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San Diego State University

Facilities Services

FAQ

  1. What is the procedure for requesting Facilities Services?
  2. What happens to my Facilities Services ServiceRequest after I submit it?
  3. Who may submit a Facilities Services Service Request?
  4. What is the difference between “maintenance” and “billable” work?
  5. Who has the authority to approve a Facilities Services Service Request?
  6. What is the last date to submit a Facilities Services Service Request for the current fiscal year?
  7. How do I request Facilities Services help with my event?
  8. Who do I contact if I need tables, chairs or canopies?
  9. What do I do if I need card access or alarm installed in my office?
  10. Can I paint my office myself?
  11. Why is the permit in this campus elevator expired?
  12. How do I report a facility problem?
  13. Who do I contact after hours?
  14. Who do I contact for lost items?

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Q1: What is the procedure for requesting Facilities Services services?

A: Complete a Facilities Services Work Order Form with a detailed description of the services you require and send it to the Work Control Center via campus mail, MC 1401, email, or fax, 4-1711. Work Orders are then recorded and processed through a computerized maintenance management system. Facilities Services can best provide service to all departments if requests for work are made in writing. The Work Order form is intended to simplify and expedite the process by clarifying the scope of work requested and identifying the departmental contact. All projects for auxiliary or other campus related non-state funded groups, regardless of fund source, require submission of a Work Order.

Estimate Procedure


Detailed labor and material figures for Work Orders are developed if the customer requests a formal estimate. If the department chooses not to proceed with the work, the requester should contact Work Control.

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Q2: What happens to my Facilities Services Service Request after I submit it?

A: Receipt of your request will be confirmed via an email to the requestor named on the work order providing the work order number, the location, a brief description and the current status. Scheduling of the work is determined by the priority, the date received and the current workload for the shops involved.

Scheduling Priority

Service Requests are reviewed in Work Control and assigned a scheduling priority, from 1-3:

Health and safety: Emergencies or safety issues considered a hazard or potential hazard to life, safety or property.
Academic support: Direct classroom, Athletic and student activities support.
All other work: Staff, Auxiliary Organization and indirect student support.

Non-emergency work is scheduled on a date-received basis, taking the priority into consideration.

If a specific date is requested, we will do our best to meet your request, depending on staff and material availability. Special events are scheduled as requested. Keep in mind that holidays and summer, spring and winter breaks are coordinated and scheduled months in advance. (As much advance notice as possible is appreciated if you have a specific timeline.)

If no specific date is requested, the project will be scheduled as soon as time permits, based upon date of receipt and priority.

If the Service Request has been submitted first for an estimate, the work will be scheduled following approval of the estimate and receipt of materials as soon as time permits, based upon date of receipt and priority.

Review and Approval

Work Orders which affect university space or modify departmental space are subject to a review and approval process. Facilities Services is responsible for making this determination as well as processing the Work Order, first through Facilities Planning Design & Construction (for space allocation and construction feasibility), and then, if indicated by the nature of the work, through Student Disability Services, Environmental Health & Safety, or Public Safety. When required, Facilities Services will secure approval from the Office of the State Fire Marshal and the Office of State Architect Access Compliance Division. The fees assessed by these departments are charged to the requester.

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Q3: Who may submit a Facilities Services Service Request?

A: Campus staff, faculty or students may report operational problems to ensure that campus buildings, grounds, and utility systems are in good repair and satisfactory operating condition. For billable work, a department account number will be required.

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Q4: What is the difference between “maintenance” and “billable” work?

A: 

Facilities Services Funds, Maintenance

Maintenance work includes basic, recurring work necessary to maintain university buildings and grounds in good repair and operating condition, and health, safety and security concerns. NOTE: Department-created health, safety and security items will be charged to the department.

Departmental Funds, Billable

All projects which are within the space assigned to a department which have not been funded under Special Repairs or Minor Construction fund categories including installation and repair of departmental equipment, locks for special objects, special purpose heating and air conditioning equipment and remodeling of departmental areas.

You must submit a Service Request for both maintenance and billable services.

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Q5: Who has the authority to approve a Facilities Services Service Request?

A: Department heads, account managers, and authorized departmental designees have the authority to approve funding for non-maintenance service requests.

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Q6: What is the last date to submit a Facilities Services Service Request for the current fiscal year?

A: The final date for completion of work to be billed in current fiscal year is the last working day in May. Submittal deadlines depend upon the scope of work. Minor work requests can usually be submitted as late as May 15. Major work requests are determined on a case-by-case basis, depending upon Facilities Services’ current commitments. (see Deadlines)

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Q7: How do I request Facilities Services help with my event?

A: Special events/performances requiring Facilities Services services/setups should be submitted to the Work Control Center on a Service Request identifying the funding source and the specific services needed. Facilities Services can best meet special event/performance needs when service requests are submitted at least ten working days prior to the date desired. When special event requests coincide with larger campus events, such as Commencement, additional advance notice is appreciated.

The following is a checklist to assist you in planning your request. These details should be included on the work order form.

What is the estimated attendance?
Who will be the contact and a phone number for the day of the event?
What are the times for setup and cleanup?
Are there any electrical requirements?
Will food be served?
Do you have a backup plan in case of rain?

For large events, we recommend a site walk-through with the requester at least 48 hours prior to your event. When special event requests coincide with larger campus events, such as commencement, additional advance notice is appreciated.

Estimates

Estimates can be provided when requested at least 2 weeks prior to your event. Check the “Estimate” box on line 14 of the work order form. Estimates must be approved at least 2 working days prior to the event.

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Q8: Who do I contact if I need tables, chairs or canopies?

A: Contract and Procurement Management has entered into a competitively-bid, campus-wide agreement for equipment rental with Raphael’s Party Rentals. Typical contracted items include, but are not limited to, tables, chairs, tents, stages and canopies.

When preparing for your event rental requirements please see Contract & Procurement’s Equipment Rental Web page for billing instructions. This will ensure all the necessary information is forwarded with your request.

Please be sure to obtain all required campus event approvals prior to submitting your request.

If you have any questions about this program you may contact Contract and Procurement Management at 619-594-5243.

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Q9: What do I do if I need card access or alarm installed in my office?

A: To request card access or alarm installations you must submit a Facilities Services Service Request.

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Q10: Can I paint my office myself?

A: Yes, but you must use paints approved by Facilities Services. You’ll need to submit a regular Service Request and indicate “Self-Help” in the “Account Number” field (this means you will be doing the painting yourself). You may also submit a Service Request that your office be painted by Facilities Services staff. If it hasn’t been painted within the past 10 years or so, Facilities Services will do the work free of charge. If it has been painted more recently (Plant will check its records on this), you will be charged for the paint and labor.

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Q11: Why is the permit in this campus elevator expired?

A: At the beginning of each semester, Work Control will receive a barrage of calls regarding elevators. Each new semester brings new people to campus. And these people use elevators — more than 100 of them including dumbwaiters and wheelchair lifts. The elevators are located all over: in parking structures, residence halls and academic and administrative buildings.

If you find that the permit on an elevator has expired, please understand, Facilities Services is charged with maintaining campus facilities. It has hired a full-time contracted elevator repair person, with assistant, to be here on campus 40 hours a week. Our campus elevators are regularly maintained and serviced.

So why aren’t the permits renewed in a timely manner?

Because that’s a function of a separate agency of the state of California. The Department of Industrial Relations, Division of Occupational Safety and Health (DOSH) has a unit called the Elevator, Ride and Tramway Unit. The DOSH elevator unit inspects elevators in California institutions like SDSU. It tries to schedule regular inspections throughout the year, in order of permit expiration date, but it can’t always adhere to a regular timetable.

SDSU has experienced many instances when elevators have not been inspected by DOSH in a timely fashion. This is not uncommon — and it doesn’t mean our elevators are unsafe or that they haven’t been maintained. It just means that DOSH is behind in its work. And even after the elevator has been inspected, it sometimes takes weeks for the new permit to arrive.

Pursuant to the California Labor Code, Section §7301, all original elevator permits are on file at the Department of Facilities Services. Copies of these permits are placed in each elevator, pursuant to the same statute, when new permits are received. If you have questions regarding elevators and elevator safety on campus, contact the Work Control Center in Facilities Services at extension 4-4754 or email.

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Q12: How do I report a facility problem?

A: Please contact Facilities Services’ Work Control Center with your inquiries, requests and reports of facility problems. While Facilities Services regularly observes campus grounds and facilities for specific maintenance needs as they arise, reports from the campus community are greatly appreciated.

Phone: 619-594-4754

Email: wcontrol@mail.sdsu.edu

Fax: 619-594-1711

Mail code: 1401

Office Location: Facilities Services Building Room 108, located in the northeast corner of campus.

Office hours: Mon. through Fri., 7 a.m. – 4:30 p.m.

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Q13: Who do I contact after hours?

A: Facilities Services has 24 hour phone coverage. Our regular office hours are Monday through Friday, 7 a.m. – 4:30 p.m. After hours, the Work Control phone, 619-594-4754, will roll forward to an answering service with an option to leave a message for the next working day or to speak to an operator that can contact our staff in case of an emergency.

Any disaster or unusual occurrence that threatens life or property should be reported immediately to Public Safety 619-594-1991 (from a campus phone, ext. 4-1991 or 911).

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Q14: Who do I contact for lost items?

A: Lost items found by Facilities Services staff (with the exception of keys) are returned to Lost & Found, located in the Aztec Center Information Booth (ext. 4-6551). Lost keys are reported or returned to Public Safety Key Issue (ext. 4-1992).

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