Physical Plant
Frequently Asked Questions
Answers to all your Questions
Q: What is the difference between "maintenance" and "billable" work?
A: Generally, campus maintenance services include recurring work to keep campus buildings, grounds and utility systems in good repair. These "non-billable" services are provided without charge to the campus. Billable work refers to all non-maintenance work being funded by campus departments or auxiliary organizations. Common examples of non-maintenance (billable to your department) work include:
- Space alteration (office remodels, classroom remodels, etc.)
- Installation (modular furniture, special equipment, carpet, etc.)
- Repair (lock sets, classroom furniture, broken windows, etc.)
You must submit a Service Request for both maintenance and billable services. When you request billable services, the Service Request will be converted into a formal Work Order.
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Q: Who may submit a Physical Plant Service Request?
A: Campus staff, faculty or students may report operational problems to ensure that campus buildings, grounds, and utility systems are in good repair and satisfactory operating condition. Upon receipt of a Service Request, Physical Plant staff will determine whether the request needs be converted into a formal Work Request.
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Q: Who has the authority to approve a Physical Plant Service Request?
A: Department heads, account managers, and authorized departmental designees have the authority to approve funding for non-maintenance service requests.
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Q: What is the last date to submit a Physical Plant Service Request for the current fiscal year?
A: The final date for completion of work to be billed in current fiscal year is the last working day in May. Submittal deadlines depend upon the scope of work. Minor work requests can usually be submitted as late as May 15. Major work requests are determined on a case-by-case basis, depending upon Physical Plant's current commitments. (see FY 2006-07 Deadlines)
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Q: What happens to my Physical Plant Service Request after I have submitted it?
A: After you submit a Physical Plant Service Request, it is reviewed by the Work Control Coordinator:
- If you have requested a billable service such as space alteration, installation and/or repair (e.g., remodeling, special events, installation or repair of equipment, painting, lock re-key, carpet, signs, your request will be converted into a formal Work Order
- If you have requested non-billable work, which is provided free of charge, no formal Work Order will be generated; Physical Plant will simply schedule and perform the work
Scheduling Priority
Service Requests are reviewed in Work Control and assigned a scheduling priority, from 1-3:
- Health and safety: Emergencies or safety issues considered a hazard or potential hazard to life, safety or property.
- Academic support: Direct classroom, Athletic and student activities support.
- All other work: Staff, Auxiliary Organization and indirect student support.
Non-emergency work is scheduled on a date-received basis, taking the priority into consideration.
- If a specific date is requested, we will do our best to meet your request, depending on staff and material availability. Special events are scheduled as requested. Keep in mind that holidays and summer, spring and winter breaks are coordinated and scheduled months in advance. (As much advance notice as possible is appreciated if you have a specific timeline.)
- If no specific date is requested, the project will be scheduled as soon as time permits, based upon date of receipt and priority.
- If the Service Request has been submitted first for an estimate, the work will be scheduled following approval of the estimate and receipt of materials as soon as time permits, based upon date of receipt and priority.
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Q: What is the expected turnaround time for various Physical Plant Service Requests?
A: Turnaround time for Service Requests will vary depending on type of request. Generally, Physical Plant Service Requests are assigned to one of three basic categories (see scheduling priority, above):
- Health and Safety Concerns
- Academic Support
- All other work
Worker availability and the level of Physical Plant's current commitments may also affect turnaround time.
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Q: What is maintenance?
A: General campus maintenance services, including recurring work needed to keep campus buildings, grounds, and utility systems in good repair, are supported by funds allocated to Physical Plant. Auxiliaries and other agencies not funded through the general fund are charged for this work.
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Q: What do I do if I need card access or alarm installed in my office?
A: To request card access or alarm installations you must submit a Physical Plant Service Request.
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Q: Can I paint my office purple?
A: Yes, but you must use paints approved by Physical Plant. You'll need to submit a regular Service Request and indicate "Self-Help" in the "Account Number" field (this means you will be doing the painting yourself). You may also submit a Service Request that your office be painted by Physical Plant staff. If it hasn't been painted within the past 5 years or so, Physical Plant will do the work free of charge. If it has been painted more recently (Plant will check its records on this), you will be charged for the paint and labor.
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Q: Why is the permit in this campus elevator expired?
A: At the beginning of each semester, Work Control will receive a barrage of calls regarding elevators. Each new semester brings new people to campus. And these people use elevators – more than 100 of them including dumbwaiters and wheelchair lifts. The elevators are located all over: in parking structures, residence halls and academic and administrative buildings.
If you find that the permit on an elevator has expired, please understand, Physical Plant is charged with maintaining campus facilities. It has hired a full-time contracted elevator repair person, with assistant, to be here on campus 40 hours a week. Our campus elevators are regularly maintained and serviced.
So why aren’t the permits renewed in a timely manner?
Because that’s a function of a separate agency of the state of California. The Department of Industrial Relations, Division of Occupational Safety and Health (DOSH) has a unit called the Elevator, Ride and Tramway Unit. The DOSH elevator unit inspects elevators in California institutions like SDSU. It tries to schedule regular inspections throughout the year, in order of permit expiration date, but it can’t always adhere to a regular timetable.
SDSU has experienced many instances when elevators have not been inspected by DOSH in a timely fashion. This is not uncommon – and it doesn’t mean our elevators are unsafe or that they haven’t been maintained. It just means that DOSH is behind in its work. And even after the elevator has been inspected, it sometimes takes weeks for the new permit to arrive.
Pursuant to the California Labor Code, Section 7301, all original elevator permits are on file at the Department of Physical Plant. Copies of these permits are placed in each elevator, pursuant to the same statute, when new permits are received. If you have questions regarding elevators and elevator safety on campus, contact the Work Control Center in Physical Plant at extension 44754 or e-mail.
This page last updated
April 10, 2007
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