The University of Tennessee, Knoxville

Office


Services Guide (updated October, 2005)


Introduction
Services Available
How to Obtain Services
Download Guide (pdf format)

 

A | B | C | D | E | F | G | H | I | K | L | N | P | R | S | T | V | W


 

 

 

 

 

 

 

 

 

 

 


A

Accessibility for the Disabled

Accounts Receivable/Payable

Air Compressors

Air Conditioning

Air Conditioning Service

Air Conditioning - Changeover from Heating

Animal Carcass Disposal

Antennae, Aerials, and Communications Dishes

Architectural/Engineering Services

Asbestos

Automatic TellerMachines

B

Bicycle Racks

Building Inspections

Building Plans

Building Representatives  

Bulletin Boards and Campus Information Centers

C

Campus Maps

Campus Planning

Carpentry Services

Carpet

Ceilings - Installation and Maintenance

Clock System

Code Compliance

Complaints

Cooling Towers

Conduit/Cable

Connections - Utilities

Consultation

Custodial Services - Building Cleaning Services

D

Digging

Ductwork

E

Electrical - Dedicated Outlets

Electrical Power Outages

Electrical Problems, New Installations, and Wiring Changes

Electrical Requirements for Office, Laboratory, or Special Equipment

Electrical Services

Elevators

Emergencies

Emergency Generator Repair

Energy Conservation

Environmental Concerns

Estimates

F

Fabrication of Metal Items

Facilities Plannning

Fiber Optics

Fire Safety

Fire Alarm Systems

Food Processing Equipment

Fume Hood Fabrication, Installation, and Maintenance

Furniture - Assembly, Repair, Installation

Furniture - Classroom

Furniture - Refinishing, Custom Made

Furniture and Equipment - Surplus

G

Grounds Maintenance

H

Hazardous Waste

Heating

Heating - Changeover from Air Conditioning

Heavy Equipment

Horticultural and Landscaping Services

I

Ice and Snow Removal

Ice Machines

Indoor Air Quality

K

Keys

L

Lock Policy

Lock Repair

N

Natural Gas

P

PP-28 Form

Painting

Pest Control

Plumbing Services

Posting of Notices

Posting of Political and Commercial Items

Preventive Maintenance

R

Recycling

Refrigeration Equipment

Renovations/Remodeling

Roof Replacement

Roof Leaks

S

Satellite Dishes

Security Systems

Signs - Building and Interior

Signs - Metal

Special Projects

Steam Plant

Suggestions

T

Technical Services

Telephones: Emergency "Blue Phones" and Pay Telephones

Telephones: Emergency Elevator

Transfer and Hauling Services

V

Vacuum Systems

Ventilation Systems

W

Waste Disposal

Water Fountains

Welding

Work Orders

 

 

 

 

 

 

 

 

 

 

 

 

 

 


INTRODUCTION

The Facilities Services Department is responsible for the basic operation and continuous maintenance of the physical facilities of the Main and Agricultural campuses of The University of Tennessee. On the campuses, responsibilities of Facilities Services include building operation and maintenance and grounds landscaping and maintenance.  Some of the major elements of the campus are: 217 buildings, containing almost 13,000,000 gross square feet of space; 556.4 acres; 5.1 miles of University-owned streets and 7.6 miles of City-owned streets within the campus boundaries; 33 miles of sidewalks and plazas; a University-owned electrical distribution system which annually provides over 223 megawatt hours of power to University buildings; and a University-owned Central Steam Plant with one natural gas and three coal fired boilers and a distribution system which annually produces over one half billion pounds of steam for heating purposes.  The Steam Plant also operates a five (5) megawatt electrical power generator when it is economical to do so.

Because the Department of Facilities Services is responsible for the condition of facilities and grounds, any project which alters the facilities or grounds in any way must be performed by Facilities Services personnel or approved by the appropriate Facilities Services Officer. To ensure that projects can be expeditiously completed, the Facilities Services Department is represented on all Building Program Committees, the Central Space Committee, and other bodies which assess, assign, or plan alterations or additions to structures and grounds.

This Facilities Services Guide has been prepared to inform all members of the University Community of the services available from the Facilities Services Department, of policies related to maintenance and operation of the University's facilities, and of procedures by which facilities services may be obtained. Matters related to buildings and grounds, but not under the administrative supervision of the Facilities Services Department, have also been included, for the convenience of users. The Guide will be updated on a regular basis, and all suggestions for improvement in its format and content are most welcome.

 
--Dave Irvin, Associate Vice Chancellor
 

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DEPARTMENT OF FACILITIES SERVICES

SERVICES AVAILABLE THROUGH THE DEPARTMENT
AND HOW TO GET THEM

Services Available:

Virtually any facility or grounds related service can be obtained through the Facilities Services Department. Services directly related to the continuous operation of the overall facilities are provided without charge. Special services for which Facilities Services is not budgeted are provided through a charge to the requesting unit. Budgeted services, for which there is no charge, include:

 o Maintenance and repair of building structures and their installed heating, ventilating, air conditioning, electrical, fire protection, conveying, gas, plumbing, and sewer systems.
  o Maintenance and repair of campus street lighting systems.
  o Maintenance painting of interior and exterior surfaces when funds are available.
  o Basic, scheduled custodial services, pest control,  refuse collection/ disposal, and recycling services.
  o Maintenance and repair of basic classroom furniture and furnishings, such as window shades and Venetian blinds, seats, lecterns, chalkboards, and white boards.
  o Utilities services to State general fund supported University facilities.
  o Maintenance of walks, roads, drainage; care of lawns, gardens, trees, and shrubs.
  o General architectural and engineering consultation when not in conjunction with special services listed below.  

Special services, for which a charge is made to the requesting unit, include:

  o Maintenance and repair of special classroom and laboratory equipment, special lighting or sound systems, office furniture, office furnishings, and other University property under the care of the requesting unit.
  o Installation of equipment, including white boards.
  o Services required to set up for special events (except registration and Commencement).
  o Renovation, alteration, or improvements to facilities.
  o Fabrication of cabinets, shelves, and other miscellaneous items.
  o Estimating of the cost of special projects.
  o
Services of outside architects or engineers required for a special project or an estimate.
  o Painting or decorating beyond the level provided under basic maintenance budgets.
  o Special custodial or refuse disposal services.
  o Design and project management services.
  o Transfer and hauling services.
  o Services to University auxiliaries, York Veterinary Teaching Hospital, or other University units not supported by the State general fund budget.  
  o Maintenance of parking lots and lights.

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How to Obtain Services:

For general maintenance services, service is obtained by calling the Work Order Office at 946-7777. Requests for special services are made by means of the "Special Projects Work Request Form (PP-28 Form). Both these items are explained in more detail in the "General Information and Policies" Section of this document and the forms can be found on the department’s web page.   If there is a question as to which process to use, contact the Work Order Office for assistance.

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GENERAL INFORMATION AND POLICIES
(Policies are in italics)

Accessibility for the Disabled: The Facilities Services Department coordinates curb cuts in streets and sidewalks; marking of parking lots for disabled drivers; installation of ramps, lever handles, visual alarm systems and other devices; and construction or maintenance services required for appropriate accessibility for the disabled. The Associate Vice Chancellor  is a member of the various campus committees which generally oversee accessibility for disabled individuals. For information about these programs, contact the Associate Vice Chancellor (208 Facilities Services Building, 974-2178).

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Accounts Receivable/Payable:  The Administrative Services Office handles accounts receivable/payable for the Facilities Services Department.  Questions concerning transfer vouchers for chargeable maintenance work orders, waste collection and disposal, elevator maintenance and inspections, pest control, etc., should be directed to this office (974-7794).  Questions that are not resolved with this office should be referred to the Assistant Director for Administrative Services (974-2391).

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Air Compressors: The Air Conditioning Services Unit provides maintenance and service for stationary air compressors which currently range up to 150 HP and 185 pounds of pressure at 600 CFM. Inquiries and requests for service should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Air Conditioning: The Air Conditioning Services Unit of the Department of Facilities Services provides air conditioning and heating maintenance, construction, and renovation services for the Main and Agricultural campuses. The Unit also assists the York Veterinary Teaching Hospital in emergencies.

Approximately 30,000 tons of cooling capacity are available, provided by the following equipment:

  o over 3,000 window air-conditioners, ranging in size from 5,000 to 32,000 BTU.
  o approximately 500 package & split systems ranging in size from 1 to 60 tons.
  o ninety-two chillers (centrifugal and reciprocating) ranging in size from 20 to 995 tons.        

The Air Conditioning Services Unit maintains existing equipment, including rebuilding of chillers, maintenance of large motors attached to air conditioning systems, and maintenance/ repair of air conditioning controls [pneumatic, electric, and solid state].

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Air Conditioning Service:  Emergency service for air conditioning equipment is available 24 hours a day. To report malfunctions with air conditioning equipment call the Work Order Office, 946-7777. After 4:00 p.m. on weekdays, report emergencies to 974-2158. After 12:00 a.m. Monday-Friday, on weekends, holidays, and days of administrative closing, report emergencies to 974-3114. To inquire about other matters related to air conditioning or special air conditioning services, contact Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478). 

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Air Conditioning - Changeover from Heating: Department of Facilities Services personnel perform required changeover from heating to air-conditioning in the Spring. Because of the equipment installed throughout the campus, buildings must be changed over separately. The Facilities Services performs the changeover on the basis of priorities established to 1) maintain required temperatures to protect equipment and research in progress, and 2) serve the greatest number of individuals and activities. Air conditioning changeover may not begin until outside temperature has reached at least 80 degrees F. for three consecutive days. Temperature projections are also considered.  The wide swings in temperature during the Spring of the year have made this policy necessary. Special problems or hardships with this policy should be discussed with the Associate Vice Chancellor of the Facilities Services (208 Facilities Services Building, 974-2178).

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Animal Carcass Disposal:  The Grounds Maintenance Unit picks up animal carcasses and delivers them to the York Veterinary Teaching Hospital for disposal. To obtain service, call the Work Order Office, 946-7777.

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Antennae, Aerials, and Communications Dishes: The Space Committee approves the location of all communications dishes and antennae on the Main and Agricultural Campuses. In considering the placement of a dish or antenna, the Committee will consider any aesthetic problems with the proposed location and will require a positive recommendation from the Facilities Services Department, indicating that placement of the item will not overburden roof structures, cause significant grounds maintenance problems, or create a safety problem.  The Committee will also assure itself that existing equipment cannot meet the proposed need prior to authorizing placement of a dish or antenna.

Installation of all communications dishes and antennae must be done by the Facilities Services Department personnel or under the supervision or guidance of the Facilities Services Department.

Unauthorized or improperly installed communications dishes and/or antennae are subject to removal, relocation, or reinstallation at the expense of the University entity which arranged their installation.

Requests for consideration of placement of communications devices covered by this policy are to be directed to the Associate Vice Chancellor of the Facilities Services Department/208 Facilities Services Building/974-2178.

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Architectural/Engineering Services: The Facilities Services Department includes architectural and engineering professionals who provide design and review services for units on the Main and Agricultural campuses. Services available include:

  o conceptual design and planning consultation.
  o estimating services for all renovation and major maintenance work.
  o review of building program documents and construction documents for capital outlay and capital maintenance projects.
  o preparation of construction documents and specifications for projects to be executed by the Facilities Services Department.
  o coordination of external engineering consultants.
  o coordination of facilities evaluation surveys for all structures, mechanical systems, and electrical systems.

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Asbestos: Tests have been made in all buildings for friable asbestos. Facilities Services abates asbestos if found during a renovation/maintenance project being conducted by the Facilities Services Department. Inquiries about asbestos and asbestos abatement should be directed to the Operations Assistant Director (Room 206 Building Services, 974-5107).

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Automatic Teller Machines: Automatic Teller Machines are located on the northeast side of the University Center Parking Garage, the northeast corner of Presidential Court, the main entrance to Greve Hall, the Henley Street level of the Conference Center Building and on the second floor of Thompson-Boling Arena.  Either through a dedicated machine or through one of the banking networks (e.g., CIRRUS) most banks can be accessed from these locations.  These machines are maintained by the individual banks. Problems with a machine should be reported to the bank by calling the emergency number provided on the machine.

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Bicycle racks: Bicycle racks are located throughout the campus by the Facilities Services Department. Locking bicycles to the bicycle racks is encouraged. The central Space Committee approves placement of additional bicycle racks or removal of racks, upon the recommendation of the Facilities Services Department. To request placement of additional bicycle racks or removal of existing racks, contact the Associate Vice Chancellor of the Facilities Services (208 Facilities Services, 974-2178).   Parking, riding, rolling, or storage of bicycles inside buildings (including porches, entrances, and exit ways) is prohibited. In addition, chaining of bicycles to trees, handrails, lampposts, etc. is prohibited. Currently, bicycle racks are provided at the following locations:

Alumni Memorial Building:
     North side, Middle Drive side
     South side, next to parking lot C14

Apartment Residence Hall:
     North side, on Andy Holt Avenue, at the back driveway
     South side, on Andy Holt Avenue, at the front driveway (2)

Art and Architecture:
     North side, at the upper entrance level (3)
     East side, at the entrance

Austin Peay: 
     At the entrance

Ayres Hall: 
     Southwest end, at the corner of the road and the sidewalk

Bubble: 
     South side off Volunteer Boulevard

Brehm Animal Science: 
     South side at the main entrance

Carolyn P. Brown Memorial University Center: 
     Northeast side

Carrick Hall: 
     North corner

Claxton Education: 
     At the front entrance

Clement Hall: 
     On the entrance plaza

Dougherty Engineering: 
     Southwest side, at the corner of the sidewalk leading into the building

Dunford Hall: 
     At the northwest corner

Ferris Hall: 
     At the front entrance

Gibbs Hall: 
     At the front entrance

Glocker Business Administration Building:
     Southwest corner, along the sidewalk leading from Volunteer Boulevard (3)

Greve Hall: 

H.P.E.R. Building: 
     Middle of building, breezeway area

Hesler Biology: 
     Front entrance

Hess Hall: 
     Southeast side of the Melrose Avenue wing,
next to the driveway leading from Andy Holt Ave.

Hill: 
     Southeast side of Parking lot S1

Hodges Library: 
     West side

Hoskins Library: 
     At the rear entrance

Humanities and Social Sciences Building: 
     West side

Humes Hall: 
     Northwest side (3)

Jesse Harris Building:
     At the rear entrance

Massey Hall:
     Northeast end, inside the courtyard area
     Southeast end, inside the courtyard area

McClung Museum: 
     At the front entrance

Melrose Hall: 
     West side, inside the courtyard

Morrill Hall:
     On the northeast side
     At the front entrance (2)

New Indoor Tennis Facility:

Nielsen Physics: 
     At the front entrance

Nursing, College of: 
     At the front entrance

Perkins Hall: 
     In the parking lot at the front entrance

Presidential Court: 
     Northwest side (12)

Science and Engineering: 
     West and east sides

Sophronia Strong Hall:
     Southeast end, between Strong and 16th Street
     Southwest end
     Northwest end

South College: 
     At the front entrance

South Stadium: 
     Near the entrance to Rental Properties

Stokely Athletics Center: 
     On the east side of the main entrance

Stokely Management Center: 
     Volunteer Boulevard at the plaza level entrance

Student Aquatic Center:
     West end of main entrance near women’s locker room
     East end of main entrance near men’s locker room

Student Health Center: 
     At front entrance

Student Services Building:

Taylor Law Center: 
     At the White Avenue entrance           

Walters Life Sciences Building: 
     North end

York Veterinary Teaching Hospital: 
     North corner of the Agriculture/Veterinary Library entrance

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Building Inspections: Facilities Services personnel conduct periodic inspections of all campus buildings and spaces within them to identify minor and major items requiring improvement and to ensure compliance with a variety of codes and standards. Facilities Services service items are routinely corrected, and the Building Representative is notified of any items which need to be corrected by building occupants.

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Building Plans: Master Building Plans are maintained in the Facilities Services Engineering Services Unit. Copies of floor plans may be obtained at a reasonable copying cost. To obtain floor plans, contact Engineering Services (117 Facilities Services Building, 974-3425). Small scale floor plans are maintained by Technical Services Unit and are available upon request (974-2802) and at http://fs.utk.edu/buildlist.htm

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Building Representatives: The building representative services as the avenue of notification of building occupants about special or emergency situations, advises the Associate Vice Chancellor of the Facilities Services on matters related to custodial service and maintenance needs, assists in the annual qualitative and quantitative update of information about the building, and helps to ensure that the University’s Facilities Database correctly reflects assignment of space.  For more information, please consult the Space and Facilities Web Page (http://web.utk.edu/~space/)

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Bulletin Boards: General bulletin boards within buildings are provided and replaced as necessary by the Facilities Services Department as part of a building's general equipment. Additional general public bulletin boards or bulletin boards in offices or on office doors will be provided and installed by Facilities Services at the expense of the requesting Department. Inquiries about existing bulletin boards within buildings should be addressed to the Carpentry Services Unit of the Facilities Services (103 Facilities Services Building, 974-6669). Inquiries about installation of new bulletin boards should be submitted via the PP-28 form discussed later in this manual.

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Campus Maps: Campus maps are available from the Parking Office (2121 Stephenson Drive, 974-6031) or from the Real Estate Management Office (974-2441). Outside campus maps are posted and maintained by the Facilities Services Department at the Information Booth at Circle Park. Campus maps are also available online at http://www.utk.edu/maps/

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Campus Planning: General campus planning services (vehicular and pedestrian access, building sites, green space, landscaping plans, maintenance of official maps, real estate acquisition and disposal, etc.) are provided for all University of Tennessee entities by the Director of Real Estate Management  (Middlebrook Pike Building, 974-2441). Questions concerning such items should be directed to the Director of Real Estate Management.

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Carpentry Services: The Carpentry Services Unit is responsible for providing structural maintenance and renovation services in all buildings on the Main and Agriculture campuses. The Unit has three major areas of responsibility: 1) carpentry, 2) custom woodworking, and 3) finishing services.

The Carpentry Section provides a diverse range of services directed both toward special projects and routine maintenance and upgrading of facilities. Services provided include: building or demolishing walls; installing or removing windows and doors; repairing floors, walls, ceilings, windows, and doors; forming, pouring, and refinishing concrete walks, steps, and retaining walls; laying blocks, brick, and stone; and repairing roofs/ installing shingle roofs.

The Custom Woodworking Section provides complete custom woodworking services directed both toward special projects and routine upgrading of facilities, employing skilled crafts personnel. Services available include: picture frames and bulletin boards; bookcases and bookshelves; cabinets, counters, counter tops, molding and other architectural finishes; tables and equipment stands; and build-in or custom designed desks, credenzas, and other equipment.

The Finishing Section provides complete furniture and woodwork finishing and refinishing services, including both painted and stained surfaces. 

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Carpet: Installation of carpet is provided through an external contract administered by the Engineering Services Unit. Replacement or new installations of carpet are requested on the PP-28 Form (see below, under "Renovation/Remodeling"). Requests for minor repairs to existing carpet or special carpet shampooing should be made by calling the Work Order Office, 946-7777.

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Ceilings - Installation and Maintenance: Repairs, replacements, and installations of acoustical ceilings are provided through an external contract administered by the Engineering Services Unit. Minor repairs or replacement of ceiling tiles can be obtained at no charge by calling the Work Order Office at 946-7777. Reconfiguration or installation can be requested by means of the "Special Projects Work Request Form" (PP-28 Form) discussed below under "Renovations/ Remodeling". Other inquiries should be directed to the Engineering Services Unit (117 Facilities Services Building, 974-3425).

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Clock System: The campus clock system is maintained by the Electrical Services Unit's electronic and low voltage unit. To obtain service, call the Work Order Office ( 974-2347).

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Code Compliance: Fire and building codes must be adhered to in all work performed in campus buildings. Questions concerning code requirements should be directed to the Engineering Services Unit of  Facilities Services (117 Facilities Services Building, 974-3425).

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Complaints: In any operation as large and diverse as the Facilities Services Department, mistakes and oversights will occur. The Facilities Services exercises quality control procedures in all its operations, but when mistakes or oversights occur, please contact the Associate Vice Chancellor of the Facilities Services Department (208 Facilities Services Building, 974-2178). All such reports are taken seriously and investigated, not only to correct the current problem, but to avoid subsequent similar occurrences.

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Cooling Towers: Facilities Services Department is responsible for testing the water in all cooling towers on the Main and Agriculture campuses and ensuring that adequate treatment is taking place.   Inquiries about cooling towers should be directed to Preventive Maintenance  (131 Facilities Services Building, 974-5346).

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Conduit/cable:  Laying of below ground conduit or cable on campus or placement of conduit in buildings for voice/data/video transmission purposes must be performed by Facilities Services personnel or by professionals under Facilities Services guidance.

Placement of conduit in buildings for voice/data/video transmission purposes must be performed by Facilities Services Personnel or by professionals under Facilities Services guidance.  Inquiries about installation of conduit or cable should be directed to the Assistant Director for Construction and Repairs (208 Facilities Services Building (974-2415).

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Connections-- Utilities: Any connection made to utility systems (water, sewer, air, vacuum, gas, steam, or electricity) must be performed by Facilities Services Department personnel or by professionals under Facilities Services department guidance.  Inquiries about such connections should be directed to the Assistant Director for Construction and Repairs (208 Facilities Services Building, 974-2415).

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Consultation: The Facilities Services Department staff is available, and welcomes the opportunity, to consult with any member of the University community about matters relating to physical campus resources, policies, services, or practices. Inquiries should be addressed to the Office of the Associate Vice Chancellor (208 Facilities Services Building, 974-2178).               

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Custodial Services--Building Cleaning Services:
Administrative and academic buildings (including those on the Agriculture Campus) are cleaned daily either by Facilities Services personnel or under a contract for custodial services administered by the Facilities Services Department. Buildings are cleaned between 5:00 p.m. and 1:00 a.m., Monday-Friday, except for Holidays and days of administrative closing. Restrooms in all buildings are cleaned daily, and supplies are replenished during the cleaning.

ORIGINAL CURRENT
ACTIVITY FREQUENCY CONTRACT
Vacuum Walk Off Mats Daily Daily
Dustmop Hard Floors (wood & vinyl) Daily Daily
Empty and Reline Waste Cans Daily Daily
Clean and Sanitize Restroom Fixtures Daily Daily
Refill Restroom Dispensers Daily Daily
Clean Restroom Mirrors Daily Daily
Police Area Daily Daily
Vacuum Carpets Daily M-W-F
Sweep Stairs and Landings Daily Weekly
Spot Clean Furniture Daily None
Damp Mop Hard Floors Weekly Weekly
Damp Mop Stairs and Landings Weekly Bi-weekly
Dust Horizontal and Vertical Surfaces Weekly Monthly
Clean Air Vents Weekly None
Spot Wash Walls and Doors Weekly None
Clean Display Glass Weekly None
Spraybuff Hard Floors Monthly Quarterly
Dust Venetian Blinds and Window Sills Monthly None
Vacuum and Polish Furniture Quarterly None
Shampoo Carpets Annually Annually
Strip and Refinish Hard Floors Annually Annually
Wash Venetian Blinds Annually None
Wash Windows Annually None

Problems with custodial services should be reported immediately to the General Superintendent for Building Services (205 Facilities Services Warehouse Building, 974-5107) for correction.

Units holding special functions in campus facilities in the evenings or on weekends should notify the General Superintendent for Building Services (205 Facilities Services Warehouse Building, 974-5107) well in advance to ensure that the space is clean for the function and that the space is readied for scheduled use following the function. In some instances, a special cleaning charge may have to be made to the unit holding the function.

Special cleaning needs (such as stripping, resealing, and refinishing floors; carpet shampooing; exterior window washing; cleaning of light fixtures; and wall washing) are identified by Facilities Services personnel, Building Committees, and building occupants. Such special cleaning tasks are performed by Facilities Services on a regular schedule or as found by Facilities Services to be necessary. Requests for special cleaning should be made by calling the Work Order Office at 946-7777.

In addition to routine special cleaning needs, Facilities Services provides special cleaning of offices and office furniture at the expense of the department requesting the special service. Such requests should be directed to the General Superintendent for Building Services (205 Facilities Services Warehouse Building, 974-5107).

Several buildings on the Main or Agriculture Campuses are cleaned by staffs assigned to units other than Facilities Services. They are:

UNIVERSITY HOUSING: The public areas of dormitories and apartment buildings are cleaned by a housekeeping staff employed by the Department of University Housing (405 Student Services Building, 974-2571). Student rooms and apartments are cleaned by their occupants.

CAROLYN P. BROWN MEMORIAL UNIVERSITY CENTER: This building is cleaned by a housekeeping staff under the direction of the Director of the Center (329 University Center, 974-3455).

CLYDE YORK VETERINARY TEACHING HOSPITAL: These buildings are cleaned by an outside contract administered by the College of Veterinary Medicine (B206 York Veterinary Teaching Hospital, 546-9230)

STUDENT AQUATIC CENTER: This building is cleaned by Aquatic Center personnel under the direction of the Aquatic Center Director (974-5165).

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Digging:
No digging of Campus grounds shall be done without the approval of and under the supervision of the Facilities Services Department and the placement of a Tennessee One call (800) 351-1111.  Notification in writing shall be made to the Associate Vice Chancellor of the Facilities Services (208 Facilities Services Building, 974-2178) a minimum of seven days prior to any digging, cutting, boring, drilling, or disturbing takes place.  In the event of an emergency a call should be made to the Associate Vice Chancellor.

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Ductwork:
The Air Conditioning Services Unit fabricates, installs, and maintains ductwork within buildings on the Main and Agriculture campuses. Ductwork necessary for renovation or remodeling projects is estimated as part of the estimating process, and its fabrication and installation is coordinated as part of the overall project. Inquiries about ductwork should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Electrical--Dedicated Outlets:
  Dedicated electrical outlets can be provided by the Electrical Services Unit.  Dedicated electrical outlets may or may not be a dedicated circuit for a particular piece of equipment, but the circuit may be dedicated for a particular type of equipment such as computers.  Inquiries about dedicated circuits should be directed to Electrical Services (132 Facilities Services Building, 974-2505).

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Electrical Power Outages
:  The Facilities Services Department Electrical Services Unit is responsible for the maintenance and operation of all electrical distribution systems owned by the Knoxville Campus.  This includes all primary and secondary systems located on the Main and Agricultural Campuses and the secondary systems of rental properties located off campus.  Therefore, all power outages required in any University building for renovation or maintenance work being performed by outside contractors must be scheduled through the office of the Associate Vice Chancellor.  The actual discontinuance and restoration of power will be performed by Facilities Services employees with the assistance of the Knoxville Utilities Board as necessary.

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Electrical problems, new installations, and wiring changes:
The Facilities Services Department must make, approve, or supervise any changes to the electrical wiring within buildings. This includes installation of wiring for security systems and wiring for data/voice/video transmission.  To obtain service, call the Work Order Office, 974-2347. New installations/changes and general problems with electrical service should be discussed with Electrical Services (132 Facilities Services Building, 974-2505).  

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Electrical requirements for Office, Laboratory, or Special equipment:
All standard 120 volt, single-phase circuits are limited to 20 amperes of current capacity. Electrical Services (132 Facilities Services Building, 974-2505) should be consulted to determine the appropriate phase and voltage required for any area in which equipment is to be installed which requires power other than 120 v., single phase, 20 amp. service.

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Electrical Services:
The Electrical Services Unit provides electrical maintenance and construction services for the Main and Agricultural campuses. Three units, Electrical, Electronic and Low Voltage, and High Voltage, ensure that the appropriately trained personnel are available for a specific task. The Electrical unit maintains secondary voltage power distribution systems, performing such maintenance functions as:

  o repair of indoor and outdoor lighting systems.
  o repair or replacement of electric motors.
  o repair of electrically operated laboratory equipment.
  o general troubleshooting and repair of electrical distribution systems.

The Electronics and Low Voltage Unit maintains permanently installed systems such as fire  alarms, clock and bell systems, and computer cabling or network connections.

The Primary or High Voltage Unit maintains high voltage power distribution systems. The University distributes its own power from a substation on 18th Street. This Unit performs such functions as:

  o repair or replacement of overhead distribution lines.
  o repair or replacement of underground distribution lines.
  o repair or replacement of transformers or switchgear.
  o rerouting of power distribution to back-up circuits during emergencies.
  o repair of equipment damaged by lightning.

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Elevators: All elevators are maintained by an outside contractor under the supervision of the Facilities Services Department. In addition, the Facilities Services Department utilizes nationally-known elevator consultants to monitor service and suggest improvements. General problems with elevators should be reported to the Facilities Services Department, Preventive Maintenance Unit for investigation (974-2453) during normal working hours. Interruption of elevator service or specific malfunctions should reported immediately as follows:

8:00 a.m.-4:30 p.m., Monday through Friday:  974-2453
4:30 p.m.-midnight, Monday through Friday:   974-2158

After midnight, holidays, and weekends:  UT Police Department Dispatcher, 974-3114

Non-emergency after midnight, holidays, and weekends: To Voice Mail, 974-2453

Reporting of problems with elevator service and requests for elevator maintenance are to be made only as specified. If calls are made directly to the elevator contractor which result in charges to The University, the charges will be passed on to the individual making the call.    

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EMERGENCIES:
Any disaster, flood, major mechanical failure, bomb threat, fire, accident, or situation which presents an imminent danger to individuals within University facilities, on University grounds, or in the vicinity of the University or which has the potential for serious property damage is an emergency and should be reported immediately by telephone to the UT Police Department (911 or 4-3111) and to the Associate Vice Chancellor (4-2178) of the Facilities Services.   If the telephone is not working, the emergency should be reported from the closest telephone that is working or in person. After normal working hours, it is necessary to notify only the UT Police, who will contact appropriate Facilities Services personnel. Facilities Services will respond to all bona fide emergencies. Routine malfunctions of equipment and minor building problems should not be reported as emergencies.

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Emergency generator repair:
The Electrical Services Unit repairs emergency generators. To obtain service, call the Work Order Office at 974-2347.

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Energy Conservation:
The Facilities Services Department is actively engaged in and actively encourages energy conservation of all types-- water, electricity, steam, and natural gas. Examples of Facilities Services programs in the area of energy conservation include: expansion of the computer-based energy management system to additional buildings, retrofitting of existing lighting with energy efficient bulbs and ballasts, maintenance of equipment in proper working repair, and preventive maintenance to decrease leaks in pipes. The Department of Facilities Services is available to assist any unit interested in learning about possible energy conservation measures which can be taken by members of the University community. Inquiries about energy conservation should be directed to the Assistant Director for Engineering (208 Facilities Services Building, 974-2415). 

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To report energy leakage or unnecessary usage:
The Preventive Maintenance Unit also serves to receive reports of energy leakage or unnecessary usage. All calls to them are investigated promptly as part of the overall energy savings and cost containment program.  Inquiries should be addressed to the Preventive Maintenance Unit (131 Facilities Services Building, 974-5346), or email: energyinfo@utk.edu

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Environmental Concerns:
Most environmental concerns should be addressed to the Office of Environmental Health and Safety (916 22nd Street, 974-5084).  However, problems noted at a Facilities Services facility should also be reported immediately to the Executive Director (208 Facilities Services Building, 974-2178).

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Estimates:
  Estimating services and design consultation are obtained by submission of a "Facilities Services Special Projects Work Request Form" [PP-28 Form], which is required for all requests for remodeling or renovation. See Renovations/ Remodeling for a description of the process of submission and approvals of PP-28 Forms.

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Fabrication of Metal Items:
The Air Conditioning Services Unit provides general metal fabrication services for items such as filter frames, strainers, expansion joints, grills, outside louvers, diffusers, gutters, and down spouts. Fabrication required as part of a renovation or remodeling project is included in the estimate and coordinated as part of the overall project. Inquiries about fabrication of metal items which are not part of a remodeling or renovation project should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Facilities Planning:
Overall Facilities Planning for all University entities is provided by the Office of Facilities Planning (Middlebrook Pike Building, 974-2231). The Facilities Services  Department works closely with the Office of Facilities Planning in all phases of facility development and capital renovation, and in establishment of priorities and standards for improvement of the campus Facilities Services.   Inquiries related to construction of new facilities or renovations funded by Tennessee capital outlay or capital maintenance monies should be directed to the Office of Facilities Planning.

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Fiber Optics:
The Telephone Services Department is responsible for the installation and maintenance of inter-building fiber optics cabling.  This includes splicing and terminations.  Questions concerning fiber should be directed to the Director of TS at 4-3120.

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Fire Safety
: The Environmental Health and Safety Office (916 22nd Street, 974-5084) is responsible for developing and posting emergency evacuation plans, scheduling fire drills, and inspecting facilities for fire code violations. Purchase, placement, inspection, and replacement of fire extinguishers is also the responsibility of this office. Inquiries about these topics should be directed to the Environmental Health and Safety Office.

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Fire Alarm systems:
The University maintains, as part of the UT Police Department, a central receiving station to which most fire alarm systems are connected. This receiving station is staffed 24 hours a day, 365 days a year. The Facilities Services Electrical Services Unit is responsible for the installation and maintenance of fire alarm systems. Inquiries about the fire alarm systems should be directed to Electrical Services (132 Facilities Services Building, 974-2505).

TO REPORT A FIRE OR FIRE ALARM SOUNDING: Call the campus emergency number, 911, or 4-3111 (974-3111).

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Food Processing Equipment:
The Preventive Maintenance Unit is responsible for maintenance and repair of food processing equipment. Inquiries and requests for service should be directed to Preventive Maintenance (131 Facilities Services Building, 974-5346).

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Fume Hood Fabrication, Installation, and Maintenance:
These services are provided by the Air Conditioning Services Unit. There is no charge for correction of malfunctions with equipment installed with the original building; there is a charge to the requesting unit for fabrication and installation of new units or for expanding or upgrading existing units. Service for existing units is obtained by telephoning the Work Order Office, 946-7777. Inquiries about fume hood services should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478). Because installation of additional fume hoods may require changes in makeup air within the facility, and also must be documented in our EPA emissions permit, consultation with Facilities Services personnel is essential in the planning stages of any expansion of the number or capacity of fume hoods.

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Furniture - Assembly, Repair, Installation:
Facilities Services repairs, refinishes, or refurbishes office furniture and furniture used in operating units of the University at the expense of the requesting unit. Classroom furniture, auditorium seating, and some other fixed instructional equipment is maintained by the Facilities Services at no charge (see section on Classroom Furniture for additional furniture).  Requests for maintenance and repair of instructional furniture should be called to the Work Order Office, 946-7777. Inquiries about special services should be directed to the Executive Director (208 Facilities Services Building, 974-2178). When new furniture is purchased by a unit, inside delivery and assembly by the vendor must be required as part of the purchase order. If Facilities Services assembles and installs furniture, a charge will be made to the unit for which the service is performed.

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Furniture--Classroom
: Classroom furniture, auditorium seating, and some other fixed instructional equipment is maintained by the Facilities Services at no charge.  Requests for maintenance and repair of instructional furniture should be called to the Work Order Office, 974-2347.  Spare classroom furniture is stored by the Business Services Department in various warehouse locations.  Requests for additional furniture should be directed to the Manager of the Warehouse, Auxiliary Services Building (974-3120).

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Furniture - Refinishing, Custom Made:
The Custom Woodworking Section of the Carpentry Services Unit has full custom furniture design and fabrication capability, and provides refinishing services for both painted and stained surfaces. These services are provided at the expense of the requesting unit, except for regular maintenance and upgrading of facilities. Requests for services are made through the "Special Projects Work Request Form (PP-28 Form) described below. Inquiries and questions should be directed to Carpentry Services (103 Facilities Services Building, 974-6669).

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Furniture and Equipment - Surplus:
  Surplus furniture and equipment is warehoused by the Business Services Department at various locations until it is disposed of via surplus sale or transfer to another department.  Departments with furniture or equipment to be declared surplus should contact the Manager of the warehouse (974-3120).  Departments who need additional equipment or furniture may contact the Manager to see if these needs can be met with surplus from the warehouse.

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Grounds Maintenance:
The Grounds Maintenance Unit provides mowing, raking, mulching, fertilizing, weeding, edging, litter pick-up, street and parking lot cleaning, and ice and snow removal. To indicate needed grounds service, call the Work Order Office at 946-7777. More general inquiries should be directed to the Grounds Maintenance Unit (205 Facilities Services Warehouse Building, 974-3486).

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Hazardous Waste:
Disposal of hazardous waste on the Main campus is the responsibility of the Environmental Health and Safety Office (916 22nd Street, 974-5084). Disposal of such wastes on the Agricultural campus is the responsibility of the Assistant Dean of the Agricultural Experiment Station (104 Morgan Hall, 974-7123).  Hazardous wastes include, but are not limited to: flammable and combustible liquids, waste and unused chemicals, toxic chemicals, pesticides and agricultural chemicals, carcinogens, pathogenic agents, radioactive chemicals, and contaminated waste.

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Heating:
The Air Conditioning Services Unit is responsible for constructing, renovating, and maintaining all heating systems within buildings on the Main and Agricultural campuses, both systems which use steam from the central steam plant and those with separate or stand-alone systems. Just under 100 different heating systems are maintained in addition to the central steam system equipment. Heating systems located on the campus include all electric, gas fired boilers and hot air systems, and oil fired boilers and hot air systems. Requests for service should be called to the Work Order Office, 946-7777.  Emergency service is available 24 hours a day. To obtain emergency service after 4:00 p.m. Monday- Friday, call 974-2158. To obtain emergency service after 11:30 p.m. Monday-Friday and on weekends and holidays, call 974-3114. General inquiries should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Heating - changeover from air conditioning:
Facilities Services Department personnel change over building systems from air conditioning to heating each Fall. Because of the equipment installed throughout the campus, buildings must be changed over separately. The Facilities Services performs the changeover on the basis of priorities established 1) to maintain required temperatures to protect equipment and research in progress, and 2) to serve the greatest number of individuals and activities. Heating changeover may not begin until the outside low temperature has dropped below at least 50 degrees F. for a minimum of three consecutive days. Consideration is also given to temperature projections.  The wide swings in temperature during the Fall of the year have made this policy necessary. Special problems or hardships with this policy should be discussed with the Associate Vice Chancellor of the Facilities Services (208 Facilities Services Building, 974-2178).

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Heavy Equipment:
The Grounds Maintenance Unit maintains a variety of heavy equipment through which it provides diverse services. Heavy equipment services include grading, excavating, ditching, demolition, street sweeping and flushing, storm sewer clean-out, hauling, asphalt preparation and repair, fence repair, general purpose welding, ice and snow removal, handling and placement of heavy pieces of equipment, and other miscellaneous activities. To obtain service call the Work Order Office at 946-7777.

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Horticultural and Landscaping Services:
Horticultural services are provided by a specialized crew. These services include landscape design, planting, transplanting, pruning, tree removal, and greenhouse operation. Advice on the selection and care of indoor plants is also provided.  To obtain these services, contact the Horticulturist for Grounds Maintenance (206 Facilities Services Warehouse Building, 974-3486).

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Ice and Snow Removal:
The Grounds Maintenance Unit provides ice and snow removal services for the Main and Agricultural campuses. These services are provided on a priority basis, with safety of the greatest number of individuals being used to determine the order of service. To obtain service, call the Work Order Office at 946-7777. More general inquiries or special, continuing problems should be discussed with the Grounds Maintenance Unit (205 Facilities Services Warehouse Building, 974-3486).

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Ice Machines:
The Air Conditioning Services Unit installs, maintains, and repairs all ice machines, from those which produce small cubes to those with output of 400 pounds/day. To obtain service, call the Work Order Office, 946-7777. To make general inquiries, contact Air Conditioning Services (207 Facilities Services Warehouse Unit, 974-3478).

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Indoor Air Quality
:
One of the fastest growing concerns in the University community is indoor air quality.  The Facilities Services Department strives to maintain the best possible indoor environment within the capabilities of the available systems.  Questions or concerns about indoor air quality should be directed to the Assistant Director for Operations, (208 Facilities Services Building, 974-5107), and/or the Office of Environmental Health and Safety (916 22nd Street, 974-5084).  Investigations are a joint effort between these two departments.

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Keys:
Issuance of keys, rekeying of buildings, and general locksmith services are provided by the Lock and Key Services Unit of the Facilities Services Department (974-4371).  Requests for such service and inquiries about charges for such services should be directed to the Work Order Office at 946-7777.

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Lock Policy:
All locks on all doors, both exterior and interior, of University buildings must be furnished by Lock and Key Services and be on master keys available to building service and safety personnel.  Occupant-installed locks or padlocks will be removed by the Facilities Services Department, with the cost for removal and installation of University locks billed to the department or entity to which the space is assigned.  Problems with this policy should be discussed with the Associate Vice Chancellor of the Facilities Services (974-2178).

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Lock Repair:
Malfunctions of building locks, door hardware, or panic bar hardware should be reported to the Facilities Services by calling in a work order (946-7777).  These repairs are building maintenance functions for which no charge is assessed.  Changing of locks, issuance of keys, and rekeying of rooms or buildings are matters under the administrative responsibility of the Associate Vice Chancellor of the Facilities Services (974-2178).

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Natural Gas:
The University maintains its own natural gas distribution system in the "Hill Area". On the rest of the campus, KUB brings the service to the meter located directly adjacent to the building. The Plumbing Services Unit maintains the University's natural gas distribution system and all natural gas lines within University facilities. To obtain repair service, call the Work Order Office at 974-2347. LEAKING NATURAL GAS SHOULD BE REPORTED AS AN EMERGENCY.  After hours and on holidays, call 911 or 974-3114.

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PP-28 Form:
Available from the Department of Facilities Services by calling 974-2176 or on the web (http://fs.utk.edu). See Renovations/ Remodeling    

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Painting:
External and interior painting of facilities is provided through an outside painting contract administered by the Engineering Services Unit of Facilities Services. The contract includes both special project and routine maintenance painting, and also covers repair of plaster and sheetrock, taping and spackling, and finishing of sheetrock or plaster. The Carpentry Services Unit provides some interim services, as necessary. Requests for painting within buildings which is not part of the overall painting program is provided at the expense of the unit making the request. Such requests are usually made through the "Special Projects Work Request Form" (PP-28 Form) discussed under "Renovations/Remodeling" below. Inquiries and questions should be directed to the Engineering Services Unit (117 Facilities Services Building, 974-3425).

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Pest Control:
The Sanitation Safety Division of the Facilities Services Department provides comprehensive pest control services. The Unit is headed by a Supervisor licensed by the State of Tennessee as a commercial Pest Control Operator. Each of the technicians is also a Licensed Operator and Certified Applicator. Services provided include insect, rodent, termite, bird, odor, and biological control. A paging system enables prompt response to trouble calls. To obtain service, for which there is no charge to the requesting unit, call the Work Order Office at 974-2347. If there are conditions or problems requiring special care or procedures, contact the Supervisor for Pest Control Services (205 Facilities Services Warehouse Building, 974-5107).

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Plumbing Services:
The Plumbing Services Unit is responsible for the distribution systems for steam and domestic water. The University distributes its own utilities, which means that KUB brings a utility to a certain point on the campus from which the University distributes the utility throughout its properties. Domestic water is distributed and waste water removed through an underground piping system. Domestic water is distributed in pipes ranging from ? inch to 10 inches in diameter; waste water is removed in pipes ranging from 1 ? inches to 10 inches in diameter. Storm sewers on the Main and Agricultural campuses range from 6 inches to 48 inches in diameter. The Plumbing Section of this Unit performs routine, periodic maintenance on domestic water systems (including sewers), low pressure distribution systems within buildings, and storm sewers. It also provides special project services, with a charge to the requesting user. Services provided include:

  o Response to emergencies, such as burst pipes.
  o Monthly rodding of main sewer lines at University Housing and Food Services.
  o Periodic cleaning and lubrication of blending valves.  
  o Periodic cleaning of steam traps and water reducing stations.
  o Periodic maintenance of backflow preventers. sterilizers, autoclaves, dishwashers and the like.
  o Periodic lubrication and operation of fire hydrants, sprinkler, and hose systems.
  o Periodic cleaning and maintenance of circulating, condensate return, and sump pumps.
  o Installation and replacement of restroom fixtures.
  o Insulation of pipes within buildings and underground.
  o Installation of new or replacement of existing water stills, autoclaves, sterilizers, dishwashers, and the like.
  o Replacement of large hot water tanks with small instantaneous steam heaters.
 
  o Maintenance and repair of natural gas distribution system and pipes and distribution of natural gas within facilities.
  o Steam distribution system

To obtain service, call the Work Order Office at 946-7777. Emergency service is available 24 hours a day. To obtain service from 4:00 p.m. until 11:30 p.m. Monday through Friday, call 974-2158. To obtain service after 11:30 p.m. and on weekends and holidays, call 974-3114. Plumbing services required as a part of special projects are estimated and performed as part of the "Renovation/Remodeling" (PP-28 Form) process discussed below. General inquiries should be directed to the Plumbing Services Unit (2233 Volunteer Boulevard, 974-3401).     

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Posting of Notices
:
The general posting of notices and signs within campus buildings and on the grounds of the University is allowable only on Bulletin Boards provided for this purpose. Official University Bulletin Boards are limited to official University communications. General Bulletin Boards are available for other postings. Posting of any item on painted surfaces, doors, or windows is prohibited. Items posted in violation of this policy will be removed, and the individual posting them will be assessed any costs of removal or repair of damage.

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Posting of Political and Commercial Items
:
The posting and/or distribution of political and/or commercial signs and handbills is not permitted in campus buildings or on the grounds of the University. General Bulletin Boards may not be used for such postings. Items posted in violation of these guidelines are subject to removal, and the individual posting them will be assessed any costs of removal or repair of damage.

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Preventive Maintenance:
The Preventive Maintenance Unit provides general maintenance services on the Main and Agricultural campuses. (The University Center, York Veterinary Teaching Hospital, and University Housing off campus provide their own preventive maintenance services.) The Preventive Maintenance staff performs scheduled inspections of buildings and makes minor repairs which can be carried out in a short time-frame with basic hand tools. The services generally performed include:

  o Checking and logging elevators, chillers, cooling towers, condensers, circulating pumps, air compressors, and air handlers.
  o Checking plumbing systems for leaks and stoppages and making necessary repairs.
  o Checking lighting systems and replacing bulbs and/or ballasts as needed.
  o Performing oiling, greasing, tightening, painting, and cleaning maintenance on motors and pumps.
  o Changing belts and/or filters, washing coils, and cleaning ducts.
  o Answering complaint calls from University employees whose work station is in the building.  
  o Identification and referral of needed repair items to the appropriate Facilities Services unit.

To obtain service, call the Work Order Office at 946-7777. To discuss general services, contact the Preventive Maintenance Unit (131 Facilities Services Building, 974-5346).

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Recycling
:
The Department of Facilities Services operates the campus recycling programs for white office paper, aluminum cans, mixed paper, newspapers, cardboard, scrap metal, plant waste, and the SGA sponsored centers.  For more information on these programs, contact the Assistant Director for Operations (205 Facilities Services Warehouse Building, 974-5107), or email: recycle@utk.edu

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Refrigeration equipment: The Air Conditioning Services Unit installs, maintains, and repairs refrigeration equipment which maintains temperatures ranging from 98.7 degrees F. to -180 degrees F. Inquiries and service requests should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Renovations/ Remodeling:
Requests for renovation or remodeling work must be submitted on the "Special Projects Work Request Form", PP-28 Form. The PP-28 Form serves as the basis for design consultation, estimating, project scheduling, and funds transfer. PP-28 Forms may be obtained from the Department of Facilities Services by calling 974-2176 or the department’s web page. The following procedures must be followed in submitting PP-28 Forms, an example of which appears at the end of this Guide:

     A.  All Knoxville Campus budgetary units, including projects to be charged to auxiliary and restricted accounts:

 1. The Unit Head initiates the PP-28 by filling out Section 1 of the PP-28 Form, and attaching justification and descriptions of the work.

 2. The unit head initiates the request for an estimate [Section I] which is then approved by the appropriate Dean/Director and Vice Provost.  The Vice Provost forwards the approved form to the Facilities Services, signifying that the project is one anticipated to be placed into active status within a 12 months’ time frame.   Estimates provided more than 12 months' previous to a request that the work be accomplished will need to be updated prior to beginning the work. NOTE: IF AN ESTIMATE IS NOT REQUIRED, both Parts I and III should be completed at this point.   [See items  4, 5, and 6, below.]

 3. The Facilities Services Department will estimate the cost of the project, obtaining estimates from all involved Unit of the Facilities Services. Estimators will consult with the requesting Unit Head as necessary to understand the project fully. The Facilities Services Department will fill in Section II of the PP-28 Form, and return the form with the estimate to the requesting Unit Head for review and approval.

 4. The Unit Head reviews the estimate and ensures that funds are available for the project, and fills out Section III of the form.   The account name, number, and object code to which the project will be charged must be filled in before the project can be placed into active status by the Facilities Services Department.  A person with signature authority over the account to be charged must also sign the form in Section III.  E-mail approvals of the estimates are also acceptable.

 5. After the approved PP-28 has been received, the Facilities Services Department will review the project, assign a project number, and schedule the work for completion. Generally, projects are scheduled in the order in which the approved request for the performance of work is received.  Necessary maintenance and repairs will normally take priority over renovation work. Academic program services work will receive the highest priority possible.  If there is a special situation in which timing of completion of the work is critical, the Unit Head should contact the Assistant Director for Engineering Services (117 Facilities Services Building, 974-3425).

 6. After the work has been accomplished and the records posted by involved Units within Facilities Services, the PP-28 Form serves as the funds transfer document which is entered into IRIS.   Department Heads who have questions about these charges should contact the Associate Vice Chancellor (208 Facilities Services Building, 974-2178).

     B.  All Knoxville Campus Centrally Funded Projects to be Charged to Minor Construction and Alterations (E01-7223):

From time to time, the Knoxville Campus Administration will determine that a particular renovation project is of such importance to the campus that it should be funded centrally and not by an individual department.  In such cases, a PP-28 may be initiated by a department, by Facilities Services, or by the Vice President for Operations.

     C.  Project to be charged to University budgetary units other than those of the Knoxville  Campus:

The Institute for Agriculture, Men’s Intercollegiate Athletics, York Veterinary Teaching Hospital, and Vice Presidential units have different approval processes.  When all the required approvals have been obtained, the PP-28 Forms for all projects are to be sent directly to the Facilities Services Department.  The PP-28 form serves as the funds transfer document in the same manner as for Knoxville Campus and auxiliary and restricted accounts and one also entered into IRIS.

    D.  Projects Anticipated to cost $100,000 or more:  

Renovation or alteration projects (as well as acquisition of land or buildings and campus improvements such as those involving roads, walks, utility and lighting systems, tennis courts, purchase of major equipment for new facilities, etc.) which cost $100,000 or more must be accounted for as discrete projects in Unexpended Plant Funds.  These accounts are overseen by the Director of Facilities Planning.  Projects anticipated to cost $100,000 or more should be identified as part of the annual budget process.  Appropriate documentation of the project, including project scope, estimated cost, and funding source will be required for central approval of the project and establishment of the Unexpended Plant Fund Account.  No funds may be committed or work performed on projects estimated to cost $100,000 or more until approvals have been obtained, the appropriate account has been established, and funds have been transferred to the account.

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Roof Replacement: An ongoing program of roof replacement is maintained through annual provision by the State of Capital Maintenance funding. Roof replacements funded under this program and administered by the Division of Facilities Planning. To inquire about whether the roof of a particular facility is included within the capital maintenance program, contact the Assistant Director for Engineering (208 Facilities Services Building, 974-2415).

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Roof Leaks
:
It is important to report roof leaks immediately. This should be done by calling the Facilities Services Work Order Department at 974-2347. If the leak is serious or endangering equipment, additionally notify Carpentry Services (103 Facilities Services Building, 974-6669).

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Satellite Dishes:
See the Antennae and Aerials section of this document.

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Security Systems:
The Central Alarms Office is responsible for planning and implementation of security systems.  Units are charged for the systems and ongoing monitoring of them.  A central receiving station is staffed 24 hours a day, 365 days a year, to allow prompt response to alarms.  For information about security alarm services, contact Central Alarms at 974-1128.

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Signs -- Building and Interior:
The Sign Services Section of the Building Services Unit is responsible for designing, painting, and maintaining all exterior building signs and interior signage in accord with campus sign policies. Interior signs desired by units which are not part of the overall signage program are provided at the expense of the requesting unit. No exterior signs other than those furnished by the Facilities Services Department may be placed on any building or on the grounds of the Main or Agricultural campuses. Requests for provision of additional internal signs are made by means of the "Special Projects Work Request Form" (PP-28 Form) discussed above. Needed maintenance of existing signs should be reported to the Work Order Office (107 Facilities Services Building, 946-7777). Requests for changes to existing interior or exterior signs should be discussed with Building Services (205 Facilities Services Warehouse Building, 974-5107).  

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Signs - Metal:
The Air Conditioning Services Unit fabricates standard metal sign blanks for all University of Tennessee campuses. Need for and placement of standard metal signs is determined by The Associate Vice Chancellor of the Facilities Services, in consultation with appropriate officials on the Main and Agricultural campus. Information and inquiries should be directed to the Executive Director (208 Facilities Services Building, 974-2178).

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Special Projects:
The Engineering Services Unit is responsible for coordinating all renovation and remodeling work performed by the Facilities Services Department. In addition, this Unit administers a variety of blanket contracts for specialty work routinely required for projects. The Facilities Services undertakes 800 to 900 special projects annually, ranging from simple tasks such as installing a new receptacle to complex renovations. Projects can involve a number of user departments and coordination of services from as many as eight different units within Facilities Services.

The Engineering Services Unit is responsible for making sure that the work is scheduled, that various crews arrive at the site when they are supposed to, in the right order, and that the work is accomplished in a timely fashion. The Unit is responsible for ensuring that the work is performed within the estimated amount or for justification of the overrun. This Unit is also responsible for keeping the requesting units apprised of progress being made and any problems encountered, and for working around any special scheduling problems the requesting units may have. Requests for service from this Unit are made by means of the "Special Projects Work Request Form" (PP-28 Form) discussed above under "Renovation and Remodeling".

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Steam Plant:
The Steam Plant Unit of the Facilities Services Department is responsible for the maintenance and operation of the central steam plant which serves both the Main and Agricultural campuses. 153 buildings, containing over 7,000,000 square feet of space, are served by the Steam Plant. Steam is used for heating and domestic hot water in these facilities, as well as to operate sterilizers, autoclaves, and the like. Eleven miles of steam pipe and return lines crisscross the Main and Agricultural campuses. The major components of the Steam Plant include:

  o Three Riley stoker fed, coal-fired boilers manufactured by Union Iron Works rated at 100,000 pounds per hour with 80,000 pounds per hour recommended as the highest normal operating level. At its maximum recommended capacity, each boiler would burn approximately 70 tons of coal per day. On the average, 105 tons of coal are burned each day by the three boilers combined.  One of these three boilers has recently had a sidewall natural gas burner added so that it now has an alternate fuel source.
  o One natural gas fired turbine-generator manufactured by Solar with a nominal capacity of 5 megawatts.
   o One waste heat recovery boiler manufactured by ERI with a
nominal capacity of 120,000 pounds/hour fired by exhaust gas from the turbine-generator and/or natural gas.
   o Two natural gas compressors that boost fuel pressure
to the turbine to 200 psi.
   o
One roller type coal crusher.  This crusher makes it possible to purchase
nut and slag coal for the Steam Plant.  The crusher is used to convert nut and slag (0 to 3 inches in diameter) into stoker coal (1/4 to 1 1/4 inches in diameter) when necessary.
   o One conveyor and storage bin system. Coal comes out of the crusher onto a conveyor and elevator system which loads the coal into 200 ton capacity bunkers stationed above the boilers.
   o One 3-cell electrostatic precipitator. This precipitator traps the approximately one ton of fly ash generated each day, and brings particulate matter emissions well within the EPA standards. The fly ash is conveyed to a closed container and transported to a recycling center.
   o Truck scales. The University receives its coal by truck. The scales, certified by the State of Tennessee, are used to weigh each truck delivering coal. The ticket generated by the scales serves as the basis for payment for the coal. Coal delivered is randomly tested to ensure that it meets the conditions specified in the contract.
   o Water testing equipment. Water must be treated before being introduced into the boilers to prevent the build-up of scale and corrosion. Water is tested and treated continuously, and the process also allows for the identification of problems with the steam distribution system.
   o Emergency generator. The Steam Plant has a 900 horsepower emergency generator which can power the plant during an electrical outage. The generator is powered by fuel oil. The 6,000 gallon tank ensures that the plant could operate for several days in the event of a severe electrical emergency.  

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Suggestions:
The Facilities Services Department welcomes suggestions for ways in which services can be provided more efficiently and for additional services which might be provided. Such suggestions should be made to the Executive Director of the Facilities Services (208 Facilities Services Building, 974-2178).

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Technical Services:
The Technical Services operations were integrated into the Facilities Services Department on July 1, 1996.  This Unit includes the campus Facilities Database maintenance and updating, maintenance and updating of building small scales, and computer and network hardware support for the Administration Unit.

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Telephones: Emergency “Blue Phones” and Pay Telephones
:  
  
  Outdoor emergency telephones which are connected directly to the E-911 system are located throughout the campus.  The Department of Telephone Services also arranges for pay telephones in buildings and on the campus.  Questions and inquiries about telephones should be directed to the Director of Telephone Services (8 Humanities Building, 974-3121).   Emergency telephones are available at the following locations:


*1401 Circle Drive, Rear of Ayres Hall, west end
*1418 Circle Drive, Buehler/Dabney Hall
*1508 Middle Drive, Perkins Hall, east side
*1025 Estabrook Road, Dougherty Engineering, east side
*1107 Cumberland Avenue, Cumberland Child Care
*1400 Cumberland Avenue, In front of Hoskins Library
*1414 Cumberland Avenue, Walters Life Sciences, corridor B
*1414 Cumberland Avenue, Walters Life Sciences, front entrance
*1517 Cumberland Avenue, Panhellenic Building
*1616 Cumberland Avenue, In front of Henson Hall
*703 James Agee Street, Law College, east end
*1206 White Avenue, Child Development Laboratory
*1407 White Avenue, Hoskins Library, rear entrance
*1532 White Avenue, Law College, rear entrance
*1621 White Avenue, Parking Garage G12, all five (5) levels
*1635 White Avenue, Clement Hall, rear
*315 16th Street, Laurel Parking Garage, lower and middle levels
*1501 Laurel Avenue, Lot C-16
*1604 Laurel Avenue, Lot C-10
*1611 Laurel Avenue, Laurel Apartments, Computer Lab
*720 13th Street, Jesse Harris Building, breezeway
*901 Phillip Fulmer Way, University Center, upper level
*903 Phillip Fulmer Way, University Center, ATM center
*1002 Phillip Fulmer Way, Alumni Memorial Building, rear
*1211 Phillip Fulmer Way, Hearing and Speech, rear
*1500 Phillip Fulmer Way, G-10 Parking Garage, Levels 1 through 5
*1408 South Stadium Drive, Berry Hall
*1303 Circle Park Drive, Campus Information Booth
*1615 Peyton Manning Pass, Claxton Education, rear
*1402 Lake Loudon Boulevard, McClung Museum
*1530 Lake Loudon Boulevard, Andy Holt Tower Parking Garage, P1 level
*1530 Lake Loudon Boulevard, Andy Holt Tower Parking Garage, P2 level
*1619 Lake Loudon Boulevard, UT Steam Plant, parking lot
*1102 Volunteer Boulevard, SE corner of Volunteer and Andy Holt Avenue
*1701 Volunteer Boulevard, Between Humanities and Art & Architecture
*1801 Volunteer Boulevard, Tom Black Track, Northwest Corner
*2410 Volunteer Boulevard, G-7 Parking Garage, Level 1
*1300 Pat Head Summitt Drive, Stokely Athletics Center, front
*1624 Melrose Avenue, Behind Melrose Hall
*1625 Melrose Avenue, North Side of International House, Lot S12
*1629 Melrose Avenue, Lot S12, across from Hess Hall
*901 Francis Street, Presidential Court at Francis and Melrose Avenue
*1711 Andy Holt Avenue, McClung Plaza, north of plaza area
*1802 Andy Holt Avenue, Corner of Andy Holt and Melrose Avenue
*1912 Andy Holt Avenue, In front of HPER
*2003 Andy Holt Avenue, Parking Garage G7
*2104 Andy Holt Avenue, Behind Student Aquatic Center
*2125 Andy Holt Avenue, Tennis Center, rear
*865 20th Street, Apartment Residence Hall, east side
*1912 Caledonia Avenue, Reese Hall, rear
*2270 Caledonia Avenue, Lot N-2, south side
*1824 Terrace Avenue, Lot N-8
*1836 Terrace Avenue, Lot N-6
*1810 Lake Avenue, Lot N-6
*2102 Lake Avenue, Lot N-10
*101 South Concord Street, Intramural Field
*3500 Sutherland Avenue, Lot Section C
*3500 Sutherland Avenue, Sutherland Apt. A-103, Computer Lab
*3700 Sutherland Avenue, Golf Range Apt. J-3, Computer Lab
*3700 Sutherland Avenue, Golf Range Apartments, beside pool
*2503 EJ Chapman Drive, Ag Engineering Building
*2520 Center Drive, Veterinary Hospital Library, front entrance
*2503 River Drive, Brehm Animal Science, front entrance
*2642 Morgan Circle, Crops Genetics Laboratory
*2324 Kingston Pike, Rugby Field (Fulton Bottoms)
*2521 Kingston Pike, Kingston Apartments, Parking Garage
*2521 Kingston Pike, Kingston Apartments, Swimming Pool
*2521 Kingston Pike, Kingston Apartments, Computer Lab
*Taliwa Court, Taliwa Court Apartment 103-D, Computer Lab
*301 Woodlawn Pike, Woodlawn Apartment E-8, Computer Lab

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Telephones: Emergency Elevator:
Emergency telephones which provide for hands free operation and visual signal have been installed in all campus elevators.  They are monitored on a 24 hour basis by Central Alarms.

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Transfer and Hauling Services:
The Grounds Maintenance Unit provides transfer and hauling services for the Main and Agricultural campuses. These services include:

  o set up for registrations, Commencement, SGA elections, classrooms, and special events.
  o pick up and delivery services.
  o rearrangement and moving of office furniture and equipment.
  o arrangements with professional moving companies for moving of items. 

The requesting user is generally charged for the services of the transfer and hauling unit. To obtain service, contact the Grounds Maintenance Unit (206 Facilities Services Warehouse Building, 974-3486).

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Vacuum Systems
:
The Air Conditioning Services Unit is responsible for central vacuum systems (and some portable systems, upon request). Inquiries and requests for service should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Ventilation Systems:
The Air Conditioning Services Unit is responsible for the proper operation of building ventilation systems which provide outside air makeup and proper exhaust of contaminants. Inquiries and requests for service should be directed to Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Waste Disposal:
The collection and disposal of non-hazardous solid wastes is provided by an outside contractor under a contract administered by the Grounds Maintenance Unit. In the event of problems with the contractor's service or special needs, contact the Grounds Maintenance Unit (206 Facilities Services Warehouse Building, 974-3486).

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Water Fountains:
The Plumbing Services Unit is responsible for the maintenance of water fountains. All water fountains are tested regularly. No water fountains in University buildings are of the type(s) which have been found to leach heavy metals into the drinking water. Requests for repair or service should be called to the Work Order Office, 946-7777.

Inquiries should be directed to Plumbing Services (Facilities Services Utilities Maintenance Building, 974-3401).

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Welding:
The Air Conditioning Services Unit provides general maintenance welding services for such diverse items as handrails, chairs, carts, and file cabinets.  The Unit has the capacity to perform gas, electric, and portable welding with mild steel and galvanized sheet metal. Some stainless arc welding is also performed. There is a charge for repair of equipment which belongs to a unit. For information on welding services, contact Air Conditioning Services (207 Facilities Services Warehouse Building, 974-3478).

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Work Orders
:
The Administrative Services Unit is responsible for receiving requests for maintenance and repair work, preparing work orders, and issuing those work orders to the appropriate shop or unit within the Facilities Services department. Data from the work orders are computerized to provide information on maintenance costs for each building. Data are also used to generate transfer vouchers, when the work is performed at the expense of the requesting unit. More than 15,000 work orders are issued annually. To request that a work order be issued, contact the Work Order Office at 946-7777. To discuss priorities or problems with the work order system, contact the Assistant Director for Administrative Services (107 Facilities Services Building, 974-2391).   

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