Mission StatementThe Mission of Facilities Management at Bryant University is to effectively and efficiently provide services that support the faculty, staff, and students in pursuit of excellence in their individual and institutional, academic, and community objectives. This service is directed toward maintenance and operation of all facilities on campus. |
Facilities Management Administration and Planning
Maintenance Department
PROCEDURES:
Key control policy for faculty and staff:
Custodial Department Weather related delays or cancellation information due to a snow emergency may be obtained by calling the Bryant University Information Line at 401-232-6002. I. Facilities Management (FM) adheres to the polices written by the Bryant University Accounts Payable and Purchasing Departments.
II. Tracking Operations and Maintenance Accounts At the beginning of each fiscal year, budgets are loaded into the University’s accounting database (Banner). Operating budgets and expenditures are subsequently tracked trhoughout the year using Banner general ledger reports. III. Tracking Capital Accounts All capital projects are monitored by their respective Project Managers. The Manager of Financial Operations will review each project with the assigned Project Manager on a monthly basis to confirm/create a cash-flow report that is published quarterly. When a project is completed, any remaining funds will revert to the Facilities Contingency Account for proper disbursement. |
Campus Refuse Disposal
The Facilities Management Department is solely responsible for the collection and disposal of campus refuse. The Department will make every effort to ensure that disposal and collection of refuse is timely and in full accordance with all state and federal regulations governing this function.
Due to the excessive costs associated with disposal, the Department will make every effort to diminish the trash stream through recycling procedures and conservation.
All costs associated with refuse removal will be annually provided for, annually, in the Facilities Management budgets.
It is the policy of Facilities Management that University building roofs are strictly off-limits for experiments or any other activity other than Facilities Management construction or maintenance. Only authorized personnel are permitted on the roofs. Authorization to access any roof must be obtained from the Director of Facilities Management.
Temporary signs, banners, posters or other types of signs advertising University events are permitted with the following restrictions:
- All student-related signs must be stamped for approval by Student Affairs and indicate “remove by” date. Material not stamped will be removed.
- Signs may not be attached to the interior or exterior of any building except at designated locations.
- Exterior signs will not be displayed on campus signage, traffic signals, trees, sign posts or lamp posts. Free standing signs may be placed around the grounds with the prior approval of the Center for Student Involvement of the Director of Facilities Management or his/her designee.
- Interior signs will be confined to bulletin boards or similar areas identified for said purpose. Adhering signs and other displays to walls, doors, railings, windows, or similar interior structures causes damage and therefore, is prohibited.
- All displays must be promptly and completely removed by the removal date or completion of the event.
It is the policy of the Facilities Management Department that University and private vehicles are not permitted to be driven on the grounds or pathways without explicit permission from the Director of Facilities Management and/or the Director of the Department of Public Safety.
The professionalism exuded by staff on campus may be strengthened not only by working smart, sensibly, and consistently, but also by the conspicuous presence of a uniformed, mobile work force. The University will provide all facilities personnel with uniforms and equipment necessary to project a professional presence on campus.
I. Purpose:
If hampering snow conditions, physical plant problems, or a national/state/local emergency develops, it may be necessary to close Bryant University.
In emergencies, employees are designated as:
- Faculty
- 12-month employees
- Essential staff
a. Security staff
b. All grounds maintenance and custodial staff
II. Procedure:
Essential staff employees, as defined, must report to work under all circumstances. There has been no attempt to equate the relative danger in travel conditions for students versus employees. It must be assumed that an employee, whose road/traffic situation prohibits his/her getting to the University, is within reason and right in determining not to endanger life and limb.
Recharge Policy
Residential Recharges
A work request is entered into TMA work order management system (either manually if from a custodian or online if from faculty, staff, or students). Once done, it is designated as a Service Call. The service call is given to the lead trades person.
Should the request involve residence hall, townhouse, or senior apartment repair/damage, the lead trades person returns the Service Call to the Facilities Work Control Coordinator and writes the recharge amount (from his/her copy of the Recharge Rates Chart), along with what was done to remedy the repair/damage. Technician labor costs are included in all recharges, along with the material cost to repair/replace the damaged item.
The Vandalism Report containing date of repair, location of repair, damage description, and recharge amount is saved (in the TMA Database), and a hardcopy is sent via interoffice mail to Residence Life. A sample of this TMA Vandalism Report can be printed two different ways depending on how much information you need to “see” on it.
- Vandalism Detail Report
- Vandalism Report
Overtime
Every effort is made to perform routine predictable services required by the community during normal work hours. Organizations are recharged when it is necessary to have facilities staff or custodial, maintenance, or grounds personnel perform duties outside of their regularly scheduled work hours. As it relates to campus wide events, personnel requests are made through Central Scheduling with details of event time, location, setup, and staffing requirements. Account numbers for recharges are requested at this time.
- On the weekly time sheets, department supervisors flag the employees, hours, and the name of the event that was worked.
- A list is made each week of all overtime hours.
- A worksheet is completed for each organization’s rechargeable hours.
- A recharge form from the Controller’s Office Web site is completed and copies are sent to the organization being charged along with a copy to the Controller’s Office.
Departmental
Gasoline:
Once the weekly gasoline consumption is calculated and accounted for, we recharge the Director of Athletics, the Assistant Director of Fisher Center Operations, Conferences and Special Events and the Director of the Department of Public Safety for the gasoline used by their vehicles on a monthly basis. A recharge form from the Controller’s Office Web site is completed, and copies are sent to the department being charged, with a copy to the Controller’s Office.
Material for Work Performed:
The Facilities Department is tasked with maintaining all equipment and buildings on the Bryant Campus. Existing equipment is repaired on an as-needed basis. Maintenance and repair are the primary functions of the department. Requests for new installations will be charged to the department requesting a new installation. Examples of requests that fall within this category would be include additional electrical receptacles, or additional office shelving. Individuals who request items outside of those determined to be regular maintenance will have their requests reviewed on a case-by-case basis by the Facilities Department; a cost estimate for labor, material, and delivery time will be provided by the facilities engineer. The specific request should be addressed to the facilities engineer by the department manager, who must also provide a valid Bryant account number for the work. Upon completion of the estimate, the facilities engineer will provide a written estimate for the request. If the estimate is approved by the department manager, a work request will be generated, and the work will be scheduled.
The recharge dollar amount and account number to be billed is supplied on the work request, and then a recharge form from the Controller’s Office Web site is completed and copies are sent to the department being charged, with a copy to the Controller’s Office.
Facilities Management Maintenance Operations and Services
The Facilities Maintenance trades division consists of electricians, carpenters, plumbers, painters, HVAC mechanics, and locksmiths. These groups are responsible for all routine, emergency, and preventive maintenance on the University campus. They are also responsible for all summer resident-hall rehab work that is necessary for the quality of student life on campus. |
Work Order Management
The purpose of this section is to set forth the policies, responsibilities and procedures for opening, closing, and initiating work orders at Bryant University. This section prescribes the procedures to accomplish these requirements. |
I. User-initiated Online Work Orders
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- Users will visit the Facilities Management Web site at and select “Work Order Management.”
- The browser will load the Facilities Management Web site.
- The user will be prompted to click another link to get to the service window.
- In the left-hand window of the iService Desk screen, the user will select “submit a work request.”
- The user will follow the prompts and arrows to submit an online work request.
- When completed, the system will generate an email to the user on the status of his/her work order at key periods during the process, should the user submit an e-mail address.
- Online work orders are to be completed in non-emergency situations only.
Emergency Requests
The following items are considered emergencies and should be immediately called in to the Facilities Management Call Center at Ext. 6052:
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- Water Faucets, showers, or toilets that are overflowing and will not shut off
- Electrical outlets that are sparking or have tripped the circuit breaker
- No heat in a room or office
- Vandalism relating to locks
- Lock-outs
- Lost access cards and/or Fobs
- Food-service repair emergencies
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II. Facilities Management-initiated Work Orders
Facilities management staff will follow the same guidelines set forth in Section I above.
Should a request come from an end user during the start of non-related repairs, the Facilities Staff member will encourage the user to submit a work request utilizing the aforementioned procedures.
Should a request come from an end user during the commencement of a related repair, the Facilities staff member will note the additional work on his/her work ticket and notify his/her supervisor of the action. Under no circumstances will a Facilities Staff member conduct work without proper authorization and recording of that work on a work ticket.
III. Opening and Closing Work Orders
The work request dispatcher will log onto a computer that has the appropriate maintenance management software installed and will follow the directions prescribed in the manual that is located with the Facilities Coordinator.
III. Reporting Work Orders
All reports that are communicated outside of the Facilities Management Department require the approval of the Director of Facilities or his/her designee.
Snow Emergency Plan
The Bryant University Emergency Snow Plan has been implemented to provide successful and responsive removal of snow from all campus roads, sidewalks, walkways, buildings, dorms, townhouse entrances, and parking lots. Snow removal is considered emergency work and therefore considerable overtime cost may be required. Careful planning and preparation prior to the snow warning is vital to minimize this cost. Variable conditions encountered, such as rate and accumulation, moisture content, temperature, and time of day, will activate the Emergency Snow Plan. Emergency Snow Plan may be activated by the:
Guidelines for activating Emergency Snow Plan:
Guidelines for Response Activation:
Parking Ban:
Emergency External Snow Removal Vendors:
Essential Personnel: All employees holding the Custodial and Tradesmen classifications are considered essential personnel and will be required to report to work during snow emergencies within their normal assigned working hours unless otherwise advised. |
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Athletic Field Complex Fall Maintenance and Winterization
Procedures
Baseball and Softball Fields
- Final cut and clean
- Add infield mix and conditioner for stabilization and preparation for early spring practice
- Grade infield utilizing Laser Alignment
- Sod Cut infield lip to level
- Deep tine and aerify turf
- Address pitcher mound and install new rubber
- Address home plate and batters boxes
- Apply dormant fertilizer to all turf
- Install tarp on infield and secure for winter
Sutton Fields
- Final cut and clean
- Apply dormant feed to all turf areas
- Spray application for snow mold
Varsity Practice Field
- Final cut and clean
- Deep tine and aerify
- Apply top dress and over seed
- Apply dormant fertilizer
Intramural Fields
- Final cut and clean
- Solid tine fields
- Apply top dressing and over seed
- Apply dormant fertilizer
Track Field
- Final cut and clean
- Apply herbicide and dormant fertilizer
Field Hockey Field
- Final cut and clean
- Deep tine turf
- Top dress
- Address goal mounts
- Apply herbicide and dormant fertilizer
- Spray application for snow mold prevention
Stadium Field
- Final cut and clean
- Apply gypsum to fracture soil
- Apply herbicide and dormant fertilizer
- Spray application for snow mold prevention
Irrigation System
- Blow down all lines and secure to prevent freezing
Spring
- Remove all tarps
- Inspect condition of all fields to access winter damage
- Evaluate assessments, and report and program with Denis Brolin, Sports Turf Specialties
- Initiate rolling of all areas
- Initiate de-thatching of all areas
- Initiate cleaning all areas
- Spring fertilization program
Athletic and Outdoor Event Setups
General
Requests for Bryant University-sponsored events must be submitted by the sponsoring group. All requests must include a valid account number. Although there is generally no fee associated with an outdoor event unless labor is requested, the account number will be used should the space be damaged or improperly cleaned after an event. The request must be submitted a minimum of five business days prior to the date of the event. The business day ends at 5 p.m. so requests submitted after 5 p.m. will be received the following business day. Applicants are required to provide as complete a description as possible. If an event is planned that includes amplified sound, a tent, or catering, additional time for processing will be needed.
Athletic Fields
Recreational Fields and Practice Fields are designed to support Intramural and Club Sport activities, who hold first priority for the space. Therefore, fields that appear “available,” may actually be in use for sports programs. Any inquiries for athletic fields must be directed to the Athletic Director’s office to check for availability prior to submitting a request for athletic field usage. Tents are not allowed on any Athletic Fields.
Certificates of Insurance
When an outside vendor comes onto campus, the vendor must provide the University with a certificate of insurance that must be approved by the University’s Director of Risk Management. This certificate must show that the vendor has commercial general liability in the amount of $3 million per occurrence and must name Bryant University as an additional insured. Companies often add language that includes that the addition of Bryant University is for a specific date or the duration of an event.
Food and Alcohol
Alcoholic beverages must be supplied and served by a licensed caterer. The name of the caterer must be entered on the Request for Field Use. The organization may purchase and prepare (grill) food for an event provided that approval is given by the Facilities Management office.
Security
Each event will be reviewed by DPS to determine if security is required. If it is determined that security is necessary, DPS will indicate the number of officers that are required to work the event and what specific duties the officers will perform. The event sponsor must arrange for security at least two weeks in advance of the event.
Tents
Events with tents require a Town of Smithfield tent permit. All fees and arrangements for inspections by the Fire Department must be made in advance of the Request for Field Use. A copy of the tent permit must be sent to the Facilities Management office in order to receive final approval for the event.
Electricity
Facilities Management must have all electrical requirements a minimum of two weeks prior to an event in order to determine the staffing necessary for the event.
Car Washes
Requesters will need to request hoses and valve-control tools for use during a car wash. Use of the equipment is free; however, the account number on the request will be used for replacement of any damaged equipment or items not returned. Specific arrangements for the equipment can be made in advance by contacting Facilities Management at Ext. 6052.
Vehicle Accessibility
All Facilities-owned cars, trucks, vans, buses, and other motor vehicles will be controlled and kept in service by the Facilities Management Department. When available, they may be used by other departments/divisions for University-related purposes on a cost basis and on other terms as may reasonably be established by the Director of Facilities Management.
Grounds Equipment
These vehicles are solely for the use of the Grounds department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management.
Maintenance Vehicles
These vehicles are solely for the use of the Maintenance department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management, Facilities Engineer or Assistant Facilities Engineer.
Forms