A.    Purpose.

Sets forth guidelines for requesting any type of corrective maintenance and for processing of work request forms.

Applies to all University departments and activities.

Exclusion: Special Projects are not covered in this procedure, as they require authorization to utilize University special project funds. Contact the VCBA office for specific procedures and requirements regarding this process.

1.    Plant Services.
Plant Services are those services directly related to the operation and maintenance of the University's administrative and academic plant facilities. These services are rendered at no charge to the department. Examples include the maintenance of structures and fixed equipment; maintenance of grounds, streets and walks; and custodial services. Facilities that do not qualify for Plant Services (at no charge to the department) include Auxiliary Services facilities, the Recreation Center, and other self-supporting operations.

2.    Departmental Services.
The Physical Plant office will render services upon request, with the cost charged to the requesting department. Examples include:

- Maintenance or repairs of Auxiliary Service facilities
- Recreation Center maintenance or repairs
- Requested alterations to buildings or structures
- Construction
- Installation or repair of furniture or equipment that is not an integral part of the building
- Painting requested outside the regular maintenance schedule.

Charges to a requesting department are processed by the Facilities Administration Department within two (2) business days after receiving the completed work order from Physical Plant. Departments are charged electronically and notified via a Notification of Charge. Charges reflect the cost of materials, labor, and associated contract costs. Questions regarding charges should be made to the Facilities Administration at extension 3622.

3.    Corrective Maintenance/Repair.
Corrective maintenance/ repair is the periodic or scheduled work required to preserve or restore a facility to such condition that it may be effectively utilized for its designated purpose. Corrective maintenance/repair may also involve the restoration of a facility so that it may be effectively utilized for its designated purposes by overhaul, reprocessing, or replacement of constituent parts or materials which have deteriorated by action of the elements or usage. Corrective maintenance/repair may or may not require immediate attention. In general, a request for corrective maintenance/repair to a building or building support system is considered plant services.

4.    Work Requests.
A UNCW Physical Plant Work Request from the departmental budget authority should be used in all cases where the cost of the work performed will be charged to the department. Go to the UBusiness site at https://busaff.uncw.edu/ubusiness/login.cfm to enter your request.

5.    Movable Equipment.
Movable equipment covered by a warranty or maintenance contract should be repaired under the terms stated within those contracts. These files are maintained in the Purchasing Office.

If the movable equipment is not covered by a warranty or maintenance contract, the department may elect to have the repairs performed by an outside vendor/manufacturer or by the Physical Plant Department. See procedure statements for additional detail.

6.    Fixed Equipment.
Fixed equipment (equipment that is considered an integral part of the building or building operating system) covered by a warranty or maintenance contract should be repaired under the terms stated within those contracts. These files are maintained in the Physical Plant office.

If the equipment is not covered by a warranty or maintenance contract, the Physical Plant Department will determine whether the repairs should be performed in-house or by an outside vendor.

1.    Corrective Maintenance/Repair.
The following actions should be taken with regard to corrective maintenance of fixed equipment:

- Notify the Physical Plant by accessing the UBusiness site at https://busaff.uncw.edu/ubusiness/login.cfm and   describe as specifically as possible the location and nature of the problem.
- A work order number will be provided at this time and should be used by the
   department if  future contact is needed regarding the same problem.
- The Physical Plant office will determine if any warranties or maintenance contracts are applicable.
- A Physical Plant crafts worker will be dispatched immediately if an emergency situation exists requiring quick action    to prevent loss or damage to state property, restore disrupted essential services, or eliminate hazards
   to personnel or equipment. Otherwise, the work will be scheduled appropriately.

2.    Repairs of Movable Equipment Under Warranty.
The following actions should be taken if the department believes that the repair needed is covered by a warranty:

- Purchasing Services should be contacted and the repairs needed described over the
   phone.
- Purchases Services will research the warranty files.
- If a warranty is in effect, Purchasing Services will contact the vendor to receive instructions.
- Purchasing Services will contact the department by phone and provide any necessary
   instructions.

3.    Repairs of Movable Equipment Covered by Maintenance Contracts.
The following actions should be taken if the repair is covered by a maintenance contract:

- Purchasing Services should be notified by telephone of the equipment manufacturer,
   make, model number, and repair problem.
- Purchasing Services will contact the vendor and request the repair under the maintenance
   contract.
- Purchasing Services will contact the department by telephone and provide any necessary
   instructions.
- Any invoices resulting from service calls or repairs under a maintenance contract are
  directed to Purchasing Services for approval prior to payment.

4.    Repairs of Movable Equipment made by an Outside Vendor or Manufacturer.
The following actions should be taken if the movable equipment is not covered by a warranty or maintenance contract yet an outside vendor or manufacturer is needed to perform the repairs:

- A purchase requisition should be prepared (see Procedure PUR 1.10), indicating the type
  of equipment, make or model number, and the repair problem. The department may also wish
  to indicate a contact person.
   (Note that the department should not contact a vendor or manufacturer to request a repair
   before a purchase requisition has been processed by Purchasing Services.
- Upon receipt of the requisition, Purchasing Services will issue a purchase order for the
   repair and follow up on the purchase order until the repair has been satisfactorily
   completed.

5.    Work Requests.
The following actions should be taken with regard to a work request to perform repair utilizing Physical Plant personnel:

- Complete Section I of the Work Request form and distribute copies of form.
- If an estimate is requested, the estimate will be provided on the Work Request form
  (in Section II), and the form returned to the requesting department for approval.
- The decision of the requesting department regarding the estimate will be indicated on the
   Work Request form (in Section III) and the form distributed per preparation instructions.
- Upon receipt of this authorization, the Physical Plant office will purchase materials, schedule
    the work, and inform the department by telephone as to the date that work will
   commence.
- A Notification of Charge (with material listings and work order copies as supporting
   documentation) will be forwarded to the requesting department upon completion of the
   work.

NOTES:   If the requesting department desires to change the scope of the work to be performed, a memorandum should be forwarded to the Physical Plant Administrative Office stating the changes needed and requesting a new estimate (if desired). The memorandum should be signed by the appropriate Department Head, Dean, or Vice Chancellor.

If the Physical Plant Office determines during the course of the project that additional work is needed (which was not covered in the original scope), a memorandum will be drafted to the individual department stating the changes needed, estimated additional costs, and requesting authorization to proceed with this work.

Instructions for Preparation of Form PHY 1.20                             Effective: January 12, 2004

Name of Form: UNCW Physical Plant Department Work Request (Form CD-0026)

A.   Purpose.

This form is utilized to request that work (maintenance, repair, or construction) chargeable to the department be performed by the Physical Plant.

This form may be accessed by using the administrative forms directory under Policies and Procedures.

Upon completion of Section I, the department requesting the work to be performed should forward the original and copy of this form as follows:

1.    Estimate was Requested in Section I.    The original and a copy of the form should be forwarded to the Physical Plant Administrative Office. (A photocopy of the form may be made for departmental records.) Physical Plant (or Project Design) will complete Section II and return the original of the form to the requesting department. The requesting department will review the estimate, complete Section III to indicate the departmental decision regarding the estimate, and return the original of the form to the office that prepared the estimate in Section II. The requesting department will retain a copy for departmental files.

2.    No Estimate was Requested in Section I.    Retain a copy for departmental records and  forward the original to the Physical Plant Administrative Office.