After-Hours Service Calls
Phone calls before 7:30 a.m. or after 4:30 p.m. should be directed to 651-962-5100, the Department of Public Safety. The Department of Public Safety will act on urgent service calls that cannot wait until the next normal working day by contacting the assigned Facilities Management Staff Duty Officer.
Air Conditioning and Heating
Temperature control throughout the University is operated and maintained by the Mechanical Maintenance division of Facilities Management. Building occupants should not attempt any repairs to malfunctioning equipment. Improper operation of heating and air conditioning systems, individual window air conditioning units, or other service requirements should be directed to Facilities Management at 651-962-6530.
Bicycle racks are installed by Facilities Management Grounds division. Location of bicycle racks is determined by need as well as landscaping and architectural considerations. Abandoned bicycles are removed periodically by the Department of Public Safety and Parking Services. Questions about bike racks may be directed to the Grounds Supervisor, Bob Reed, at 651-962-6545.
Building Conditions Inspections
Inspections are conducted on a continuing schedule for all university buildings by Facilities Management personnel to determine major and minor items of maintenance and repair required. Questions about building inspections should be directed to Jim Brummer, Associate Vice President for Facilities, at 651-962-6530.
Some construction for maintenance, repair, major renovation, or new construction is accomplished through contracts with outside contractors administered by the Associate Vice President for Facilities, Jim Brummer. Only Project Manager, Josh Gallus or authorized Facilities Management personnel may direct the work of contractors for any new construction or renovation.
Cleaning of academic and administrative areas is accomplished by UST Building Service Workers.
If emergency cleaning is required, Service Workers will be assigned on the basis of availability by calling Bob Guggisberg, Director of Facilities Services, at 651-962-6531. Any problems or questions involving needed cleaning should be communicted during normal business hours, 7:30 a.m. to 4:30 p.m., Monday through Friday.
Building Service Workers are not permitted to perform personal or unauthorized services. This includes unlocking doors for individuals. Public Safety should be contacted in St. Paul at 651-962-5100 or in Minneapolis at 651-962-4100 for entry into locked areas.
Elevator problems, malfunctioning elevators, and elevator break downs should be reported to Facilities Management at 651-962-6530 between the hours of 7:30 a.m. and 4:30 p.m. For problems occurring outside these hours, please call the UST Department of Public Safety and Parking Services at 651-962-5100.
Good judgment is an important factor when determining whether or not a situation should be considered an emergency. Any disaster, unusual occurrence, utility malfunction, or equipment failure that presents imminent danger to life or property is an emergency and should be reported immediately by telephone to Facilities Management at 651-962-6530.
After normal working hours, report emergency conditions to the UST Department of Public Safety and Parking Services, 651-962-5100.
Physical Plant response to emergencies will normally be immediate, depending on the time of day and availability of personnel. If the time of occurrence is other than normal working hours, the on call staff duty person will secure the emergency condition and determine upon consultation what immediate action or repairs need to be taken.
Equipment installation for a department is provided by Facilities Management as a reimbursable service. A Service Request must be submitted along with a valid account number to Facilities Management.
Since the majority of the university's utilities distribution and telephone systems are underground, all excavations and digging on the grounds must be approved and coordinated by Facilities Management. Questions regarding digging or excavation should be directed to Jim Brummer, Associate Vice President for Facilities at 651-962-6530.
Fire extinguishers in University buildings are provided and inspected semi-annually by Facilities Management under outside vendor contracts. Missing fire extinguishers should be reported to Facilities Management at 651-962-6530.
Maintenance for all basic classroom furniture and fixtures is provided for and budgeted by Facilities Management. Broken classroom furniture may be reported to the Facilities Management office at 651-962-6530 during normal working hours, 7:30 a.m. to 4:30 p.m.
Maintenance for specialized departmental instructional equipment items, office furnishings, and other furniture is a departmental responsibility. Facilities Management is able to provide repair services for such items on a reimbursable basis. A Service Request should be submitted for such requests.
The Environmental Health and Safety division of Facilities Management is responsible for the clean up and disposal of hazardous chemicals and waste. If there has been a spill of hazardous material on campus, Colin Brownlow, the Director of Environmental Health and Safety, should be contacted immediately at 651-962-6533.
The Environmental Health and Safety division provides training at safety seminars for UST personnel regarding the storage and use of hazardous chemicals. Any questions about these seminars or use of hazardous chemicals on campus should be directed to Colin Brownlow at 651-962-6533.
Material Safety Data Sheets for chemicals used in Facilities Mangement on request to the Director of Environmental Health and Safety.
Keys and Locks Policy
A. Administration of Keys and Lock
- The Physical Plant Department shall administer the key and lock policy for the University of St. Thomas, as well as the monitoring of locks and key control inventory. The following policy does not apply to the School of Divinity.
B. Issuance of Keys
- All requests for building master and sub-master keys must be approved by the Vice President of Business Affairs.
- All requests for keys must designate the names of personnel to whom the key will be issued and that individual must sign a key inventory card at the Physical Plant key shop for the key. Keys will not be sent through the mail, nor will they be released to anyone other that the person designated on the request form. No telephone orders will be accepted.
- Individuals who are leaving the employment of the University of St. Thomas must return their keys to the Physical Plant. Keys shall not be transferred from one person to another. The University will consider the exit process incomplete unless the above is completed. Employees shall be cautioned to obtain receipts for returned keys. Employees failing to return keys will be subject to an audit under Minnesota Statute 181.14 which allows the University ten (10) days to complete the audit and adjust the account of the employee to cover the cost of keys and necessary lock core replacements.
- Individuals shall report the loss of any key to the Physical Plant key shop, 962-6543, as well as to the Security Department, 962-5100, immediately upon discovering the loss.
- Keys may be issued for limited periods of time, i.e., for graduate assistants, if the authorization so requires.
- Keys issued to rooms declared to be radioactive or containing hazardous materials will be issued only with the approval of the Department Head, the Assistant Vice President for Facilities, and the Director of Environmental Health and Safety.
- Keys will not be issued for an area assigned to a department without the authorized signature of the department chairperson appearing on the request.
- Keys will only be issued to authorized individuals and departments shall immediately return to the Physical Plant all unissued keys which have been stored on an unassigned basis.
- In case of emergencies, Safety and Security Officers may unlock an area after proper identification has been shown.
- Keys to University facilities will not be issued except on the written instruction of appropriate University personnel, i.e., Department Chairpersons, Deans, Directors, or Vice Presidents.
- When a University employee assumes a position which entitles them to authorize keys, they must file a signature card with the Physical Plant Department prior to authorizing any keys.
- Building coordinators/department chairpersons will be responsible for authorizing the issuance of keys to the general classroom areas and building entrance doors.
- Students will not be issued keys to exterior entrance doors of any building except residence halls.
Changing of Locks
- The Physical Plant will inform authorized personnel of all reports of lost keys to their respective areas.
- If, in the judgment of the department chairperson, dean, Vice President of Facilities, or the Director of Safety and Security, with the consent of the Vice President of Business Affairs, the security of a building or area is significantly imperiled by the theft or loss of a key, the locks will be changed and the cost charged to the department or area which authorized the lost or stolen key.
- Departments may request locks which do not fall under building master or departmental sub-master series for purpose of securing equipment or dangerous materials, i.e., radioactive sources, upon submitting written approval of the department chairperson, dean, Associate Vice President for Facilities, and Director of the Safety and Security Department.
Moving of University property within the grounds or to other University-owned properties is provided through the Central Receiving division of Facilities Mangement on a limited scale and as a reimbursable service. A Service Request should be submitted to Facilities Mangement at least 72 hours prior to the intended move date. Please contact Bob Douglas, the Coordinator of Central Receiving, at 651-962-6388 for questions regarding moving services.
To move large amounts of furniture, materials, or items requiring special handing, an outside moving company will be contracted at the requesting department's expense. Please contact Jim Barron in Purchasing Services to arrange larger or special handling moves at 651-962-6384.
Nameplates & Signs
Nameplates and signs for interior identification of offices, laboratories, desks, and other areas in buildings are provided as a reimbursable service by Facilities Mangement. A Service Request should be submitted to Facilities Mangement for this service.
Painting of buildings and facilities is performed on a scheduled basis dependent on time restraints and availability of funds. Additional painting projects are treated as reimbursable services. A Service Request should be submitted to Facilities Mangement for such projects.
Times for performing painting requests will be coordinated and scheduled by Jim Hoffman, Assistant Director of Facilities Mangement, 651-962-6532.
Facilities Mangement routinely provides, by contract, pest control services for buildings on campus (i.e. Food Service Facilities). If pests are noticed in buildings, departments may call 651-962-6530, and the contracted exterminator will apply insecticide or traps as needed. Control of insects in decorative plants is the responsibility of the plant owner.
Facilities Mangement personnel follow a regular schedule of routine preventive maintenance checks on doors, windows, roofs, hardware, refrigeration, air conditioning, plumbing, ventilation, electrical systems, and other equipment proprietary to campus buildings. Defects discovered during these inspections are repaired under the operational budget of Facilities Mangement. Problems in these areas that are discovered by members of the University community may be reported to Facilities Mangement at 651-962-6530.
A similar service can be provided on a reimbursable basis for department equipment. Please contact Facilities Mangement for more information.
Recycling services are provided in all University buildings. Recycling containers are emptied daily by Building Service Workers. If there is a recycling container in a building that needs emptying, please notify the Director of Facilities Services, Bob Guggisberg, at 962-6531. The cardboard desk paper recyclers are the responsibility of the office occupant(s) and should be emptied into the corridor recycling containers.
Pick ups of unusual amounts of recycling, confidential recycling, and requests for additional recycling containers can be accomplished by submitting a Service Request to Facilities Mangement.
Additional information about UST Recycling may be found at the Recycling Home Page or by calling Bob Douglas, Coordinator of Recycling, at 962-6388.
Refuse Collection and Disposal Services
Trash and refuse generated by the University is picked up on a regular schedule by an outside contractor. Trash from buildings is taken by Building Service Workers to outside trash dumpsters for pick up by the contractor. The University is billed for each pick up as well as by tonnage. Departments are encouraged to make a concerted effort at recycling in order to assist in reducing the ever increasing trash removal bill at the University.
Special refuse pickups can be arranged as a reimbursable service on a limited basis by submitting a Service Request to Facilities Mangement.
Problems with un-removed trash within University buildings should be reported to the Director of Facilities Services, Bob Guggisberg, at 651-962-6531.
No one is allowed on, nor allowed to place any objects or equipment on the roof of any campus building without written prior approval by Jim Brummer, Associate Vice President for Facilities.
Snow & Ice Control
Snow and ice control for roads, sidewalks, grounds, and parking areas is provided by Facilities Mangement's Grounds division. Questions or concerns may be addressed to Bob Reed, the Grounds Supervisor, at 962-6545.
Removal of snow and ice from building entries is the responsibility of the Building Service Workers. Concerns about these areas may be addressed to Bob Guggisberg, Director of Facilities Services, at 962-6531.
All members of the University community are responsible for removing their vehicles from off the public roads around the University during snow emergencies. The schedule for St. Paul snow plowing may be found at the St. Paul Snow Plow web page.
Connections for utilities may be made only by Facilities Mangement personnel.
On occasion, repair work or construction projects may require temporary interruption of utility services. In the majority of these situations, affected campus departments will be notified in advance by electronic messaging. In emergencies, Facilities Mangement will notify the department chairperson and or directors of departments in the facilities affected.
Vehicle Maintenance & Repair
Maintenance of University vehicles is coordinated through the Grounds division of Facilities Mangement. Most vehicles are serviced on a scheduled basis. For service and repair outside of the schedule, please contact Bob Reed at 962-6545.
Building windows are cleaned on a scheduled basis by Building Service Workers of Facilities Mangement and by contract service. Window cleaning outside of the schedule may be performed on a reimbursable basis by submitting a Service Request to Facilities Mangement.