Sections:
- Work Order
- Security
- Projects
- Mail Services/Shipping
- Purchasing
- EVS Requests
- Student Requests
- Safety Concerns
Work Orders
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I need something hung in my office. Should I contact Engineering to handle this request?
No. This is considered a non-routine work order. We have an outside contractor, Jack Wallace, who handles these types of requests. Please submit a work request through MAGIC and Facilities will contact Jack Wallace, or one of his staff members, directly to submit a work order.
If my office is too cold or too hot, should I just call Engineering directly?
No. All work orders should be processed through the Facilities Department. This provides the engineers with a single point of contact for all work orders.
I have a light out in my closet. Can I replace it myself?
No. Please put in a work request through MAGIC and Facilities will contact the engineering department to complete the request. For safety reasons, it is important that trained engineers complete all work requests. In addition, there may be a more serious electrical problem than you are unaware of and requires more attention from an engineering professional.
If I need to place a work order, why can’t I just call Facilities instead of using MAGIC?
The Facilities Department must have a means to track all work orders that we receive. The MAGIC system allows the Facilities Department to track how we are serving the College community. We cannot track phone calls. Please submit all work order requests through MAGIC.
Why is it taking Engineering so long to respond to my request?
The College is not the only area that the engineers service. Their primary clients are the acute care areas of the Hospital. The Engineers receive all work orders from the College and they are placed in a queue and dispersed to the dedicated engineer for a particular area. At times, work orders do get backed up and delay servicing; however, Facilities does follow up frequently on ALL work orders until completion.
Note: If Facilities contacts you for updates on your request, please respond ASAP so we know that your request is completed in a satisfactory manner. You, our internal customers, are the only voice that determines if a work order was completed satisfactorily.
I accidentally locked myself out of my office. Can someone in Facilities let me in my office?
No. Samuel Merritt College Facilities Department does NOT HAVE A LOCK OUT POLICY. If an employee is locked out of their office for any reason, a Facilities employee can only grant access to the office with a manager’s approval. Staff members are encouraged to keep office keys with them at all times to avoid a lock out situation. For liability reasons, there are absolutely NO exceptions to this policy.
In addition, Facilities will not grant a staff or faculty member access to someone else’s office without this being cleared in writing from the office’s occupant. This policy is designed to protect all faculty and staff and their belongings.
Security
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Who should I call if I need escort service to my car after dark?
Call the Security Operations Center at x7847 to request an escort to your car. We encourage you to use this service during the winter months when it gets darker earlier.
I just saw a suspicious looking person lurking in the parking lot? Who should I call?
Call Security at x7847 (in--house) or 510 763-4001 from outside line (please place this number into your cell phone).Do not approach the person on your own. This should be handled by a security professional.
Someone who does not appear to be a College employee or student is in my work area, how should I approach them?
Simply ask them, how can I help you? If they are legitimately looking for someone (or have a purpose) in your area, they will likely tell you. If they are not, they will at least know someone is aware of their presence in the building and they will likely leave. Do not ignore strangers in the building. If you feel this person is a threat, please contact Security immediately at x7847 or 510-763-4001.
Someone just fell down the stairs in our building. They appear to be hurt badly. Should I call security or 911?
Call 911 immediately for any accident where serious injury is apparent. The person may require immediate medical attention. After calling 911, call Facilities at (510) 869-1505 and we will notify Security so that a report can be filed.
Some of my belongings are missing from my room/office. Who should I notify?
Call Security at x7847. They will notify the police to file a report. In addition, please notify Facilities so that we are kept in the communication loop. In the event of computer/laptop theft and there is personal information/data contained on the pc or laptop, please place a fraud alert on your credit report to protect yourself and others.
Projects
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We have had some recent changes in our department that will require us to reorganize and remodel our work area. How do we go about making these changes to our area?
Please contact the Facilities Project Manager and provide the specific scope of work for your project. The Project Manager will obtain the appropriate quotes from vendors for your project and you will be required to secure funding from your department’s budget. Next, the Facilities Department will submit a Project Expenditure Request (P.E.R.) to the finance department. Upon obtaining necessary approvals, work will be scheduled and managed by the Facilities Department.
If I see the movers are on campus, can I ask them to move my furniture around in my office?
No. All moves must be scheduled through the Facilities Department. The Facilities Department provides movers with a specific scope of work and we must adhere to that scope in order to avoid extra moving charges. If there are items in your area that require movers, please contact Facilities so that your job can be scheduled on the next move. If you have an immediate need, please notify Facilities 24 hours before your requested date and the movers will be scheduled and your cost center will be charged for the time of the move. Please note that Nor Cal Moving Services requires a four (4) hour minimum of work.
Mail Services/Shipping
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I am expecting an important package from a family member but it has not arrived. Who should I contact to locate my package?
No personal mail should be sent to the college. We are not responsible for the receipt of personal packages or other items. (This does not apply to students residing in Bechtel Hall who receive packages via their personal mailboxes.)
I need to ship something to one of the remote sites. What is the latest I can get it shipped out to insure next day delivery?
All packages should be received at the Campus Service Center in West Pavilion before 3pm to insure next day delivery. However, we advise all faculty, staff, and students to drop off packages as early as possible to insure the most prompt delivery.
I’m shipping to a location other than a remote site; can I ship it through the Campus Service Center?
Yes; however, all packages shipped to a location (other than a remote site) require a manager’s signature and the department’s cost center in order to be shipped.
Purchasing
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I need to order some items for my job; can I just order them online and get reimbursed for it?
No. All purchases (with the exception of online office supply orders under $500) must be made by purchase requisition and a purchase order will be issued by the Facilities Coordinator and/or Purchasing Assistant. Faculty and Staff will NOT be reimbursed for unauthorized purchases. All College purchases must have a purchase requisition and purchase order the new process effective May 1, 2008
How to process a purchase requisition to obtain a Purchase Order number (P.O. #)?
a). Complete ABSMC purchase request online form link: http://abs/departments/materials_management/prfinal.pdf and obtain the proper approvals (signatures) before submitting. The SMC purchase requisition is quickly phased out as online ordering with embedded approval is set up for each department.
b). Fax the form to ABSMC Materials Management at 510-869-8252 with attachment if required (example Segale travel itinerary) or put it in the proper drop box bin in the following locations;
- 370 Hawthorne – ground floor mailroom
- 3100 Summit - 3rd floor mailroom
- 435 Hawthorne – mailroom
- 450 30th – 2nd floor mailroom.
Purchase requisitions and packing slips will be picked up twice daily by ABSMC.
c). Confirmation of P.O. # will be given by dedicate buyer for Samuel Merritt College Lorraine Nelson – 510-869-8262.
d). When the merchandise is received, sign and date the packing slip and put it in the proper drop box bin (as noted above) to be picked up by ABSMC.
e). If a packing slip is not submitted the department will be contacted by ABSMC to verify receipt of merchandise/services.
f). Invoice is paid and the check is mailed by ABSMC.
Staples Office Supplies:
a). The current online ordering system will remain unchanged until further notice.
b). The approval of orders will authorize payment. Packing slips will not be required.
Capital Purchases; please follow process as noted on the accounts payable procedure by Corine Harris.My work area requires me to have an additional outlet installed near my desk. Can Facilities call an electrician to come out and take care of this for me?
Yes. However, Facilities will contact our current electrician and obtain a quote for the work. A purchase requisition and purchase order is also required for this type of purchase and will be charged directly to your department’s cost center if not related to a project.
EVS Requests
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What does EVS do?
Environmental Services (EVS) is primarily responsible for general cleaning for the following areas: common areas such as hallways, restrooms, corridors, vacuuming, mopping, dusting, garbage/waste removal. Upon special request or during College breaks, EVS will strip and wax floors and shampoo carpets throughout the campus.
The kitchen in our building is filthy. Can EVS come over and wipe down all the appliances and wash the dishes?
No. EVS is not responsible for such items. All break rooms, lounges, and kitchen areas are the responsibilities of the students, faculty, and staff. The entire college community should be mindful to keep all appliances (refrigerators, microwaves, stoves, coffee makers, etc.) clean and presentable for the next person who may be using it.
Student Requests
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How late can I use the Computer Lab?
The following are the hours for the Peralta Computer Lab:
6am – 12 am (daily)
My class workload requires me to keep late study hours. Is there a late night study area on Campus?
Yes, study location and hours of operations are as follows:
| HEC 104 (Study/Computer Room) | Sunday – Thursday 8am – 10pm |
| Friday – Saturday 8am – 5pm | |
| Sammy’s Student Lounge | 24 hours/day (accessible with student badge) |
| Peralta Student Lounge | 6am – 12 midnight (daily) |
| Bechtel Hall Living Room | 24 hours/day (daily unless scheduled for an event) |
Safety Concerns
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I have had major problems with my back and I need a special chair for my work area. How do I go about getting a new chair for my area?
You will need to call Work Hardening at x6999 to have an ergonomic assessment conducted. Once that assessment is complete, contact the Facilities Coordinator to order furniture based on the assessment.
To whom do I report safety issues in my area?
Each area should have a representative on the Samuel Merritt College Safety Committee. Please contact your Safety Committee Representative to report any and all safety concerns you identify. Your area representative will contact a member of the Facilities team to notify us of any safety issues. College participants on the Samuel Merritt College Safety Team include:
| Building | Committee Member | Location/Area |
| HEC | Kim Mitchell | HEC/Town Court |
| Huyen Ho | Graziano Library | |
| Bechtel Hall | Kathryne Henderson | Dormitory Floors |
| Craig Elliott | 1st Floor Offices | |
| Stephen Hanson | 3rd Floor Computer lab | |
| 435 Hawthorne | Gerri Adams | 1st Floor |
| Mary Grefal | 2nd Floor | |
| 3100 Summit | Curt Robinson | 3rd Floor – North wing |
| Dawn Eaglin | 3rd Floor – South wing | |
| Andy Chamberlain | G-level Micro lab | |
| 450 30th (Peralta) | Vene Cahayag | L-level classrooms/labs |
| Vene Cahayag | L-level computer lab | |
| Kevin Archibald | G-Level | |
| LaTorri Johnson | 2nd Floor | |
| Ronda Jarin | 2nd Floor | |
| Amy Anderson | 2nd Floor | |
| Elena Sanchez | 3rd Floor | |
| Veronica Panaigua | 3rd Floor | |
| Drew Ward | 4th Floor | |
| Eugenia Berdali | 4th Floor | |
| Andy Chamberlain | Anatomy Lab | |
| Various | Gerri Adams | Facilities runner |
| Micheale Pradia | Facilities runner |