ROLE AND RESPONSIBILITIES OF BUILDING COORDINATORS

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Policy Statement

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.

Category Name: Administration and Operations
Responsible Unit: Facitilites Operations & Maintenance
Responsible Exec: VP for Administration and Finance
Adoption Date: Unavailable
Last Revision Date:
Last Review Date:

Purpose/Scope

 

Applicability

 

Definitions

There are no definitions for this policy at this time.

Policy Procedures

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 to the Campus Safety Officer.

Maintenance and Operations 

Maintenance requests for routine building requirements should be entered into the "Building Maintenance Log" book located in the Building Coordinator's office. This book is monitored daily. If the request requires assistance from other disciplines in the Facilities and Planning Department, the zone mechanic will initiate the necessary communication.

Emergency requests should be address to the Building Coordinator, if readily available, or to 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.

Any changes in space assignment or use must be requested in writing through the Facilities and Planning Office and must receive written approval from the Vice President for Administrative Services before implementation.

The Facilities and Planning Department 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 Department 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/intercession)

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.

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.

Equipment Placement and Replacement

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 Budget, Planning, and Institutional Research. This budget cycle usually begins in May for the next fiscal year's funds.

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.

Links to Related Procedures and Information

There are no links to this policy at this time.

Contact Information

There is no contact information for this policy at this time.

History (in descending order)

Item Date Explanation
Next Review Date  December 1, 2017 Three year review
Adoption Date  Unavailable Policy Adopted

Approval

This policy is approved by:

Last Updated 6/12/18

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