Duty Program Procedure

Effective Date: 10/7/01/2513
Section:  FacilitiesDuty and ServicesProgram 

 

Purpose:

            IllustrateDefine the procedureexpectations of the FM Duty Program

The FM Duty Program was developed to accommodate off-hour emergency service needs by providing the university with afterhours response to stabilize emergency maintenance issues and monitor safety and other systems requiring attention outside the normal work shift. The program also serves to satisfy Arkansas Boiler Board boiler monitoring requirements.

Emergency Repair Services:

Emergency maintenance are defined as those problems requiring immediate action to restore or avoid interruption of essential services such as electricity, water, gas, and heat. These requests are also for correcting conditions that are considered hazardous to personnel, students, equipment, and/or facilities. These requests should consist of work that cannot wait until normal work hours to complete or rectify. Examples are leaks and flooding that will result in loss claims if not addressed quickly.

Reporting After-Hours Emergencies:

Anyone requesting service after 5:00pm should call the Arkansas State University Police Department at 870-972-2093. The ASUPD will then contact the appropriate FM duty personnel. The ASUPD will also contact the appropriate Student Life personnel for dormitories, student housing, and apartments.

When requesting emergency services on weekdays between 7:00am - 5:00pm please call the Work Order Center &at Business870-972-2067.

Services

Duty Staff Responsibility:

All duty staff will usecarry whenan generatingoperating cell phone while on call and completingremain close enough to campus to respond within 20 minutes.

• Duty personnel must respond to all fire alarms.
• In response to emergency elevator calls, duty personnel will call the elevator contractor if reset procedure does not Duty personnel will assist in extraction if elevator is within 12 inches of floor level either way.
• Elevator contractors or Jonesboro Fire Department will be called if extraction is more than 12 inches and in extreme emergency cases.
• Respond to emergency lock repairs by making simple repairs and/or attempting to secure door.
• Inspect and record boiler and pressure vessel readings on weekends and evenings during the week.
• If emergency duty repairs cannot be completed or stabilized, request other duty personnel to assist if If problem is still not resolved, request assistance of applicable service providers.
• Notify the ASUPD that emergency maintenance is complete/stabilized.
• Process appropriate work ordersorder usingpaper work the JOCday contracts.following the call out.
• Utilize a duty truck equipped with emergency truck

Entry into warehouse and/or tool room requires notification of an ASUPD officer. All parts withdrawn will be listed and recorded on accompanying work order. A copy of material used will be given to the Director of Business Services/Work Order Center the following day.

The following chart provides a definition of what constitutes after-hours:

Weekdays	Weekends	Holidays that university is closed
4 p.m. – 7 a.m.	4 p.m. Friday- 7 a.m. Monday	24 hours

Duty Scheduling:

A scheduling calendar is created in January and distributed to Public Safety and the Work Order Center. This processcalendar is onlyupdated foras JOCchanges projectsarise.

designed

 

for

Duty andassignment managedrotates byweekly. departmentAssignments headsare orfrom otherMonday responsibleto techniciansthe following Monday, ending at 7am. Duty assignments run concurrently, including holidays. One duty rotation is skipped in the Buildingschedule Maintenance,each MEPJanuary to ensure that one person will not work on all holidays. Duty staff can make arrangements for another duty person to substitute or PMfill areas.in for them in cases of personal conflicts, but it is the sole responsibility of the person on duty to make arrangements with other duty personnel.

 

The approval of the AVC for Facilities Management is required to supplement any additional labor for duty program, which may be needed in the case of extended leave by one or more duty personnel.

 

Procedure:Duty Compensation:

 

Duty

personnel
1. are furnished a house by ASU in exchange for duty on-call and service. Natural gas, internet service, water, electricity and trash disposal are furnished by ASU. The departmentUniversity headreserves the right to use University internet services/Network. The duty employee will be responsible for adding any additional connectivity to their duty house. Any request for maintenance or responsibleenhancements technicianof induty Buildingpersonnel Maintenance,houses MEP,must orcomply PMwith departmentsUniversity will seekstandards and receiveapplicable thecodes.
   JOC

    

   estimate

   All paperwork from the approved JOC contractor. The PDC department will maintain the current list of JOC contracts.

2. The department head or responsible technician will print the JOC Process Check Sheet included with this procedure and take it, along with the JOC estimate paperwork, to the designated approver in the PDC department. The current designated approver is Petree Buford.
3. The department head or responsible technician will obtain the signaturemaintenance of the supervisorduty holdingpersonnel maintenancehouses, budgetgrounds, authority.fixtures, Thekitchen supervisorappliances holding(i.e. maintenancerange, budgetdishwasher, authoritymicrowave, willand ensurerefrigerator), thewall cost accounting is correct on the WOhangings, and other necessaryitems documents.requiring Thewall, supervisor with maintenance budget authority is David Hakenewerth.
4. The department headceiling, or responsiblefloor technicianpenetrations, willincluding bringpest the approved JOC Process Check Sheet, and the JOC estimate paperwork to the work order center employee tasked with generating the appropriate requisitions and initiating the PO process. The work order center employee will keep the submitted paperwork for pending return to the PDC department for filing.
5. The department head or responsible technician will manage the project and receive invoice(s) and any other necessary close out documents. These documentscontrol, will be submittedperformed toand/or provided by ASU FM staff.

   Furniture, washer/dryer appliances, and personal items will be provided and maintained by the WOduty Centerpersonnel. employeeAll initiatingproperty theenhancements POrequire uponAVC projectapproval.

   completion.

 

6. The WO Center employee will complete all necessary close outs in the work order and Banner systems to indicate receipt

   Mowing/trimming of the projectactual andyard initiateof payment.

the
7. Theduty WO Centerhouse will retain JOC project files for five years. The file will containbe the JOCresponsibility Process Check Sheet,of the PO, the JOC quote, and the RS Means cost estimate report.

occupant.

 

RelatedSelection Forms:of Duty Staff:

JOCThe Processdirector Checkof Sheetbuilding maintenance services will solicit new technicians when there is an opening in the program. When a vacancy exists, selections will be made based on the experience of volunteers. The selection criterion includes:

1. Ability to retain an Arkansas Boiler Operator license or have the ability and experience to obtain one,
2. Possess experience and/or ability in carpentry, HVAC, plumbing, electrical and HVAC
3. Possess working knowledge of fire alarm systems.
4. Exhibit good decision-making ability, and must be dependable.

Candidates will work one duty week prior to selection to ensure the employee understands the duties. The director of building services will schedule the trial week to coincide with appropriate shadowing of existing duty personnel.

Exiting the program:

Duty personnel are expected to vacate the duty house within one week of the last day of their last duty week. If the duty technician is terminated they will be expected to vacate the house within 72 hours.

 

If you have any questions, please contact Facilities Management at 870-972-2066.