Middlesex Community College

The Facilities Administrator receives service requests electronically through the SchoolDude interface on the Facilities web page, over the phone and by email. All work received through these channels are prioritized in SchoolDude.

The Facilities Administrator will review each service request. In doing so, they will:

• confirm desired dates and deadlines
• clarify the details and scope of the requested work
• establish the work priority based on the prescribed priority and response service levels
• issue the work order to the correct Facilities Management division (i.e. Maintenance,Custodial, Grounds, and Utilities)

The reviewed and completed request now becomes a work order that can be scheduled and completed within each division on each campus. Work at the highest level (Priority 1) receives immediate attention.

Each site has access to SchoolDude to track all orders that are under their supervision. The orders are assigned to an individual or group of individuals to perform job tasks. The individuals performing the work are also able to electronically track all jobs that have been assigned to them.

SchoolDude provides email status updates of the work order at key points within the work order life cycle. Electronic notification is sent to the originator of the work order at the entered stage, if and when the work has been started and upon completion. A notification will also be sent if the work order has not been approved with an explanation provided.

Work is scheduled based on the time it should take to complete the requested work. The matrix below details the five priority levels. These are based on the potential risk to building or occupants and the impact on the college to deliver its’ core mission.

Priority #1 Immediate /Same Day Response (Emergency or Safety)

• Direct health or safety impact and preventing the delivery of the core mission of Middlesex Community College.

Priority #2 48 Hour Response (High)

• If not attended to, possible direct health or safety impact or impact on the core mission of Middlesex Community College.

Priority #3 10 Working Day Response (Medium)

• No immediate health or safety impact but needs attention. Work needs to be complete but no immediate impact on the core mission of Middlesex Community College.

Priority #4 Date Sensitive Response (Scheduled)

• Customer requested completion date and work that is charged back to the campus. This work needs to be completed based on the date the customer is requesting in order to keep their operations functioning normally to achieve the core mission of Middlesex Community College.

Priority #5 90 Day Response (Low)

• Requests that have an impact on aesthetics or minor impact on the function of the building.

Maintenance

• Explosion or Fire
• Water Leaks (i.e. floods, roof leak, broken plumbing, toilets / urinal overflowing)
• Exposed faulty electrical fixtures or devices Power outage to entire wing or floor
• Mechanical system failure on a building wide level (i.e. building alarms not active)
• Faulty locking mechanism not allowing entrance or exit to an area
• Elevator entrapment
• Accessibility issues (i.e. lifts, toilets, and accessibility buttons)

The following items may elicit immediate response to render a situation safe or secure:

• Fire safety device malfunctions
• Broken glass – endanger of cutting individual Damaged doors that can’t be secured
• Items significant effect on classrooms or examinations
• Fixtures in danger of falling

Utilities

• Floods
• Smell of gas
• Server rooms overheating
• Building heating system – more than 5°C above the set point
• Room Temperatures – Winter < 15°C; Summer > 30°C
• Group Fume hood system in alarm
• Underground service breaks (i.e.: water main)
• Abnormal operating noises in fans / pipes – severe in nature

Custodial (direct safety impact on campus)

• Water leaks (i.e. floods, plumbing)
• Building leaks due to plumbing issue
• Broke glass
• Unlocking door or classrooms
• Removal of snow / ice conditions on stairs
• Emergency clean ups (i.e. blood, vomit)

Grounds

• Broken irrigation line
• Downed tree or broken limb
• Arts Quad stone issues
• Pest control
• Offensive graffiti
• Missing stop signs
• Hazardous clean ups (i.e. oil)
• Snow / ice conditions

Others

• Deliveries of perishable items associated with Research
• Material required for teaching & instruction courses
• Emergency deliveries (i.e.: ice melt to various buildings, material for emergency maintenance work)
• Office moves to support emergency clean ups

Maintenance

• Fire safety device malfunctions (i.e. missing or malfunctioning)
• Tripping hazards – large sections of carpet ripped up, elevator not leveling
• Damaged doors – kicked in and can’t be secured, door falling off hinges
• Broken glass
• Faulty lock mechanism not allowing area to be secured
• Clearing of ice from roof / eaves
• Fixtures in danger of falling & causing person injury (i.e. lights, roof)
• Elevator malfunctions
• Items have minor effect on classroom or student common areas
• Manholes backed up
• Bike lock cut
• Bowing Ceiling tiles (i.e.: visibly damp)
• Water fountain filters that require changing
• Power outages (i.e. office blown breaker)
• Toilets or urinals constantly flushing

Utilities

• Room Temperatures –Winter = 15°C - 19°C; Summer = 26°C – 30°C
• Individual Fume hood malfunctions
• Abnormal operating noises in fans / pipes – moderate in nature
• Poor air quality in rooms
• Loss of water

Custodial (direct impact on image of campus)

• Washroom Conditions (i.e.: no soap, toilet paper)
• Increased public area waste collection & general cleaning
• Urgent set up requests
• Emergency light requests

Maintenance

• Plugged or leaking washroom / bathroom fixtures
• Missing or malfunctioning washroom fixtures (i.e. soap, paper dispensers, toilet seats)
• Keys re-cut or broken keys
• Door closers and other door malfunctions
• Malfunctioning light fixtures (i.e.: light burnt out, fixture not working)
• Mechanical failures on local level (i.e.: loose dampers or grill)
• Ceiling tiles are moldy with growing black fuzz
• Sump pumps unless otherwise notified (i.e.: not causing leak situation)

Custodial

• Malfunctioning light fixtures (i.e.: light burnt out, fixture not working)

Maintenance (require coordination)

• Date specific requests (i.e. estimates, renovations, new installs)
• Event / Set ups (i.e. electrical for event, hang banners)

Custodial (require coordination)

• Event / Set ups (i.e. council hall, exams, hospitality)
• Renovation clean up and cleaning
• Confidential waste pick up
• Furniture moves

Grounds (require coordination)

• Event / Set ups (i.e.: extra waste bins, exterior set ups)
• Increased Litter collection
• Center core drainage issues
• Graffiti removal (non-offensive)
• Increased Landscaping (i.e.: grass cutting, pruning)
• All non-hazardous service requests

Other (require coordination)

• Event / Set ups (i.e. delivery of tables, chairs)
• Office moves
• Delivery / pick up of equipment and machinery
• Confidential waste pickups (i.e. exceeding 15 small boxes)
• Heavy waste removal
• Cleaning supplies to all buildings
• Large deliveries from general receiving
• Off campus and out of town picks up / deliveries

* Utilities do not have any items in this priority.

Maintenance

• Aesthetics related items that are non-safety related (i.e. damaged drywall, missing or stained ceiling tiles, stall doors do not lock)