Welcome!

1. Welcome! Trinity University Physical Plant Last Updated 5-3/2005

2. New Employee Orientation Welcome to the Physical Plant at Trinity University. Now that you have completed your interviews and been accepted for employment, it is time to acquaint you with the department and your new job so you will understand your rights and responsibilities, and the regulations and procedures you must follow. One Trinity Place San Antonio TX 78212-7200 www.trinity.edu

3. The Physical Plant is effectively responsible for all buildings and grounds belonging to the campus community. This is an enormous task that involves the coordinated effort from a large number of people. Our mission is to provide maintain and enhance an aesthetic, functional and safe physical environment and associated services that support the mission of the University Let’s take a moment to introduce you to some of the Physical Plant personnel you will encounter on a daily basis.

4. Office Staff – a little more info - John Greene, Director of Physical Plant, is responsible for the effective functioning of the entire department. He oversees all Physical Plant operations and answers directly to the Vice President of Fiscal Affairs. Assistant Director in charge of Crafts and Utilities, is directly responsible for the ongoing functions of the Physical Plant as they specifically relate to the skilled trades. Sharon Curry, Contract and Project Coordinator, is involved in the direct, daily contact with contract vendors as well as assisting to monitor the efforts of the on-site custodial contractor. Sharon is also instrumental in the effective operation of the Physical Plant Service Request System. Mike Schweitzer, Assistant Director in charge of Landscape Services, is directly responsible for the day-to-day operations relating to grounds and athletic field maintenance. Mr. Schweitzer is also involved in overseeing campus construction projects.

5. Office Staff – a little more info - Roseanne Ramon handles the majority of key requests for the University. In addition to her key duties, Roseanne also assists with the telephone switchboard and the radio dispatching of Physical Plant personnel. Adan Garza III is the Physical Plant safety Technician. He is responsible for insuring that Physical Plant personnel are properly equipped and trained in all aspects of state and federal safety related laws and regulations.

6. Office Staff – a little more info - Mindy Brent is the Physical Plant Computer Design, or CAD, Technician, and plays a valuable role in providing detailed campus utility plans, maps and information to both Physical Plant personnel and contractors alike. Eleni Moncrief handles the majority of service requests generated by the campus community. Her tasks include the creation and dispersal of work orders and the radio communication and dispatching of Physical Plant personnel in appropriate situations. Sandra Castaneda is in charge of the accounting division of the Physical Plant. All paper work regarding purchases, payments or receipts is handled in her office.

7. Lets Proceed … In general, your regularly assigned duties will relate to your particular job title. This is especially true in the area of Crafts and Utilities, where employees are hired based upon their skills or experience in fields such as plumbing, electrical, painting, carpentry and HVAC. However, in regards to Landscape Services, special departmental activities often require that employees be assigned different duties to meet the needs of the University.

8. Landscaping Services • Grounds employees typically work in crews to operate and maintain tractors and attachments, mowers, loaders and trucks. Depending on the season, they also assist in the installation and repair of sprinkler systems, signs, barricades, fences and landscape construction.

9. Landscaping Services cont… These are just some of the employees responsible for the care and maintenance of plants, shrubs, lawns and the installation and maintenance of sprinkler systems. They use small power tools such as mowers and edger's to carry out their assigned duties. Each groundskeeper is responsible for making sure that the tools used are in good condition for the specified activities such as planting, watering, setting sprinklers, fertilizing, spraying, preparing beds, hoeing, mowing and edging, picking up trash, sweeping sidewalks and other tasks involved in maintaining the general appearance of the campus. Groundskeepers who are assigned to a designated area are responsible for performing any or all of the above duties to maintain the area in as good a condition as possible at all times. Groundskeepers not assigned to a specific area work in crews to perform assigned tasks throughout the campus. Positions of a specialized nature include grounds maintenance assistants who are responsible for horticultural tasks, and tree maintenance specialists who accomplish large-scale pruning, removal and care of trees, and brush removal.

11. Safety!!! Regardless of your position of employment, the Physical Plant is concerned for your safety and welfare. In addition to training provided by the Safety Technician, your supervisors and foremen will instruct you in the manner by which you are to carry out routine duties. They will also instruct you when special duties are assigned. If you do not completely understand their instructions, ask questions! If you are ever unsure as to how to operate a piece of equipment, ask for instructions! Personal Protective Equipment Eye Protection Foot Protection Ergonomics and the list goes on…

12. Safety – Inspect your Equipment • If you believe a piece of equipment is unsafe, do not operate the equipment and notify your leader immediately. Safety depends upon your common sense and is your responsibility. The department has adopted safety rules that are designed to protect and assist you in performing a safe job. While following these rules may seem inconvenient, they are based on sound reasoning and could save you from a tragic accident. Always stay alert!

13. Safety – Eye Protection • Safety goggles must be worn when you are operating push mowers, edger's, sprayers, chain saws, and grinders. Riding mower operators shall wear safety glasses during mowing operations. Flying objects can cause blindness. • All tractors, mowers, and the like shall have only one person on them. Remember – “One seat – one rider”. In the rare occasion where an employee is required to ride in the back of a pick-up truck, keep your arms and legs inside the bed. Do not sit on the tailgate or toolbox, and do not stand while the vehicle is moving.

14. Safety – Watch for Hazards All employees are expected to keep a sharp lookout for hazards that might injure any of the campus community or visitors. Keep in mind that low hanging branches as well as holes and depressions in lawn areas or streets could cause serious injuries. Report any possible hazard to your leader immediately. If any type of emergency should arise, contact the office immediately – call 210.999.8411. For life threatening emergencies, call Campus Safety at 210.999.7070

15. Right to Know • In compliance with the Texas Hazard Communication Act, we maintain for your information Material Safety Data Sheets (MSDS) for any chemical you may be required to use in carrying out your duties. We will also train you to use any such chemical in a safe manner. • Material Safety Data Sheets are located in Ste. 212 and in the time clock room located at the Physical Plant. • http://www.trinity.edu/departments/physical_plant/Material%20Safety%20Data%20Sheets.html • Please note the above link is a work in progress site and is updated periodically.

16. Authorized Drivers All Physical Plant employees must possess and maintain a valid Texas Drivers License and proof of insurance. You must be cleared to drive on University business before you can operate any University vehicle. You must obey the traffic regulations set forth by the University, the City of San Antonio and the State of Texas. If you receive a ticket for a moving violation, you will pay the fine.

17. On the job parking. When you park, park properly. Service vehicles may park in the following areas which are listed in priority order: (1) service area/drive – must be used if the building has one (2) visitor space or (3) on the street. Never park in a handicap space, a reserved space, a bus stop or in front of a fireplug.

18. Dress Code All employees must abide by the departmental dress code. This dress code is designed not only for your protection but also to ensure that all employees present a neat appearance to the general public. You must not wear sandals or canvas tennis shoes. Only steel-toed leather shoes or boots are allowed. Until you are a fulltime employee with benefits (including uniforms), the dress code is as follows: Shirts must be worn at all times. No halter-tops, tank tops, completely sleeveless shirts or clothing with profane or vulgar language or emblems will be allowed. If a shirt has tails, it must be tucked in. If it has buttons, it must be buttoned to the second button. No shorts or cut-offs will be allowed. If an employee violates the dress code, he or she will be sent home to change. Jewelry should be kept to a minimum and all dangling earrings and other loose jewelry, such as necklaces, should be left at home. There is a danger of catching these items in machinery while you are working. Uniform Long Sleeve shirts and uniform shorts are appropriate when working in the Texas sun.

19. Job Injury - Responsibilities Any injury you receive on the job should be reported to your foreman and safety officer at once. This includes insect bites and allergic reactions. Workers Compensation Insurance covers all employees for on the job injuries. The insurance carrier will pay medical bills for on the job injuries. If you are unable to work due to an on the job injury, you will be compensated either through accumulated sick leave, if any, for the first seven days and then by workers compensation payments or until all sick leave is expended and then by worker’s compensation payments, if the length of the disability so justifies, or through workers compensation payments entirely. You will have the opportunity to make this choice at the time of injury. In no case will compensation payments be made before the eighth day of absence of work. There is an initial delay of some three weeks before compensation payments begin. Should you be injured, your unit coordinator will explain these items in detail. At that time, he/she will complete a report of injury form, which will outline the circumstances of your accident for review by the department, the University Safety Committee, and the insurance carrier. Any time you are unable to work due to an on the job injury, you must call your foreman or superintendent once each week to report on your condition. Failure to keep the department apprised of your condition could result in termination of your employment for job abandonment.

20. Professionalism You should be courteous at all times to the public and fellow workers. Keep your tools, the shop area or your area room neat and clean. Do not use the office area as a gathering place. Your leader, foreman, and the superintendent will assist you to correct any problems you may have in carrying out your duties so that you can become a successful regular employee here at Trinity. The University does follow a plan whereby you will be evaluated by your foreman and superintendent after two, and five months of employment, and once a year thereafter. This evaluation is designed to inform employees on how well they are performing their duties and responsibilities and to offer suggestions, assistance, and support in aiding employees in improving job performance. In general, you will get along well if you maintain a good attitude.

21. Schedules and Breaks • Our scheduled workweek is 40 hours or eight hours a day Monday through Friday. Depending upon your duties, the start time of your day may vary. There may be times, however, when departmental activities will demand this schedule be altered for brief periods. • Lunch break is taken from either 11:00 a.m. to 12:00 p.m., or from 12:00 to 1:00. Employees must not leave their designated work area to return to the shop or area room for lunch until 10:50 a.m. or 11:50. Work will resume in the designated work area promptly at 12:00 or 1:00 p.m. • Breaks are taken twice each day typically from 9:00 a.m. to 9:20, or from 10:00 a.m. to 10:20 a.m. and from 2:00 p.m. to 2:20 p.m., or 3:00 p.m. to 3:20 p.m. and are to be taken at the nearest convenient location where the employee can obtain a drink from a vending machine or water fountain. Do not travel across campus to a favorite spot or return to the shop unless it is nearby. Break time will include travel time to the break area. If you are working on a project that the foreman believes cannot be interrupted, a break will be taken upon completion of the project, if convenient. In no case will break time be taken at the end of the day if missed because of a project, nor will a missed break be compensated in any manner. Breaks are a privilege, not a mandatory event.

22. Assigned Areas • You are expected to be in your designated work area at all other times. If you must leave the job site for any reason, you must first notify your foreman or the Physical Plant office. Failure to do so will be grounds for disciplinary action. • If applicable, Groundskeepers who are assigned to a designated area will report to that area each day. There will be a room in the area assigned for the area groundskeeper’s use. He or she will be issued a key to this room. • All other employees will report to the Physical Plant’s Maintenance shops. Tools, supplies, and vehicles are located here. Your leader will issue instructions, supplies and equipment for the day. Return special tools at the end of the day. You are responsible for each item you receive. If an item is lost or stolen, report to your leader immediately. Take care of equipment and keep it clean. • It is important that you contact the Physical Plant office by 8:00 a.m. on any day you will not be at work or will be late for any reason. The number to call is 210-999-8411. Also, if you become ill or cannot return to work following the lunch break, you should contact the office by 1:00 p.m. When you call, make sure you ask to talk to your foreman. If he is not available, leave a message to be given to him as soon as possible.

23. Paid Time off • You should be aware of the regulations governing vacation, sick leave, holidays, and overtime. In the event of overtime work, you will be paid for overtime at the rate of time and one half. • Only regular employees are eligible for vacation leave. Employees with up to two years service accrue 8 hours per month or 12 working days per year of paid vacation time. Although vacation time is accrued from the day of employment as a regular employee, you will not be eligible to take vacation until you have completed six full months of work. A request for vacation must be submitted to your leader and foreman three days in advance. A vacation leave is granted on a first come, first served basis to ensure that departmental needs are met. Your length of employment will determine the number of hours of vacation time you will accrue each year.

24. Paid Time off continued… • Paid sick leave accumulates at the rate of 8 hours per month for regular employees. Sick leave with pay may be taken when illness or injury prevents the employee’s performance of duty or when a member of his immediate family is actually ill. • Immediate family is defined as individuals who reside in the employee’s household and are related by kinship, adoption or marriage; foster children who are certified by the Texas Department of Protective and Regulatory Services who reside in the employee’s household; or minor children whether or not living in the employee’s household. • An employee’s use of sick leave for family members not residing in the employee’s household is strictly limited to the time necessary to provide care and assistance to a spouse, child or parent of the employee who needs such care and assistance as a direct result of a documented medical condition. You must call the office to report your absence due to illness. • To be eligible for sick leave with pay during a continuous period of more than three working days, you must submit a doctor’s note showing the nature of the illness or injury and the projected length of time off. In the case of extended illness, you must call your foreman or superintendent once each week to report your condition. Failure to keep the department apprised of your condition will result in termination of employment due to job abandonment.

25. Sick Leave Abuse • Sick leave is not intended to provide extra vacation. The department monitors all absences and maintains complete records of all types of leaves. When a pattern of abuse is indicated, you will be subject to disciplinary action. If you have used all of your sick leave and miss work, you will not be paid. Save your sick leave until you need it!

26. Holiday Pay, Time Off • Regular employees are eligible for holiday pay. Check with your foreman or leader for a holiday schedule. • Employees receive pay when summoned for jury duty or subpoenaed to appear as a witness. When jury leave is necessary, notify your foreman or leader immediately. • Funeral leave is granted upon death of an employee’s spouse, or the parents, grandparents, children, brothers or sisters of the employee or the employee’s spouse. The total time allowance will not normally exceed 3 days. Other relatives are not covered and vacation time must be used to cover time away from work. • An employee may be granted an emergency leave when it is determined that there is good cause. An emergency leave is defined, as an unforeseen combination of circumstances calling for immediate action, which if not responded to, would present imminent danger to human life or substantial damage to property. Talk to your foreman and leader if jury duty, military reserve duty, a funeral or the like calls you away from work. We will advise you as to the procedure necessary to receive paid leave.

27. Promotions and Raises • Employees may be under consideration for promotion as vacancies open up. Employees will be given first consideration for the open positions. To apply for a vacant position, log into the University website and go to the Personnel page and follow the instructions. • There are two types of raises. The first type is the General Wage Adjustment given to all University employees. Any year the GWA is approved, it will begin as of June 1. The second type of raise is the merit salary increase that has been established to recognize those employees whose performances have been meritorious. Job performance and attitude are all factors when considering an employee for a merit increase. Merit increases are given only when funds are available.

28. In Closing . . . Problems which effect your job should be addressed immediately, and brought to the attention of your immediate supervisor. If he/she is unable to assist you with a solution, follow the chain of command. We like to sustain a happy, unified group of employees who take pride in the beauty of our campus as well as pride in themselves. In conclusion, welcome to the Physical Plant at Trinity University. Welcome to Trinity University Physical Plant

29. A quick note: • Many of the pictures used in this presentation were taken directly from the internet, if you maintain rights to any of the pictures used, feel free to contact me and I will remove them or add a note of thanks for the use of your picture. – Adan – • agarza3@trinity.edu