Physical Plant

REQUESTING SERVICES FROM PHYSICAL PLANT

1. Physical Plant services may be requested by submitting a work request on the web by using Netscape or Internet Explorer. An automatic e-mail response will be sent to the requestor with the request number. After the Work Control personnel review the request and accept or deny it, an e-mail response will be sent to the requestor with the work order number. Once the work is completed and the work order is closed out within the work order system, a final e-mail notification will be sent to the requestor, which provides information for viewing the charges related to the work order. All emergency and urgent requests during normal work hours should be called in to extension 6-4414.
   
2. Departmental Services requests generally should be made by budget authorities. The requests must be requested by submitting a work request online (Budget authorities should establish a policy on the matter of authorization for departmental services requests). This procedure is permissible if there is a clear understanding that when such requests are made there is an obligation on the part of the department to honor the charge, which will be processed in PeopleSoft following the rendering of services. If there is a question about this, please call the Physical Plant at 6-4414.
   
3. Cost Estimates: Requests for cost estimates for modifications and alterations or other tasks must be submitted on a Request of Cost Estimate form and routed through the department chair, director, dean, department's respective vice president, and vice president for Business and Finance for signatures before reaching Physical Plant. The estimate will be prepared and returned to originator of the request. Work may then be authorized by:
   1. Assignment of a PeopleSoft code for funding and routing to the vice president for Business and Finance for approval.
   2. Requesting university administration approval and funding for the work from the vice president for Business and Finance. PeopleSoft code for funding will be assigned by Administration.
   
   
4. Routine failures of many small items are (normal) expected occurrences and should be reported through the building liaison or custodial personnel.
   
5. Emergencies: Good judgment on the part of the individuals is an important determining factor in deciding what constitutes an emergency. Any disaster, unusual occurrence, utility malfunction, or equipment failure that presents imminent danger to life or property is an emergency and should be reported immediately by telephone to Physical Plant, telephone extension 6-4414, during working hours, or to the University Police Department, telephone extension 6-4986, after hours, on holidays, and on weekends.
   
6. Service Station: Physical Plant operates a fuel dispatching station as part of the vehicle maintenance and repair facility. The primary purpose is to provide, as a departmental service, fuel and lubricants for the university's motor vehicle fleet. Vehicles may be re-fueled Monday through Friday during the hours of 7:30-9:30 a.m. and 3-3:45 p.m.
   
7. Priority of Work Generally, Physical Plant Services take priority over departmental services. Work orders for departmental services are scheduled in the order received.
   
8. Limitations
   1. Physical Plant services are normally limited to facilities of the main academic campus and certain contiguous or nearby areas; however, departmental services may be obtained for other university areas by request.
   2. Labor, materials, or equipment cannot be used for private or personal benefit either on or off campus.
   3. Materials and equipment cannot be loaned to university departments or to the students.
   
   

GENERAL INFORMATION

1. After Hour Emergencies

   All after-hour emergencies should be reported by calling the University Police Department, telephone extension 6-4986.

   
   
2. Building Inspections

   Physical Plant personnel conduct inspections of all campus buildings on a continuing schedule to determine major and minor items of maintenance or compliance with certain standards. Items noted are routinely corrected. Departments are advised of items that are departmental services responsibilities. If departmental personnel see items of health or safety concern, it is requested that such concerns be reported to the Physical Plant.

   
   
3. Building Signage

   Nameplates and number plates for building spaces denoting offices, classrooms, laboratory, and other specific areas in the building will be in accordance with the university standards and are furnished to academic and administrative areas as a Physical Plant service.
   
   

   As a general practice, space designation nameplates and room number plates are provided for all spaces within a building.
   
   

   Individual nameplates for office doors are available as a departmental service. Nameplates will be in accordance with university standards.
   
   

   Directory boards will be furnished as a departmental service.

   
   
4. Bulletin Boards

   The Physical Plant will provide and install bulletin boards as a departmental service when requested in writing.

   
   
5. Codes

   Fire and building codes will be adhered to in all work performed by Physical Plant. A Physical Plant representative will be glad to discuss with you any item that is of particular concern to you.

   
   
6. Conservation

   Conservation of water, electricity, gas, steam, etc., is one of the more important responsibilities of the university community. Conservation means more energy for diversion to other needed areas, but equally important are the dollar savings to the university. Except for personnel costs, energy is perhaps one of the most effective single means of budget control or reduction. Concerted efforts have been made by university management to develop energy-savings programs, including a program of computerized control of certain energy-consuming devices on campus. Remember to do your part-accept your share of the challenge!

   
   
7. Consultation

   The Physical Plant Division staff is available and welcomes the opportunity to discuss and consult with all university faculty, staff and students. Call or write the Physical Plant main office for appointment or routing to the appropriate Physical Plant specialist for attention to your particular problem or question.

   
   
8. Departmental Services

   Physical Plant renders or coordinates for the university those services that are the financial responsibility of the various individual schools and departments.
   
   

   Charges (labor and materials) to the departments are made on a cost-only basis when Physical Plant forces perform work.
   
   

   When an outside vendor performs work, firm bids are received.
   
   

   If the project requires the services of an outside designer (architect or engineer), Physical Plant will work with the department in obtaining this service and will coordinate the project until it is accepted by the university as a completed project.
   
   

   Certain items, such as carpet, laboratory equipment, office equipment, etc., shall be purchased through the university's Purchasing Department, with the purchase and installation coordinated through Physical Plant. Purchase of office furniture does not require coordination with Physical Plant.
   
   

   While work is being performed or coordinated by Physical Plant, departmental personnel should not instruct workers on the job to make changes of any kind. Necessary changes should be brought to the attention of the Physical Plant office.

   
   
9. Utility Requirements For Equipment

   Established policy requires the coordination with Physical Plant of utility requirements prior to purchase of office, laboratory, or special equipment to ensure the utility connections are compatible with the building services.

   
   
10. Elevators

    For elevator repairs, call Physical Plant at 6-4414. The Physical Plant Division administers the service contract for all elevators on campus; however, self-supporting functions on campus are charged their specific share of the cost of this contract. The contract covers only inspections and maintenance and service items such as minor electrical repairs and cleaning of pits. The university is charged for major repair work required over and above the base contract. Before work of this type is performed, an estimate is received from the elevator company by Physical Plant or by the appropriate self-supporting function when that function is responsible for maintenance of the elevator. Major work does not proceed until the estimate has been approved.
    
    

    Questions about contract coverage or estimates for special work should be directed to Physical Plant, at extension 6-4414.

    
    
11. Electronic Doors

    For electronic door repairs, call Physical Plant at 6-4414. The Physical Plant Division administers the service contract for all electronic doors on campus.

    
    
12. Fire Extinguishers

    The purchase and maintenance of fire extinguishers, including hangers, is the responsibility of either the using department or the University Safety Office, depending on whether or not it is an academic location. Placement, inspection, and servicing of all fire extinguishers are the responsibility of the University Safety Office. For specific information, call extension 6-4414. Fire control devices, other than fire extinguishers are the responsibility of the Physical Plant Division for all academic buildings and the using department in self-supporting organizations.

    
    
13. Fire and Other Emergencies:

    FIRST   In case of fire - If you discover a fire, call the campus police at 911. Stay on the line and answer all questions from the operator.
    
    

    The university police office monitors all fire alarm systems. Fire alarm bells or horns will be responded to by university police and silenced by authorized personnel after the building has been checked for fire.
    
    

    Report other emergencies relating to the physical facilities directly to the Physical Plant, telephone extension 6-4414 or to the University Police Department at extension 6-4986 after hours and during holidays and weekends.
    
    

    
    
14. Departmental Equipment

    Individual departments are charged with responsibility of maintaining their teaching and research equipment. Purchase and installation of such equipment will be coordinated with Physical Plant to ensure compatible utility connections and code compliance.

    
    
15. Furniture Maintenance

    Classroom furniture, office furniture, laboratory furniture, and furniture used in research departments are the responsibility of the department concerned and are not maintained by Physical Plant.

    
    
16. Furniture Moving

    Furniture moving for departments operating under appropriated (E&G) budgets is a Physical Plant Service as long as it does not involve moving more than the furniture of one or two offices. Requests for moving furniture for major office changes should be submitted through the Web at http://www.usm.edu/physicalplant/ and scheduled with the Physical Plant Environmental Services. Furniture moving for departments other than minor office moves is considered a departmental service.

    
    
17. Custodial Services

    Custodial Services is a Physical Plant service for all academic buildings. Classrooms, offices, hallways, entrances, stairs, toilets, and public areas are cleaned daily.
    
    

    Custodians concentrate on student areas, and toilet spaces in academic buildings the first part of their workday (5:30-9 a.m.) and in offices, hallways, entrances, and public spaces in the latter part (10 a.m. - 1:30 p.m.).
    
    

    Windows, light fixtures, registers, louvers, and venetian blinds are cleaned on a periodic schedule.
    
    

    Custodians are not permitted to perform personal or unauthorized services.
    
    

    Self-supporting functions may request custodial services as a departmental service.

    
    
18. Keys and Locks

    Lock changes will be made as a departmental service on written request of highest authority having jurisdiction. Individual lock and master keys are made as a departmental service on written request of highest authority having jurisdiction.
    
    

    Physical Plant is the only department authorized to change or modify locks on the campus.
    
    

    Physical Plant will not open locked doors for university personnel. Persons should contact the University Police Department at extension 6-4986 and request this service.

    
    
19. Maps and Building Plans

    A file of campus maps and building floor plans and drawings is maintained in the Physical Plant Drafting Office.
    
    

    When students in class projects require prints, a written request from the department head should be sent to the Physical Plant office. Reimbursement for actual costs of labor and materials for printing is required.

    
    
20. Responsibility of Occupants

    Departments occupying the buildings are responsible for turning out lights, closing windows, locking doors, turning off window and package air conditioning units, and securing the buildings in general. The closing of windows is important for the protection of the buildings, especially during the summer months when sudden rainstorms and showers are common. Adequate security is necessary for protection against theft, fire, and vandalism.
    
    

    Since the custodians complete their work in the early part of the day, it is necessary that the groups using classrooms and public areas exercise responsibility in cleanliness so that later groups will find the premises in an acceptable condition.

    
    
21. Painting

    Maintenance painting for academic areas is performed on a scheduled basis. Other painting may be rendered as a departmental service when requested in writing.

    
    
22. Placement and Distribution of Posters, notices, etc.
    1. Student Organizations

       Placement and distribution of signs, posters, and notices will be in strict accordance with the University Sign Policy.

    2. General Posting in Academic Areas

       The general posting of notices, signs, office schedules, and grades in academic buildings and areas should be confined to bulletin boards or other areas designated for posting.

       Notices and schedules should not be posted on painted surfaces, doors, windows, etc. Postings in violation of these guidelines are subject to removal.

    3. Business and Political Advertising

       University policy prohibits the posting or distribution on campus of off-campus political advertising or signs and handbills advertising a commercial business or function, that operates for a profit. This, of course, does not include approved advertising in campus publications.

    
    
23. Refuse Disposal

    Physical Plant renders as a Physical Plant service regular pickups of refuse for academic buildings and other areas. Special pickups may be arranged by calling Physical Plant at extension 6-4414.
    
    

    Disposal of hazardous waste is handled by the science safety officer and must not be placed in spaces provided for normal, day-to-day refuse. Hazardous waste includes:

    • flammable and combustible liquids
    • waste and unused chemicals
    • toxic chemicals
    • pesticides and agricultural chemicals
    • carcinogens
    • biological hazards
    • radioactive chemicals and contaminated materials

    
    

    For additional or specific information on the disposal of hazardous waste materials, call the science safety officer at extension 6-4933.

    
    
24. Roofs

    Personnel may not go on the roof of any building or residence hall without prior authorization from Physical Plant. This is necessary because of roof bonds and guarantees, the potential damage to the building and contents caused by leaks from roof damage, and because of the great expense of the initial roof and the repairs that might become necessary if uncontrolled roof traffic is permitted.
    
    

    Moving picture cameras, television cameras, television antennas, or other equipment supported by tripods or stands may not be placed on any roof without coordination with Physical Plant.
    
    

    Alterations or additions to roofs are not permitted without prior approval of Physical Plant.

    
    
25. Pest Control

    To request pest control services, call extension 6-4414. The Physical Plant Division administers the service contract for pest control on campus. Pest control for academic and administrative buildings is funded in the Physical Plant budget. Pest control for auxiliaries, athletics, and fraternities is paid for by the respective departments. A log of all call-in requests is maintained.

    
    
26. Recycling

    The university has implemented a comprehensive campus recycling demonstration project. Physical Plant collects white and mixed high grade office paper, green-bar computer paper, newspaper, corrugated cardboard, and aluminum cans. Recycling these materials from our waste stream will save the university money by avoiding tipping fees at the landfill, extend the life of the landfill, generate revenue, conserve source energy, and save valuable natural resources.
    
    

    Campus recycle drop-off centers are located in the Physical Plant parking lot, McCain Library - west side, University Union - east side, Johnson Science Tower - northwest side, Cook Library - west side, Forrest County Hall, and Polymer Science.
    
    

    Most buildings on campus have individual containers for aluminum and paper recycling.
    

    Bulk shredding is provided by a contractor to E&G funded areas and is available to other areas as a departmental service. Shredding is done on-site and a certificate of destruction is provided to the department.

    
    
27. Asbestos Abatement

    Posters are placed on the exterior doors of all buildings, which have friable asbestos. Also, annual air monitoring of these areas is conducted to ensure the safety of the occupants from air borne asbestos fibers. Students and employees are made aware of asbestos containing materials being present on campus at their orientation session. Any concerns about imminent exposure to air-borne asbestos fibers may be directed to the Physical Plant Division to Rusty Postlewate or Rodger Jackson.