GW SON Facilities and Power User Policy

Policy Statement

To identify the roles and responsibilities involved in submitting work requests through GW’s Facilities Services. To provide an understanding that a cost is often associated with service requests and that proper approval is needed before committing operational funds to facility activities.

Definitions

Service Call: Facilities support as part of general overhead support by facilities and incurred cost are not assigned to GW Nursing.

Chargeable Call: Facilities support specific to GW Nursing space or equipment which incurs cost assignable to a specified organization.

Estimate: Facilities support request to generate an estimate of work which may or may not include sourcing to outside vendors. Generally limited to changes to physical space.

Power User Access Requests

Power User Access will be limited to one person per organization within the School of Nursing with the Director of Operations serving as a back-up.

The approved power users within each organization will be permitted to request the following Service Call items in GW’s Fix-it system:

• Housekeeping/Clean: Standard Cleaning, Bin Request, Disposal
• Temperature: Heating/AC/Fans
• Furniture Repair: Classroom/Lab Furniture repair
• Leak: Leak
• Toilet, Sink, Shower: Plumbing, Pipe/Toilet/Shower/Sink
• Waste and Recycle: Recycle and Refuse Bin
• Lighting and Power: Light outage, replacements

The approved power users within each organization will be permitted to request the following Chargeable items in GW’s Fix-it system:

• Event Student: Service Provided before, during, or after event
• Event Support: Service Provided before, during, or after event

The Director of Operations will serve as the primary contact for all other service requests for GW Nursing and general overhead at VSTC and Foggy Bottom. This responsibility includes working directly with Building Management in leased office space and VSTC Administration for issues outside of GW Facilities or GW Nursing management. GW Fix-it system items will include the following:

Service Call

• Windows, Blinds, Screens: Blinds maintenance and repair
• Wall, Floor, Ceiling: Carpentry problem for door/window/wall
• Fire Extinguisher: Fire Extinguisher
• Windows, Blinds, Screens: Existing wall fixture
• Mailbox: Asset request or repair
• Door, Lock, Key: Lock broken, not working
• Mold: Mold/mildew
• Move: Major or Minor move of 30 minutes or less
• Outdoor: Building exterior or perimeter
• Pest: Insect/Animal prevention
• Alarm: Fire alarm/Smoke Detector/Sprinkler

Chargeable

• Carpet: Repair or Replace Carpet
• Clean Special: Special Clean
• Event Student: Service Provided before, during, or after event
• Event Support: Service Provided before, during, or after event
• Furnt: Furniture repair or assembly
• Hang/Install: Install, relocate outlets/pictures/shelves, etc.
• Lock and Key: New or additional keys cut; Lock recore
• Paint: Painting
• Reloc: Relocation Services for moves
• Renovation: Change to physical space.
• Reuse: Request item from or Donate item to Re-use (Furniture)
• Shampoo: Upholstery or Carpet cleaning
• Sign: Make install sign/name inserts

Estimate

• Estim: Estimate Requested

Additional Approval

Requests that would go above and beyond standard overhead coverage, such as new furniture, special painting, or other adjustments to physical space, must be approved through an expense justification form, inclusive of the expected cost of the activity.

Large scale events that require facilities to adjust physical space must include this facilities ‘charge-back’ in the event’s expense justification. Charges will be incurred by hosting organization within GW Nursing.

Emergency Protocol

If you have a life threatening emergency, such as fires, gas leaks, evidence of a break-in or theft, immediately call GWPD.

• Foggy Bottom: 202-994-6111
• 1919 Penn Building Management: 202-828-0021
• VSTC: 703-726-3511; if not answered, call 202-386-5695

A facilities emergency is a problem that will jeopardize a person's safety, cause damage or loss of property or will significantly disrupt regular university activities, such as active water leaks, power loss, broken door/lock, elevator outages or faculty/staff office lock-out.

Alert the GW Nursing Director of Operations as soon as possible after the emergency channels have been triggered.