Procedures

Work Order and Setup Request Procedure

Work Orders

All requests for services should be made by completing a work order form. This is the fastest and most direct way to have your request processed. Please do not call and leave a message with your request. This will only slow down the procedure.

This will facilitate scheduling and assigning priorities. We request that a 10 day notice be given for all event "set-ups." A supply of set up forms may be obtained from the Facilities Office or by calling ext. 4331.

If a problem is plumbing, electrical or HVAC related that needs immediate attention, the College Facilities Staff should be contacted first on ext. 4331, otherwise please provide a work order for your need.

For work to be done, please follow the procedures as listed below:

1. Prepare a Work Requisition Form include the date the work needs to be completed utilizing the above link. This is the preferred method for filling work orders and will speed up your request. You will receive an electronic message with a work order number verifying we received your work order.
2. If you do not have e-mail/internet capabilities, please send the Work Requisition Form to the Facilities Office in Santa Maria Hall. You can also fax your work requisition form to 290-4332. Please ensure that all correspondence is addressed to Frank Neglia, Director of Facilities.
3. The Facilities Department schedules the work and notifies the requesting department of the estimated start date. When the set up is needed for a special event, the Facilities Department will not send a confirmation unless there is a scheduling conflict.

Copy Paper Needs

All requests for copy paper and copy paper only should be made by either calling Kaitlynn at ext. 4331 and leaving the following information: your name, budget number, department, exact location to be delivered, i.e. building and room number or it can be requested by filling out a work order request form and faxing it in. Please be sure to include all the information requested or there will be a delay in your request. Paper orders without the proper budget code cannot be processed.

Setups

Setups are an important and vital part of the College. Such service takes quite a bit of planning on the Facilities Department's part. As such, it is essential that proper notification be given to the Facilities Department to insure that all the needs of the Setup are addressed.

Request for Setups must be made 10 working days in advance to allow for adequate planning. Any less notification may impede on the function or the Setup. A Facilities Reservation form should be filled out and immediately faxed to the Facilities Department when you have all the details of the setup completed. You can obtain a set up form by calling Kaitlynn on ext. 4331 or stopping by the Facilities department.

Please note, for your Audio Visual needs, you must call Ron Loneker on ext. 4235 to make arrangements. For your Security needs, please call Security on ext. 4290 and for Food Service please call ext. 2234.

Off Hour Emergencies

In the event of an off hour emergency or problem that must be handled immediately, such as, utility, elevator problems, fire, water, heating, electrical, power outage, etc, or any emergency/situation that can not wait until the next business day, please use the enclosed Emergency Off Hour Phone List for immediate assistance.

In the event that one of the following incidents occurs during the off hours:

• False fire alarm
• ALM Electric is called in to work at either of the residence halls
• Otis Elevator is called in to service various campus elevators
• Any other vendor/contractor is called in to work at the residence halls or other college building

Please be sure to notify the Facilities Department the next day by fax or e-mail. If there is an actual Fire Alarm, please notify the Facilities Department immediately, no matter when it is, after you've called 911 and Security.

Facilities Pager: 973-269-0026

• Monday-Friday, 5 p.m.-11:00pm
• Saturday, 8:00 a.m.-11:00pm
• Sunday, 8:00 a.m.-4:30 p.m. 

Facilities is staffed these hours and the pager should be called first in the event a Facilities need is required.