Carleton College Facilities Management

1. Carleton CollegeFacilities Management

2. 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

3. Who Are We? • Custodial Services • Building cleaning • 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

4. 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

5. 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

6. 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.

7. 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

8. Facility Work Request • Why? • 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.

9. Facility Work Request • Other things to remember: • 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

10. 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

11. 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

12. 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

13. QUESTIONS?