The Service Center is located in OPM 100 and is the central contact point for the customers requesting Facilities Management services. Calls can be made to the Service Center at Extension 813-974-2845, twenty-four hours a day, seven days a week.
Routine Work Orders are typically completed within a 30 day timeframe, however needed materials and staffing availability may impact the lead time of Routine Work Orders.
There are five ways to make a work request:
- By Telephone (813-974-2845 or ext. 4-2845 from campus)
- Via email at FM-ServiceCenter@usf.edu
- Online using the Online Request Form (This option is for non-paying work orders only. Please refer to Basic Maintenance - Funded Jobs and Paying Jobs)
- FAX (813-974-3199 or ext. 4-3199 from campus)
- In Person at the Service Center located in OPM building.
In all five cases, the requester must supply certain specific information. This includes the requester's name, title, phone number, department, building prefix, and room number. For paying jobs, account information for reimbursement is required. Information is needed for the contact person, if different from the requester. The actual location of the work being requested must also be included, by building and room number or other specific location (as for work in stairwells, corridors, or outdoors). Finally, a job description must be supplied in sufficient detail to allow the Service Center to make a preliminary determination of the nature and scope of the work.
If the request is made in person, by campus mail, or by fax, the requester should fill out the Work Request form (PDF) appropriately, giving the information mentioned above. The form is available free of charge from the Facilities Management office (OPM 100). The form can also be mailed or sent by fax upon request, to you by calling extension 4-2845. If the request is made by telephone, the Service Center representative will ask for the same information as on the form.
When the Service Staff enter the request into the computerized work order system, they will provide the requester information about the work order, including the work order number, for reference. If you provide an email address, then the system will automatically provide you with a confirmation in an email which will include the work order number.
Who is Authorized To Make A Work Request
Any member of the University Community can contact the Service Center with a work request; however, department chairpersons, auxiliary organization officers, or their designees are more likely to contact the Center. Certain requests must be paid for by the requesting department or organization. In those cases, the person making the request must have the authority to pay for the requested work, and must sign the Work Request form as authorized for the account to be charged.
Requester Needs To Provide
- Name, Title, Department
- Phone Number
- Building and Room Number
- Specific Location of Work
- Contact Person
- Authorized Signature
The Facilities Management Division is allocated an annual Education and General (E&G) budget for the maintenance of the University's E&G buildings, grounds, and utilities. This money is used for campus maintenance, repairs, and replacements in kind. It is not used for new construction, expansion, renovation, or facility alterations.
The Service Center manages a routine inspection and preventive maintenance program (which includes computer-generated work orders) for major building systems, including lighting, plumbing, pumping, and environmental systems. This program reduces the number of maintenance requests significantly. However, departments can report any work they feel needs to be done.
The Facilities Management Division is allocated an annual Education and General (E&G) budget for the maintenance of the University's E&G buildings, grounds, and utilities. This funding is not intended for new construction, expansion, renovation, or facility alterations.
Requests for work that are not part of the Facilities Management’s fiscal responsibility must be paid for by the requesting department or organization. Paying work orders cannot be completed online since a signature is required. The Service Center will ask the requester to identify the account which will pay for the work. The requester will be required to have the Work Request Form (PDF) signed by an accountable officer, thus authorizing Facilities Management to proceed with the request and charge the account.
Requests from E&G departments for regular maintenance work on E&G buildings are performed without a charge to the requestor. Examples are:
- Light Bulb Changes
- Plumbing Repairs
- Replacing Ceiling Tiles
- Door Hardware and Repairs
- Air-conditioning Repairs
In some instances, work for E&G departments can be a "paying" job. Typically, the following are paying jobs:
- Table and chair rental
- Installation of keyboard trays, bulletin boards and other office equipment
- Repairs to golf-carts, vehicle and equipment
- Departmental requests for replacement of carpet solely for aesthetic reasons
- Departmental requests for repainting of walls (change of color) solely for aesthetic reasons
- Event Cleanup
Requests from Auxiliary buildings and Auxiliary departments are typically charged. Examples of these charged requests are:
- Air conditioning repairing - in auxiliary departments
- Roof repairs - on auxiliary buildings
- Lighting repair - in auxiliary buildings
- Any types of repairs or maintenance work - in auxiliary spaces
- Repairs to vehicles that belong to auxiliary departments
Priorities of Work Orders
Work orders are treated as one of four priorities: Emergency, Rush, Routine, and Preventive Maintenance.
Emergencies are situations which pose an immediate threat to personal health or safety, or of major damage to buildings, equipment, or other property. The Service Center handles emergencies immediately.
Urgent situations pose a threat (non-immediate) of personal injury, equipment damage, loss of research, or a serious disruption of University operations. Whenever possible, rush work orders are handled on the day they are received.
Work orders for immediate tasks that do not pose a threat to life, property, research or of serious disruption to the operation of the University are regarded as Routine Work Orders. These requests are put in the job queue and are processed in the order in which they are received. Large-scale work orders are treated as projects; they may require several weeks or months to complete. Small repairs are normally done within a few days of being put into the job queue, but availability of materials and unforeseen problems could delay completion.
Jobs related to specific events require adequate lead time to be completed on the date requested.
Preventive Maintenance (PM)
Preventive maintenance work orders are issued to maintain equipment in a serviceable condition. A computerized preventive maintenance program produces more than 10,000 work orders per year. Work orders are for scheduled inspections, service, and replacement of equipment.
USF developed a process for the various departments to request authorization to proceed with modification to university space. Typically, this process is used for:
- Adding/modifying signage
- Renovating/remodeling space (excludes routine maintenance)
- Adding temporary space (e.g. trailers)
- Locating aesthetic items (e.g. sculptures, trees, banners, etc)
Facilities Management coordinates this process, however it is not the authorizer for the final approval/disapproval.
A Space Impact Form (PDF) can be used by the various departments to initiate this process. A manager in Facilities Management will forward this request to other stakeholders and coordinate the responses. The requestor will then be advised of the decision of the group.
Equipment Loans and Setup Services
Custodial Services has the following equipment available for use at homecoming, registration, concerts, graduations, and other special University events:
- Folding Tables/ Chairs
- Temporary trash containers
Equipment is usually available on a first-come, first-serve basis for University-sanctioned events. During peak periods, priority is given to major public E&G functions. Custodial Services will deliver, set up, and remove the equipment. There is a rental fee per item and a minimum charge. Equipment requests must be made to the Service Center at least ten days before the event. The borrower must sign a loan agreement and pay for any damages or loss of equipment.
For further information, please contact our office.