Policies & Procedures - Facilities

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Facilities Management & Planning's Policies & Procedures

• FML 1.1 – Moving Services and Disposal of Surplus Furniture and Equipment

  Purpose

  The purpose of this letter is to outline procedures under which the Department of Facilities Management & Planning will assist other departments with their furniture-moving needs. Facilities Management is not staffed to provide major moving services, but it can assist with minor moves as long as adequate lead time is given.

  
  General Policies

  1. Five working days notice is required for any moving request.
  2. Moves that require more than six person-hours to complete cannot be accommodated. If, after reviewing the request, the person-hours are estimated to be in excess of the maximum, Facilities Management will contact the department to discuss other options.
  3. All requests for moving must be in writing. Departments may use the attached form to ensure the proper information is received by Facilities Management. Requests may be faxed to 871-4100 or mailed to Facilities Management/Physical Plant, 2400 S. Race St. Denver, CO 80210.
  4. Moving services are billable to departments. Departments will be charged for the time spent by the moving staff at the published hourly rate, except for moves mandated due to space reallocation, which are generally not at the department’s expense.
  5. If the moving instructions outlined below are not followed, the moving staff will not perform the move and a minimum charge of .5 hours per mover will be charged to the department at the published hourly rate. The move will then need to be rescheduled another five working days in advance.
  6. Moving services do not include emptying of file cabinets, desks, or packing boxes. These services must be provided by the department.
  7. At this time, there is no clean, safe short- or long-term storage area for furniture, boxes, or other materials.
  8. While the moving crew will take care in moving items, Facilities Management is not responsible for damage to particle board or pressed board furniture because of its unstable nature when moved.

  
  Instructions for a Successful Move

  1. Designate someone from the department to be in charge of the move. This person should know where each item is to be moved and be able make decisions during the move.
  2. List all the large furniture items, along with their sizes, to be moved (e.g., cabinets, bookshelves, desks). Do not add items to the list while the movers are there.
  3. Box the contents of desks, bookshelves, and cabinets prior to the movers' arrival. Boxes and tape can be provided upon request (with a charge of $.75 per box for boxes not returned).
  4. Boxes should not weigh over 50 pounds and must be strong enough to handle contents.
  5. Leave standard four- or five-drawer file cabinets full if the move takes place on the same level or if there is an elevator in the building. Contents may need to be boxed if they are too heavy to lift onto the dolly. If the move is between floors and there is no elevator, items in the file cabinets must be boxed.
  6. Box up the contents of lateral (horizontal) file cabinets, even if the move is on the same level.
  7. Disconnect computers, faxes, printers, and other equipment before the movers arrive. Movers will not reconnect them.
  8. Identify clearly the items that are to be discarded by the movers.
  9. Since Facilities Management does not have a covered moving van, inclement weather may force the rescheduling of moves between buildings. During snowstorms, moves will need to be rescheduled, because snow removal operations take precedent.
  10. Whenever possible, move people and paper, not furniture. This helps prolong the life of your office furniture, as well as minimizing the exposure to injury to the movers.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Keith Heaton, Director of Physical Plant
  Effective: July 1, 1995
  Revised: August 28, 1996

• FML 1.2 – Event Set-Up & Production Services

  Operating Policies and Procedures

  • The Department of Facilities Management & Planning does not assist with room reservations or space rental, which is handled by the Department of Conference & Event Services. Facilities Management will assist with event set-up and production only after a reservation has been confirmed.
  • All requests for Event Set-Up & Production Services must be submitted through iServiceDesk, the Facilities Management work request system, at least seven working days prior to the event.
  • We will do our best to accommodate requests made less than seven working days in advance; however, we cannot guarantee the availability of sufficient labor, and the requesting department will be charged double the normal rate.
  • Following submission of a work request, Facilities Management will reply with an email confirmation and any questions we may have regarding event details.
  • Facilities Management cannot guarantee the security of provided items after set-up is complete. This means requestors are responsible for their security until they are picked up post-event. Replacement costs for any lost or stolen items will be charged to the requesting department.
  • Facilities Management will detail event set-up in accordance with the work request, including digital photos of the set. Additional fees may be incurred for resetting an event if items become displaced following the initial set-up.
  • In order to regulate workflow and control costs, Facilities Management will take direction from only one duly authorized University employee, appointed as the event manager.
  • Any alteration to the facility or grounds by or on behalf of an outside entity must be approved in advance of the event.
  • Work requests must specify all relevant event details necessary for Facilities Management to provide adequate services. See the list below for details.

  
  Work Request Requirements

  All work requests for Event Set-Up & Production Services should include the following information:

  • Contact name, department, and phone number
  • Event date and start time
  • Event location, including building and room number
  • Services requested, including any labor support, equipment, power, water, etc.
  • Pre-event venue availability and the specific time the event should be set up
  • Post-event venue availability and the deadline for clearing the event space
  • Any necessary set-up diagrams attached to the work request
• FML 1.3 – Lock & Key Control

  Introduction

  This policy is established in order to maintain access to facilities while safeguarding the personal safety of the people who live and work on the campuses, protecting the property of the University of Denver and avoiding potentially significant costs due to theft, vandalism, or excessive rekeying of locks. Maintaining this policy mandates the control of keys per the following guideline: Keys are issued as a necessity, not for convenience.

  The systematic control of locks and keys is one of the most important components of any security program. Without proper key control, locks provide little deterrence to illegal or unauthorized entry into a facility.

  Successful lock and key control requires the efforts of several parties, including:

  • Facilities Management & Planning, which designs and maintains the integrity of the system
  • Departments, which safeguard facilities under their use, maintain proper key assignment and security systems, and assume financial responsibility for the cost of keys and rekeying.
  • Individual faculty members, staff members, and students who safeguard assigned keys from loss or theft and report such occurrences immediately.

  This policy applies to all facilities on the University of Denver campus and remote locations (e.g., Observatory, Hampden Center, Mt. Evans). Separate policies and procedures apply to rental property maintained by the University of Denver.

  
  Policies

  1. Keys are and remain at all times the property of the University of Denver.
  2. The Department of Facilities Management & Planning is responsible for developing and maintaining the key control system.
  3. All lock and key work, including but not limited to making and issuing keys, rekeying locks, replacing and/or repairing locks, and related equipment, shall be done by or through Facilities Management & Planning.
  4. Departments are financially responsible for the costs of key issuance and loss, as well as any rekeying or other work necessary to maintain security.
  5. As of the effective date of this policy, some lock systems are not on the grand master system established by Facilities Management. Over time, these will be placed back on the master system at the expense of Facilities Management. Once a system is on the master system, departments cannot make independent changes and will be assessed for the cost of bringing a system back into the master system if they do so.
  6. Keys will be issued by Facilities Management & Planning based upon demonstrated need for access and input from the department’s key manager. The lowest level of key will be issued that provides the level of access needed (e.g., change key, area master, outside door key, office key, area master).
  7. Persons issued keys are responsible for their safekeeping and must sign an agreement acknowledging this responsibility.
  8. Keys shall not be loaned, borrowed, or transferred without proper authority and documentation by Facilities Management & Planning.
  9. Keys may not be duplicated under any circumstances, except by Facilities Management & Planning. Tampering with or duplicating keys may result in loss of privilege, termination from employment, and/or criminal charges.
  10. Lost or stolen keys must be reported immediately to Facilities Management & Planning. Charges for replacement of keys, rekeying, and emergency call-outs will be assessed based on the fee chart established by Facilities Management & Planning and attached to this policy memorandum.
  11. Keys must be returned to Facilities Management & Planning upon leaving employment or at the end of the individual's need for a key. A key charge will be billed to the department for keys not returned to Facilities Management & Planning. Departments may, in turn, request that the Payroll Office deduct this charge from the employee's final paycheck if key(s) are not returned by the end of the employee's employment.
  12. Requests to rekey a residence hall room because of the loss of a key will be done, using a temporary rekey, the same day, due to concerns for safety of the resident. The temporary rekey will be replaced when time permits. Other rekeying requests will be handled as a routine matter and scheduled accordingly.

  
  Responsibilities

  The Department of Facilities Management & Planning

  1. Creating and maintaining the University’s lock and key control system, including schematics, codes, service equipment, and product standards
  2. Maintaining in a safe and secure manner for all facilities the master and original keys, as well as related hardware and documentation
  3. Issuing keys and keeping key information on file, including the lock and key control system, inventory of locks and hardware, and keys issued to and returned by individuals through the key manager
  4. Changing or replacing locks
  5. Opening locks
  6. Stocking necessary hardware and supplies

  
  The Department of Human Resources & Inclusive Community

  • Sending notice of terminating employees to Facilities Management & Planning.

  
  The Department of Housing & Residential Education/Conferences & Event Services

  Due to the volume and the frequency of turnover handled by these departments, they are responsible for establishing their own detailed procedures for the issuance, distribution, replacement, and return of keys. These procedures, and any changes to them, must be approved by Facilities Management & Planning to ensure they meet the objectives of this lock and key control policy.

  
  Other Departments

  1. Designating a key manager within each department for determining who requires keys and what access is required, as well as authorizing requests for issuance of keys
  2. Insuring facilities assigned to them are secured properly, including the maintenance and activation of security alarm systems, and that employees and students understand this responsibility
  3. Reporting lost or stolen keys immediately to Facilities Management & Planning
  4. Collecting keys from employees or students at the time they leave employment or have no more need for the key, and returning them promptly to Facilities Management & Planning, along with the names of the people to whom the keys were issued
  5. Requesting lock or key work from Facilities Management via established forms
  6. Maintaining their respective key assignment databases

  
  General Procedures

  Distribution of Keys

  A department (other than Housing & Residential Education or Conferences & Event Services) that wishes to have a key issued to an employee or student (hereinafter referred to as "key holder") should make a written request via iServiceDesk, the Facilities work request system, approved by the department's designated manager and signed by the key holder, to Facilities Management & Planning.

  1. Based on the information provided by the department, Facilities Management & Planning will determine the level of access needed by the key holder and, subsequently, will issue the key.
  2. The individual to whom the key is issued must pick up the key in person at Facilities Management & Planning and provide a signature for the key. The person must show a DU ID if he or she is a DU faculty member, staff member, or student. It the person is not affiliated with DU, a photo ID must be presented a the time the key is distributed. By signing for the key, the key holder acknowledges this key control policy and agrees to thee responsibilities outlined herein.
  3. Facilities Management & Planning will record the issuance of the key for tracking purposes and keep the Key Request form on file.

  
  Replacement Keys

  1. If a key has been lost or stolen, the key holder shall immediately report this occurrence to his or her department, which shall report it to Facilities Management & Planning.
  2. Facilities Management & Planning will determine if the lock should be rekeyed before issuing a replacement key. If so, Facilities Management & Planning will effect the change as quickly as possible.
  3. Facilities Management will issue a replacement key. The department will be assessed a charge, in accordance with the Lock & Key fee chart approved by the Director of Facilities Management.
      

  Lock & Key Fee Chart

  

  
  Other Lock & Key Work

  If a key holder or department requires other work done, such as opening a locked door, replacing a damaged lock, or changing a lock, the work shall be requested by placing a work order with Facilities Management & Planning. In cases of an emergency, the department should contact Facilities Management & Planning immediately so that a locksmith can be dispatched. If an unauthorized entry or theft has occurred, the Department of Campus Safety should be contacted immediately.

  
  Return of Keys

  1. When a key holder leaves the University of Denver, or no longer has a need for a key, the keys(s) issued to the key holder must be returned to Facilities Management & Planning. The department involved is responsible for collecting and returning the key(s).
  2. When a key is returned, Facilities Management & Planning will reflect the return in the individual’s key record.
  3. If, for some reason, the key(s) are not returned, Facilities Management & Planning, in consultation with the department, will determine if any rekeying should be done and will effect whatever work is necessary to restore security to the facility. Failure to return a key will result in a key charge to the department or individual, which can be deducted from the final paycheck or result in a hold on transcripts.

  
  Approved by:

  James Rosner, P.E., C.E.M., Associate Vice Chancellor of Facilities Managment & Planning
  Don Enloe, Director, Campus Safety
  Craig Woody, Vice Chancellor of Business and Financial Affairs
  Effective: July 1, 2018

• FML 1.4 – Vehicle Licensing Procedures

  Coming soon

• FML 1.5 – Special Project Requests

  Purpose

  Incidents have occurred where departments have contracted outside the University for space modifications without coordinating their efforts through Facilities Management. As a result, problems such as code or legal violations, duplicated work, or budget problems have resulted. The Offices of Facilities Management and the University Architect need to be consulted for all space modifications to ensure that the work a department has contracted meets all code and legal requirements and maintains University standards.

  In an effort to provide more structure to the process, improve communication, and ensure professional attention to each project, the Department of Facilities Management has created procedures to follow when a department wishes to undertake a special project involving buildings.

  
  Responsibilities

  Facilities Management serves as a resource for departments to determine a project's scope, develop cost estimates, select consultants and contractors, receive and analyze bids, award the work, monitor the contractor's performance, and coordinate the department's timeline and budget. Departments provide initial program scope and requirements by completing a Special Project Cost Estimate Request Form, allocating financial resources, and designating a department liaison to coordinate the project with Facilities Management.

  
  Procedures

  Departments complete Part I of the Special Project Cost Estimate.

• FML 2.1 – Litter Clean-Up

  Purpose

  The purpose of this letter is to outline procedures for keeping the grounds of the University of Denver campus clean and attractive to its residents and visitors. Within the Department of Facilities Management, this goal is accomplished primarily through the efforts of the Grounds & Irrigation staff, Ritchie Center Maintenance staff, and Custodial Services staff.

  
  Staff Responsibilities and Tasks

  It is the responsibility of each staff member and supervisor to ensure his or her assigned area is kept clear of trash and debris, as follows:

  • Grounds Staff – Patrol on a daily basis the public and common areas, such as quads and malls, in between and around buildings and parking structures to clean up all trash and debris found. Empty all exterior trash cans, regardless of location. Pick up trash found outside buildings in the course of duties, regardless of location.
  • Custodial Staff – Patrol on a daily basis the perimeters of assigned buildings, which are defined as building entrances, courtyards, and main sidewalks leading up to the entrances. Clean up all trash and debris found. Empty ash receptacles at building entrances. (For night crews, these tasks apply to lit areas only.) While not responsible for emptying trash cans, inspect and take care of overflow problems. Pick up trash found outside buildings in the course of duties, regardless of location.
  • Ritchie Center Maintenance Staff – Patrol on a daily basis the Ritchie Center, Benjamin Stapelton Jr. Tennis Pavilion, the Barton LaCrosse Stadium, and all associated grounds, walks, fields, and parking facilities to clean up all trash and debris found.
  • Supervisors – Perform quality control inspections using a standard report for each area to ensure patrols are taking place effectively. These inspections shall be summarized and submitted to the appropriate manager of each area.
  • Building Liaisons – The Department of Facilities Management & Planning has designated a number of staff members from other departments as "building liaisons" to assist in keeping buildings clean and attractive. They are responsible for communicating with custodial supervisory staff about specific issues or needs in the buildings in which they reside, as well as providing feedback to Facilities Management about performance and areas for improvement.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: May 1, 1995
  Revised: January 15, 2005

• FML 2.2 – Snow Plan

  Preface

  Each snowstorm has its own unique characteristics, depending on the time of year, the intensity of the storm, the type and depth of snow, and other variable conditions. Therefore, any snow plan must provide basic guidelines to manage the storm but also retain maximum flexibility for adjustments in the field.

  
  Policies

  It is the policy of the Department of Facilities Management & Planning to have major parking lots, sidewalks, handicap ramps, and pathways to main building entrances on campus cleared by 8:00 a.m. on weekdays as well as weekends when classes are in session. Special attention is paid to clearing accessible routes and parking for disabled persons.

  Areas will be cleared of snow in a set order of priority, designed to provide maximum access to campus facilities. Routes to and from Centennial Towers on the north end of campus, along with routes to and from all academic and administrative buildings on the south end of campus, will receive the highest priority.

  After the main access points are under control, snow removal crews will focus on widening paths, clearing minor pathways, salting walkways, removing ice build-up, and, in case of heavy accumulation, removing snow banks in parking lots to storage sites. These operations may last several days after the cessation of the storm.

  Information about snow and ice concerns comes into the office during normal business hours in various formats — work orders, telephone calls and e-mails. It is important to get this information to the Grounds Foreman or his designee as quickly as possible. This information should be treated as an emergency request by our customers; therefore the Grounds Foreman or his designee should be contacted immediately by radio or cell phone. In turn, the Grounds Foreman or his designee should follow up on these calls as quickly as possible (less than an hour).

  After contacting the Grounds Foreman or his designee, the work order should be dispatched immediately (making sure that the request code for Snow & Ice has been selected) or in the case of a phone call or email, a work order is created and then dispatched.

  
  Activation of the Snow Plan

  During work hours, the Grounds Foreman or designee is responsible for activation the snow removal plan, as they deem necessary. At the Ritchie Center, the Grounds Manager determines when their crews are activated. If the snowfall is occurring after the daytime shift or on weekends, the snow plan will be activated as described below.

  • Level One – No strong forecast for significant snow. Campus Safety will call the Grounds Foreman when the hard surfaces accumulate one inch of snow.
  • Level Two – There is a strong forecast for overnight snow. The Grounds Foreman will determine by 1:00 p.m. at what time the plan will be activated the next morning, and shall inform the snow crew of when they need to report for duty.
  • Level Three – Conditions are bad enough that resources in addition to the regular snow crew are needed to keep the campus open. The Director of Facilities Management or designee will then call in additional personnel and/or resources as appropriate.

  
  Roles and Responsibilities

  • Grounds Foreman – Responsible for managing snow removal operations.
  • Ritchie Grounds Manager – Responsible for managing snow removal operations in their areas of responsibility.
  • Campus Operations Director – Responsible for keeping apprised of snow removal status, communicating with the Director of Facilities Management, taking snow removal requests from campus residents and relaying them to the Grounds Foreman, making recommendations to the Director on closures, and obtaining additional staff and contractor resources when necessary.
  • Campus Safety – Responsible for calling the Grounds Foreman when snowfall indicates need to activate the plan after work hours or on weekends, assisting with parked vehicles on campus property (e.g. towing, ticketing) to facilitate snow removal operations, informing Safe Com callers of snow removal shift start times, coordinating restricted lot gate operation with Parking Services on large snowfalls. Grounds crew members will call Safe Com when a parking lot has been cleared so that a safety officer can activate the gate.
  • Director, Housing Operations Residence – Responsible for ensuring all residence hall main entrances, sidewalks, stairs, and loading docks are clear of snow and ice, and walk-off mats are installed and dry.
  • Director, Building Services Facilities Management – Responsible for ensuring all Ritchie Center main entrances, sidewalks, stairs, and loading docks are clear of snow and ice, and walk-off mats are installed and dry. Coordinates snow removal in parking lots around the Center. Athletics will coordinate parking with University Parking Services. There will be a designated parking area for overnight parking.
  • Director of Custodial Services – Responsible for ensuring stairs, entrances to main sidewalks, and loading docks in all academic buildings, the Athletic Center, and Driscoll Center are clear of snow and ice, and walk-off mats are installed and dry.

  
  Closure Procedures

  The University of Denver's policy on campus closures due to inclement weather (revised 12/96) calls for the Director of Facilities Management (or designee) to monitor conditions and advise the Provost (or designee), who is responsible for making the decision about when to close the University as a whole and when to reopen it. In order to make the recommendation for closure, the Grounds Foreman and the Campus Operations Director shall take into consideration several factors, including but not limited to:

  • Lack of ability to keep parking lots accessible
  • Weather forecast
  • Timing of the storm (weekend/holiday or school day)
  • Type and depth of snow
  • Resources available for removal of snow
  • Condition of area roadways

  
  Staffing for Snow Removal

  All Facilities Management staff are essential personnel and thus must report to work regardless of whether the University is closed due to weather conditions. When it is necessary to call in additional staff resources for Level Three conditions, the Director of Facilities Management (or designee) will coordinate calling in Facilities Management staff and the Director of Custodial Services will coordinate calling in custodial staff.

  
  Compensation

  The compensation of staff for working during snowstorms shall be in accordance with all applicable government, University, Facilities Management, and Union Agreement rules.

  
  Snow Removal Methods

  Plowing

  Snow is removed by vehicles with plows in parking lots and on some major sidewalks. Care is given to avoiding damage to parked cars and landscaping. Wherever possible, snow is stored to minimize inconvenience. However, in many instances, snow must be stored in one or more parking spaces, thus temporarily reducing lot capacity. Equipment cannot plow between parked cars, thereby limiting removal efforts in residence hall parking lots. Special attention is paid to plowing so that melt-off and drainage are facilitated.

  
  Shoveling

  The custodial staff in Facilities Management will shovel snow on stairs and entry ways to the buildings as follows:

  • The night crews will shovel assigned areas at the end of their shifts, allowing themselves enough time to finish the task (deeper snows will take more time). In heavy snow, it may be necessary to shovel more than once to make the work easier.
  • The day shift custodians will shovel at the start of their shifts, as appropriate. If the snow starts or continues during the day, they will shovel at the end of their shifts or as directed.
  • The staff in Residence will shovel as directed by their supervisors.

  
  Storm Aftermath and Ice Control

  • In the aftermath of a storm, crews regularly de-ice sidewalks to lessen the possibility of slipping. As melting permits, crews will break up ice and remove it.
  • Most snow removal efforts after a storm are accomplished with Grounds personnel during normal working hours.
  • When there is a problem with ice build-up on Asbury between Race and Gaylord Street, the University's Risk Manager should be contacted. The Risk Manager will, in turn, contact the City and County of Denver to request the situation be addressed.

  
  Pre-Snow Season Planning

  Each year, just prior to the start of snow season, the Campus Operations Director and Grounds Foreman shall review the Snow Plan with crews, establish updated contact lists, request volunteers for a call-in list, and ensure equipment is in ready condition. They will conduct training of equipment and removal methods for new staff.

  
  Contracting

  The use of private contractors will be as appropriate to the snow conditions and staffing availability.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: October 1, 1998
  Revised: December, 2007

• FML 2.5 – Driving on Sidewalks and Landscaping

  Purpose

  One key responsibility of Facilities Management is to keep the campuses of the University of Denver looking beautiful for the enjoyment of everyone who uses them. The purpose of this procedure is to prevent, to the greatest extent possible, damage to the campus grounds during the performance of this and other maintenance responsibilities.

  
  Policy

  The driving of University vehicles over sidewalks and landscaped areas is highly discouraged and only allowed under limited conditions. Such driving may occur only when other means of reaching a work site are not readily-achievable and for only the amount of time necessary to off-load materials.

  
  Procedures

  • Vehicles are not allowed to park in all designated fire lanes (including the west side of College of Law) nor along Warren Circle in front of the Mary Reed Building at any time.
  • A vehicle may be driven on sidewalks to reach a work site if equipment, materials, or tools need to be transported there. Care must be taken to remain on the sidewalk to avoid damage to sprinkler systems, sod, and landscaping.
  • A vehicle may be parked on sidewalks or landscaping only long enough to off-load necessary equipment, materials, and tools. It must then be relocated to an approved parking site.
  • Employees found in violation of these procedures will be disciplined under Work Rule Infraction Group II, No. 8, as follows: "Employees shall not engage in unauthorized use of University facilities or property."

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: May 16, 1996
  Revised: January 1, 2005

• FML 2.6 – Facilities Service Center Building Security

  Purpose

  In order to safeguard our employees, assets, and building to the greatest extent possible, the following procedures are in effect for the Facilities Service Center at 2400 South Race Street. Everyone’s cooperation is required to keep the building secure and prevent unfortunate incidents.

  
  Procedures

  Locking of Entrances

  All entrances to the building (including garage doors) will remain locked between the hours of 4:30 p.m. and 7:30 a.m. Monday through Friday, and at all times during the weekend. Every employee has the responsibility to check that entrance doors are locked whenever he or she exits the building during the hours noted above.

  
  Locking of Internal Doors

  During the hours that the building entrances are locked (i.e., non-work hours noted above), the doors to the central stairway leading up to the second floor, the door from the 1st floor hall into the entrance foyer, and the door from the basement to the north stairway will be locked to prevent access to the second floor.

  Foremen are responsible for developing procedures to ensure that shop areas are secured during non-work hours and at other times as appropriate. For example, the Lock & Key Shop remains locked at all times.

  
  Access During Non-Work Hours

  The Director of Facilities must approve any key issued to an employee for this building and anyone who is given an access code to the alarm on the second level.

  All employees who work in the evenings and on weekends should take special care to make sure that not only the doors to this facility, but the doors in all other buildings they work in remain locked and secure during this time frame.

  Some employees must report to the building during non-work hours to pick up tools and equipment. Employees doing so should take extra care that the building is secured when they exit.

  
  Access List

  A list of all people with exterior building keys and alarm access codes will be maintained by administrative staff.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Don Enloe, Director of Campus Safety
  Effective: June 10, 1996
  Revised: January 1, 2005

• FML 2.8 – Essential Personnel

  Purpose

  The purpose of this letter is to define essential personnel in the Department of Facilities Management & Planning during emergency closures of the University of Denver.

  
  General Policies

  On occasion, circumstances may require the emergency closing of the University. The functions of the Department of Facilities Management & Planning are still required to be performed during such periods. Therefore, all Facilities Management employees are deemed essential personnel and are required to report for regular work shifts during emergency closures.

  
  Procedures

  Employees should make every effort to report to work for their regular work shift (or at such time they are called in to work) during an emergency closure. If circumstances prevent an employee from being able to report to work, he or she shall contact the immediate supervisor or the Facilities Management main office to leave a message. Any employee who reports to work will receive compensation at the regular rate. In addition, an equivalent number of hours will be added to his or her vacation accrual for use at a later date.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: July 1, 1997
  Revised: January 1, 2005

• Facilities Service Center Emergency Plan

  Purpose

  The purpose of this procedure letter is to outline actions to be taken when there is an emergency situation at the Facilities Service Center, 2400 S. Race St., involving either people in the building or the building itself, which requires extraordinary procedures.

  
  General

  Attachment I to this letter covers procedures for the following situations:

  • Accident, illness, medical emergencies
  • Major natural disasters
  • Floor or building evacuation
  • Tornado procedures
  • Fire procedures
  • Earthquake procedures
  • Hail storm
  • Other emergencies
  • Power failure
  • Bomb threat
  • Workplace violence

  
  It also provides information on various Campus Safety programs, how to report criminal activity, and tips on safeguarding your personal property.

  Safety Representatives for this building are designated as Tim Mann (main floor and basement), David Snyder/Wendy Weiler (2nd floor), and Wally Weigum (basement and four bay).

  While these procedures are specific to the Facilities Service Center, many of them apply to any location. Since our employees work in a number of different buildings around campus, they should be aware of the general procedures they may encounter in their work environment.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: September 1, 1997
  Revised: January 1, 2005

  
  Attachment I

  Accident or Illness

  In the event of an accident or serious illness to an employee or visitor in the Facilities Service Center (2400 S. Race Street) offices:

  1. Determine the seriousness of injury.
  2. If necessary, call Campus Safety at 303-871-3000 and ask for the Fire Department and an ambulance. If the situation is life-threatening, call 9-1-1 directly and then call Campus Safety at x1-3000.
  3. Give the following information to the dispatcher and stay on the line while the dispatcher speaks with 9-1-1: building name, address, floor or location of emergency, and any available details about the situation.
  4. Do not move an injured or ill person. Try to make them comfortable.
  5. Have someone meet the emergency unit to direct it to the scene.
  6. If qualified, provide first aid as needed or find a qualified assistant.

  
  Work-Related Injuries

  When an injury occurs that is work-related, the injured employee must take the following steps:

  1. See supervisor or floor safety representative for treatment or call 9-1-1 if injury is life threatening, and then call Campus Safety at x1-3000. If injury is not life threatening call Campus Safety at x1-3000.
  2. Go to the designated provider: Rocky Mountain Medical Group, 730 W. Hampden Ave., Suite #200, Englewood, CO 80110, 303-762-0900. Employees must be treated by DU's provider to be covered for medical costs under the worker's compensation law. If after hours, treatment can be sought at Porter Hospital ER.
  3. Submit an accident report (Employee First Report of Injury and Supervisor's Report) to Risk Management by faxing forms to x1-4455 — Attention Loss Control Manager.
  4. If you are off work for more than three days, report to Jane Bucher-McCoy (x1-4093 or jbucher@du.edu) in HR for FMLA, which runs concurrently with worker's compensation.

  
  Medical Emergencies

  Call for medical assistance when any medical emergency happens or when emergency assistance is required.

  What to say:

  • Advise if an ambulance is needed
  • Your name and phone number
  • Location of the ill or injured person
  • Nature of the illness or injuries
  • Name of the ill or injured person

  Stay on the phone if possible until the dispatcher has all the necessary information.

  
  Major Natural Disasters

  Disasters and emergencies affecting large areas and many people can sometimes develop quickly. Flash floods and earthquakes, for example, can strike with little or no advance warning. There are certain things you can learn and do that will help you prepare for and cope with almost any type of emergency.

  • Perhaps the most basic thing to remember is to keep calm and take time to think.
  • Your State Office of Emergency Preparedness will activate warning signals in the affected areas.
  • Whenever a major storm or other peacetime disaster threatens, keep your radio or television set tuned to hear weather reports and forecasts (issued by the National Weather Service), as well as other information and advice that may be broadcast by your local government.
  • Use your telephone only to report important disaster events to authorities and DU Security. If people tie up the telephone lines simply to get information, they may prevent emergency calls from being completed.
  • Stay away from disaster areas, unless instructed to assist.
  • Follow the advice and instructions from your floor's safety representative. They will direct you to evacuate if required.

  
  Floor or Building Evacuation

  In the event you are instructed to evacuate, remain calm. Close all doors as you leave and proceed to the nearest practical fire stairwell, forming a straight evacuation line.

  • Before and after exiting, check to make sure your co-workers and any visitors have evacuated safely.
  • Follow the instructions of the safety representative on your floor and proceed down the stairwell. (Keep to the right so that emergency personnel may use the stairwell).
  • Mobility-impaired persons should be provided assistance. When it is not possible to take them down the stairway without risk, they should be taken to the area of refuge at the top of the north stairway on the second floor. On other floors, they can be assisted to exit. Request help for persons with disabilities from emergency personnel. Campus Safety must be notified immediately that there is someone in need of rescue assistance.
  • Do not return to the evacuated floor or building until instructed by the Fire Department or authorized DU personnel.

  
  Tornado Procedures

  • Tornado Watch – When a tornado watch is announced, this means that tornadoes are expected in or near your area. Keep your radio or television set tuned to a local station (KOA AM 850) for information and advice from your local government and the weather service. Also, keep watching the sky, especially to the south and southwest. If you see any revolving, funnel-shaped clouds, report them immediately by telephone using the 911 emergency number.
  • Tornado Warning – When a tornado warning is issued, it means that a tornado has actually been sighted or has been indicated by radar, and this or other tornadoes may strike in your vicinity. Public warnings will come over the radio (KOA AM 850), TV, or by five-minute steady blasts of sirens by the Civil Defense warning system.

  
  Actions to take:

  • Stay away from the perimeter of the building and exterior glass. Close drapes, blinds, etc., if time permits.
  • Leave your office if located on the building perimeter. Close the door.
  • Go to the basement if possible. If you cannot get to the basement, go to a center corridor or other protected location.
  • Sit down and protect yourself by putting your head as close to your lap as possible, or by kneeling and protecting your head.
  • Do not go to the first-floor lobby or outside the building.
  • Keep your radio or television set tuned to a local station for information.
  • Do not use the telephone to get information or advice. This only ties up circuits.
  • Follow the direction of the department safety representative.
  • If you are trapped in an outside office, seek protection under a desk. Keep calm.

  
  Earthquake Procedures

  The shaking caused by an earthquake may last from a few seconds to multiple minutes. There may be after shocks over several hours/days/weeks/months.

  The biggest dangers in an earthquake are:

  • Falling objects (pictures, items in cupboards and on shelves, ceiling tiles and fixtures, furniture, file cabinets, bookshelves, etc.)
  • Swinging doors and broken windows
  • Many things may stop working (lights, telephones, elevators, heat, air conditioning, etc.)
  • Possible fires (from broken natural gas lines, electrical short circuits, or other causes)
  • Electrical shock hazards from damage to electrical equipment
  • If you are standing or attempting to walk, you may be thrown to the ground and injured

  
  During the earthquake:

  • Remain calm.
  • Take cover under a desk or table.
  • Protect your head and neck from falling objects.
  • Face away from windows and get out of their proximity.
  • Stay away from objects which could fall on you.
  • Stay where you are — do not run outside.
  • If outdoors, stay in an open area — do not enter a building.
  • If operating an appliance, turn it off at the first sign of shaking, then take cover quickly.
  • Be prepared for the electricity to go out and the sprinkler system to turn on.

  
  When the earthquake stops:

  • Follow the direction of your floor safety representative or local procedures.
  • Do not use elevators.

  
  Hail Storm Procedures

  Stay inside and away from windows until the storm has passed.

  
  Fire Procedures

  Evacuation routes are attached to this letter. There is a building schematic in the first-floor front lobby. Familiarize yourself with evacuation routes and the name of your floor's safety representative. Determine in advance the nearest exit to your work location and the route you will follow to reach that exit in the event of an emergency. Also establish an alternate route to be used in the event your first route is blocked or unsafe to use.

  Remember, if you encounter heavy smoke, the exit signs above the doors may be hidden. Knowing in advance how many doors you will have to pass will allow you to crawl with your head below the smoke, counting the doors you pass so you know when you reach the exit door.

  • Remain calm.
  • If your clothing catches fire, stop, drop, and roll.
  • Immediately leave the area, closing all doors behind you using the designated exit route.
  • Call 9-1-1, and then call Campus Safety at 303-871-3000. Report the street address, nearest cross street, floor level, suite number, and any other pertinent information about the fire emergency.
  • Any attempt to fight a fire should be limited to the discharge of appropriate hand-held fire extinguishers, if properly trained.

  
  Fire Extinguisher Locations

  • All shop areas
  • Storage rooms on main floor
  • Basement (2) — located near exits

  
  Other Emergencies

  Power Failure

  • Remain calm and in place.
  • Follow directions of emergency personnel.
  • If available, turn on a battery-powered radio to find out what is happening in your area.
  • If you are familiar or assigned, go to your power box labeled "Emergency Power" and turn on the breaker for emergency lights.
  • Notify Xcel Energy and/or the Electrical Shop of power loss in the building.
  • Keep a flashlight with fresh batteries handy for your area.
  • Check with supervisor for instructions on work schedule, etc.

  
  Gas Leak

  • Evacuate or get people out of the immediate area of danger.
  • Call Campus Safety at x1-3000 unless the gas leak is perceived to be life threatening, in which case call 9-1-1 before calling Campus Safety.
  • After exiting the building, stay at least 50 feet away.
  • Do not re-enter the building until you are told it is safe to do so by Campus Safety, the Denver Fire Department, or Public Service Company.

  
  Bomb Threat

  All bomb threats must be taken seriously. If the caller is familiar with the building and specific about the location of the bomb, the call should be regarded with a high degree of urgency.

  In the event of a bomb threat, the person receiving the call should do the following:

  • Remain calm.
  • Do not try to transfer the call.
  • Ask, "When is the bomb going to explode?"
  • Ask, "Where is the bomb right now?"
  • Ask, "What type of bomb is it?"
  • Ask, "What does it look like?"
  • Ask, "What will cause it to explode?"
  • Ask, "Did you place the bomb?"
  • Ask, "Why?"
  • Ask, "What is your address?"
  • Ask "What is your name?"
  • Call 9-1-1 and then call Campus Safety
  • Do not touch suspicious objects

  
  As soon as the person who took the call is able, a report should be completed, noting the following:

  • Time of call
  • Exact words of caller
  • Sex, race, age of caller
  • Length of call
  • Time call was terminated
  • Number at which the call was received
  • Date
  • Description of caller's speech
  • Was the caller intoxicated?
  • Was the voice familiar? Who did it sound like?

  
  The report should also note if the caller could be described in any of the following ways:

  • Calm
  • Excited
  • Soft
  • Laughter
  • Distinct
  • Lisp
  • Disguised
  • Familiar
  • Accent
  • Angry
  • Slow
  • Loud
  • Crying
  • Slurred
  • Raspy
  • Clearing throat
  • Deep breathing
  • Cracked voice
  • Nasal
  • Rapid
  • Normal
  • Deep
  • Stutter
  • Ragged
  • Background sounds
  • Static
  • Music
  • Voices
  • Booth
  • Factory machinery
  • Clear
  • Motor
  • PA system
  • Local
  • Office machinery
  • Street noise
  • Animal noise
  • House noise
  • Long distance
  • Threatening or foul language
  • Well spoken (educated)
  • Irrational
  • Coherent
  • Taped
  • Message read by threat maker
  • Remarks

  
  Do not discuss the bomb threat with anyone other than Campus Safety or your supervisory personnel. Campus Safety will ask an employee who is familiar with the building to assist in the search.

  Additional instructions:

  • Campus Safety will advise others on campus, as appropriate, that a bomb threat has been made on the building.
  • Employees should not leave their offices, except at the direction of authorities.
  • If you are to evacuate, please take purses and briefcases out of the building with you to facilitate the bomb search.
  • Follow the directions of your floor's safety representative during the evacuation.
  • Use natural design of office space and set barriers to keep out unauthorized persons.
  • Develop a code within your area to alert others of pending danger.
  • Maximize visibility.
  • Establish a calling tree for notifications.

  
  Be alert for the following warning signs:

  • Workplace violence
  • Sudden change in character, dress, or how a person feels about the department, etc.
  • Absenteeism and tardiness that goes beyond the norm
  • Blaming others for poor job performance
  • Forgetting simple instructions
  • Obsession with or attraction to a co-worker that leads to harassment

  
  Document these problems and notify the next level in supervision. If you are the supervisor, address problem with employee. Be firm, but fair. Know your resources within the University that you can turn to (i.e., Human Resources, Campus Safety, EAP, Risk Management, etc.) for assistance. Maintain confidentiality but, if other employees could be at risk, then inform staff of the risk.

  
  Other Safety Information

  University Park Campus Emergency Phones

  • The emergency phones can be used for contacting Campus Safety/police assistance, fire alert, motorist aid, medical help, or other Campus Safety services and emergency information.
  • Please note that there are two types of HOT LINE phones (phone with receiver and button speaker box).
  • To use a HOT LINE phone (button type) simply press the button, and you will automatically be connected with Campus Safety. Once the button is pressed, you will have two minutes after connection with the Safety Dispatcher to complete your message.
  • To use the HOT LINE phone (with receiver) you simply pick up the receiver and you will automatically be connected with Campus Safety Dispatch. No dialing is necessary.
  • Call when you discover or observe any actual or suspected criminal activity, when any medical emergency happens, or any other emergency assistance is required on campus.

  
  Campus Safety Programs

  Campus Escort Service

  • Working late?
  • Trying to meet a project deadline late at the office?
  • DO NOT WALK ALONE AT NIGHT!
  • Use the buddy system or
  • Contact the Campus Escort Service at Campus Safety, 871-4338.
  • Service provided during hours of darkness (Dusk to Dawn), seven days a week.

  
  DU Safety Info Line: 303-871-3130

  • Report a potential safety problem.
  • Leave anonymous tips about criminal activity.
  • Listen to campus safety updates, including reports of criminal activity.
  • Use this system at any time to leave information (via voice-mail) or to listen to the current message.

  
  Whistle Stop Program

  "Blow the Whistle on Crime"

  The Whistle Stop Program, "Blow the Whistle on Crime," attempts to provide an added sense of security for students and others on campus. It is a way for you to invest in your personal security and the safety of others. The police say a loud noise is one of the best deterrents against crime. The simple blowing of the whistle can create a diversion and enable you to run to safety. In addition, people within audible range will be drawn to your assistance.

  The whistle should be used only in emergency situations. If you are held up, don't resist, don't take risks, and blow the whistle only after you are out of danger. Blow the whistle to assist someone else if you observe that they are in danger. Do not blow the whistle for fun. This could cause confusion when a legitimate emergency is at hand.

  If you hear a whistle, call Campus Safety at x1-3000, give your name and the location where you heard the whistle. If you feel comfortable, gather a group of people and go to the location where the whistle was blown. If you are in sight of the victim in danger and the victim cannot continue to blow a whistle, blow your whistle to attract security personnel to the scene. Do not attempt to intervene in the situation. Stay at a safe distance and direct security personnel to the location.

  Whistle drills should be held periodically to enable students to practice the use of whistles in emergency situations.

  
  Criminal Activity

  When you discover or observe any actual or suspected criminal activity or other emergencies on campus, call Campus Safety immediately at x1-3000.

  What to say:

  • Your name and phone number
  • Location of incident
  • Whether there are any injuries
  • Whether the perpetrator is still there
  • Where the victim of the crime can be located
  • Description of the suspect
  • Suspect's last known direction of travel

  
  Personal Safety and Security

  Bicycle Security

  • Locks, chains, and cables do deter thefts. Buy the best devices you can find — quality and thickness are important.
  • Always use bicycle racks. They are provided all over campus.
  • Record the serial number of your bicycle and keep it in a safe place. Keeping your bill of sale and a color photograph is also helpful.
  • Join Operation Identification by calling 871-2334.

  
  Car Security

  • Remove all valuable personal property from sight (watches, textbooks, purses or wallets, tape deck, radar detectors, etc.)
  • Secure all doors and windows.
  • Install an audible security alarm system on vehicle.
  • Park your vehicle in a well-lighted area.
  • Participate in Operation I.D. by marking your property with your own personal I.D. number. Contact campus safety at 303-871-2334 to borrow an electric marking pencil.
  • Never hide a key on the exterior of your car. We recommend that you tape an unmarked car key to the inside bottom of your purse or backpack.
  • Always keep your keys in a secure place.
  • Mark your Social Security number on your car somewhere out of sight (wheel well or trunk).
  • Always look inside and around your car before getting into it.
  • Report any suspicious or abandoned cars to DU security immediately.
  • Report any theft or tampering to DU security immediately. Be prepared to give your vehicle registration information as well as any other details that might help determine the time the incident occurred.

  
  Property Security

  • Record serial numbers, account numbers, model numbers, brand names, and descriptions of valuables, credit cards, etc. Keep a duplicate copy in a separate location.
  • Personal property, purses, briefcases, etc. should never be left unattended, not even for a short time. Wallets and purses should be locked in a desk or drawer when not carried.
  • Always lock your office when you leave.
  • Never loan equipment, property, or keys to people you don’t know well or to people who have no right to use them.
  • Leave expensive items at home.
  • Never keep large amounts of cash or checks in your office.
  • Report stolen property immediately to DU Campus Safety.
  • Join Operation Identification by calling 303-871-2344.

  
  Emergency Contacts

  • Emergency: (UPC - 24 hrs) x1-3000
    Emergency: 9-1-1
    DU Safety (INFO-LINE) x1-3130 (to report potential safety, leave anonymous tips about criminal activity, and to listen to campus security updates)
     
  • DU Department of Campus Safety
    2400 South Gaylord Street (corner of Gaylord and Wesley)
     
  • Safety Dispatch (24 hours): x1-2334
    Safety Administration: x1-2139
    Crime Prevention Resource: x1-3132
    Lost and Found: x1-4232
    Parking and Traffic: x1-3210
     
  • Campus Operator: 0 or x1-2000
    Driscoll Information Center: x1-4232
    Health Center: x1-2205
    Mental Health: x1-2205
    Counseling Center: x1-3511
    Campus Escort Service: x1-4338
• FML 2.10 – Unscheduled Leave

  Policy

  It is important that an employee's supervisor know when that employee cannot report to work as scheduled so that arrangements can be made to cover the absence.

  
  Procedures

  • If an employee will be unable to report to work, and has not previously scheduled leave, the employee must call his or her supervisor at least 30 minutes prior to the start of the work shift. Telephone numbers for each shop are listed below.
  • If no one is in the office to take the call, the employee must leave a voice mail message, clearly stating his or her full name and the reason for not reporting to work.
  • If the voice mail messaging center is not accepting messages, the employee must then call the backup number listed below and leave the date and time that they called in.
  • A foreman should call the main office at 303-871-3250 (University Park), as well as leave a voice mail at his or her shop so that the employees know that he or she will not be at work.
  • The same procedures should be used to report lateness to work.

  
  Shop Phone Numbers

  	Primary	Back up
  Ritchie Center	871-4651	871-7018
  General Maintenance	871-3224	871-3250
  Custodial	871-4819	871-2334
  Electrical	871-3244	871-3250
  Garage	871-3250	871-3248
  Housing Maintenance	871-3239	871-3250
  HVAC (Refrigeration, Boiler)	871-3228	871-3250
  Irrigation	871-3229	871-3250
  Key	871-3240	871-3250
  Plumbing	871-3219	871-3250
  Grounds	871-3242	871-3250
  Detail Crew	871-4613	871-3250

  
  Note: Any changes to the preceding policy, procedures, and/or telephone numbers will be communicated to employees and the Union prior to implementation.
   

  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: May 4, 1998 (supersedes July 1, 1997)
  Revised: January 1, 2005

• FML 2.11 – Flex-Time Schedules

  Purpose

  The purpose of this memo is to outline policies and procedures for flex-time work schedules in the Department of Facilities Management & Planning.

  
  General Policies

  The University of Denver has a general policy permitting flex-time work schedules within certain parameters (Reference: University Policy 3.10.030). These are:

  • Management approval is required in advance for a specific flex-time work schedule.
  • The flex-time schedule must accommodate the requirements of the department.
  • As an alternative to the standard 8:00am to 4:30pm work week, employees may request flex-time work schedule under which employees could normally begin their workdays anytime between 7:00am and 9:00am on the hour or half hour.

  
  Procedures

  The Department of Facilities Management & Planning will permit flex-time schedules in Shops under certain circumstances, as follows:

  • The flex-time schedule must be approved by the Shop Foreman and submitted to the appropriate manager e.g., (Director of Physical Plant, Director of Building Service, Custodial Services Director, Operations Director and Assistant Director of Facilities) for final approval, prior to implementation.
  • Any staff member who is working a flexible schedule must start work promptly at the beginning of the flexible work shift.
  • Flex-time schedules are superseded by emergency operations, such as snow removal.
  • Due to the variable shifts that are worked in Facilities Management – flex-time within the Facilities Department will not always meet parameter 3 as outlined in the University Policy 3.10.030 but it will follow the other two parameters

  
  All employees should work a set schedule. The Facilities Director should be apprised of this schedule and the other Administrative Staff, including office personnel should be aware of these schedules. Approved flex schedules must follow all other University Policies, provisions under the Union contract, state and federal statutes.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: August 1, 1997
  Revised: January 15, 2005

• FML 2.12 – On-Call Compensation

  Purpose

  Due to the emergency nature of some of the responsibilities of the Department of Facilities Management & Planning, it is occasionally necessary for designated personnel to be placed on an "on-call" status to insure adequate response to operations. The purpose of this letter is to detail how such status will be invoked and how it will be compensated.

  
  General Policies

  Anyone who is required to be on-call for a specific period of time, either through a pager or telephone, shall be required to respond as instructed and shall be compensated at the rate of $1.00 per hour for each hour of the on-call status. Failure to respond while in the on-call status may result in disciplinary action and forfeiture of the on-call compensation for that particular period of time.

  Nothing in these procedures is intended to preclude the University from calling employees into work on an as-needed basis who are not in an on-call status. Employees who are not in an on-call status and who do not respond or cannot be reached for an unanticipated call in will not be subject to disciplinary action.

  
  Procedures

  • The supervisor will advise the employee who is placed in on-call status of the start and end time, which will establish the compensation period.
  • The employee is required during that period to carry a University-owned activated pager.
  • When the employee is paged while on-call, he must respond within 30 minutes of the scheduled start time to the supervisor's instructions and report ready to work. During the actual work period, the employee will be compensated in accordance with Federal, University and/or Union contract provisions. The on-call compensation will end at the start time that has been designated by the supervisor.
  • If the on-call status ends due to expiration of the original end time or because employee has been required to report to work, it must be reactivated by the supervisor with a new start and end time.
  • The supervisor may extend the on-call period at any time, based upon changing conditions, by notifying employee of the extended time period.

  
  Exceptions

  These procedures and compensation do not apply to situations during the normal work week (i.e., Monday – Friday) where an employee is informed of a pre-determined, specific reporting time prior to the end of the preceding work day. For example, if a snow crew member is instructed to report for snow removal operations the next day at 5:00 a.m., then he or she shall not be deemed to be in an on-call status and shall not receive the related compensation. However, if the employee is instructed to report at 5:00 a.m. on Saturday, he or she is considered to be in an on-call status and the compensation applies.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: November 1, 1997
  Revised: January 1, 2005

• FML 2.13 – Snow Boot Reimbursement Policy

  Purpose

  The purpose of this letter is to set forth the reimbursement policy for purchase of insulated snow boots by members of the snow removal team. This reimbursement policy was discussed and agreed upon during a Labor Management Round Table session in October, 1997.

  
  General Policies

  Any member of the snow removal team, who is identified as a snow team member in the Snow Plan is eligible to be reimbursed up to $25 for the purchase of insulated snow boots. An employee is eligible for this reimbursement once every four years. Facilities Management staff who are not listed on the snow team but occasionally are asked to participate in snow removal operations are not eligible for this reimbursement.

  
  Procedures

  • Snow team member purchases insulated snow boots.
  • Snow team member submits the original receipt to the Facilities Management Administrative office staff.
  • Administrative Office staff will provide the cash reimbursement up to $25.00.
  • The receipt will be kept on file to document the date of reimbursement.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: November 1, 1997
  Revised: January 1, 2005

• FML 2.15 – Time Clock Policies

  Purpose

  The purpose of this letter is to set forth time clock policies in the Department of Facilities Management & Planning.

  
  General Policies

  • All Union and seasonal (non-exempt, non-appointed) employees are required to "punch" a daily time card using a designated time clock at the start and end of each workday. Upon approval of the Foreman, if the employee takes an extended lunch break they may be required to punch in at the start and end of the lunch break.
  • Employees must punch in prior to the start of their work shift and be ready to begin work at their work assignment at the starting time of the shift. Employees must punch out at the end of their work shift. Employees should only punch in at the time they begin working and only punch out when all work is completed for their daily shift.
  • Punches that occur after the assigned start time of up to seven-minutes will be rounded back to the full hour. For example, if a scheduled start time is 7:00 a.m., and an employee punches in at 7:07, the start time will be rounded back to 7:00 a.m. If an employee punches in at 7:08 or later, the start time will be rounded to 7:15. The same practice will occur at the end of an employees' shift. A Foreman may allow up to a seven-minute grace period on rare occasions, when an employee has been unavoidably detained or must leave early. However, a pattern of late punch in or early punch outs will not be tolerated. A pattern is defined as more than three early or late punches (more than seven minutes) in a 30-day period (see Work Rules, Group II.13).
  • No one may punch the time card of another individual under any circumstance. Such an action is falsification of records, a Group I work rule infraction and will not be tolerated. If an employee fails to punch his or her card, he or she must notify the appropriate foreman.
  • Only the appropriate foreman or manager may alter any information on a time card. Any alterations must be initialed and dated by the foreman.
  • The appropriate foreman or manager must authorize any overtime.
  • Any time clock malfunctions must be reported immediately to the Facilities Management Main Office at extension 2200 (University Park).
  • Upon receipt of the employee's pay check if the staff member has a question or disagrees with the number of hours compensated for they should bring this to their Foreman's attention immediately. If the employee wishes to grieve the amount paid, they must do so within one week of receiving the paycheck that is in dispute. Copies of time sheets and time cards are available at the Facilities Management main office.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: June 26, 2013 (supersedes memo dated January 1st, 2005)
  Revised: June 26, 2013

• FML 2.16 – Personnel Records Management

  Purpose

  The purpose of this letter is to set forth the procedures under which Facilities Management employees are allowed to access the personnel files maintained in the Facilities Management main offices (2400 S. Race St.). In order to access the personnel file maintained in Human Resources, an employee should contact that Department.

  
  General Policies

  An employee is allowed to view his or her personnel file that is maintained in the main office and make copies of its contents.

  
  Procedures

  • The employee must request an appointment to view his or her file by contacting his or her supervisor. The supervisor will arrange a mutually convenient time with the administrative office staff for the employee to view the file in the main office.
  • The administrative staff member will pull the employee's file.
  • The employee may view the file for a reasonable amount of time under supervision from his or her supervisor or an administrative staff member.
  • If an employee wishes to make copies of any of the contents of the file, he or she must mark with paper clips or "sticky notes" the sheets to be copied and request that an administrative staff member or his or her supervisor make the copies.
  • The employee may not remove or insert any material or reorganize the file in any way.
  • If the employee wishes a Union or other representative to access his or her file, he or she must submit written permission at least two working days in advance to the main office before Facilities Management will pull the file for review. The above procedures then apply to the employee’s representative as well.

  
  Approved by:

  Jeff Bemelen, Director of Facilities Management & Planning
  Effective: October 1, 1998
  Revised: January 1, 2005