Maintenance/Service Requests

Procedures for Obtaining Services

The Work Order Control Center for Facilities Operations is the focal point for managing, processing and controlling requested maintenance/service work to be performed on facilities, installed equipment and other assets at Georgia College (GC) and its satellite properties.

1. All service requests are initiated when an maintenance/service requests is submitted to Maintenance Direct explaining the request desired. This will allow Facilities Operations to properly document and process the request as well as provide accurate and reliable answers to your questions.

   Note: It is very important to be as specific as possible in describing the service requested.

2. The maintenance dispatcher at the Work Control Center determines if the request for services is an emergency, reactive or support maintenance, or is actually a project.
   1. An emergency is unscheduled work that requires immediate action to restore services, remove problems that can interrupt critical activities or to protect life and property. If the request is given an emergency status, it is given to the appropriate staff for immediate completion.
   2. If the request is given a reactive status, it is given to the appropriate trade staff to evaluate the cost. Reactive maintenance is unplanned maintenance of a nuisance nature requiring low levels of skills for correction. If the cost is less than $250, the work is completed and the cost is charged to either Facilities Operations as part of the institutional overhead or to the department if the request is not covered under general overhead.
   3. If a request is given a support maintenance status, it is given to the appropriate trade staff for a cost estimate. Support maintenance is discretionary work not required for the preservation or functioning of a building. This work may be operational (standby at a function such as graduation), minor trades work (hanging pictures), special event setups or even minor alteration or construction such as:
      • replacing carpet because of color change or before the end of its useful life;
      • painting rooms that have been painted within the last 7 years or in preparation for new occupants;
      • Support maintenance is often performed to enhance an academic program, recruiting effort, or public relations event.
      • If the cost is less than $250 a funding source is identified by the requesting department, priority is determined and the work is scheduled based on availability of resources.
   4. If the cost of a request is estimated to run between $250 and $24,999, the request is evaluated by Facilities Operations to determine if it still meets the requirements of a service request or if it should be returned to the requesting department for submission as a Facilities Planning project.
3. Service requests include the following types of work.
   1. Carpentry Services. Install department purchased furniture and fixtures (e.g. desks, keyboard trays, wallboards, shelves, artwork, etc.).
   2. Electrical Services.
      • Install, relocate, add or provide different light fixtures
      • Add outlets
      • Hook up equipment
      • Add power to panel for additional equipment
      • Repair departmental equipment (e.g. growth chambers, refrigerators, freezers, lasers, dishwashers, etc.).
   3. HVAC.  Install department purchased equipment (e.g. window air conditioning units, refrigerators, ice machines, growth chambers, incubators, sterilizers, etc.).
   4. Lock Shop Services.
      • Installation and re-keying of University locks (e.g. file cabinet or desk locks). A limit of 10 cabinet keys will be provided at no charge if the blanks are in stock
      • Re-key due to lost/stolen keys.
   5. Plumbing Services. Install/move fixtures, install piping for departmental equipment (e.g. dishwashers, sterilizers, etc.).

Call Out and Emergency Requests for Service

Georgia College is a residential community; therefore, it must provide facility services 24 hours a day, 365 days a year. Facilities Operations maintains a 24 hour on-call roster for after-hours requirements and provides this list to Public Safety. The procedures for making an after-hours request for service is as follows:

1. Once a safety or emergency situation is noticed a call must be made to Public Safety.
2. Public Safety dispatcher will notify the appropriate on-call Facilities Operations individual of the request for service and that individual will determine if the call requires immediate attention or can be deferred to normal business hours.
   1. If the call is not considered an emergency or does not require immediate action Public Safety will inform the individual who called in the request of the decision to delay the request.
   2. If the call is considered an emergency then the on-call technician will initiate the corrective actions in accordance with Facilities Operations procedures.
3. Once the corrective action has been accomplished the on-call technician will notify Public Safety of the remedy and any further information deemed necessary.
4. Facilities Operations will conduct a follow-up inspection on the next standard workday to determine if there is any further action required.