Carleton College Facilities Management

Who Are We? Maintenance Building maintenance and repairs Elevators Electrical, plumbing, HVAC Climate control Carpentry, painting and finishing Windows, glass, blinds Keys, locks, hardware Moving services

Who Are We? Custodial Services Building cleaning Student storage Routine cleaning of all campus buildings Trash removal & office cleaning once per week Clean and maintain all flooring Upholstery cleaning Snow removal from building entrances Clean swimming pools Student storage Waste removal/recycling/compost (indoor receptacles) Pest control Event set-ups

Who Are We? Grounds Grounds maintenance Mowing, trimming, tree and plant care Street, sidewalk, and parking lot maintenance Snow removal Maintain athletic fields Prepare/maintain ice rinks and ski trails Waste removal/recycling/compost (outdoor receptacles) Outdoor event set-ups

Who Are We? Capital Planning Capital budget allocations Capital construction Deferred maintenance planning Project Management Project planning, design, coordination Cost estimating, bidding, control Furniture purchases Material and finish selection

Who Are We? Energy Management & Sustainability Campus utilities and infrastructure Wind turbines Sustainability initiatives Campus Climate Action Plan Employee Housing Maintain employee housing Administer leases, rent payments, etc.

How do I get help? Submit a Facility Work Request Day to day requests for maintenance, moving, cleaning, keys, pest control, small furniture purchases Submit a Facility Change Request Larger scale requests/projects such as new offices or labs, renovations, high dollar equipment or furniture purchases Requests are reviewed and prioritized annually by CF&PC. Limited funding is allocated. Submit a Facility Set-Up Request Set up a room/space for a special event Submit an Office Space Notification Form Relocate or set up a new office space

Facility Work Request Why? How? Timely receipt and conversion of requests for facility maintenance into a work order for appropriate facilities staff or outside contractors To receive progress/status updates via email To ensure College “standards” are followed and approved contractors are used How? go.carleton.edu/workorder or from the Facilities web page link Log in using your Carleton user name Complete the online form, using as much detail as possible Provide department charge number when applicable (keys, moving requests, hanging items on walls, etc.) – when in doubt, include your department account number.

Facility Work Request Other things to remember: Questions? Budgets: Buildings do not have their own budgets. All requests are either charged to Maintenance or to the department submitting the request. Work order prioritization: Emergency work requests (i.e.; gas leaks, water leaks/flooding, broken glass that poses a safety concern, etc.) should be called in to x4133 and will be handled within 24 hours or less. After hours, contact Security at x4444. Routine work requests are typically addressed within 8 days Work requests with a specific due date (movers, set-ups, etc.) will be completed as requested Key requests: Must come from the appropriate authority (i.e.; department heads) Must contain name, department, room numbers that access is needed for – we do not issue master keys Keys are Carleton property and should be returned to Facilities as soon as they are no longer needed or a faculty/staff member leaves Questions? Kathy Beckers: kbeckers@carleton.edu or x4133 Denise Dubé: ddube@carleton.edu or x5593

Facility Change Request Why? For prioritization and budget allocation by the Capital Funding and Priorities Committee To ensure College “standards” are followed and approved contractors are used How? Complete a Facility Change Request from, found on the Facilities web page and forward to Barb Tousignant Provide department charge number when applicable You will be notified of the results of your request Questions? Barb Tousignant: btousign@carleton.edu or x4101 Steve Spehn: sspehn@carleton.edu or x4271

Facility Set-Up Request Why? To ensure rooms/areas are set up appropriately for special events How? Complete a Facility Set-Up Request from, found on the Facilities web page and forward to Lynn Nichols Provide as much detail as possible (drawings encouraged) Provide department charge number Questions? Lynn Nichols: lnichols@carleton.edu or x5834 Patti Sabrowski: psabrows@carleton.edu or x4739

Projects and Special Requests ALL project requests must go through the Facilities Department, regardless of funding source To ensure College “standards” are followed To ensure approved contractors are used To ensure safe building practices are adhered to To ensure adequate funding is available Special requests? Call the Maintenance Office at x4133 to be directed to the appropriate area

QUESTIONS?