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500 Role and Responsibilities of Building Coordinators

Contents:

 

 

 

 

500.01 GENERAL

The Building Coordinator has responsibilities in several areas. The Building Coordinator serves as a focal point for many activities that take place within the physical structure and is the liaison between the many different groups of the College community.

500.02 SAFETY AND SECURITY

The Building Coordinator is responsible for overseeing the physical safety and security of his/her building. This is accomplished by:

1. Publishing the hours during which the building is to be open for general use and identifying procedures for use by faculty/staff after normal hours.

2. Receiving reports from University Police and the Office of Facilities and Planning of open or unlocked doors and windows after the official closing hours and forwarding the information to the appropriate chair/department head for action.

3. Coordinating fire drills with the Environmental, Health and Safety Office.

500.03 MAINTENANCE AND OPERATIONS

1. Maintenance requests for routine building requirements should be submitted via the Facilities Service Request form. The zone mechanic assigned to your building views these requests during the working day. If s/he cannot repair the problem, s/he will refer it to the appropriate personnel. If we don't have the required material, it will be noted in your service request, ordered and installed upon receipt. A routine service request is to bunk/debunk beds, lamp problems, desk and drawer requests, leaking faucet/shower problems, etc.

2. Emergency requests should be reported to the Building Coordinator, if readily available, or to the Facilities and Planning Service Center at extension 2408.

Emergencies are defined as flooding, power outage, major glass breakage, inoperable elevator, inoperable keys or locks, space temperature below 67 degrees F in the winter, or blocked plumbing.

3. Any changes in space assignment or use must refer to the College's space policy. Changes must be requested in writing to the Facilities and Planning Office and are typically reviewed by the College-Wide Facilities Planning Committee and approved by the Vice President for Administration & Finanace before implementation.

4. The Facilities and Planning Office is staffed and resourced to only maintain facilities and services. Therefore, any project requiring changes, additions, or modifications to existing facilities must have approved funding through the Project Approval Procedure. This includes utilities and structural modifications required to place newly-purchased equipment.

Project Approval Procedure


The following process and deadlines apply to all departments and divisions. The Facilities and Planning Office will no longer accept any direct requests and will return any requests which have not followed these procedures to the appropriate vice president.

Cycle One (for work to be completed during spring/summer)

October 1 : Department heads assemble requests and forward to deans, directors, etc.

October 15: Division/school composite list sent to vice president in priority order.

October 30: Between this date and November 30 a priority list is assembled by vice president and forwarded to the Vice President for Administrative Services for development of a consolidated list of projects.

November 30: Consolidated list of projects presented to President's staff for approval and funding.

December 10: Approved list distributed with estimated schedules.

Cycle Two (for work to be completed during fall/intersession)

March 1: Department heads assemble requests and forward to deans, directors, etc.

March 15: Division/school composite list sent to vice president in priority order.

March 30: Between this date and April 30 a priority list is assembled by vice president and forwarded to the Vice President for Administrative Services for development of a consolidated list of projects.

April 30: Consolidated list of projects presented to President's staff for approval and funding.

May 10: Approved list distributed with estimated schedules.


500.04 FACILITIES USAGE

The Building Coordinator coordinates the use of space within the building with resident departments and the Campus Reservations Office. Includes:

1. Coordinates with Campus Reservations any use of space for non-instructional purposes.

2. Coordinates the use of conference rooms. The Building Coordinator should designate someone (usually a secretary) to handle scheduling of conference areas. If possible, a schedule should be posted outside the conference room entrance.

3. Regularly scheduled, high priority events (such as department meetings) which meet at a specific time each week, should be scheduled similarly to classrooms. Depending upon the type of space being used, the appropriate parties are to be involved in the process, e.g., Registration and Records should be involved if a classroom is being considered.

4. Identifies location(s) and use of bulletin boards. Funds required for purchase should be budgeted by the appropriate department. Each building must have a bulletin board for CSEA use. Buildings in which UUP members are housed must have a similar bulletin board for their sole usage.

5. Removing notices from inappropriate places such as walls, doors, etc. Guilty parties should be warned by written memorandum with a copy to the Facilities and Planning Department. If the problem persists after warning, parties should be made to pay for repair, if required, and appropriate disciplinary action considered.

 

500.05 EQUIPMENT PLACEMENT AND REPLACEMENT

1. The Building Coordinator is responsible for determining the location of vending machines and where food may be handled. The kind of machines to be placed in a building should be discussed with Brockport Auxiliary Service Corporation (BASC) staff. Inform BASC when vending machine problems occur.

2. Replacement of furniture, drapes, and other furnishings in public areas and general classrooms in a building should be put in the budget cycle. If it cannot be handled by departmental budgets within the building, a separate budget should be prepared and submitted to the Assistant Vice President for Finance and Management for possible funding. This budget cycle usually begins in May for the next fiscal year's funds.

 

500.06 ALTERNATE BUILDING COORDINATOR

The Building Coordinator should designate an alternate in the event the Building Coordinator is not on campus. The name of the alternate should be given to the Facilities and Planning Department.


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