Carleton College

Facilities Management

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

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

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

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

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.

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

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.

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

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

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

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

QUESTIONS?