USF Physical Plant Policies and Procedures

Accident, Injury or Incident Reporting After Hours Use of Buildings Athletic Fields and Equipment Use Bonfires On Campus Bus Service (Ft Wayne PTC) Cable TV Service Copies in Bulk Deliveries Donations (Materials, Supplies or Furnishings) Emergencies Emergency Action Plan Energy Conservation Environmental Area Equipment & Furnishings Fire Drills First Aid & Designated First Responders Fishing On Campus Hazardous Materials Heating & Cooling Comfort Identification Cards Keys & Access Cards Modifications To Facilities Motorist Assistance Occupational Safety Parking Parking Tags Personal Safety Posting Flyers Power Outage Reporting Property Security Recycling Requesting Service Soliciting On Campus Vehicles (Using University Vehicles) Weapons On Campus
	POLICIES ACCIDENT, ILLNESS, INCIDENT or INJURY REPORTING OSHA 200 REPORTS: An OSHA 200 form is filled out whenever there is a personal injury to anyone on campus. When filling out this form, be sure to note the conditions of the immediate area where the accident occurred. This will include information such as footing conditions of floor or ground, handrails or guardrails present, safety equipment not used properly (or not used at all), and lighting in the area. An OSHA 200 form is also used to record the initial diagnosis of a work related illness or injury. The form must be filled out within 24 hours of the injury. Please refer all questions concerning insurance coverage to the Director of Human Resources. INCIDENT REPORTS: An Incident Report is filed for any accident, altercation, unusual or extraordinary occurrences, or loss involving any person or property on campus. Please note that this report is filed even if the person or property is not affiliated with the university. This form is also used to report any act covered by the Campus Crime Awareness Act. All injuries and illnesses are documented on the OSHA 200 form. Contact the safety officer on duty to fill out a OSHA 200 form or an Incident Report. Top of Page
	AFTER HOURS USE OF BUILDINGS To access an area in a building after regular building hours, an After Hours Use Permit must be filled out and signed by the person responsible for the area. We also require that an valid USF identification card be presented along with the permit before a safety officer will permit access. Top of Page

	ATHLETIC FIELDS AND EQUIPMENT USE Use of the equipment and fields must be authorized by the Athletic Director. Physical Plant is not responsible for athletic field use or maintenance. A field caretaker, reporting to the Athletic Director, maintains all athletic fields and purchases any necessary supplies and equipment from an athletic budget set aside for this purpose. Top of Page

	BONFIRES ON CAMPUS To have a bonfire on campus for an event or function, submit your request in writing (or send an e-mail) to the Director of Physical Plant. Please note the following: One individual must assume responsibility for the bonfire. This individual must remain on site for the duration of the fire. Physical Plant grounds personnel will set up the bonfire and security will oversee the lighting of the bonfire. (No flammable fluids may be used to assist in starting the fire) The bonfire must be completely out before the designated responsible individual leaves the bonfire site. Top of Page

	BUS SERVICE (Ft Wayne PTC) Fort Wayne PTC has a stop on Spring Street in front of Trinity Hall and a stop east of Bonaventure Hall on Leesburg Road. For a current bus schedule, call the PTC office, or stop at the Physical Plant office to pick one up. For physically challenged individuals, arrangements can be made with the PTC for pick up and drop off service to various buildings on campus. For further information on this service, contact the PTC office or the physical plant office. Top of Page

	CABLE TV Cable TV is available in a number of locations including Bonzel and Trinity residence hall rooms and lounges, the Student Center, Hutzell, the Field House and Bonaventure Hall lounge. If you experience problems with reception, DO NOT call Comcast Cable. To report problems, please call the physical plant office at 3225. Top of Page

	COPIES IN BULK All requests for bulk copies are handled by the Spring Street campus copying center. To ensure you receive you copies back in a timely manner, you must allow for a 48 hour turn-around time. Copies are recorded and billed back to your department. Bound or other special documents (such as requesting a special paper be used) will require additional lead time. Call the copy center well in advance of your anticipated deadline to discuss any additional lead time that will be needed. Fairfield personnel should fill out a bulk copy request form (available at the administrative receptionist desk) and attach the original to the request. Place in the outgoing mail tub for pickup that evening. The Spring Street copying center will run all bulk copies. Top of Page

	DELIVERIES Receiving of first class mail and overnight packages is done by the switchboard operator at Trinity Hall. Overnight packages are distributed from there by safety officers or custodial personnel. UPS deliveries are received and checked in at the dock area by physical plant personnel and distributed by safety or custodial personnel. With the exception of extremely large or heavy pieces of equipment, all other deliveries should be made to the Trinity Hall dock. It is imperative that you notify us in advance to arrange any special pickups or deliveries. If Physical Plant staff is needed to assist in the unloading of a delivery, please inform the carrier to deliver by 2:30 p.m., Monday through Thursday, and before 11:30 a.m. on Friday. After these times, there may be no Physical Plant staff available to assist in unloading. Top of Page

	DONATIONS of MATERIALS, SUPPLIES or FURNISHINGS NOTE: See Hazardous Materials Section for Donations Containing Hazardous or Potentially Hazardous Materials. ~ Under Revision ~ Top of Page

	EMERGENCIES Call 9-911 and then call safety personnel at extension 3222 to report a fire, physical assault or severe personal injury. Call extension 3222 to report any suspicious activity observed on campus, a break-in, theft, hazardous spill or personal injury accident. During office hours, call extension 3225 to report incidents such as a broken window, dead telephone line, no A/C during cooling season, no heat during heating season, a plugged or overflowing plumbing fixture or a power outage. If there is no answer at ext. 3225, dial the operator and explain the problem. The operator can page the appropriate Physical Plant personnel. After office hours, contact the safety officer at 3222. Top of Page

	EMERGENCY ACTION PLAN ~ Under Revision ~ Top of Page

	ENERGY CONSERVATION Energy conservation is everyone's job. Please do your part to conserve energy by turning off your computer at the end of the day (if possible) and turning off your lights and other unnecessary electrical equipment when you're out of your room or office. If you have to cancel a scheduled class (or event), please notify the physical plant secretary or the safety officer so that lights and HVAC can be turned off. Top of Page

	ENVIRONMENTAL AREA There is an environmental study area located on the southeast corner of Mirror Lake. This area is restricted unless you are accompanied by, or have permission from, a professor from the Science Department. Top of Page

	EQUIPMENT & FURNISHINGS (University Owned) *ASSET RECORDING:* ~ Under Revision ~ *BORROWING EQUIPMENT:* Physical Plant has certain items (i.e. appliance movers) that members of the university community may borrow. You must first receive authorization to borrow an item from the physical plant supervisor responsible for that piece of equipment. A borrow slip must be filled out. Borrow slips are available at the physical plant office. Please understand that university owned vehicles cannot be loaned out. Also, certain pieces of equipment (i.e. dump truck) are restricted to use by physical plant staff only. *LOCKING EQUIPMENT & KEY RECORDING:* All college owned equipment or furnishings that have a LOCK, such as a filing cabinet or desk, must have the KEYS recorded and issued through the safety & security manager in physical plant. *PURCHASING EQUIPMENT or FURNISHINGS:* Budget requests for classroom, lobby and lounge furnishings are initiated by physical plant and other interested parties. Upon budget committee approval, these items are purchased. If you require a desk, chair, filing cabinet or other office furnishing or equipment, submit a request, on a workorder requisition form, to physical plant. If we have what you require in storage, it's yours. Generally, what is in storage is well used and somewhat worn with age. If we do not have what you require or, if what we have is unacceptable, please submit a purchase requisition to the Business Office. Since physical plant does not have a budget for these types of purchases, providing the funds for your request is your departments responsibility. Please contact physical plant prior to submitting your purchase requisition as we maintain minimum standards on certain types of furnishings (i.e. chairs, filing cabinets, etc.). Top of Page

	FIRE DRILLS There are six buildings on campus that have fire systems linked to the Fort Wayne Fire Department. Each of these systems is tested twice a year to assure proper functioning in the event of an actual alarm situation. Advance notice of these drills will not be given. When the building alarm is activated, all occupants are to stop what they are doing and proceed to the nearest exit. The last person to leave an office or area is to make sure the door is pulled shut as they leave. In he residence halls, hall directors and resident assistants are to help in the evacuation procedure. Upon leaving the building, move away from the exit area. Wait for notification before re-entering the building. Everyone's cooperation is essential for an efficient drill. Top of Page

	FIRST AID & DESIGNATED FIRST RESPONDERS There are several First Aid Kit locations on campus that are stocked for minor injuries. Each kit is also stocked with a gown, face shield, gloves, and a spill kit to for use in basic first aid, CPR and bio-hazard spill clean up. The kits are located in the following areas: Bonaventure Hall front desk Bonaventure Hall Room 112 Bonaventure Hall Room 304B Library processing room Trinity Hall front desk Trinity Hall Physical Plant hallway Building 7 secretary's area Bonzel Hall nurse's station - position not filled Achatz Hall secretary's office Achatz Hall - Room 120 Achatz Hall - Room 219 Physical Plant Garage Hutzell Athletic Center concession stand All safety officers receive training in basic first aid and CPR from the American Red Cross. Safety officers are the only designated First Responders to an accident, injury, fire or other emergency situation. Top of Page

	FISHING ON CAMPUS Only faculty, staff, students, alumni and their immediate families may fish on campus. Fishing is restricted to the back basin only. Ice fishing, netting, spearing, bowing, and hunting of any animals other than fish is strictly prohibited. Please obtain a fishing permit from the physical plant office or from a safety officer if you wish to use this privilege. Boats are not permitted. There is no fishing in the Environmental Area and all rubbish, including fishing line, hooks, bobbers, etc., must be picked up and disposed of properly when finished fishing. Top of Page

	HAZARDOUS MATERIALS *ACCEPTING DONATIONS:* When a department is approached with an offer of a donation that will include hazardous, potentially hazardous, or regulated material the following information MUST be obtained before acceptance of donation. Complete an inventory of the proposed donation. NOTE: If an accurate, complete inventory is not made available the offer MUST be declined. Determine the quantity. Hazardous materials regulations are based on how much is kept on hand. Assess the condition. Deterioration or lack of stability as a result of age. Check containers for signs of damage, rust, corrosion, etc. Verify that each required substance has an accompanying MSDS. An MSDS must accompany all chemicals brought onto the campus. If the donor does not have an MSDS for a product, that product will not be accepted. Ensure all potential donations are properly labeled. All chemicals must be properly labeled. This includes the standard NFPA hazard rating system. If a product is not labeled, it will not be accepted. Submit the completed inventory, along with company name and contact person, to the Safety & Security Manager for determinations on regulations pertaining to storage and handling and for review of potential disposal problems and costs. The Safety & Security Manager will return the determination of acceptance or declination, whole or in part, to the department head. Remember, all hazardous or regulated material MUST be accompanied by an MSDS to be accepted. The College is required by law to have them on file. Any problems that arise with MSDS acquisition, labeling, or product condition are an indication of why they are being disposed of in the first place. By taking possession of any product the College assumes all liability associated with, and costs incurred for, the proper storage and disposal of that material. *DISPOSAL:* Disposal of all hazardous materials is handled through the physical plant department. We have contractual arrangements with a number of firms to properly dispose of these materials. Contact the safety & security manager for special disposal needs. Top of Page

	HEATING & COOLING COMFORT Heating and cooling of building spaces is scheduled according to class and event schedules. Heating and cooling is controlled by a computer and only scheduled use areas will have comfortable space temperatures. Temperatures of scheduled areas should be between 75 and 79 degrees during the cooling season and between 70 and 73 degrees during the heating season. If otherwise, please notify physical plant. There are some areas on campus where proper temperature control is difficult, at best, due to the age and type of HVAC equipment and controls or, because the area has been remodeled outside the HVAC systems capabilities. Areas used during unoccupied time frames may not be heated or cooled to comfortable levels. Top of Page

	IDENTIFICATION CARDS University identification card photos are taken by safety personnel. Your finished I.D. card is available a few minutes after the photo is taken. It is helpful, but not necessary, to make an appointment. Safety personnel may be reached at extension 3222. Top of Page

	KEYS & ACCESS CARDS Keys or access cards are issued by the safety & security manager upon receiving written authorization of the department head or the person responsible for a secured area. All requests for building ENTRANCE keys must also have the signature of the area vice-president or the director of physical plant. There is no charge for keys to any areas on the Spring Street campus. There is a five-dollar per key charge for keys to any area on the Fairfield campus. Your department will be billed for these charges. Any lost keys or cards should be reported to the safety & security manager as soon as possible. If a request for keys or access card is denied, an explanation will be given and a suitable alternative, if applicable, suggested. Additionally, a meeting can be arranged with the director of physical plant and the safety & security manager for final review of any denied request. Upon termination of employment, all keys signed out will be accounted for and a KEY CLEARANCE slip sent to the Director of Human Resources before the final paycheck is released. Each semester, students must account for all keys signed out to them before their grades will be released by the registrar. DO NOT HAVE KEYS DUPLICATED. DO NOT TRANSFER, GIVE OR LEND KEYS TO OTHER PERSONNEL WITHOUT PROPER TRANSFER OF RECORDS IN PHYSICAL PLANT. ANYONE CAUGHT DUPLICATING KEYS MAY BE SUBJECT TO HAVING THEIR KEYS REVOKED. DO NOT LEND YOUR ACCESS CARD TO ANYONE. ALL CARD ACCESS ENTRIES ARE RECORDED INTO A COMPUTER DATABASE. RESIDENCE STUDENTS: Campus residence hall keys are issued by the Hall Director. If you lose your key, the Hall Director or the Resident Assistant will let you into your room. Your HD or RA will have to requisition a replacement key, for you, from the safety & security manager. There will be a minimum of a $25.00 charge for replacement keys. The charge may vary depending on the number and type of keys, and the extent of labor involved. Top of Page

	MODIFICATIONS TO FACILITIES Please check with Physical Plant before rearranging work space or purchasing, altering, or moving equipment that requires electrical, phone, data, water or gas service. Some equipment may not conform to services currently available or may require extensive and expensive modification to the equipment or university utility services. No structural alterations, painting or other modifications to university facilities is permitted without written authorization by the director of physical plant. Top of Page

	MOTORIST ASSISTANCE Safety officers are allowed to assist in vehicle jump starts and unlocking of vehicles. Grounds personnel are allowed to assist in the hand pushing of a stuck vehicle and are allowed to inflate a low tire. FOR INSURANCE REASONS, PHYSICAL PLANT PERSONNEL ARE NOT PERMITTED TO ASSIST IN THE CHANGING OF A TIRE OR THE TOWING OF A VEHICLE. Top of Page

	OCCUPATIONAL SAFETY It is everyone's responsibility to maintain a safe environment on campus. Safety officers are responsible for notifying departments and individuals of unsafe working conditions and practices. When unsafe conditions or practices are observed, safety personnel will issue a Safety Violation report to that individual and/or department. If you receive a Safety Violation report, you must respond in writing to the safety & security manager, within ten working days, of the steps you've taken or plan to take to rectify the problem. These violations are recorded in a computer database and are available for review by, among others, EPA and OSHA Personnel, health inspectors, Fort Wayne Fire Department officials and insurance inspectors. All Safety Violation reports will be monitored until the problem is corrected. A comprehensive MSDS file is maintained in the Physical Plant office. In addition, all OSHA and EPA compliance programs, documents and training manuals are on file and available for your review during normal office hours. Top of Page

	PARKING On the Spring Street campus, please park in designated spaces. Parking in front of Trinity Hall is reserved for visitors only. Do not park, load or unload in any area designated FIRE LANE. Do not drive on the service drives or causeway and always have parking tags visible on vehicle. Unless directed to do so by safety personnel, PLEASE, DO NOT DRIVE ON SIDEWALKS, ATHLETIC FIELDS OR LAWNS. It takes a tremendous amount of time and care to maintain the grounds and fields. Please respect the efforts of the university staff in trying to maintain a beautiful campus. *SPECIAL NOTES* Bonaventure Hall: Please restrict all loading and unloading activities to the lower level west entrance. Loading and unloading at the main south entrance is not only inconsiderate to other students and staff, it also creates the safety concern of blocking an emergency exit and a fire lane. Achatz Hall: Loading and unloading for BRIEF periods is now available at the main east entrance. However, PARKING in this area is not allowed at any time. At the Fairfield campus, parking is available in the parking garage. However, before you can do so, you must obtain an access card from the Lutheran facilities security personnel. They have a desk that is always manned in the front lobby of the Lutheran Foundation complex. You must show your USF ID to obtain an access card that will allow you entrance to the parking garage. Safety personnel routinely patrol all parking lots. However, the university assumes no responsibility, or liability, for any loss or theft associated with vehicles parked on campus property. Top of Page

	PARKING TAGS Parking tags for faculty and staff are issued at the security office. Student tags are mailed out. If you have not received a parking tag, please contact safety at 3225. Six month temporary handicapped vehicle I.D. stickers are available from the City of Fort Wayne. Handicap plates are available at the Indiana License Bureau. Top of Page

	PERSONAL SAFETY Please refer to the Campus Safety brochure, updated every August. This brochure is available in the Physical Plant office. Please remember that safety officers provide escort service. Top of Page

	POSTING OF FLYERS, NOTICES AND POSTERS Posting of flyers, notices and posters in public areas is restricted to bulletin boards and message holders. With the exception of class move or cancellation notices (to be posted on classroom doors), do not hang or tape notices and flyers on doors, windows or painted walls in public areas. RESIDENCE HALLS: You are welcome to affix a message pad to your door but please do not paste, glue or tape notices on varnished wood doors. Top of Page

	POWER OUTAGE DO NOT call AEP. To report problems, please call the physical plant office at 3225 or, if after hours, safety at 3222. Top of Page

	PROPERTY SECURITY Your personal safety, the security of your property, and the property of the university is everyone's responsibility. Keep your car locked and do not leave valuables inside. When leaving your room or office, close and lock the door. Do not prop doors open, especially exterior ones. When leaving your office for the day, close and lock all windows and doors. If safety personnel find a door or window open, an Unsecured Area Notice will be issued. These notices are intended to make individuals and departments aware that their area was not secure and there was the possibility of property loss occurring. These notices are kept on file. If the number of notices for a specific area is excessive, a report will be issued to the department head and area vice-president. Top of Page

	RECYCLING ~ Under Revision ~ Top of Page

	REQUESTS FOR SERVICE (Workorder Requisitions) With the exception of emergencies and routine duties, Physical Plant personnel must have a work order, authorized by a Physical Plant supervisor, before they can perform any work on campus. Requests for Physical Plant services may be submitted on a Physical Plant REQUISITION FOR SERVICE form or electronically from this web site. Forms are available in the Physical Plant main office, Trinity Hall mail room, Bonaventure Hall main office and Achatz Hall main office. Please, DO NOT use the phone to call in non-emergency requests for service. *FAIRFIELD CAMPUS ONLY:* Struges, Griffin Trent & Co. should only be contacted for building and cleaning related problems. Examples of services they are responsible for include: heating, cooling, plumbing, lighting or electrical outlet malfunctions, dirty floors, plugged toilets or trash not being picked up. They should not be called for services such as: arranging furniture, moving file cabinets, repairing university owned equipment or hanging pictures. Send a work requisition over to the physical plant department on Spring Street for these services. If you are unsure who to contact for a specific service, call the physical plant office BEFORE contacting Struges, Griffin Trent & Co. Top of Page

SOLICITING ON CAMPUS Soliciting of any type is not allowed on university property without permission from the Vice President for Administration. Top of Page

VEHICLES (Using University Vehicles) Use of university vehicles is restricted to approved college employees and students for official university business or university sanctioned events. Students are not authorized to use university college vehicles for student club business or events. Update as of : FEBRUARY 16, 1999 There are specific procedures that must be followed before you will be allowed to use any campus vehicles. You must have a Motor Vehicle Report done. The Physical Plant department will have forms for you to fill out. This must be done for insurance purposes. If there are severe violations, you will not be allowed to drive any USF vehicles. When your report is done and you are approved to use a vehicle, Physical Plant will contact security and let them know that you are approved to check out a vehicle. You must fill out a vehicle request form. This must be authorized through the head of your department. You must check out all vehicles through security. You will then fill out a USF vehicle status form (check in & out dates, beginning & ending mileage, your signature, there will also be a place to make any special notations if you noticed any problems with the vehicle while you were using it.) Please note that it is your responsibility to fill the vehicle with gas (using the gas credit card(s) provided) before you return to campus. Your department account will be debited for any repair costs that result from damage to a University vehicle because of negligent use. Negligent use is defined as failure to observe traffic laws, failure to properly secure vehicle, ignoring vehicle warning system or failure to maintain vehicle in safe and proper operating condition. Your driving privileges may be suspended, for an indefinite period, for any negligent use of University vehicles. Regarding the use of grounds equipment such as mowers, tractors, dump trucks, pick-ups, grasshopper, etc. You can not use these items, unless you have previous authorization from your department head, and from the Director of the Physical Plant Department. Please notify the grounds supervisor first before you fix or repair anything that belongs to the Physical Plant department. If you are adding oil, please avoid over filling. Too much may cause damage. Physical Plant has all the necessary tools to take care of any problems that may occur with Physical Plant equipment. Also please make note of any problems that you may have noticed while using equipment, or if you added oil and how much. Physical Plant would like to address any problems that come up as soon as possible. The Grounds Department is not responsible for servicing other USF department's golf carts or athletic department lawn and field maintenance equipment and tools. This includes repair work and routine maintenance (maintaining oil pressure, tire pressure, water in your batteries, sharpening mower blades, etc.). Physical Plant will be glad to offer advice, but the servicing of this equipment is your responsibility. To obtain road service for disabled university owned vans, being used for a sanctioned group activity, call the safety officer on duty at 219-434-3222. The safety officer will arrange for towing and, if needed, emergency transportation. NOTE: THIS SERVICE IS ONLY AVAILABLE FOR UNIVERSITY OWNED VANS BEING USED FOR A SANCTIONED GROUP or TEAM ACTIVITY. Top of Page

WEAPONS POLICY Possession or keeping of firearms, dangerous weapons, or explosive devices on university premises or, in any vehicle brought on the university premises, is prohibited. Top of Page