Facilities

If I need to place a work order, why can't I just call Facilities instead of using TeamDynamix (TDX)?
The Facilities Department must have a system in place to track all work orders received. The TeamDynamix (TDX) work order system allows Facilities to track how we are serving the University community. We cannot track phone calls or emails. Please submit all work order requests through Cherwell Service Desk Express.

Note: Call Facilities directly in the event of an emergency (e.g., toilet overflow, flood, fire, electrical issues, etc.).

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 Engineering department with a single point of contact for all work orders.

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. Submit a work order, and Facilities will contact the contractor who will be assigned to complete the work.

I need an additional outlet installed near my desk. Can Facilities call an electrician to take care of this for me?
Yes, in certain situations. An assessment will need to first take place. Facilities will contact an electrician and obtain a quote for the work. A purchase requisition and purchase order may be required. Additionally, if the work is not related to a project, it may be charged directly to your department's cost center.

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) system 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 contact Facilities 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 24 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 Nor Cal Moving Services requires 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) require a manager's signature and the department's cost center to be shipped.

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 cleaning (vacuuming, mopping, dusting, garbage/waste removal, etc.) of common areas such as hallways, restrooms, and corridors. By special request,  through TeamDynamix (TDX), EVS (while in session or during University breaks) will strip and wax floors and shampoo carpets in classrooms, corridors, and labs 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. All break rooms, lounges, and kitchen areas are the responsibility of the students, faculty, and staff who use them. The entire University community should be mindful of keeping all appliances (refrigerators, microwaves, stoves, coffee makers, etc.) clean and presentable for the following user.

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.