Williams College Facilities

Guidelines for Facilities Service Requests

(As of November 1, 2010)

Williams College Facilities provides many campus services including:

  • Repairs to buildings, including plumbing, electrical, architectural, painting, roofing, heating, and air conditioning
  • Custodial services
  • Heating and utilities management
  • Preventive maintenance of physical plant and equipment
  • Grounds management and horticultural services
  • Facility improvements and modifications
  • College housing
  • College vehicles
  • Delivery of materials and supplies from the stockroom
  • Moving furniture and office equipment
  • Deliveries and set-ups for events

REQUESTS FOR REPAIRS AND MAINTENANCE

  • All requests for repairs and maintenance must be made through the Facilities Web Request.  Service@williams.edu is no longer available.

WEB REQUEST IS TO BE USED FOR REPAIR AND MAINTENANCE REQUESTS ONLY. 

IN CASE OF AN EMERGENCY, CALL X2486.  AN EMERGENCY IS A PROBLEM THAT WOULD RESULT IN HARM TO YOU OR OTHERS OR CAUSE DAMAGE TO THE BUILDING AND MUST BE RESOLVED IN THE SAME DAY.

  • IMPORTANT: All required information (building name, work type, room number or campus location, phone number, email address, date work needs to be done, full description of work requested, and account number) must be filled in before the web request can be submitted.
  • By providing your e-mail address in the web request submission, you will receive automatic notifications regarding the status of the work order (when the work order is created, scheduled and ready for execution, and completed).  This is the best way to monitor the progress of your service request!
  • You can also check the status of your requests from the Web Request site by using BROWSE ALL WORK ORDER REQUEST and entering your e-mail address.


CHARGEBACK POLICIES FOR REPAIR AND MAINTENANCE REQUESTS

  • Work orders submitted for “non-discretionary” repair and maintenance work will be charged to a Facilities account.  The labor and materials costs for this work will not be charged to a departmental account.
  • For work orders submitted for “discretionary” repair and maintenance, actual labor and materials costs will be charged to the department account number provided by the requestor.  “Discretionary” work includes special requests for painting, carpentry work, repairs due to damages, etc. (see Facilities Work Flow Glossary of Terms below).  If a department is being charged, Facilities should provide to the requestor an estimate for the labor and materials costs based on the scope of work specified in the work order prior to the work being performed.
  • The determination on whether a department will be charged for a non-maintenance request submitted to Facilities or whether the cost will be expensed to a Facilities account will be based on the nature of the request service (“non-discretionary” vs. “discretionary”) and will no longer be based solely on the dollar amount.


FACILITIES WORK FLOW GLOSSARY OF TERMS

Purpose:  The purpose of this glossary is to clarify work flow terms, as used by the Facilities department in the management of work flow.

A.   DISCRETIONARY:  This is work of choice that is driven by needs different than maintenance and operation of the college systems. In this category of work the planner may opt to implement the work, part of it, or not to implement the work at all.  Discretionary work may be important, but it is not mandatory. Discretionary work may be prioritized by subjective merit rather than urgency.

Examples:

  • Painting offices to change the color as requested by an employee
  • Replacing outdated, but in good condition furniture
  • Changing the room layout in a building, or portion of it, to meet new programmatic needs
  • A modernization project

B.   NON-DISCRETIONARY: This is work that Facilities must perform to operate or maintain College assets assigned to the Facilities Department.  It is, to a certain extent, mandatory.  The priority of the work is categorized by the implied deadline to complete the work as follows:

  • EMERGENCY: Work requested is an emergency only when the work must be performed immediately to protect life, to guard against loss of expensive assets, or to avoid disrupting a College event that cannot be stopped and re-scheduled.

Examples:

  • Chemical spill on the street or in a laboratory
  • Walkway ice melting or removal
  • Roof leak dripping or fire protection, sprinkler leak on valuable equipment
  • Campus building reporting no electricity
  • Electric power failure during an important event like Commencement
  • Receptacles not working in a classroom needed to teach a class
  • URGENT:  Work is urgent (not an emergency) when the work can be performed within the next 48 hours without major impact on the college operation. The timeliness is more important than the quality of the work.

Examples:

  • Urinal that is running continuously
  • Window glass with spider crack
  • No hot water in a restroom lavatory
  • Unusual noise coming from a cooling tower
  • Air-conditioning not working in a Lounge Room
  • Too cold in Room 55
  • ROUTINE:  Work is categorized as routine work when the work can be scheduled to be performed within the next two weeks, to meet a firm deadline of more than two weeks, to meet a flexible deadline, or to occur in time cycles. This is not out of the ordinary work. This work may follow a regular sequence of steps or standard procedure; as in preventive maintenance routines.

      Examples:

  • Preventive maintenance lubrication of equipment or belt replacement
  • Lawn mowing
  • Maintenance repairs such as fixing an air handling unit that is out of service, replacing deteriorated pipe insulation and repairing damaged doors or damaged furniture
  • Regular cleaning of building spaces
  • NON-ROUTINE:  Non-routine work is work you would not do at all regularly. Non-routine work may come up suddenly or unexpectedly. It is work out of the ordinary. However, non-routine work may require substantial planning, as in the case of construction projects.

Examples:

  • EMERGENCY work and URGENT work are both good examples of non-routine work
  • Planned design and construction project work is non-routine work regardless of the value of the project

 

EVENT SET-UPS AND DELIVERIES

 Facilities can assist with conference and event set-ups (tables, chairs, risers, electrical assistance, etc.) as well as deliveries and departmental moves.  When planning an event, a primary contact person should be designated.  This streamlines the communication process and can eliminate the confusion that can lead to unnecessary charges.

There are certain requirements that must be met, and there are certain requests that will always incur charges.  Below is a description of the requirements as well as the requests that will incur charges.

For further information regarding conference and event set-ups and deliveries & moves, please contact Bea Miles at 413-597-3496 or email bmiles@williams.edu.


FACILITIES FUNDED EVENT SET-UP OR DELIVERY SERVICES

Since Facilities’ goal is to support College operations in the most efficient and effective manner, no charges will be assessed to departmental budgets to support course-required events/activities and typical administrative department operations. Examples of set-up and delivery services funded by Facilities are:

  • Set-ups necessary to support activities required for a course.
  • Delivering purchases to your department from the stockroom.
  • Moving books, boxes, filing cabinets, or office equipment, office furniture, etc. on campus.
  • NOTE: Facilities does not transport materials to off-campus locations.
     

DEPARTMENT FUNDED EVENT SET-UP OR DELIVERY SERVICES

Departmental sponsored events or other events that are not required for a course will be charged to the requesting department. These types of activities include:

  • Theatrical performances
  • Musical (instrumental, choral, etc.) performances, when not required for a course
  • Set-ups for small department events (department meetings, etc.)
  • Set-ups for dinners and receptions
  • Conferences
  • Reunion events
  • Post-season (e.g. NCAA and NESCAC) athletic events
  • Facilities Trades services required for Dig Safe process for placement of a tent

Some services will always be charged to the requesting department. Typically these services are associated with larger events. These include:

  • Covering floors in Chandler, Lasell, and the CTD dance studio
  • Installing fencing (including snow fencing required by Campus Safety & Security for an outdoor party)
  • Setting up risers
  • Moving furniture out of a room to make sufficient space for an event. There are locations on campus that require more effort to set-up for an event than others and, therefore, may incur greater charges. Contact Bea Miles x3496 or email bmiles@williams.edu to determine where an appropriate location might be for your event.
  • Reconfiguration of the pool bulkheads
  • All labor required after normal business hours for event set-ups or deliveries. Generally, normal business hours are Monday through Friday from 7:00 a.m. to 3:30 p.m. for Trade labor and 5:30 a.m. to 2:00 p.m. for Custodial labor.

Facilities charges will be made to the following PS accounts where applicable:

Custodial Labor 501420
Operations Labor 501530
Materials 528900
Contract Services 534600

Charges for requested work will appear on your department’s financial statements. Questions regarding the charges should be directed to Bea Miles x3496 or email bmiles@williams.edu.
 

NOTICE

Facilities will attempt to meet your event set-up and delivery requirements at all times.  Sufficient advance notice of service requirements is needed in order to give Facilities time to plan and coordinate requests for service appropriately.

  • A minimum of five (5) working days notice is required for all event set-up and delivery requests.
  • Due to the extremely heavy workload supporting College events at the beginning and end of the academic year (mid-August to mid-September and May 1 to June 15), the notification period is increased to ten (10) working days.
  • Please note that while late requests will no longer be assessed a surcharge of $100 or $200 (based on the time of year of the request), Facilities reserves the right to turn down an event set-up or delivery service request if sufficient advance notice is not given.
     

GENERAL REQUIREMENTS FOR SERVICES FROM FACILITIES SHOPS

  • Questions regarding services from any of the Facilities shops (Grounds, Electricians, Carpenters, Painters, Plumbers, etc.) for event-related needs should be directed to Bea Miles x3496 or email bmiles@williams.edu.  These services will be performed in-house as often as possible. There may, however, be times and/or jobs that will require hiring an outside contractor.
  • Moves and setups must be scheduled at least five (5) working days in advance. Ten (10) working days’ notice is required between mid-August and mid-September, and between May 1 and June 15.
  • During extremely busy periods it may be necessary to hire an outside contractor to accomplish the service request. Charges will be incurred if an outside vendor/contractor is used regardless of the amount of notice provided.
  • If the work requested cannot be accomplished during the normal working hours for that shop, charges will automatically be incurred, most likely at an overtime rate.
  • Moves and setups, including the delivery of a PA system, will only be done to and from locations on campus.  Moves and setups to/from an off-campus location must be arranged through an outside vendor.
  • Charges will be incurred when a PA system is requested for delivery to an on campus location.
  • Charges will be incurred when assistance is requested for an event that is charging an admittance fee.
  • Charges will be incurred when a snow fence is required by Campus Safety & Security for an outdoor party.
  • Custodial service for special events can be addressed when reserving your room or by contacting Bea Miles x3496 or email bmiles@williams.edu.

 

GUIDELINES FOR ERECTING A TENT ON COLLEGE PROPERTY

  • Any person or group wishing to place a tent on College property must submit the request for approval to Bea Miles x3496 or email bmiles@williams.edu.  Requests must be submitted with at least seven (7) working days’ notice.
  • The individual or group renting the tent is required to obtain a building permit from the Williamstown Building Inspector’s office one week in advance and bring that permit to Bea Miles at the Facilities building located at 60 Latham Street.
  • The following information should accompany the tent permit:
    • Exact date the tent will be erected and taken down
    • Location where the tent will be erected
    • Name and telephone number of the rental company
    • Name and telephone number of the contact person responsible for the event
    • Diagram of interior tent setup
  • Once the required information has been submitted, Facilities will handle any arrangements necessary for the Dig Safe process.  The individual or group renting the tent will need to provide an account number to which the costs associated with the Dig Safe will be charged.
  • The individual or group renting the tent is responsible for informing the rental company of the following procedures:
    • Tent can ONLY be erected on a site that has TWO flags. One flag indicates that a Dig Safe has been completed and the other flag indicates the placement of one of the tent’s corner poles. If these flags are not in place, a tent CANNOT be erected. Any company that erects a tent where these flags are not present will lose their privilege to erect tents on campus.