Policies and Procedures for Maintenance Work Order

The Physical Facilities Planning & Management Department (PFPM) services the entire campus in various capacities. We provide the listed services: carpentry, custodial, driver helpers (movers), electrical, engineering, grounds, painting, and plumbing.  In order to effectively accommodate your request, the following must be adhered to:

  • PFPM requires a minimum (10) ten business days after receipt of a work order to complete requested task.  “ASAP” acronyms in the date box will be returned.
  • It is solely the responsibility of the requesting department to complete the entire maintenance work order form, which include the Requestor’s signature, submit the form to PFPM via mail or in person to O&M 200.
  • In addition to the PFPM work order equipment and/or furniture (not new) relocation from one room to another requires the approved property control form (State of Illinois Department of Administrative Service Inter - Departmental Equipment Transfer Form) to be completed.
  • Faxed and Xerox copies of maintenance work orders will not be accepted or processed by PFPM.
  • If you have an emergency and it is after our normal business hours, please contact our 24 hour engineering department at (773) 995-2132.
  • To prevent your request from being delayed, each multiple trade requires a separate work order.
  • For work orders requesting overtime, please see Policies and Procedures Overtime Requests.
  • If you have any questions regarding these policies and procedures, please contact the Physical Facilities Planning & Management at X 2140.

Policies and Procedures of Overtime Requests

Overtime

Overtime is when a Worker(s) works over the allotted hours of their normal schedule.  Each trade may have different hours, please check trade hours to ensure.  Overtime may be needed when your project or service cannot be completed within a trades scheduled time on shift.  In some instances there may be a Tradesperson working on shift during your event or project, however they are attending to their scheduled duties and cannot be pulled away.  Please contact us if you need assistance determining your need for overtime.

Submitting Overtime Requests

Overtime requests are taken via our work order system (see Policies and Procedures Maintenance Work Orders). For work orders requesting overtime please print the word ‘OVERTIME’ in the description box on the form. Incomplete work order forms may be returned. Please ensure that the request is 1.Signed by Requestor and 2.Filled out in its entirety (to include times, dates, instructions and Site Contact). The Requestor is the Fiscal Officer whose name is listed in the “approved by “box and will be fiscally responsible on behalf of the Requestor’s department..  A Site Contact is the person who will be on site the day of an event/ work who will initial the overtime card. For events, please list the Site Contact’s telephone number.  

Overtime requests for events must be planned and submitted in the PFPM office, five (5) business days in advance of the date of your event in order to post notice to Workers, to schedule, to obtain materials and to ensure proper Staff coverage.  In some instances overtime for Workers is voluntary. Overtime requests which are submitted late for events are subject to be rejected. 

Overtime requests for non-events must be planned and submitted ten (10) business days in advance of the work start date. Overtime requests for non-event work submitted with a date of completion less than the required ten days will be adjusted to reflect the ten days.

Overtime Charges

Most trades require a minimum of four hours of overtime work.  Overtime is typically charged to the Requestor at one time and a half the normal rate of pay for the trade’s position, this may increase depending on: 1. Number of hours in a day already worked, 2. How many hours will be worked at once and 3. Holiday or if it’s the individual’s scheduled day off.  You may contact PFPM for the rate of pay.

Once a request has been made and is not cancelled, the Requestor is responsible to pay for the overtime worked by the Worker. Please provide written notice of event cancellation two working days in advance. If cancellation of an event is not given and the worker shows to work, they must be paid the minimum time required by contract. If a project is cancelled and materials have been purchased on the Requestor’s behalf, the Requestor/Requestor’s department is responsible for material costs.

Overtime Number of Required Workers

PFPM may suggest the number of worker’s and the worker(s) position type for your event or project which may be based on 1. Safety,  2. Union rules 3. Number of people attending the event,  4. What the event entails (i.e. food, required temperature control, special electrical services, etc) , 5. Requested task, and/ or  6. Amount of time for the task.  We strongly suggest Requestors adhere to the recommendation of PFPM to ensure successful service.  (See the Recommended Staffing Chart). Unless supervision is requested for overtime, trade Supervisor’s initials on an overtime card indicate the worker’s time card matched the hours on the overtime card.

Overtime Approval

The Requestor is responsible for approving, by signature, the overtime card of each individual for time worked.  To ensure timely payment to the workers, please include the proper account number and signature.  Workers may present overtime cards to the Site Contact the day of the event; in this case the Site Contact should initial the card.  The Requestor, after the event/work, should sign the card immediately. Workers may sign in to your event (at a location stated on the request) with the Site Contact if requested. This will help the Requestor know who they are approving.

RECOMMENDED STAFFING CHART (Building Service Workers)

INTERNAL EVENTS IN: JACOBY DICKENS, LIBRARY, DOUGLAS HALL (Breakey Theater)

Estimated # of people at Event

#of BSW w/o food

#of BSW/food

# Sub Foremen

# of Foremen

0-50

1

1-2

-

-

51-100

1-2

2-3

-

-

101-200

3

3-4

1

-

201-400

4

4-5

1

-

401-800

5

5-6

1

-

EVENTS IN: JONES CONVOCATION CENTER

Estimated # of people at Event

#of BSW w/o food

#of BSW/food

# Sub Foremen

# of Foremen

0-100

1-2

2-3

-

-

101-251

2-3

3-4

1

-

250-500

3

3-4

1

-

501-1000

4

5-6

1

-

1001-3000

5

6-7

1

-

3001-6000

6-7

8-9

1

1

6000-above

8

10

2

1

 

Procedures for Use of Buildings by Agencies for Emergency Purposes

Overview

In accordance with Illinois Complied Statues 110 ILCS 660/5-140, Chicago State University’s Board of Trustees has made mutually agreed buildings of the University available for emergency purposes,  upon the request of the Illinois Emergency Management Agency (IEMA), the State accredited emergency management agency with jurisdiction, or the American Red Cross, and cooperate in all matters with the Illinois Emergency Management Agency, local emergency management agencies, State- certified, local public health departments, the American Red Cross, and federal agencies concerned with emergency preparedness and response.

Image of Chicago State University MapDesignated Campus Buildings

In the event of a request by the Illinois Emergency Management Agency (IEMA) to make building(s) available for emergency purposes, the Chicago State University (CSU), and the CSU Board of Trustees has designated the following buildings for such use:

  • Jones Convocation Center-Built in 2007, approximately 172,000 square feet, is estimated to hold 6,000 people seated and has four levels to include an auditorium with concrete stands and retractable seating with a large arena floor which can seat 800, locker and shower facilities, class rooms, training areas and offices.
  • Jacoby Dickens’s Center-Built in 1970 , approximately 116,800 square feet, consists of four floors, including a gymnasium with retractable stands, a fitness center, a gymnastics gym , a natatorium, locker rooms with showers and lockers and private office areas.

The buildings are located on the campus of Chicago State University at 9501 South King Drive, Chicago, Illinois 60628. Both buildings are located on the University map found to the right and online at http://www.csu.edu/parking/pdf/csumap.pdf.

Emergency Purposes

Emergency purposes shall be as defined by the Illinois Emergency Management Agency in cooperation with the Homeland Security Presidential Directive #5 and the State of Illinois Governor’s Executive order# 12, 2004.  However events in the emergency category typically are the result of unforeseen actions (either natural, man-made and/or technological) which create a situation that has a substantial probability of disrupting normal operations.  Examples include severe weather, hazardous material releases, active threat/shooter, etc.  Also events in the disaster category typically are natural, man-made and/or technological with the potential to have a major impact on ability to sustain operations.  Disasters likely result in the significant, long-term (days, weeks or months) disruption of operations.  Examples include pandemic flu, earthquake, terrorist attack, mass casualty incident, etc.

Agency Requests

Requests for use of the designated buildings for purpose of emergencies may only be made by the agencies as listed in the State of Illinois mandate. Requests made by authorized agencies must be directed to the Chief of University Police in writing, (fax, email or letter signed by the authorized agency representative).  The request must include the following:

  • Name, address, phone number and fax number of responsible authorized Agency
  • Name, title, phone number, fax number and email address of contact person requesting use of buildings
  • Name, title, mobile number, photo identification issued by a government Agency or the Agency of the person who will serve as the Agency’s point of contact to the University.
  • Agency’s emergency policy and procedures 
  • Event type (ie. Earthquake, mass casualty, severe weather, etc.)
  • Building(s) requested
  • Estimated number of people to be served (if possible)
  • Incidentals requested other than the physical building

The Chief of University Police will seek authorization from the President of the University. The Chief of Police will notify the Agency by phone immediately upon authorization and in writing within 72 hours of approval to confirm use of building by the Agency.  If usage is confirmed, a meeting will be set up between the Agency and the CSU team to include Legal Counsel and any parties designated by the CSU President.

Cooperation

CSU will cooperate in all matters with authorized agencies concerned with emergency preparedness and response.  Agencies should submit a copy of their emergency response and recovery procedures to the University.

Response

Response refers to the mobilization of resources to meet the needs of the community in response to the nature of the emergency, immediately after the event.  The requesting Agency must provide a list to the Chief of the University Police of resources which will be used to address the emergency. The list must be received by the University within seven (7) days of approval and include the name of the Agency’s responding personnel, financial contribution and physical resources to the University which will be used to respond to the event.

Recovery

Recovery is the long term mobilization of support operations that work to return the campus community to its pre-event condition. The agency granted use of the building must submit their recovery plan which supports the type of event within seven (7) calendar days of the approval to have use of the building (s). The plan must include estimated duration of the recovery effort, the primary agency responsible and any other agencies assisting in the recovery effort.

University Roles & Responsibilities
Commander-President 1.773.995.2401
Incident Commander -Chief of Police 1.773.995.2111
Safety Officer- Life Safety Specialist 1.773.995.3675
Building Emergency Coordinators- Director of Facilities 1.773.995.2140,
FOR JCC: AD JCC Operations 1.773.995.3913 Director of Meetings & Events 1773.821.2449,
FOR JDC:Athletic Facilities Manager JDC 1.773.995.3600, Chair Secondary Ed PE Rec.1.773.821.2826
Dean of Continuing Ed. 1.773.821.2453