Facilities Service Requests
Guidelines for Facilities Service Requests
Jefferson Facilities provides many campus services including:
- Repairs to buildings, including plumbing, electrical, architectural, painting, roofing, heating, and air conditioning
- Custodial services
- Heating and utilities management
- Preventive maintenance of physical plant and equipment
- Grounds management
- Facility improvements and modifications
- College vehicles
- Moving furniture and office equipment
- Deliveries and set-ups for events
- Equipment training and certification
- Routine safety tests
- College level project management and oversight
REQUESTS FOR REPAIRS AND MAINTENANCE
- All requests for repairs and maintenance must be made through the Facilities work order system https://jctc.tikkit.us
TIKKIT IS TO BE USED FOR REPAIR AND MAINTENANCE REQUESTS ONLY.
- IN CASE OF AN EMERGENCY, CALL Sara Anderson 502.213.2310, Facilities or Environmental Services directly.
- In the event there is not someone immediately available the information can be relayed through Campus Safety.
AN EMERGENCY IS A PROBLEM THAT WOULD RESULT IN HARM TO YOU OR OTHERS OR CAUSE DAMAGE TO THE BUILDING AND MUST BE RESOLVED IN THE SAME DAY.
- IMPORTANT: All required information (building name, work type, room number or campus location, phone number, email address, date work needs to be done, full description of work requested) must be filled in before the web request can be submitted. Photos and attachments can also be added. If it is for a setup, please be specific in your details. (see additional information below)
- By providing your e-mail address in the web request submission, you will receive automatic notifications regarding the status of the work order (when the work order is created, scheduled and ready for execution, and completed). This is the best way to monitor the progress of your service request!
Facilities activities are broken down into four categories that range from reactive to proactive:
- Corrective maintenance is typically complaint-driven and reactive in nature. Work in this category involves repairing broken equipment or building systems, such as leaking faucets, temperatures that are too hot or too cold, or non-functional lights. To manage corrective workflow, Facilities has established priorities and time standards. This category also includes immediate grounds maintenance, tree trimming etc.
- Preventive maintenance involves testing equipment and building systems on a regular frequency in order to find failed components before facility users experience the need for repairs. Examples include servicing emergency generators, air conditioning equipment, elevators, backflow prevention devices, and fire suppression systems. This category also includes routine grounds maintenance, seeding, mulching, tree trimming etc.
- Predictive maintenance involves testing of more complex systems to identify weaknesses and anticipate future failures. Examples include roofing and facade inspections, assessment of motors for large mechanical equipment, etc.
- Project request In addition to preventive and corrective maintenance (repairs), Facilities also performs improvements, which are larger projects and enhance (rather than repair) assets. If the request is being made by end-users outside of Facility identified projects, a project charter needs to be completed for project requests. The project request process allows the team to determine approval, resources, supplies and cost needed for projects or improvements to areas that need to be planned with other Department staff. This will also improve the ability of the Department to assign staff to where they are needed most, forecast budget needs and communicate on the front-end needs and expectations. As an example: if a project includes electrical work or to paint, we can move staff from other locations to fill that need. This will also help the Department in prioritizing work assignments.
EVENT SET-UPS AND DELIVERIES
- Facilities can assist with conference and event set-ups (tables, chairs, electrical assistance, etc.) as well as deliveries and departmental moves.
- When planning an event, or a move a primary contact person should be designated.
- This streamlines the communication process and can eliminate the confusion that can lead to unnecessary frustration.
- Facilities will attempt to meet your event set-up, moves and delivery requirements at all times.
- Sufficient advance notice of service requirements is needed in order to give Facilities time to plan and coordinate requests for service appropriately.
- A minimum of five (5) working day’s notice is required for all event set-up and delivery requests.