Physical Plant Policies and Procedures Manual

THE PHYSICAL PLANT
Policies and Procedures Manual
Morehouse College
830 Westview Dr.
Atlanta, GA 30314-3773
Phone 404.681.2800 • Fax 404.456.7890
TABLE OF CONTENTS
Purpose…………………………… …………………………………………..............................
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Objective…………………………………………………………………………………………
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Organizational Description……………………………………………………………………...
Director of Physical Plant Duties………………………………………………………..
Physical Plant Services…………………………………………………………………..
Administration…………………………………………………………………...
Access Control…………………………………………………………………..
Electrical Services……………………………………………………………….
Maintenance Services……………………………………………………………
Plumbing Services……………………………………………………………….
Logistical Services……………………………………………………………….
HVAC – Heating and Cooling Services…………………………………………
Fire Safety Coordination…………………………………………………………
Pool Management………………………………………………………………..
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Policies….……………………………………………………………………………………….
Building Safety Requirements……………………………………………………………
Relationship with other College Departments and Units…………………………………
Maintenance Services (Grounds and Custodial)…………………………………………
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Changes in Buildings and Utilities on Campus………………………………………………….
Utility Connections for Building Contractors……………………………………………
Protection of Utilities……………………………………………………………………..
Installation of Equipment Requiring Utilities…………………………………………….
Request for Project Work…………………………………………………………………
General Maintenance and Emergencies…………………………………………………..
Distribution of Physical Plant Operations Costs………………………………………….
New Construction…………………………………………………………………………
Facilities Inventory……………………………………………………………………….
Environmental Health and Safety Program…………………………………………...….
Solid Waste Disposal……………………………………………………………………..
Dangerous Chemicals…………………………………………………………………….
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Procedures……………………………………………………………………………………….. 12
Plant Operations Safety………………………………………………………………….. 12
Physical Plant Administration…………………………………………………………… 15
Administrative Support………………………………………………………….. 15
Computing Support………………………………………………………………. 19
Other Functions…………………………………………………………………... 19
New Facilities Planning…………………………………………………………... 19
Specifications and Contract Documents…………………………………………. 19
Grounds Maintenance Services…………………………………………………... 19
Building Services…………………………………………………………………….….20-23
PURPOSE
The policies and procedures that follow delineate the major functions, set forth operating policies
and procedures, and highlight the interrelationships between the Physical Plant Department and
other entities of Morehouse College.
OBJECTIVE
The Physical Plant policies and procedures are to provide the college’s
Divisions/Departments/Units and the Physical Plant Department a comprehensive, consistent
source of service guidance in the area which will assist the Department in effectively and efficiently
providing support services to faculty, staff and students in their pursuit of excellence in academic
research, teaching and community service.
GOAL
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Continuously improve upon best practices and standards of customer service,
providing
quality service in a safe, timely and cost effective manner while operating in the most safe,
efficient and proactive manner
Comply with all federal, state and local government standards and regulations (i.e. OSHA,
EPA, HAZCOM)
Cultivate a culture of innovation, creativity and accountability
Provide clear and honest communications
Value teamwork and foster collaboration
Act with mutual respect for customers and fellow associates
Stay committed to the environmental stewardship of the Morehouse College Community
ORGANIZATIONAL DESCRIPTION OF PHYSICAL PLANT OPERATIONS
The Physical Plant’s mission is to provide an attractive, safe and well-maintained environment in support
of the College mission by working to provide high quality and integrated services to operate, maintain
and protect the College’s facilities and physical environment. The efforts of the Physical Plant staff help
ensure that students, faculty and staff alike may pursue their academic interests. The department is
responsible for cleaning, repairing and maintaining all facilities and grounds, overseeing construction
projects, and retaining all historical documentation on existing infrastructures. In order to maintain a
clean, comfortable environment on campus, the Physical Plant negotiates contracts for services like
housekeeping and landscaping, with janitorial and landscaping companies.
FACILITIES AND LOCATION
The Physical Plant occupies two facilities on campus, the main administrative building located at the
northern end of main campus, and a maintenance shop on the southwestern end of campus. Morehouse
College is located at 830 Westview Dr., SW, GA 30314.
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SERVICES PROVIDED
The Physical Plant department works to maintain the buildings and grounds on a daily basis.
Primary services offered by the Physical Plant Department are:
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Emergency, preventative and routine maintenance
custodial service
grounds maintenance
construction project management
HVAC, electrical, plumbing and water systems maintenance and repair
waste collection and recycling
safety and handicap accessibility checks
building access and key control
fire prevention controls and equipment management
logistics and transportation services
office and physical space set-up and alteration
pool maintenance
pest control
ORGANIZATION STRUCTURE
PHYSICAL PLANT
DEPARTMENT
Superintendent
Assistant
Superintendent
Administrative
Assistant II
Administrative
Assistant I
Customer Service
Assistant
Electrical Supervisor
Electrical Helper
HVAC Supervisor
HVAC Helper
Transportation /
Logistics Supervisor
Housekeeping Initial
Contracting
Grounds High Grove
Partners
Contractual
Plumbing Supervisor
Access Control
Supervisor
Maintenance
Supervisor
Logistics Worker II
Plumber Helper
Access Control
Technician
Driver
Plumber Helper
Locksmith
Project Coordinator /
Fire & Safety
Pool Manager
Maintenance Worker
Maintenance - Lead
Person
Logistics Worker II
Logistics Worker II
Maintenance Worker
Logistics Worker I
Logistic Worker I
Maintenance Worker
Maintenance Worker
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DIRECTOR OF PHYSICAL PLANT OPERATIONS
The Director of Physical Plant Operations (DPP) reports to and is directly accountable to the Vice
President of Campus Operations. The DPP is responsible for all related engineering and
architectural aspects of new buildings, plant services, maintenance, operations and renovation of
campus property; and such other duties assigned by the Vice President of Campus Operations.
These responsibilities include the operation of the utility systems, maintenance and custodial
services to academic, administrative, and other Morehouse College facilities. The DPP has
ultimate responsibility for maintaining all architectural documents, historical facility drawings,
utility location records, departmental material safety data sheets (MSDS’s), service records,
maintenance schedules and departmental budget
Duties:
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Manages and directs the following positions and functions: Physical Plant Administrative
Services., Skilled Craft Maintenance and Utilities Operations, Contracted Maintenance
Services (Grounds and Custodial), Transportation and Logistics, Fire and Safety, and the
Assistant Superintendent.
Provides general assistance to architectural engineering firms for construction projects on
Physical Plant’s specifications and some guidance to design solutions
Provides policy instructions to all contactors on maintenance and construction, and gives
approval to new construction methods or materials.
Develops for approval a Physical Plant Department budget, providing proper justifications
for amounts requested, including the development of all budget policies affecting the
Physical Plant’s operation.
Directs and approves designs and method of work for utilities, structures, equipment, and
methods of construction and maintenance.
Assumes responsibility for ensuring the Physical Plant complies with all Morehouse
College, state and federal policies and regulations.
Maintain a good working relationship with the head of all the College’s departments,
divisions and units.
Maintains records on personnel reporting, staff payroll, accounting for funds, budget
administration, and systems for charging other budgets for Plant Operations services.
Handles correspondence with architects, engineers, contractors, vendors, college officials,
state government, federal agencies,
Provide professional leadership and management for the Physical Plant.
PHYSICAL PLANT SERVICES
ADMINISTRATION
The administration division of the Physical Plant department is responsible for various aspects of the
Physical Plant’s administration services, including daily administration of Physical Plant Operations
work order receipts, dispatching, processing invoices for payment, billing issues, personnel
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administration, payroll, and dissemination of information and administrative support to the departmental
supervisors and the Director of Physical Plant Operations.
ACCESS CONTROL
Responsible for overall access to campus facilities which include ID cards, distribution of access cards
and keys, locksmith functions, maintaining automatic handicap access and access control for student
meal plans and other related functions. The Access control department maintains repairs and replaces, as
needed, all door locks and hardware for Morehouse College buildings.
ELECTRICAL SERVICES
The Electrical Services area of the Physical Plant Department exercises overall responsibility for
inspecting, planning, programming, preventative maintenance and general electrical equipment repairs.
MAINTENANCE SERVICES
The Maintenance Services area of the Physical Plant Department is responsible for planning, organizing,
coordinating, and controlling work order production and performance of general construction carpentry,
plastering, brick laying, painting and other specialties connected with the construction trades staff and
functions.
PLUMBING SERVICES
The Plumbing Services area of the Physical Plant Department maintains, installs, and repairs minor
water piping systems, all plumbing fixtures and appurtenances following recognized procedures and
techniques of the trade of plumber. Under general supervision, perform a variety of plumbing tasks and
duties provided by the Physical Plant Department.
LOGISTICAL SERVICES
Logistics is responsible for relocating furniture and office setup throughout the campus, pick up and
delivery of packages and other large items, and loading and unloading of delivery trucks. Logistics is
also responsible for daily trash and litter collection, snow and ice management, setting-up and
dismantling tents, and preparing the athletic field for special events. This department is also responsible
for transporting personnel and equipment related to college functions.
HVAC – HEATING AND COOLING SERVICES
The HVAC services of the Physical Plant Department manage the installation, repair, and maintenance
of all mechanical systems associated with providing good air quality and a comfortable indoor
environment for faculty, staff and students.
FIRE SAFETY COORDINATION
The Fire Safety Officer is responsible for providing a secure and safe atmosphere for the college
community and enforcement of applicable laws and regulations through education and training. As well
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as, checking all safety gear and ensuring that all handicap access entrances, exits and safety facilitators
(fire alarm systems, fire extinguishers, etc.) are in working order.
POOL MANAGEMENT
Pool management is responsible for performing maintenance of the pool, and outdoor fountains checking
the mechanical, chemical, and injections systems to insure that they are working properly. Monitor
chemical balance and water levels, changing lane ropes as needed, cleaning pool deck and maintaining
pool permits.
POLICIES
BUILDING SAFETY REQUIREMENTS
The Physical Plant Department complies with and/or takes steps to ensure compliance with the
following laws, codes, and standards during new construction, renovations and emergency repair of
existing campus buildings:
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Standard Building Codes, as adopted by the State of Georgia
OSHA Standards
Fire Protection Handbook – NFPA
National Fire Codes
National Electric Code (NEC)
National Electric Safety Code (NESC)
The Americans with Disabilities Act (ADA)
RELATIONSHIP WITH OTHER COLLEGE DEPARTMENTS AND UNITS
Prompt and Efficient Services:
The Physical Plant Department places high priority on rendering prompt and efficient services to
other departments at Morehouse College. The Work Order System provided by the Physical Plant
provides the college with a service tool allowing for prompt notification of maintenance issues
found in facilities and on campus grounds. To facilitate planning, any department/unit
contemplating using the services of the Physical Plant should submit a work order, notifying the
Physical Plant of needs requiring major effort. If the requests do not fall within the jurisdiction of
the Physical Plant Department, it will so advise the concerned department/unit and forward the
request to the applicable department.
MAINTENANCE SERVICES (GROUNDS AND CUSTODIAL)
Custodial Services – All contracted custodial service will adhere to all policies reflected in the
contractual agreement with Morehouse College. Normal custodial services consist of regularly
scheduled cleaning of classrooms, offices, corridors, rest rooms, and the like, Monday through
Friday with some weekend coverage. Custodial Services provides expendable supplies such as
paper, soap and towels as required. (Laboratory supplies and similar items are included.)
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Grounds - Contracted landscapers are responsible for the maintenance of college lawns, shrubbery,
and trees, landscape design and implementation, reseeding, pest control of lawns and shrubs, and
the removal/replanting of ornamental trees. Logistical Services is responsible for the cleanup of
grounds surrounding athletic facilities, especially after athletic events such as football, basketball,
baseball games and special events sanctioned by the college.
Additional Services – The Logistics Department is responsible for regular solid waste and garbage
pickup from all campus buildings on a regular basis or as requested by departments.
Lock and Keying – The Vice President of Campus Operations, Chief of Campus Police and the
Director of Physical Plant Operations maintain master keys. Only on an as needed basis will other
keys be assigned.
CHANGES IN BUILDINGS AND UTILITIES ON CAMPUS
The Physical Plant Department is responsible for ensuring that any changes in buildings or utilities
comply with and conform to all Federal, State, and local code requirements.
Buildings – Before allowing changes to buildings, the DPP, or his or her designated representative
must provide approval in writing. All changes or additions to floors, walls, ceilings, doors,
windows, Venetian blinds, and the like will be made either by members of the Physical Plant, or
under the direct supervision of the DPP or his or her designated representative.
Utilities – Plant Operations must effect all changes to and repairs of utilities.
Heating and Cooling Systems
The central heating and cooling systems at Morehouse College serve individual buildings and some
require manual switching of the system from heating to cooling or vice versa. Physical Plant will
change the system whenever the Building Captain or designated occupant of a particular building
requests the service.
Those utility systems under direct control of building occupants must be operated in an economical
manner. It is imperative to designate a Building Captain in each of these facilities to ensure proper
system operation to prevent damage to building systems and to provide energy conservation
measures.
Because of the design of some building systems, conversion from cooling to heating and vice versa
requires approximately 24 hours; thus, the system must not be changed often in a relatively short
time span.
The Department/Unit Head or his or her Building Captain must request changes by telephoning the
Physical Plant at 404-215-2664.
UTILITY CONNECTIONS FOR BUILDING CONTRACTORS
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The college furnishes temporary electric service to meet the needs of building contractors, through
the College electrical distribution system as covered in contract specifications. The normal agreed
upon cost is in the contract documents for that particular contractor. The Physical Plant will bill the
contractor monthly and prepare a final bill upon completion of the building, normally after final
acceptance of the building unless other agreements exist between the contractor and the Physical
Plant Department.
Physical Plant requires request for tap-on services by the contractor be in writing, to the Director of
Physical Plant Operations. Requests must be specific as to services required and must have an
attached rough sketch showing pertinent locations of services.
PROTECTION OF UTILITIES
Utility lines are vital to the operation of Morehouse College. The steam, water, sewage, gas,
electrical, telephone, data lines are all located underground throughout the campus, any personnel
that is contemplating digging or excavating near these lines must take extreme cautions. Only
personnel designated by the DPP, or his or her representatives, have authorization to dig or
excavate near these lines. The use of an underground locator is always required.
The DPP is responsible for the operation, maintenance, and repair of the utility systems on campus.
Anyone aware of an obviously defective utility line should notify the Physical Plant 404-215-2664.
INSTALLATION OF EQUIPMENT REQUIRING UTILITIES
Department/Unit Heads must contact the Physical Plant, in writing, before the purchase/acquisition
of special purpose equipment requiring utility connection (gas, water or electric) other than 120 V.,
single-phase electricity. Exempt from this requirement are standard voltage, low wattage devices
(typewriters, coffee urns, desk lamps, and similar items).
This coordination requirement helps discharge the Physical Plant’s responsibilities for maintaining
college facilities according to building, fire, and safety codes, and for assisting the purchasers in
determining the extent of items to consider in the completed installation and operation of special
purpose equipment.
The Procurement Department should contact Physical Plant before ordering special purpose
equipment, to ensure compatibility of such equipment with existing building utility capacities and
applicable codes.
Installation of special purpose equipment should be coordinated under the supervision of the DPP
or his or her designated representatives.
REQUEST FOR PROJECT WORK
Projects that involve renovation or remodeling of facilities or construction of new facilities require
design, costing, approval, and funding. The Vice President of Campus Operations normally request
funding of capital improvements and repairs. If unavailable, then funding must come from
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representative departments at Morehouse College. It is necessary; therefore, that adequate longrange planning for expansions or renovations occurs at the lowest level to ensure that enough time
is available to complete designs, to estimate costs, to secure proper approvals and to request
funding for the project.
GENERAL MAINTENANCE AND EMERGENCIES
General Maintenance – The Physical Plant provides all Departments/Units a high level of
maintenance service at a rapid rate of response consistent with the availability of the work force
and resources, and will give emergencies the highest priority.
Emergencies – Emergencies are those problems requiring immediate response to avoid interruption
of such essential services as electricity, gas, heat, air conditioning or plumbing. Conditions
considered hazardous to personnel, equipment, or facilities are also included in this category.
Physical Plant always handles on an emergency basis the restoration of utilities serving the
Infirmary, computer labs, laboratories, and similar facilities, giving high priority to maintaining the
public safety and the assets of Morehouse College.
The DPP or his or her representative is responsible for determining first whether an emergency
exists and what priorities to assign if several non-emergency maintenance problems need
immediate attention.
DISTRIBUTION OF PHYSICAL PLANT OPERATIONS COSTS
The Physical Plant operating account covers expenses for operating and maintaining College
facilities. In borderline cases, the DPP, or his or her designated representative, determines the
category of maintenance/repair and whether the Physical Plant’s budget can cover the cost of the
work or not.
NEW CONSTRUCTION
The Vice President of Campus Operations is responsible for the orderly, long-range development of
facilities at Morehouse College.
The Office of Campus Operations is responsible for new facilities planning and for implementing
capital improvement projects. Generally, new facilities planning and construction are limited to
projects approved by the Board of Directors. Outside architects and contractors work in close
coordination with the Physical Plant Department to accomplish other projects.
FACILITIES INVENTORY
Equipment Inventory – The inventory control section of the Physical Plant Department maintains an
equipment inventory list, which includes the equipment assets assigned to the Physical Plan. As
required, Physical Plant receives all communications regarding changes to the equipment inventory list.
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Architectural Documents – The Physical Plant Department maintains various types of architectural and
engineering documents referencing all Morehouse College facilities.
A.
Composite Maps
These maps show utilities such as steam and power lines. The maps are for the Physical Plant’s
maintenance/repair crews and who update them as necessary.
B.
"Record" Building Construction Plans and Maintenance Files
These documents are on file for each completed construction job on the main campus. Upon completion
of each project, the commissioned architects/engineers must provide the Physical Plant Department a
complete construction plan and indexed maintenance file on each device, fixture, component, and related
items.
C.
Floor Plans
Floor plans are compiled with-in the blueprint or as-built drawings of campus facilities. The drawings
are in the Physical Plant Office. These periodically updated drawings, show basic outlines and
dimensions of facilities. The Physical Plant department receives request for floor plans in writing. They
are available as needed.
ENVIRONMENTAL HEALTH AND SAFETY PROGRAM
The Physical Plant Department at Morehouse College, in cooperation with the Environmental
Health and Safety Officer, is responsible for ensuring compliance with applicable State and
Occupational Safety and Health Act (OSHA) safety requirements. The Director of Physical Plant
Operations is responsible for the internal compliance of the Physical Plant Department.
Safety Program Description
A. The Safety Program at Morehouse College involves training Supervisors and Workers in the
safe operation of machinery, power tools, and moving vehicles. The program works to raise
awareness of job hazards such as moving gears, exposure to dangerous solvents and electric shock,
fire, noise pollution; and in the wearing of protective gear (helmets when necessary, safety shoes,
ear plugs, or ear muffs, and safety glasses). Included in the safety training are steps to provide
emergency first aid and transportation of injured personnel to the Infirmary. For personnel
seriously injured, an ambulance service will transport the patient to the nearest hospital.
B. The Director of Physical Plant Operations will meet periodically with the Heads of the
Departments/Units under his or her control to discuss the various accidents and ways to reduce the
rate of accidents. Internal policy requires that Supervisors conduct safety meetings and provide
documentation of topics discussed to designated personnel.
SOLID WASTE DISPOSAL
The Physical Plant is responsible for the disposal of solid waste. Contractors doing work at
Morehouse College must make their own arrangements to transport their trash to an appropriate
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landfill. Such debris/trash includes uprooted trees and other trash accumulated because of
construction projects. Morehouse College, while operating one solid waste compactor truck, also
uses private contractors to haul solid waste to the landfill. Contractors periodically service the
dining hall and other sites on campus that have dumpsters.
DANGEROUS CHEMICALS
Dangerous chemicals are disposed of following applicable safety and health standards by
cooperative efforts through the Environmental Health and Safety Officer, currently (January 2008)
that responsibility resides in the Office of Campus Operations. All chemical spills require
notification to the Campus Police Department and the Health and Safety Officer.
PROCEDURES
PLANT OPERATIONS SAFETY
(APPLICABLE TO ALL PLANT OPERATIONS PERSONNEL)
Management Responsibility
Under the general direction of the DPP and the Chief of Campus Police, each supervisor is
responsible for safety within his or her department, shop, section, or other area of responsibility.
Safety Rules
Physical Plant employees must follow general safety rules to help ensure protection of life and
property. The following listing is not complete, though it does serve as a guideline to exercising
good safety practices. An employee must:
A.
Always use good judgment. He or she must remember that safety is everyone's
responsibility and that the attainment of a fully successful program is dependent upon each
individual's complete support and undivided attention;
B.
Obtain assistance when trying to lift heavy or awkward loads. When lifting, the employee
should let their legs to lift, not their back. THE EMPLOYEE MUST NEVER TWIST HIS
OR HER BACK;
C.
Be sure to wear gloves designated for the particular application any time it is necessary to
handle rough material and dangerous chemicals, work on high voltage circuits, or operate
live steam lines. Electrical protective equipment must conform to OSHA requirements;
D.
Remember not to wear rings or jewelry of any type when servicing electrical equipment or
when using power tools or equipment with exposed moving parts;
E.
Never attempt to make an electrical repair of any type; he or she must call an electrician;
F.
Never stand or work under a hoist that is supporting a load;
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G.
Always wear goggles or safety glasses when using a grinding wheel or when operating
machine tools. Eye protection must conform to OSHA requirements;
H.
Make sure, before ascending a ladder, that it is properly braced and supported and is of the
proper length;
I.
Never operate power tools or use extension lights and cords that are not equipped with a
third prong ground; must not use portable hand lights without safety guards; must not use
frayed power cords or allow cords to drop into a liquid medium; and must ALWAYS check
power tools with a ground fault tester before use;
J.
Always use the handrail when ascending or descending stairs;
K.
When subjected to prolonged exposure in outdoor environments, wear proper apparel: shirt
and hat in the summer and warm apparel in the winter; and drink plenty of water;
L.
Walk, not run, unless running is appropriate;
M.
Make sure, when working in close quarters, that adequate ventilation exists for the task or
job to be performed;
N.
Smoke in designated areas only; Do not smoke when in the presence of combustible
materials; must not store combustible materials near sources of heat or sparks; and must
ensure that proper ventilation exists;
O.
Never use compressed air to blow off wearing apparel. All compressed air used by
employees for cleaning parts and the like, must be reduced to less than 30 p.s.i.;
P.
Refrain from operating power equipment of any type without safety guards;
Q.
Refrain from wearing loose fitting clothing, neckties or jewelry that may be subjected to
entanglement when running machine tools;
R.
Familiarize him/her self with gas mask location and operation techniques before working in
an environment where toxic gases are stored and used;
S.
Refrain from handling acids without wearing such appropriate apparel as goggles, rubber
apron, rubber gloves, and the like;
T.
Never look into the arc of a welding torch; must make sure, when welding, to wear both
welder shield and gloves; must not weld in unventilated area; must be certain that no
combustible materials or gases are present; must never weld a tank or pressure vessel
without ensuring pressure has been released and tank or vessel has been purged of toxic or
combustible material, and must ensure that proper grounding techniques are followed in
electric arc welding and that working area is not damp or moist;
U.
Discontinue outside activity during a lightning storm and take cover in a shelter;
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V.
Never attempt to move a downed electrical wire but must call an electrician;
W.
Make sure, when operating cranes, or equipment of any type, to be familiar with the
location of all utilities or seek the assistance of a qualified individual knowing such
locations;
X.
Always maintain a clean work area and guard against grease or oil spots; when finished
with tools, must return them to their proper place and not leave them on the floor or in an
elevated position where they may cause an accident;
Y.
Ensure that all electrical equipment is "off" and that an appropriate sign is hung on the
control switch before servicing and must also take necessary steps to see that the work area
is dry and equipment is properly grounded;
Z.
When working in an area where overhead work is being performed, wear head protection
that conforms with OSHA requirements;
AA.
Never work alone in hazardous environments;
BB.
Make sure, when working in excavations, that walls are properly shored; must see that
proper barricades and/or covers are employed and signal markers are used;
CC.
Be sure, when working near or on roadways and sidewalks, to display proper caution signs
and/or barricades; if it is necessary to walk on the shoulder of a city street, must always
walk on the left side facing oncoming traffic and wear light colored clothing and carry a
flashlight at night;
DD.
Never run a gasoline engine in closed quarters without proper ventilation;
EE.
When operating a bench power saw, push work through saw with a stick, use stick to slide
scraps out of work area, and not attempt to reach over saw blade or place hands in vicinity
of saw blade;
FF.
Never attempt to replace a blown fuse but must call for an electrician;
GG.
Never smoke when filling a vehicle's gas tank or in the area where batteries are being
charged;
HH.
Never wedge or block a fire door in an open position for convenience or ventilation;
II.
Determine, when storing materials, whether all material is stacked, blocked, interlocked,
and limited in height so that it is stable and otherwise secure against sliding or collapsing;
JJ.
Make sure, during construction, that all openings in floors and roofs, such as stairwells,
shaft ways, and pits are provided with an enclosure guard securely anchored in the opening;
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KK.
Never attempt to operate equipment, machinery or power tools that he/she is not qualified to
operate;
LL.
Exercise extreme caution when handling compressed gas cylinders; if cylinders are to be
stood on end, must make sure that they are chained and/or anchored to keep them from
falling over; and
MM. Whenever handling a large load, secure the load properly.
NN.
IN ALL INSTANCES, COMPLY WITH ALL PROVISIONS OF OSHA.
PHYSICAL PLANT ADMINISTRATION
Administrative Support
The Administrative Supervisor for the Physical Plant uses the following procedures.
A.
Mail Distribution
1. The administrative assistant picks up mail from Campus Post Office after 10:30
a.m., Monday through Friday.
2. The administrative assistant opens all Mail (unless stamped confidential) stamp
date, and distributes into Physical Plant addressed mailboxes.
3. The administrative assistant reviews Director of Physical Plant Operation’s mail
daily and place in folder by priority.
4. Administrative Supervisor posts all communications regarding meetings and
events using email, signs, and written correspondence.
5. Administrative Supervisor updates the Director of Physical Plant Operations’
calendar daily.
B.
Requisitions
1. Requisitions are entered electronically on-line using Banner or typed on a
requisition form depending on the nature of the request. Requisitions are used
to: (a) request a purchase order number for goods or services not yet rendered,
(b) check request for payment of invoices, (c) request for internal services.
(a). Requesting a purchase order numbers for goods or services not yet rendered.
1. Vendors provide a quote, proposal, agreement, or contract for supplies or
services.
2. Administrative Assistant keys in vendor’s quote/proposal in Banner using
the appropriate ORG numbers and account codes. If the request is for
supplies, materials, or services include a contract or agreement, a paper
requisition form is completed rather than an on-line requisition.
3. Administrative Assistant returns the requisitions to the Administrative
Supervisor for review.
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4. Administrative Supervisor checks for accurate coding and documentation
and submits the requisitions to the Director of Physical Plant Operations
for approval and signature.
5. Approved paper requisitions are returned to the Administrative Assistant.
Electronic requisitions are circulated through Banner for on-line approval
from the appropriate personnel.
6. Administrative Assistant makes copies of paper requisitions, stamp dates
both originals and copies and submits the originals to the business office
for processing.
7. Paper requisitions under $3500.00 are submitted to the business office for
processing.
8. Papers requisitions $3500.00 and above are submitted to the Area Vice
President’s office for approval.
9. The requisitions are then forwarded to the budget analyst for approval.
Additional signatures from Vice President for Business and Finance or the
CFO may be required if the requisition is $20,000 and above or if a
contract or agreement is attached to the requisition.
10. Administrative Assistant files supporting documentation in area filing
cabinets.
(b). Requisitions for check request for payment of invoices.
1. Invoices are received via mail or delivered by vendor.
2. Invoices are date stamped, reviewed and keyed (in Excel) in the
Requisition/Invoice folder.
3. The administrative assistant submits the invoices to the appropriate
supervisor to ensure work was completed or supplies were received.
4. The supervisor initials the invoice indicating that the invoice is approved
for payment.
5. Administrative Assistant types requisitions for check request and returns
requisitions and invoices to Administrative Supervisor to review.
6. The Administrative Supervisor reviews the requisitions and invoices to
ensure proper coding and reconciliation.
7. The Administrative supervisor logs the requisition and invoice information
on the requisition submittal log and submits to the Director of Physical
Plant Operations for signature.
8. The Director of Physical Plant Operations approves, signs, and returns the
requisition to the Administrative Supervisor.
9. Administrative Supervisor forwards the approved requisitions to the
Administrative Assistant for processing.
10. The Administrative Assistant copies requisitions and supporting
documentation; file copies, and submit the original requisitions under
$3500.00 to the business office for payment.
11. Requisitions over $3500.00 are submitted to the Area Vice President’s
office for approval. Additional signatures may be required from the Vice
President of Business and Finance or the CFO if the requisition is $20,000;
or more.
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(c).
Requisitions for Internal Services
1. Administrative Assistant receives requisitions for internal services after
approval by department heads and business office, which usually have a
charge.
2. Work orders for internal services are keyed by Administrative Assistant
or Dispatcher in the work order system.
3. After work is completed, the requisition is then submitted to the business
office for charge back if appropriate.
C.
Work Orders (72 Hour turn around time)
1. Work orders are received at the work order desk covered by the Physical Plant
dispatcher using the following methods:
a.
Calls from facility, staff and students;
b.
Inspection reports done by Physical Plant staff;
c.
Resident Directors Repair Reports
d.
Requisitions for Internal Services
e.
Students, Staff and Faculty can submit requests on line.
2. Work order request are taken by the Physical Plant Dispatcher via phone, emails,
student housing, campus police, and house keeping and entered into the on-line
work order system. The work order is then assigned to the appropriate department
supervisor.
3. The department supervisor is sent a text message regarding the work order details.
4. The work orders are then printed and placed in the department’s mail box for pick
up.
5. Completed work orders are either returned to the front desk signed by the technician
or supervisor to be closed out on the work order system or is closed out by the
supervisor on the work order system.
6. Reports are printed daily by the Physical Plant Dispatcher showing all outstanding
work orders. A copy of the report is placed in the technician/supervisors’ mail box
and reviewed for completion by priority.
D.
Hiring Procedures
1. Job requisitions are completed and sent to the Director of Physical Plant Operations for
signature. Requisitions are then submitted to Vice President of Campus Operations for
approval.
2. Job requisition is submitted to Human Resources for posting.
3. Applicants submit application and resume.
4. Administrative Supervisor screens applications, to verify that applicant meets the
qualifications for the position.
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5. Applications are then submitted to the hiring supervisor for review. If the supervisor
approves of the application, the applicant is scheduled for an interview.
6. If applicant successfully passes the interview process, the application is sent to Hunan
Resources for review and background screening.
7. Human resources will complete the hiring process and notify the Director of Physical
Plant once the process is completed.
E.
Terminations
1. Administrative Supervisors complete disciplinary reports, separation notice and
clearances to receive final pay check and submit to Director of Physical Plant
Operations for signature.
2. All paper work is submitted to the Vice President of Campus Operations for approval
and then to human resources and pay roll department.
F.
Cellular Phones
1. Cellular phones are issued and tracked by Administrative Supervisor.
2. Requisitions for phones and related equipment are submitted on a requisition form and
submitted to Telecommunications.
3. All individuals receiving equipment signs a receipt and a lost equipment agreement.
4. Repairs, lost or stolen equipment is reported to Administrative Supervisor to contact
telecommunications of damaged, lost, or stolen equipment.
5. Phone or equipment is replaced upon approval of the Director of Physical Plant
Operations.
G.
Monitor Leave Time
1. Administrative Supervisor reviews absentee reports for frequent absenteeism and
tardiness and informs employee’s supervisor and Director of Physical Plant Operations.
2. Administrative Supervisor records Physical Plant employee’s days taken and (in Excel).
The time and accrual software records accrued vacation and sick time.
3. The Administrative Supervisor distributes a monthly report showing available sick or
vacation to the Director of Physical Plant and Supervisors. Each Staff member receives
a copy of his/her individual report.
H.
Bi-Weekly Payroll
1. Administrative Supervisor prepares bi-weekly payroll.
2. Individual time sheets are printed and given to each departmental supervisor for
approval of hours worked.
3. If overtime has been worked, the supervisor is required to complete an overtime log.
4. The supervisors review time sheets with their personnel. Time sheets are signed by the
employee and supervisor and returned back to the Administrative Supervisor.
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5. Administrative Supervisor completes payroll summary sheet and submits to the Director
of Physical Plant Operations for signature.
6. The payroll summary sheet is then submitted to the payroll department for processing.
Computing Support
The Administrative Services area of the Physical Plant also provides computing support to each
unit or section of the Physical Plant Department. It maintains formats for routine reports,
specifications, bid documents, and other correspondence of a recurring nature. It offers individual
support to each Supervisor. Supervisors are equipped with modern computing equipment to
produce reasonably complete drafts of needed correspondence before turning to the administrative
staff for further support. The expectation of each supervisor is to operate his or her own e-mail
accounts and all such application programs that are relevant to his or her professional role.
Other Functions
The Administrative Supervisor and the DPP share responsibility for the following:
Miscellaneous drawings;
Custodial care and storage of documents and "as-built" drawings,
Contract documents and current projects documentation;
Maintenance of library of miscellaneous catalogs and building maintenance manuals;
Surveyor tasks including project layout, engineering, and miscellaneous topographical
information.
New Facilities Planning
The DPP and the Administrative Supervisor share the New Facilities Planning roles. This role
includes in-house planning and design of local projects as approved by the Vice President Campus
Operations. Projects, besides building planning and design, include remodeling buildings,
designing and laying out parking lots, streets, and utilities and rendering landscape designs and
improvements.
Specifications and Contract Documents
The DPP writes specifications, administers contracts, reviews and prepares change orders, and
recommends approval or disapproval of periodic pay estimates on a multitude of contracts
administered through the Office of Campus Operations. The Administrative Supervisor may
review small construction contracts and Professional Services Contracts. Such Contracts are the
delegated authority of the President of Morehouse College in which the authority to execute (sign)
is given exclusively to the President or the Vice President for Business & Finance; to the extent,
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that authority from the President has been delegated to the Vice President for Business & Finance.
This function is guided and regulated by Morehouse College’s Board of Directors which is the final
authority regarding all capital improvements to college property. Overall responsibility for
compliance with the College Master Plan, and for proper stewardship of the delegated authority of
the campus, rests with the DPP in cooperation with other College faculty and staff necessary to
accomplish each given project.
Grounds Maintenance Services
Landscape Operations
Maintenance and refurbishment of grounds must be a continuing effort to ensure a neat and
attractive campus. Contracted Services are responsible for the following:
A.
Shrubs - planting, trimming, fertilizing and pest control (insects and diseases);
B.
Trees - planting, replanting, pruning, emergency trimming, removal and pest control;
C.
Development of new facilities - preparation of ground development plants, seeding of
lawns, and general beautification projects; and
Grounds Care and Maintenance
Routine and recurring maintenance of grounds and parking lots keeps the campus attractive.
Specific services include:
A.
Lawns - Mowing, fertilization, and general care as the need arises; Leaf and litter removal
as required;
B.
Edging – Regular careful edging of all walks, roads, curbs, and beds add a touch of
excellence and grooming to the campus;
C.
Irrigation - Some campus landscape areas do not have any form of irrigation, and it is
necessary to water these areas to maintain attractive lawns, therefore it is incumbent upon
grounds services to consider watering needs in selection of plant material and maintenance
techniques. Monitoring those landscaped areas serviced by the campus sprinkler system on
a regular basis ensures proper and efficient operation of the system;
D.
Parking lots/streets – Regular sweeping and other cleaning of parking areas and streets;
E.
Scheduled garbage pickup from College facilities;
F.
Off Campus Property -Care of the grounds to off campus property owned by Morehouse
College; and
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G.
Special Events – Picking-up trash and other items from events or other special occasions;
BUILDING SERVICES
Carpentry Shop
Through scheduled maintenance, unscheduled repairs and emergencies, the Carpentry Shop makes
repairs, alterations, and other changes to academic buildings, athletic facilities, and residence halls.
This includes scheduled maintenance and unscheduled repairs and emergencies. When necessary
to perform maintenance of existing facilities, the Supervisor may determine to obtain outside
contractors to accomplish modifications. With proper authorization, the Carpenter Shop may
undertake support of some project work in the renovation of facilities and repair of existing
facilities.
The Carpenter shop may, if workers are available, repair and renovate furnishings and equipment
brought into the shop. In rare cases, it may also construct special cabinets and fixtures for
Departments/Units on a charge back basis when suitable products cannot be located from
established manufacturers.
Locksmith
The Locksmith works under the guidance of the Access Control Supervisor and direct supervision
of the Assistant Director of Physical Plant. He or she is responsible for recording combinations of
all locks for rooms in each building at Morehouse College. This record includes the combinations,
re-keying, repair, and installation of locks, closures, and other finish hardware.
Duplicate keys are available upon request by Department/Unit Heads. They can obtain keys by
forwarding a Key Requisition to the Vice President for Business and Finance, who will forward the
request to the Physical Plant Department.
Paint Services
The Physical Plant is responsible for all minor painting maintenance of building interiors and
exteriors. Physical Plant contracts out all major painting projects.
HVAC and Mechanical Shops
Heating, Ventilation, and Air conditioning Shop
The work force of the Heating and Air Conditioning (HVAC) Shop is primarily responsible for
operating and maintaining the present air conditioning systems. Additionally, its technicians repair
such specialized equipment as low temperature boxes, household refrigerators, water coolers, and
the like to the extent that these devices serve the general needs of the College. With regular
scheduled maintenance on larger HVAC systems on campus, the College hires outside contracted
services.
Plumbing Shop
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The Plumbing Shop is primarily responsible for the maintenance and repair of campus plumbing
fixtures, sinks, commodes, sanitation lines, sewers, water lines, and related components.
Electrical Shop
The Electrical Shop is primarily responsible for the maintenance and operation of all high voltage
and low voltage power systems on campus. Its personnel also maintain electrical equipment for
other sections of the Physical Plant. It does all routine maintenance of electrical circuits, outlets
and lighting fixtures. This department routinely changes light bulbs or tubes.
Custodial Services
Contracted Custodial Services consists of day shift and night shift operations. The contractor is
responsible for cleaning all administrative and academic buildings and the common areas of all
residence halls on the campus. They also handle after event cleaning on campus.
Duties and Procedures
A.
Classrooms
Duties performed by Custodians in classrooms include:
Cleaning chalk boards regularly,
Emptying trash cans, and
Dusting and sweeping or vacuuming.
B.
Offices
Duties performed by Custodians in offices include:
Dusting of open areas and surfaces (during regular cleaning procedures)
Emptying all trash containers regularly; and
Sweeping or vacuuming traffic lanes daily and other areas at discretion of Supervisor.
C.
Rest Rooms
Duties performed by Custodians in restrooms include:
Cleaning rest rooms regularly,
Stocking rest rooms during initial cleaning, and
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Restocking rest rooms as needed.
D.
Glass
The Custodian assigned to an area will clean inside window glass and entrance doors. When
directed by the appropriate supervisors of the Physical Plant Department, a special cleaning crew or
contractor cleans outside windows and other glass.
E.
Entrances, Foyers, and Walkways
The Custodian assigned to an area will clean all entrances, foyers, and walkways leading directly to
the building entrances regularly. Generally, the custodians’ limit of service extends to the first
ground level landing, as one exists the building.
F.
Light Fixtures and Blinds
The Custodian assigned to an area will dust light fixtures and blinds. The special cleaning crew,
when directed by the appropriate supervisor of the Physical Plant Department, will perform general
cleaning of blinds and light fixtures.
G.
Carpet Shampooing
The Custodian assigned to an area will spot clean carpet; however shampooing as directed by the
appropriate supervisor using as special crew.
H.
Extra Cleaning – upon request
For special cleaning work not included in scheduled cleaning by the Physical Plant Department, a
Department/Unit must telephone a request to the Physical Plant Operations Department (404-2152664). To assist in obtaining such special or extra cleaning in an efficient and timely manner, each
Department/Unit should make its requests at the earliest possible time and explain the nature of the
extra cleaning requirement, including any extenuating circumstances that may be relevant to the
need for additional services.
I.
Pest Control
The College has contracted extermination services.
A contracted exterminator routinely sprays all campus buildings including residence halls rooms
and apartments. The Exterminator sprays all areas monthly and fumigates living spaces when
directed.
Dining Hall pest control is the responsibility of the contract food service provider.
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