Facilities

If I need to place a work order, why can't I just call Facilities instead of using TeamDynamix (TDX)?
To ensure all requests are received, prioritized, tracked, and completed efficiently, Facilities requires that all service requests be submitted through TeamDynamix (TDX). 

The TDX system provides a centralized record of each request, allowing Facilities to:

• Track work order status and response times
• Assign requests to the appropriate staff or vendor
• Prioritize work based on urgency and impact
• Monitor service levels and workload trends
• Maintain a history of completed work 

While Facilities staff may answer questions by phone or email, requests submitted outside of TDX, can be missed, delayed, or difficult to track. For this reason, all non-emergency work requests should be submitted through TeamDynamix (TDX).

Note: For urgent health, safety, or building emergencies, please contact Facilities immediately by phone and submit a TDX ticket as soon as possible. 

If my office is too cold or too hot, should I just call Engineering directly?
No. All request should be submitted through the TeamDynamix (TDX) Service Portal. 

I have a light out in my closet. Can I replace it myself?
No. Submit a work order through TeamDynamix (TDX). Facilities will contact the Engineering department to complete the request. For safety reasons, trained engineers must complete all work requests. Please keep in mind that there may be a serious electrical problem of which you are unaware that requires the attention of an engineering professional.

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 who handles requests of this type. Please submit your request through the TeamDynamix (TDX) Please note, that all request to hang items will need to be assessed and approved before the request can be completed. 

We have recently undergone some 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 Department through the TeamDynamix (TDX) Service Portal, and provide the specific scope of work for your project. The Facilities department will review the information, and the appropriate vendor(s) will be contacted, if necessary. The requestor's department head will be required to approve the work before it is scheduled.  If the scope of work involves remodeling, the request must be reviewed and approved before any work is planned.

If I see the movers on campus, can I ask them to rearrange my furniture 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 to avoid extra moving charges. If there are tasks in your area that require movers, please don't hesitate to submit a request the TeamDynamix (TDX) so that your job can be scheduled for the next move date when the moving contractors will be present. If you have an immediate need, please notify Facilities at least 72 hours in advance of the time you require assistance. The movers will be scheduled, and your cost center will be charged for the expenses related to your move. Please note that the moving services contractors require a minimum of four (4) hours of work.

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 University. We are not responsible for the receipt of personal packages or other items.

I need to ship something to one of the remote sites.  What is the latest I can get it shipped out to ensure next day delivery?
All packages should be received at the Loading Dock (Oakland Campus) before 3 p.m. to ensure next-day delivery. However, we advise all faculty, staff, and students to drop off packages as early as possible to ensure the most prompt delivery. 

I'm shipping to a location other than a remote site. Can I ship it through the Loading Dock?
Yes. However, all packages shipped to a location (except for satellite campuses) must be related to SMU business. 

Our department has 1,500 pieces of mail to go out. What should I do?
If you have a bulk mailing coming up, notify the Facilities Department two (2) weeks in advance by submitting a work order via Team Dynamix (TDX), and someone will contact you regarding your request.

What does EVS do?
Environmental Services (EVS) is primarily responsible for:

• Trash and Recycling removal.
• Clean and service restrooms
• Daily servicing of all student-use areas (classroom, library, labs, bathrooms, lounges, meditation rooms, conference rooms, huddle rooms, and lactation rooms.
• Servicing office spaces (twice per week), this includes the boardrooms. 
• Event rooms will be cleaned after each use. 

The kitchen in our building is filthy. Can EVS come over and wipe down all the appliances and wash the dishes?

No. Cleaning of kitchen and breakroom appliances, as well as washing dishes and utensils, is the responsibility of the department and the individuals who use these shared spaces.

The SMU community is expected to keep all kitchen and breakroom areas clean and presentable for others. This includes routinely cleaning appliances such as refrigerators, microwaves, coffee makers, toasters, and other shared equipment after use. Users are also responsible for washing, drying, and storing any dishes, cups, utensils, or food containers they bring into the space.

Environmental Services (EVS) provides routine custodial services for common areas, such as trash removal, surface cleaning, and floor care; however, EVS does not provide dishwashing services or clean the interior of departmental appliances as part of its standard cleaning program.

Departments are encouraged to establish internal expectations for maintaining shared kitchens and breakrooms to ensure a clean, safe, and professional environment for all occupants.

Will EVS shampoo our carpets or wax the flooring?

Yes. Carpet shampooing/extraction and floor waxing/refinishing services are available; however, these are considered special cleaning services and are performed on a scheduled basis rather than as part of routine daily janitorial services.

To minimize disruption to campus operations, Facilities coordinates with the Environmental Services (EVS) team to perform this work during academic breaks, off-hours, or weekends whenever possible. This approach helps reduce noise disruption, allows adequate drying and curing time, and minimizes potential slip hazards.

All requests for carpet cleaning, extraction, floor waxing, or floor refinishing must be submitted through the TeamDynamix (TDX) Service Portal. Once the request is received, Facilities will conduct an assessment, determine the appropriate scope and schedule, and communicate the planned service date(s) to the requestor.

Please note: Scheduling is subject to workload, campus priorities, and the condition of the flooring or carpeted area.

How often will EVS vacuum our carpets?

To prioritize cleaning resources in areas with the highest occupancy and foot traffic, vacuuming services are provided according to the following schedule:

• Classrooms, Library, Student Spaces, Common Areas: Daily
• Executive Offices, Administrative Offices, Boardrooms: Twice Weekly
• Special/Event Cleaning: As Needed via TDX Request

Note: Carpet shampooing and deep-cleaning services are not part of routine custodial services and must be requested through the Team Dynamix (TDX) Service Portal. These services are typically scheduled during academic breaks, weekends, or off-hours to minimize disruption to campus operations. 

Ergo Policy Statement

SMU recognizes the need to support a safe work environment for faculty and staff, which includes ergonomic considerations. Requests for ergonomic assessments for University faculty and staff will align with Cal/OSHA regulations. Assessments may only be done for the user’s primary work location and may be conducted internally or by an external partner.

Process:

1.       An ergonomic assessment shall take place when one of the following situations occur:

a.       A request is made by an employee who already has a musculoskeletal disorder (MSD) workers’ compensation claim established.

b.       A request is made by an employee who has documentation of a diagnosis of MSD from a licensed medical provider with a recommendation for an ergonomic assessment.

c.       A request is made by an employee due to neck/shoulder pain or back strain possibly from prolonged time at their workstation.

2.       All requests for an ergonomic assessment are to be submitted via the TDX Support Portal.

3.       All submitted requests will need to be reviewed and approved by the requestor’s department supervisor and Risk Management and Safety.

4.       Once approved, a member of Risk Management and Safety will coordinate an assessment date and time with the requestor. Assessments can be done in-person or virtually, depending on the requestor’s primary work location.

5.       Following the assessment, a full report including any recommended ergonomic equipment items will be complied and reviewed with the requestor and department supervisor before coordinating the purchasing of items with the Facilities Department and IT Department.

6.       Delivery and set-up, if applicable, will be coordinated between all parties involved. Delivery dates and times, backorders, and/or shipping delays will be communicated appropriately.

7.       Once all requested equipment is in place, the requesting employee may request a follow-up ergonomic assessment if desired to ensure their workspace is ergonomically correct. Follow-up requests are to be submitted via the TDX Support Portal.