Facilities Services Department Mission Statement  The Facilities Services Department maintains the staff, equipment, and supplies sufficient to create, maintain, and operate the physical facilities in a way that fosters  the safety, cleanliness, convenience and attractiveness of the campus and buildings and promotes learning, research and public service at Valley City State University.   Director for Facilities Services Office Manager |  Safety Coordinator Heat Plant Supervisor Project Manager |  Maintenance Supervisor Building Operations Manager |  Building Services Supervisor Jessica Gortmaker Morgan Hopewell Drew Storbeck Daryl Heise Brian Bakke jessica.gortmaker@vcsu.edu morgan.hopewell@vcsu.edu drew.storbeck@vcsu.edu daryl.heise@vcsu.edu brian.d.bakke@vcsu.edu 701-845-7710 701-845-7701 701-845-7704 701-845-7709 701-845-7741 Phone Numbers: Office Hours -  Year-Round: Mailing Address: Main Office: 701-845-7705 7:30 a.m. - 12:00 p.m. Facilities Services - Valley City State University Toll Free: 800-532-8641, ext. 37705  1:00 p.m. - 4:00p.m. 101 College St SW  Fax: 701-845-7707 Valley City, ND 58072 For AFTER HOURS or IMMEDIATE Assistance Contact the POWER HOUSE: 701-845-7708 Facilities Services Solutions  Parking Solutions  Safety & Emergency Management  Facilities Services Crew Information: Building Services: Valley City State University building services clean 19 campus buildings including both academic and housing. Our employees strive to offer a clean, safe and healthy work environment for students, faculty, staff and visitors to the campus.    Services provided building services include:  Cleaning all academic buildings (administrative offices, classrooms, laboratories) including waste removal, recycle pick-up, floor care, and restroom sanitation  Cleaning all residence halls (community/public restrooms, individual suites, kitchen/laundry areas) including waste removal, recycle pick-up, and floor care  Set-up for Special Events (when requested) Grounds: The grounds crew is responsible for maintaining the exterior campus environment. Job duties varies on the time of the year and the Grounds crew is involved in the following activities:      Snow Removal     Landscape Design and Care     Campus Irrigation     Street, Sidewalk, and Parking Lot Maintenance     Campus Cleanup     Outdoor Waste Collection     Organizing, Designing, and Planting Campus Flowers/Plants Maintenance & Repair: Valley City State University has staff available to perform general maintenance repairs, both emergency and by work request. We employ people who specialize in plumbing, carpentry, grounds/ landscape, locksmith and more. If our staff is unable to make a repair, an outside contractor will be contacted. Our staff is heavily involved with campus improvement projects as well as day-to-day operations of campus. Power House: The Valley City State University Power house is in operation 24 hours a day, 7 days a week, 365 days a year. The Power House continuously generates steam for heating, cooling, hot water, etc. to all of the buildings on campus. During the heating season, the Power House supplies heat to campus using either coal or gas for fuel. A boiler operator is always on staff while the boilers are in operation. The Power House is staffed with 8 full-time employees and includes boiler operators, system maintenance and building security. The Power House is also responsible for certain electrical aspects of campus (changing out ballasts, installing switches, etc.) as well as preventative maintenance of HVAC equipment, air handlers, pumps, air compressors, and exhaust fans.

The VCSU Facilities Services Department is a service-oriented department and is readily available to assist in any maintenance, service or project request. All requests are to be submitted through the online work request system. The online system allows the requestor to track the request from start to finish and submit an anonymous satisfaction survey when the work is completed. Submitted work requests will be assigned to the appropriate “crew” (power house, maintenance, custodial, or administrative) and given a priority code. Work requests are also broken down into categories based on type of request and funding information. Priority Codes: Priority code #1: is assigned to emergency requests that could result in an immediate or imminent threat to life, or severe property damage (ex. Flooding, no power, broken window, overheating, etc.) Priority code #2: is assigned to building maintenance requests that will not result in injury or have a negative impact on the department (ex. broken toilet seat, squealing from worn belt, leaky faucet, broken light sensor, etc.)   Priority code #3: is assigned to minor maintenance routine requests (ex. ceiling tile replacement, hanging pictures or coat racks, ballast replacement, etc.) Work Request Type: *all requests should be submitted through the Facilities Services online work order system: FAMIS Cloud General Maintenance: Work that involves the upkeep of the building or grounds.  Service: A work request that specifically aids the customers and is not a building or grounds upkeep request. Projects: Any type of work that SIGNIFICANTLY adds to or changes the current space or function of the space. Please allow at least one week to prepare cost estimates. Project Request Process Funding Categories:  State Funded Maintenance: The state provides funding for basic operation and maintenance of the University’s Facilities Services department. (See Facilities Services-Project Guidelines: Appendix A for a detailed list of State Funded Maintenance.) Department Funded Maintenance: Maintenance (repair and preventative) services are department-paid if the services exceed the routine maintenance standard, are beyond the routine level funded by the state, or outside of the University’s annual capital and project funds.  (See Facilities Services-Project Guidelines: Appendix B for a detailed list of Department Funded Maintenance Work.)  Auxiliary Funded Maintenance: Maintenance (repair and preventive) services are department-paid if the department is an auxiliary operation, a self-sustaining unit, and/or if the unit recharges for its services. (See Facilities Services-Project Guidelines for a detailed list of Auxiliary Funded Maintenance Work.) Special Use Systems: Special Use Systems refers to systems that support a single department or program and is not typically utilized by all occupants of a building, not common to most campus buildings, or is not considered part of the basic infrastructure Department “owners” should include these special use systems in their budget request planning, so replacements or upgrades can be funded when needed. Please contact Facilities Management at 3-7705 with any questions concerning these new processes and they will be happy to assist you.

The university physical master planning process is an important opportunity to engage the entire VCSU community—faculty, staff, students, neighbors—in envisioning the future for its surroundings. VCSU’s most recent physical master plan was completed in 2010, with revisions made in 2012 and again in 2014. Under direction by the North Dakota University System, the entire master planning process was reviewed and restructured for the 2016 update. The 2016 Master and Capital Plans below reflect the new NDUS guidelines. The physical master planning process helps establish a baseline status and then produce strategies for future growth that respond to the university’s long-term goals.

The VCSU Snow Removal Procedure in in effect from October 15-April 15 each year. Snow Removal Priorities During light snow events, grounds personnel will concentrate on keeping all sidewalks clean (with priority going to handicap routes and main traffic areas) and intersections sanded. During a significant snow event, grounds personnel will be directed to clean all sidewalks and parking lots (the City of Valley City is responsible for street snow removal). The priority areas for initial removal operations conducted overnight will be employee and no overnight parking lots. Snow and ice removal operations will proceed for other areas of the campus after the priority areas have been addressed. These actions/priorities are necessary to attempt to preserve access for emergency vehicles. Student parking lots will be cleared as soon as possible. Snow Removal Priorities (during night snowfall): McCarthy lot through the alley to the front side of Kolstoe. West Student Center lot then to the North Student Center lot and Student Center alley. Music paved lot and Science paved and gravel lots. Field House east and west paved lots. Music gravel lot. Residence Hall lots (Kolstoe, Mythaler, McCoy, Lion's Court, Snoeyenbos) and University Housing (see Residence Halls). President's House driveway. If snow continues to fall into the morning/day, the grounds crew will continue to clean the sidewalks and steps all over campus. **Depending on the amount of snow, the grounds crew will try to clear the streets and intersections of campus during the day. Snow Removal Priorities (during day snowfall): Clear the road through the alley behind McCarthy. Make passes through the main parking lots. Continually clean sidewalks and steps throughout the day. City Streets The City of Valley City is responsible for the snow removal on all streets running through campus with the exception of the alley behind McFarland/McCarthy. The city will not clear snow on campus until snowfall ceases. Snow Lots A number of parking lots are designated as snow lots. These lots must be clear of cars seven days/week, between 1am and 6am, October 15-April 15, to allow for snow removal. Vehicles parked in snow lots at these times and dates will be ticketed and/or towed. The snow lots are: West Science Center Lot (paved) East Science Center Lot (gravel) (THESE LOTS ARE IN ADDITION TO THE NORTH AND WEST STUDENT CENTER PARKING LOTS WHICH ARE NO OVERNIGHT PARKING YEAR ROUND.) Residence Halls Facilities Services will coordinate with the Housing department and advertise the time and date of snow removal when it is necessary to plow student lots completely and remove snow piles. Every effort will be made to do so during low traffic or student break times. When excessive snow exists and the decision is made to plow the lots completely and remove snow piles at other times, all cars will need to be removed from the lots or they will be towed at the owner's expense. The Housing Office will utilize email lists to notify residents in individual halls when snow removal is scheduled for their building. It is the responsibility of VCSU students to check their VCSU emails for notices. Authorized alternate parking accommodations and instructions will be made and communicated to the campus community. In the event authorized parking is full, it is the responsibility of the permit holder to find a legal parking space. Salting/Sanding All sidewalks/stairs are checked for ice or compacted snow daily. Any area that has an accumulation needs to be salted immediately by grounds or building services personnel. All parking lots need to be sanded/salted from freezing rain or compacted snow. Sanding should be done prior to 7:00am, or as son as possible once snow removal is completed, and may need to be repeated throughout the day if conditions warrant it. Building Services personnel in assigned buildings maintain doorways and adjacent sidewalk areas free of snow and ice during normal shifts and special events.

The Facilities Services department employs 15-20 student employees during the academic year and 20-25 employees during the summer months. As a student employee you would be working with one of the following crews: Building Services, Grounds, Facilities Office, or Parking. Every position requires dependability and the ability to follow instructions. Most positions involve manual labor. Attendance and punctuality are necessary and expected. Working on campus is a great option because college employers are often more flexible about scheduling your work hours around your classes and activities If you are interested in working for the Facilities Services Department, contact Jessica Gortmaker. Building Services Assistant  POSITION SUMMARY: The Building Services Assistant position is an undergraduate student employee working in the academic buildings or residence halls of campus to assist permanent staff in providing basic custodial duties. ACADEMIC YEAR (August-May): Students are allowed to work up to 20 hours/week during the hours of 7:00am-4:00pm. Starting wage is $8.25/hour. *There is an opportunity for an evening position between the hours of 2:30pm-11:00pm. SUMMER (May-August): Students are allowed to work up to 40 hours/week during the hours of 7:00am-4:00pm. Starting wage is $8.25/hour. *There is an opportunity for an evening position between the hours of 2:30pm-11:00pm. Break times are as follows: 15 minute break for every 4 hours worked. A one hour, unpaid lunch break may be taken during an 8-hour shift. Grounds Assistant:  POSITION SUMMARY: The Grounds Assistant position is an undergraduate student employee working in the academic buildings or residence halls of campus to assist permanent staff in providing basic grounds duties. ACADEMIC YEAR (August-May): Students are allowed to work up to 20 hours/week during the hours of 7:00am-4:00pm. Starting wage is $8.25/hour. SUMMER (May-August): Students are allowed to work up to 40 hours/week during the hours of 7:00am-4:00pm. Starting wage is $8.25/hour. Break times are as follows: 15 minute break for every 4 hours worked. A one hour, unpaid lunch break may be taken during an 8-hour shift. Student Office Assistant:  POSITION SUMMARY: The Facilities Services Student Office Assistant position is an undergraduate student employee who is able to solve problems quickly and courteously, demonstrates excellent customer service skills, has a strong understanding of office work; is willing to learn, be self-motivated and has a willingness to address issues as they arise. ACADEMIC YEAR (August-May): Students are allowed to work up to 20 hours/week during the hours of 7:00am-4:00pm. Starting wage is $8.25/hour. SUMMER (May-August): Students are allowed to work up to 40 hours/week during the hours of 7:00am-4:00pm. Starting wage is $8.25/hour. Break times are as follows: 15 minute break for every 4 hours worked. A one hour, unpaid lunch break may be taken during an 8-hour shift. Student Parking Attendant:  POSITION SUMMARY: The Facilities Services Student Parking Attendant position is an undergraduate student employee working with the Facilities Services and Parking Offices to maintain order in the campus parking lots through monitoring and assigning citations as necessary. May be asked to assist with monitoring parking lots for campus events. ACADEMIC YEAR (August-May): Students are allowed to work up to 20 hours/week during the hours of 7:00am-4:00pm. Starting wage is $8.25/hour. *This position is only active during the ACADEMIC YEAR.

FAMIS CLOUD (Online Work Order System) - LINK TO SITE FAMIS Cloud is web access to our maintenance management software for the end-user that allows for the electronic entry of a service request whether it is general maintenance, request for an estimate, or department-funded work. The user will also be able to query existing service requests to find detail information and status of the request, based on each individual user privilege determined by the requesting department. Frequently Asked Questions : Will I need a new login ID and password? FAMIS Cloud utilizes single sign-on for the username and password.  Once you open the link you will be prompted to enter your NDUS credentials. Will I receive notifications concerning my work order? Yes, you will receive notifications any time your service request is updated by Facilities Services staff.  You will also be able to review all of your past work orders in one, easy viewing screen. You will have the ability to view the details, status, etc.  Is FAMIS Cloud easy to use? FAMIS Cloud is very user-friendly. By following the prompts, you will be guided through the entire entry.  **SEE THE ATTACHMENT FOR FULL SELF-SERVICE INSTRUCTIONS**

Per VCSU policy V916.04 Building Access, controlling access to buildings and rooms is a vital element in maintaining VCSU campus security. All mentions of the term “access device” within this document will refer to the University’s keys, computerized access cards, and any future access devices used on any approved access system at Valley City State University. Certain Institutional Security System enhancements have been established as follows:     To provide access control and monitor various activities on campus.     To maintain access control devices, intrusion devices, and video cameras, where applicable. These access control devices are installed at select interior and exterior doors and spaces. To read all applicable Valley City State University polices please see: V916.04 Building Access and V916.05 Viking Card Terms and Conditions. The following forms are used to request building access, based on the type of access needed: Employee (regular, full-time) Access Key Replacement Temporary, Guest, Student, or Electronic Access

Congrats on your new hire! Below is information on the new hire forms that needs to be completed for the Facilities Services department. Building Access: please complete the online for to request building/office access, as well as any other access needed for the position, including electronic access. Office Change/Setup:  this form is used to request any office moving that needs to happen for this position, as well as any furniture that needs to be relocated or purchased. Name Tag/Door Sign/Desk Plate:  this form is used to request a VCSU name tag, office door sign, and desk plate. State Fleet Usage Request:  this form is used if the new hire will need to use state fleet vehicles as part of their job responsibilities.  This form indicates the new hire needs to be enrolled in the next face-to-face Defensive Driving Course, or to be enrolled in the online course.  This form will also trigger sending out the REQUIRED VCSU Policy and Procedure Review.  *There is also an additional training for large passenger vans (15 passenger)- if this is required for the position, please indicate on this form. State Fleet Driver ID:  if the new hire will be using state vehicles, they will need to have a unique Driver ID for fueling.  Once received, this number will be sent directly to the new hire from ND State Fleet Services. Parking Permit:  Parking permits are $50.00 for the full year or $25.00 for the spring semester.

The benefits of developing and implementing a standards program are countless, and effective standardization can yield great returns. Professional cleaning operations are a model environment in which to implement standardization principals.  The repetitive nature of the industry creates a situation in which consistently desirable results form the foundation for success. Minimizing variations in performance will improve the overall level of services delivered. Standards are also the basis for goal development and cohesive performance efforts among employees.  Creating an environment in which all members of an operation know and understand what is expected of them has been proven to boost morale and improve cooperative team efforts.