SHORTER UNIVERSITY 315 SHORTER AVENUE , ROME, GEORGIA 30165

SHORTER UNIVERSITY FACILITIES MANAGEMENT POLICIES AND PROCEDURES

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Contents FACILITIES MANAGEMENT POLICIES AND PROCEDURES ........................................................ 2

Building Maintenance Plan ............................................................................................................ 3

Routine Maintenance ...................................................................................................................... 3

HEATING, VENTILATION, and AIR CONDITIONING (HVAC) ............................................... 3

PLUMBING ................................................................................................................................. 6

ELECTICAL ................................................................................................................................. 7

CARPENTRY and PAINTING .................................................................................................... 8

CUSTODIAL SERVICES ............................................................................................................. 9

GROUNDS MANAGEMENT ..................................................................................................... 10

HOT WATER CONTROL ...........................................................................................................11

FIRE SAFETY ............................................................................................................................ 12

ELEVATORS ............................................................................................................................. 13

Campus Map Outline: ........................................................................................................................... 14

Welcome to the Shorter Helpdesk ................................................................................................ 15

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FACILITIES MANAGEMENT POLICIES AND PROCEDURES

Shorter University recognizes the importance of maintaining Buildings and Grounds in a

satisfactory condition at all times in order to provide an environment conducive to learning and

research. Thus, the University has 9 full time staff members under the leadership of the Director of

Facilities Management, and ultimately reporting to the Vice President for Student Affairs. The

institution is committed to maintenance and operation of campus facilities to ensure functionality,

attractiveness, and a safe environment for quality teaching and learning. The overall goal is to insure

that Shorter University’s facilities adequately support the needs of the institution’s educational

programs, support services, and other mission-related activities.

The ongoing maintenance program includes emergency, corrective, and preventive maintenance of

equipment, utilities, and facilities. Facilities Management monitors what is called the Shorter

Helpdesk. The entire Shorter community is capable of logging on to the Helpdesk to submit

maintenance request(s). Examples are plumbing, electrical, lighting, and heating and cooling issues.

Requests are ranked and ordered by the Director of Facilities and assigned to the appropriate technician to accomplish a resolution. Corrections may be resolved by in-house technicians or by calling in an outside contractor.

The Helpdesk system also keeps track of the history of requests between two categories: either

person’s name or the room number involved. Helpdesk also keeps a record of the responding

technician or contractor.

The Facilities Management office maintains records of maintenance and repairs or inspections of

equipment listed below:

Elevator inspections

Fire sprinkler systems inspections

Fire extinguisher systems in the kitchen

Portable fire extinguishers

City of Rome Fire Marshal inspections

Environmental Protection Agency (EPA) inspections and record keeping.

Occupational Safety and Health Agency (OSHA) inspections and some records of incidents of

personal injury. (Human Resources keeps most records)

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Building Maintenance Plan

Routine Maintenance Aspects of maintenance activity are directly supervised by the Director of Facilities Management. The

Administrative Assistant for Facilities Management is responsible for receiving work request tickets.

Requests are ranked and ordered by the Director of Facilities and assigned to the appropriate

technician to accomplish a resolution.

All requests are assigned a number and the Director assigns these tickets to the appropriate staff

member, i.e. electrician, plumber, or carpenter. The technician receives, completes and returns the

ticket to the office manager to be recorded as completed.

Each technician member is assigned certain buildings which are to be their responsibility in

routine monitoring. These responsibilities are to include but not limited to;

Emergency lighting checks

Exit light checks

Hallway lighting checks

Air compressor check and draining of condensate water

Roof leaks

Air filter changes and cleaning

Pump motor lubrication

Assigned vehicle fluid checks

HEATING, VENTILATION, and AIR CONDITIONING (HVAC)

All heating and air conditioning systems are checked on a quarterly schedule. This includes changing

or cleaning all filters and lubricating related equipment as required.

Non-contract HVAC

Facilities Management technicians maintain proper filter cleaning, maintenance, and repair of all

self-contained electric heat pumps in offices and residence halls where applicable. Locations are:

Rome Hall - 65 units

Cooper Fine Arts - 19 units

Hazel Eubanks hall - 48 units

Alumni Hall - 46 units

Cooper Hall - 56 units

Van Hoose Hall - 57 units

Roberts Hall - 86 units

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Townes Hall - 16 units

Sheffield-Thompson, Cobb Dining room - one unit

Horseleg Art Department - three units

Inventory of these type units is approximately 400.

Maintenance Contract HVAC

The contract includes preventive maintenance, lubrication, belt replacement, parts replacement,

and filter changing of the following buildings:

Winthrop King Centre- six units

Sheffield Thompson- 19 units

Library – two units

Minor Fine Arts - three units

Cooper Fine Arts Chapel - six units

Old Student Center - two units

Fitton Student Union - 13 units

High Acres - three units

Art House - two units

Eubanks Welcome Center - three units

Bass Apartments Buildings - 24 units

The following HVAC systems are central split systems that are maintained by the University

technicians. Repairs may be facilitated by a university technician or an outside contractor, at the

direction and discretion of the Director of Facilities Management;

Newman Hall

232 Shorter Avenue - College of Business (leased)

103-105 Shorter Avenue - School of Nursing, School of Education, and Alumni and

Development offices

Gwaltney Hall - 8 units

Mallary Hall - four units

Sheffield Thompson, Human Resources - two units

Cooper Fine Arts, office 120 - one unit

The following ice machines and their maintenance are the responsibility of the Shorter

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University Facilities staff;

Kitchen/dining Hall - one unit

Old Student center - one unit

Winthrop King Centre - two units

Roberts Hall- one unit

All refrigeration units and cooking equipment in the dining hall are the property of Shorter.

Facilities Management responds to repair needs and/or calls outside contractors at the discretion of

the Director of Facilities Management.

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PLUMBING

Most plumbing maintenance is completed on an as needed basis.

The largest domestic hot water system serves Alumni Hall, Alumni, Van Hoose and Cooper Halls.

The system is equipped with two 500,000BTU gas fired boilers and 2 large storage tanks with a

recirculation line to provide near-instant hot water at the furthest point of travel. This serves

approximately 250 students with a fast recovery time unnoticeable to students any time of day.

Roberts Hall and Hazel Eubanks Hall have independent gas-fired domestic hot water systems

for the occupants.

The Winthrop King Centre operates on a gas-fired domestic water boiler.

In Bass Village (A, B and C) and Newman Hall, all apartments have their own residential-sized

electric hot water heaters.

Gwaltney, Mallary, and Townes have independent gas-fired hot water heaters

The Dining Hall has 3 floor grease traps that are cleaned and pumped quarterly by an outside

contractor.

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ELECTICAL All electrical problems are responded to immediately.

All exit lights are visually inspected every 60 days and there is a manual test of emergency lights

every 60 days.

All electrical repairs are supervised by a licensed electrician and all work is conducted according to

all State and local electrical codes.

All electrical wires, poles, and transformers are owned and maintained by Shorter University at any

point beyond the perspective meter serving the area. Every building on top of the Hill is served by

one primary meter located behind Townes Hall on the service road leading to rear of campus.

Facilities below the primary meter and facilities off campus are served by individual meters;

Welcome Center Campus Safety & Facilities Management Offices

High Acres

Bass Village

Horseleg Art Department

406 Shorter Ave.

College of Business

Thornwood Campus (School of Nursing, School of Education and Alumni and

Development offices)

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CARPENTRY and PAINTING

Work requests are submitted requiring repair to shelves, drawers, doors, windows, and special

requests for custom-sized items are addressed on an as-needed basis.

During summer months a schedule is made for areas requiring painting. Large areas and exterior

painting require independent paint contractors. Bids are submitted.

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CUSTODIAL SERVICES

Custodial and housekeeping services are self-operated by the University. Custodial services are

operational seven days a week during major semesters. Custodial staff provide additional support in

identifying maintenance issues and submit necessary requests each morning.

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GROUNDS MANAGEMENT

The University employs three full time staff members to oversee maintenance of grounds care.

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HOT WATER CONTROL

The following gas-fired boilers for heating are under the contract;

Sheffield Thompson- 2 units

Fitton Student Union – 1 unit

Library- 1 unit

Winthrop King Centre- 2 units

The following hot water heaters for domestic hot water are the responsibility of the Shorter

University Facilities staff;

Winthrop King Centre- one unit

Bass Village – 24 units

Mallary Hall- 4 units

Gwaltney Hall- 8 units

Townes Hall- 2 units

Hazel Eubanks Hall- one unit

Roberts Hall – 1 unit

Fitton Student Union- one unit

Minor Fine Arts- 1 unit

Library – one unit

Alumni Hall, Van Hoose Hall, Cooper Hall, Rome Hall- two units

Welcome Center- one unit

High Acres- 2 units

218 JD Drive maintenance, 2 units

Baseball complex- one unit

College of Business- one unit

Rockridge road house- one unit

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FIRE SAFETY All portable fire extinguishers are visually inspected by Shorter’s technicians every month. All

portable fire extinguishers are annually checked and tested by a qualified technician according to

guidelines set by the State of Georgia. Records of inspections are filed in the Facilities Management

Office.

All fire alarm systems in every building are inspected annually by an approved fire alarm technician,

as mandated by the State of Georgia. Records of such inspections are filed in the Facilities

Management Office.

There are two food preparation areas in the kitchen that have to be cleaned and inspected semi-

annually by a licensed contractor according to State of Georgia fire codes. These records are filed in

the Facilities Management Office.

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ELEVATORS

All elevators are required to be inspected by a licensed elevator company every 30 days. We

maintain a contract for inspections and repair as needed with Thyssen Krupp Elevator Company.

All records are kept on file in the Facilities Management office.

Elevators are located in the following buildings;

Rome Hall

Library

Fitton Student Union

Winthrop King Center

Cooper Fine Arts

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Campus Map Outline: 1. College of Business – Robert H. Ledbetter College of Business, 232 Shorter Avenue (leased space)

Thornwood Campus, 103-105 Shorter Avenue

2. School of Nursing – Ben and Ollie School of Nursing Classroom Building

3. Thornwood Gym

4. School of Nursing Offices

5. University Development and Alumni Offices

6. School of Education Offices and Classroom Building

Main Campus

7. Art House – Horseleg Arts Center

8. Main Entrance, Gate House

9. High Acres – President’s Residence

10. Bass Village - Apartment A, B, and C, Residential Housing, occupancy total is 94 students in all 3

buildings, apartment style

11. Ben Brady Field - Football (practice) field, soccer and lacrosse game field. (Marching Band

practice)

12. Robert H. Ledbetter Baseball Complex

13. Eubanks Welcome Center - Campus Safety and Facilities Management Offices

14. Walt Attaway Tennis Complex. (six playing courts)

15. Winthrop-King Centre - Basketball Arena, 2 weight rooms, indoor track, team dressing rooms,

all sports coaches offices, classroom, Dance Studio, racquetball.

16. Rockery – garden/tree grove, used as an outdoor classroom at times.

17. Alice Allgood Cooper Fine Arts Building - houses the Chapel, Eubanks Reception Room, Piano

Practice Rooms, Organ, Voice Teaching and Practice, Faculty offices, Apple Computer Lab.

18. Randall H. Minor Fine Arts Building - Callaway Theater, Workshop, Arnold Art Gallery, Piano

Practice rooms, Faculty Offices, Classrooms, Chorale Room, Orchestra Practice room, photo Lab.

19. Fitton Student Union - Hawks Nest Café with seating area; Post Office/Copy Room, Bookstore,

Wellness Center, locker rooms, Student Government office, Student Life, Residence Life and

Student Conduct, Health Clinic, Counseling and Disability Services, Career Development, Office

of the VP for Student Affairs and Dean of Students, Conference rooms.

20. Roberts Hall - male residence hall, occupancy 152

21. Hilltop Café - Dining Hall, occupancy 300

22. Sheffield-Thompson Administrative Building – President’s Office, Provost’s Office, Registrar’s

Office, Human Resources, CFO/VP for Finance offices, Business Offices, Computer Labs,

Financial Aid Offices, classrooms, Faculty Offices, Tutoring Center, Writing Center, Mathematics,

Austin Moses meeting room and Cobb Meeting Room.

23. Rome Hall - Natural Sciences, (chemistry, biology, physics, and earth), Conner Animal Collection,

Humanities, Religion, Classrooms, and Faculty Offices.

24. Alumni Lawn – “Front Circle”

25. Porter Garden

26. Livingston Library

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a) Price Learning Center

27. Cooper Courtyard

28. Martha’s Cellar – Game Room

29. Cooper Hall - Female Residence Hall, occupancy 106 students

30. Van Hoose Hall - Female residence Hall, occupancy 99 students

31. Alumni Hall – First Floor Offices and Classrooms, Communications Lab; Second and Third

Floors are used to house up to 47 students.

32. Newman Hall - Residence Hall Apartment-style - occupancy 48 students.

33. New Residence Hall – occupancy 100 students

34. Outdoor Sand Volleyball Court

35. Hazel Eubanks Hall - Residence Hall, occupancy 72 students

36. Townes Hall - Residence hall, occupancy 23 students

37. Gwaltney Hall - Residence Hall apartment-style, occupancy 16 students

38. Mallary Hall, Residence hall, apartment-style, occupancy 16 students.

39. Disc Golf Course – 18 holes

Welcome to the Shorter Helpdesk

Shorter Helpdesk is provided by Shorter University's Information Technology Services. Students,

Faculty, and Staff should login to Shorter Helpdesk by using the link on the navigational menu

named "Login". That link takes you to the login screen where you supply your ID number and pin.

The same pin used to login to SCHOLAR will be used to login to Shorter Helpdesk.