objects. Falling debris may cause injury.
  • Face away from the windows and get out of their proximity.
  • Stay away from objects which could fall on you.
  • Stay where you are, do not run outside.
  • If outdoors, stay in an open area.  Do not enter a building.
  • If operating an appliance, turn it off at the first sign of shaking, then take cover quickly.
  • Do not be surprised if:
  • The electricity goes out.
  • If the sprinkler system goes on.

6.  WHEN THE EARTHQUAKE STOPS

  • Follow the direction of your floor safety representative or local procedures.
  • DO NOT USE AN ELEVATOR!

7.   Fire or emergency alarms in this building are located on the attached drawing.

  • HAIL STORM
  • Stay away from the windows.
  • Stay inside of the building until the storm has passed.

F.  OTHER EMERGENCIES

  • Power Failure
  • Remain calm and in place.
  • Follow directions of emergency personnel.
  • If available, turn on a battery-powered radio to find out what is happening in your area.
  • If you are familiar or assigned, go to your power box labeled emergency power and turn on the breaker for emergency lights.
  • Notify Xcel Energy and/or Electrical Shop of power loss in the building
  • Keep a flashlight with fresh batteries handy for your area.
  • Check with supervisor for instructions on work schedule, etc.

2.  Gas Leak

  • Evacuate or get people out of the immediate area of danger.
  • Call Campus Safety at extension 13000 unless gas leak is perceived to be life threatening then call 911 before calling Campus Safety
  • After exiting the building, stay at least 50 feet away.
  • Do not re-enter the building until you are told it is safe to do so by Campus Safety, the Denver Fire Department or Public Service Company.

3.  Bomb Threat

Bomb Threat Procedures:

  • All bomb threats MUST be taken seriously.  If the caller is familiar with the building and specific about the location of the bomb, the call should be regarded with a high degree of urgency.
  • In the event of a bomb threat, the person receiving the call should do the following:
  • Remain Calm
  • Do not try to transfer the call
  • Ask the caller:
  • When is the bomb going to explode?
  • Where is it right now?
  • What type of bomb is it?
  • What does it look like?
  • What will cause it to explode?
  • Did you place the bomb?
  • Why?
  • What is your address?
  • What is your name?
  • Call 911 and then call Campus Safety
  • DO NOT TOUCH SUSPICIOUS OBJECTS
  • Additional instructions:
  • Campus Safety will advise others on campus, as appropriate, that a bomb threat has been made on the building.
  • Employees are not encouraged to leave their office except at the direction of the Police or the Fire Department.
  • If you are to evacuate, please take purses and briefcases out of the building with you to facilitate the search for the unusual item. 
  • Follow the directions of your floor’s safety representative during the evacuation.

    Bomb Threat Report.  As soon as the person who took the call is able, a report should be completed, noting the following
  • Time of call __________
  • Exact words of caller
  • Male ____  Female ____
  • Race:
  • Age:
  • Length of call
  • Number at which the call is received.
  • Date
  • Speech
  • Is the caller intoxicated?
  • Is the voice familiar?  Who did it sound like?
  • Time call is terminated
  • Callers Voice:
  • Calm
  • Excited
  • Soft
  • Laughter
  • Distinct
  • Lisp
  • Disguised
  • Familiar
  • Accent
  • Angry
  • Slow
  • Loud
  • Crying
  • Slurred
  • Raspy
  • Clearing throat
  • Deep breathing
  • Cracked voice
  • Nasal
  • Rapid
  • Normal
  • Deep
  • Stutter
  • Ragged
  • Background Sounds:
  • Static
  • Music
  • Voices
  • Booth
  • Factory Machinery
  • Clear
  • Motor
  • PA System
  • Local
  • Office Machinery
  • Street Noise
  • Animal noise
  • House noise
  • Long distance

    Other
  • Threatening Language
  • Foul
  • Well spoken (educated)
  • Irrational
  • Coherent
  • Taped
  • Message read by threat maker
  • Remarks
  • Do not discuss a bomb threat with anyone other than Campus Safety, or your supervisory personnel.
  • Campus Safety will ask an employee who is familiar with the building to assist in the search.
  • Workplace Violence
  • Watch for warning signs and document what you see, e.g.:
  • Sudden change in character, dress and how a person feels about the department, etc.
  • Absenteeism and tardiness that goes beyond the norm.
  • Person blaming others for poor job performance forgets simple instructions.
  • Obsession or attraction to co-worker that leads to harassment.
  • Document problems and notify the next level in supervision
  • If you are the supervisor, address problem with employee.  Be firm, but fair.
  • Know your resources within the University that you can turn to (i.e., Human Resources, Campus Safety, EAP, Risk Management, etc.) for assistance.
  • Maintain confidentiality but, if other employees could be at risk, then inform staff of the risk.
  • Set standards of conduct for the office.

    Risk Containment
  • Use natural design of office space
  • Set barriers to keep out unauthorized persons
  • Develop a code within your area to alert others of pending danger.
  • Maximize visibility
  • Establish calling tree for notifications

OTHER SAFETY INFORMATION

A.  University Park Campus Emergency Phones

  • The emergency phones can be used for contacting Campus Safety/police assistance, fire alert, motorist aid, medical help, or other Campus Safety services and emergency information.
  • Please note that there are two types of HOT LINE phones (phone with receiver and button speaker box).
  • To use a HOT LINE phone (button type) simply press the button, and you will automatically be connected with Campus Safety Dispatch.  Once the button is pressed, you will have two minutes after connection with the Safety Dispatcher to complete your message.
  • To use the HOT LINE phone (with receiver) you simply pick up the receiver and you will automatically be connected with Campus Safety Dispatch.  No dialing is necessary.
  • When to call:  Call when you discover or observe any actual or suspected criminal activity, when any medical emergency happens or any other emergency assistance required on campus.

B.  CAMPUS SAFETY PROGRAMS

1.  Campus Escort Service:

  • Working late?
  • Trying to meet a project deadline late at the office?
  • DO NOT WALK ALONE AT NIGHT!
  • Use the buddy system or
  • Contact the Campus Escort Service at Campus Safety, 871-4338.
  • Service provided during hours of darkness (Dusk to Dawn), seven days a week.

2.  DU Safety Info-Line:

Dial it to:

  • Report a potential safety problem.
  • Leave anonymous tips about criminal activity.
  • Listen to campus safety updates, including reports of criminal activity.
  • Use this system at any time to leave information (via voice-mail) or to listen to the current message. 871-3130.

3.  Whistle Stop Program:

“Blow the Whistle on Crime”

Purpose: The Whistle Stop Program “Blow the Whistle on Crime,” attempts to provide an added sense of security for students and others on campus.  It is a way for you to invest in your personal security and the safety of others.  The Police say a loud noise is one of the best deterrents against crime.   The simple blowing of the whistle can create a diversion and enable you to run to safety.  In addition, people within audible range will be drawn to your assistance.

When should the whistle be used:

The whistle should be used only in emergency situations.  If you are held up, don’t resist, don’t take risks, blow the whistle only after you are out of danger.  Blow the whistle to assist someone else, if you observe that they are in danger.  Do not blow the whistle for fun.  This could cause confusion when a legitimate emergency is at hand.

What to do if you hear a whistle:

Call Campus Safety at extension 13000, give your name and the location where you heard the whistle.  If you feel comfortable, gather a group of people and go to the location where the whistle was blown.  If you are in sight of the victim in danger and the victim cannot continue to blow a whistle, blow your whistle to attract security personnel to the scene.  Do not attempt to intervene in the situation.  Stay at a safe distance and direct security personnel to the location.

Whistle Drills:

Whistle drills should be held periodically to enable students to practice the use of whistles in emergency situations.

V.  CRIMINAL ACTIVITIES

A.  When to call:

When you discover or observe any actual or suspected criminal activity or other emergencies on campus.

B.  What to say:

  • your name and phone number
  • location of incident
  • if there are any injuries
  • if the perpetrator is still there
  • where the victim of the crime can be located
  • a description of the suspect
  • suspect’s last known direction of travel.

C.  PERSONAL SAFETY

1.  BICYCLES

  • Locks, chains, and cables do deter thefts.  Buy the best devices you can find - quality and thickness are important
  • Always use bicycle racks.  They are provided all over the campus for your use.
  • Record the serial number of your bicycle, and keep it in a safe place.  Keeping your bill of sale and a color photograph is also helpful.
  • Join Operation Identification by calling 871-2334.

2.  CAR SECURITY TIPS

You can decrease the risk of thefts from cars by following these simply steps:

  • Remove all valuable personal property from sight (watches, textbooks, purses or wallets, tape deck, radar detectors, etc.
  • Secure all doors and windows.
  • Install an audible security alarm system on vehicle.
  • Park your vehicle in a well-lighted area.
  • Participate in Operation I.D.  Mark your property with your own personal I.D. number.  Contact campus safety at 871-2334 to borrow an electric marking pencil
  • Never hide a key on the exterior of your car.  We recommend that you tape an unmarked car key to the inside bottom of your purse or backpack.
  • Always keep your keys in a secure place.
  • Mark your Social Security number on your car somewhere out of sight (wheel well or trunk).
  • Always look inside and around your car before getting into it.
  • Report any suspicious or abandoned cars to DU security immediately.
  • Report any theft or tampering to DU security immediately.  Be prepared to give your vehicle registration information as well as any other details that might help determine the time the incident occurred.

3.  PROTECT YOUR PROPERTY

  • Record serial numbers, account numbers, model numbers, brand names, and descriptions of  valuables, credit cards, etc.  Keep a duplicate copy in a separate location.
  • Personal property, purses, briefcases, etc., should never be left unattended, not even for a short time.  Wallets and purses should be locked in a desk or drawer when not carried.
  • Always lock your office when you leave.
  • Never loan equipment, property, or keys to people you don’t know well or to people who have no right to use them.
  • Leave expensive items at home.
  • Never keep large amounts of cash or checks in your office.  Put them in the bank.
  • Report stolen property immediately to DU Campus Safety.
  • Join Operation Identification by calling 871-2344.

4.  EMERGENCY NUMBERS

Emergency:  (UPC - 24 hrs) 13000
Emergency: 911
DU Safety    (INFO-LINE) 13130
(To report potential safety, leave anonymous tips about criminal activity, and to listen to campus security updates)

DU Department of Campus Safety
2400 South Gaylord Street (corner of Gaylord and Wesley)

Safety Dispatch (24 hours): 12334
Safety Administration: 12139
Crime Prevention Resource: 13132
Lost and Found: 14232
Parking and Traffic: 13210

4.  EMERGENCY NUMBERS (continued)

Campus Operator: 0 or 12000
Driscoll Information Center: 14232
Health Center: 12205
Mental Health: 12205
Counseling Center: 13511
Campus Escort Service: 14338

FML 2.10 - Unscheduled Leave

Policy

It is important that an employee’s supervisor know when that employee cannot report to work as scheduled so that arrangements can be made to cover the absence.

Procedures

  • If an employee will be unable to report to work, and has not previously scheduled leave, the employee must call his or her supervisor within thirty (30) minutes prior to the start of the work shift.  Telephone numbers for each shop are listed below.
  • If no one is in the office to take the call, the employee must leave a voice mail message, clearly stating his or her full name and the reason for not reporting to work.
  • If the voice mail messaging center is not accepting messages, the employee must then call the backup number listed below and leave the date and time that they called in. 
  • A Foreman should call the main office at 871-3250 (University Park), as well as leave a voice mail at his or her shop so that the employees know that he or she will not be at work.
  • The same procedures should be used to report lateness to work.

Shop Telephone Numbers

 

Primary

Back up

Ritchie Center

871-4651

871-7018

General Maintenance

871-3224

871-3250

Custodial

871-4819

871-2334

Electrical

871-3244

871-3250

Garage

871-3250

871-3248

Housing Maintenance

871-3239

871-3250

HVAC (Refrigeration, Boiler)

871-3228

871-3250

Irrigation

871-3229

871-3250

Key

871-3240

871-3250

Plumbing

871-3219

871-3250

Grounds

871-3242

871-3250

Detail Crew

871-4613

871-3250

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  May 4, 1998 (supersedes July 1, 1997)

Revised:  January 1st, 2005

Note:  Any changes to the foregoing policy and procedures and/or telephone numbers will be communicated to employees and to the Union prior to implementation of those changes.

FML 2.11 - Flex-time Schedules

Purpose

The purpose of this memo is to outline policies and procedures for flex-time work schedules in the Facilities Management Department.

General Policies

The University of Denver has a general policy permitting flex-time work schedules within certain parameters (Reference:  University Policy 3.10.030).  These are:

  • Management approval is required in advance for a specific flex-time work schedule.
  • The flex-time schedule must accommodate the requirements of the department.
  • As an alternative to the standard 8:00am to 4:30pm work week, employees may request flex-time work schedule under which employees could normally begin their workdays anytime between 7:00am and 9:00am on the hour or half hour.

Procedures

A.  The Facilities Management Department will permit flex-time schedules in Shops under certain circumstances, as follows:

  • The flex-time schedule must be approved by the Shop Foreman and submitted to the appropriate manager e.g., (Director of Physical Plant, Director of Building Service, Custodial Services Director, Operations Director and Assistant Director of Facilities) for final approval, prior to implementation.
  • Any staff member who is working a flexible schedule must start work promptly at the beginning of the flexible work shift.
  • Flex-time schedules are superseded by emergency operations, such as snow removal.
  • Due to the variable shifts that are worked in Facilities Management – flex-time within the Facilities Department will not always meet parameter 3 as outlined in the University Policy 3.10.030 but it will follow the other two parameters

All employees should work a set schedule.  The Facilities Director should be apprised of this schedule and the other Administrative Staff, including office personnel should be aware of these schedules. Approved flex schedules must follow all other University Policies, provisions under the Union contract, state and federal statutes.

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  August 1, 1997  Revised:  January 15th, 2005

FML 2.12 - On-Call Compensation

Purpose

Due to the emergency nature of some of the responsibilities of the Facilities Management Department, it is occasionally necessary for designated personnel to be placed on an “on-call” status to insure adequate response to operations.  The purpose of this letter is to detail how such status will be invoked and how it will  be compensated.

General Policies

Anyone who is required to be on-call for a specific period of time, either through a pager or telephone, shall be required to respond as instructed and shall be compensated at the rate of $1.00 per hour for each hour of the on-call status.  Failure to respond while in the on-call status may result in disciplinary action and forfeiture of the on-call compensation for that particular period of time.

Nothing in these procedures is intended to preclude the University from calling employees into work on an as-needed basis who are not in an on-call status.  Employees who are not in an on-call status and who do not respond or cannot be reached for an unanticipated call in will not be subject to disciplinary action.

Procedures

  • The supervisor will advise the employee who is placed in on-call status of the start and end time, which will establish the compensation period. 
  • The employee is required during that period to carry a University-owned activated pager,
  • When the employee is paged  while on-call, he must respond within a reasonable amount of time (i.e., within 30 minutes of the scheduled start time) to the supervisor’s instructions and report ready to work.  During the actual work period, the employee will be compensated in accordance with Federal, University and/or Union contract provisions.  The on-call compensation will end at the start time that has been designated by the supervisor.
  • If the on-call status ends due to expiration of the original end time or because employee has been required to report to work, it must be reactivated by the supervisor with a new start and end time.
  • The supervisor may extend the on-call period at any time, based upon changing conditions, by notifying employee of the extended time period.

Exception

These procedures and compensation do not apply to situations during the normal work week (i.e., Monday - Friday) where an employee is informed of a pre-determined, specific reporting time prior to the end of the preceding work day.  For example, if a snow crew member is instructed to report for snow removal operations the next day at 5:00 a.m., then he or she shall not be deemed to be in an on-call status and shall not receive the related compensation.  However, if the employee is instructed to report at 5:00 a.m. on Saturday, he or she is considered to be in an on-call status and the compensation applies.

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  November 1, 1997   Revised:  January 1st, 2005

FML 2.13 - Snow Boot Reimbursement Policy

Purpose

The purpose of this letter is to set forth the reimbursement policy for purchase of insulated snow boots by members of the snow removal team.  This reimbursement policy was discussed and agreed upon during a Labor Management Round Table session in October 1997.

General Policies

Any member of the snow removal team, who is identified as a snow team member in the Snow Plan is eligible to be reimbursed up to $25 for the purchase of insulated snow boots. An employee is eligible for this reimbursement once every four years.  Facilities Management staff who are not listed on the snow team but occasionally are asked to participate in snow removal operations are not eligible for this reimbursement.

Procedures

  • Snow team member purchases insulated snow boots.
  • Snow team member submits the original receipt to the Facilities Management Administrative office staff.
  • Administrative Office staff will provide the cash reimbursement up to $25.00.
  • The receipt will be kept on file to document the date of reimbursement.

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  November 1, 1997   Revised:  January 1st, 2005

FML 2.15 - Time Clock Policies

Purpose

The purpose of this letter is to set forth time clock policies in the Facilities Management Department.

General Policies 

  • All Union and seasonal (non-exempt, non-appointed) employees are required to "punch" a daily time card using a designated time clock at the start and end of each workday. Upon approval of the Foreman, if the employee takes an extended lunch break they may be required to punch in at the start and end of the lunch break.
  • Employees must punch in prior to the start of their work shift and be ready to begin work at their work assignment at the starting time of the shift. Employees must punch out at the end of their work shift. Employees should only punch in at the time they begin working and only punch out when all work is completed for their daily shift.
  • Punches that occur after the assigned start time of up to seven-minutes will be rounded back to the full hour. For example, if a scheduled start time is 7:00 a.m., and an employee punches in at 7:07, the start time will be rounded back to 7:00 a.m. If an employee punches in at 7:08 or later, the start time will be rounded to 7:15. The same practice will occur at the end of an employees' shift. A Foreman may allow up to a seven-minute grace period upon rare occasions, when an employee has been unavoidably detained or must leave early. However, a pattern of late punch in or early punch outs will not be tolerated. A pattern is defined as more than three early or late punches (more than seven minutes) in a 30-day period (see Work Rules, Group II.13).
  • No one may punch the time card of another individual under any circumstance. Such an action is falsification of records, a Group I work rule infraction and will not be tolerated. If an employee fails to punch his or her card, he or she must notify the appropriate foreman.
  • Only the appropriate foreman or manager may alter any information on a time card. Any alterations must be initialed and dated by the foreman.
  • The appropriate foreman or manager must authorize any overtime.
  • Any time clock malfunctions must be reported immediately to the Facilities Management Main Office at extension 2200 (University Park).
  • Upon receipt of the employee's pay check if the staff member has a question or disagrees with the number of hours compensated for they should bring this to their Foreman's attention immediately. If the employee wishes to grieve the amount paid, they must do so within one week of receiving the paycheck that is in dispute. Copies of time sheets and time cards are available at the Facilities Management main office.

Approved by:   Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  June 26, 2013 (supersedes memo dated January 1st, 2005)  Revised:  June 26, 2013 

FML 2.16 - Personnel Records Management

Purpose

The purpose of this letter is to set forth the procedures under which Facilities Management employees are allowed to access the personnel files maintained in the Facilities Management main offices (2400 S Race St.).   In order to access the personnel file maintained in Human Resources, an employee should contact that Department.

General Policies

An employee is allowed to view his or her personnel file that is maintained in the main office and make copies of its contents.

Procedures

  • The employee must request an appointment to view his or her file by contacting his or her supervisor.  The supervisor will arrange a mutually convenient time with the administrative office staff for the employee to view the file in the main office.
  • The administrative staff member will pull the employee’s file.
  • The employee may view the file for a reasonable amount of time under supervision from his or her supervisor or an administrative staff member. 
  • If an employee wishes to make copies of any of the contents of the file, he or she must mark with paper clips or “sticky notes” the sheets to be copied and request that an administrative staff member or his or her supervisor make the copies.
  • The employee may not remove or insert any material or reorganize the file in any way.
  • If the employee wishes a Union or other representative to access his or her file, he or she must submit written permission at least two working days in advance to the main office before Facilities Management will pull the file for review.  The above procedures then apply to the employee’s representative as well.

Approved by: Jeff Bemelen, Director of Facilities Mgmt.
Effective Date:  October 1, 1998  Revised:  January 1st, 2005