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Operational Guidelines

Introduction

Common ground rules define how we work and lay a foundation for a good working environment. These guidelines outline basic expectations. The guidelines do not replace existing University, State, or Federal policies or law. Additionally, the guidelines are not inclusive of all work expectations or policies/procedures, which you are required to follow. For further clarification, please see your immediate lead or manager.

Breaks

All breaks are contractual.

• Employees are entitled to take a rest period of 15 minutes for each half-day (4-hour period) worked.
• The first rest period occurs midway in the morning and the second rest period occurs in the afternoon after lunch.
• All breaks begin the moment you stop working and resume when you have started your work. If you travel to a break area, include travel time as part of your break time.
• Breaks should occur around two hours after beginning work and two hours after lunch.
• If an employee cannot take a rest period due to work requirements, the lead or manager may reschedule the rest period.
• Employees are paid during these rest periods and may need to respond to calls.
• Do not combine rest periods with lunch.
• Rest periods may not serve as a reason to be 15 minutes late in the morning or as a reason to leave 15 minutes before the shift ends.
• Your lead or manager may assign specific times for the rest periods or may allow you to use them at your discretion while you work.

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Building Security

Our customers are important.

• Do not enter private offices without having a reason and knocking first.
• Announce yourself as a 大发 maintenance person.
• If the door remains locked, knock again, announce yourself again, and only enter once you are sure there is no one in the office.
• Use these procedures to demonstrate courtesy to all of our customers.
• Do not enter areas unrelated to your work. Your work areas should correspond to service/maintenance work requests.
• Secure your work shop(s) and vehicles at the end of your shift.

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Call In Sick / Emergency / Other Immediate Leave

You must call Work Control x4601 before your shift begins to report an absence.  To assist in scheduling, please call your lead and/or manager to advise him/her of your absence.

• Know your lead's and/or manager's cell number, so you can leave a message at any time.
• Call or leave a message with Work Control at 760-750-4601 to notify the department of an unplanned absence.
• You must call in daily to report sick leave unless pre-approved by your manager.

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Cell Phones

Cell phones are provided so you can conduct university business.

• Reimburse the university for all personal calls made on the cell phone.
• Personal cell phones shall be used during break and lunch times except in emergencies.
• Keep work phones turned on and accessible until the end of the shift.

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Fumes

Many people on campus are sensitive to various odors and toxins.

• Do not paint without posting a 48 hour notice.
• A request for posting must be emailed to facilities@csusm.edu.
• Do not use bug sprays or insecticides in offices or public areas.

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Injuries / Emergencies

For everyone's safety, you must report injuries and accidents immediately.

• Call your manager first. 
• University Police Department can be reached on a campus phone at 911 or from your cell phone: 760-750-4567.
• Report all accidents - even if there are no injuries, immediately to your manager.
• Within 24 hours, you must complete and submit the Employee's Claim for Worker's Compensation.
• Management will contact Risk Management and complete the Injury, Illness, and Prevention report. Management may also transport the injured employee to the Palomar Pomerado at 120 Craven Road, Suite 207, San Marcos, CA.
• Failure to report accidents and injuries may result in disciplinary action.
• If the physician defines restrictions, then the employee will provide these written restrictions to the university before beginning work. Human Resources will develop a transitional work plan.

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Leave

The Facility Services Department uses the FDM Time Off Request form to request time off.  All leaves (except emergencies) require as much advance notice as possible, including doctor's appointments and vacations. Submit all leave requests via the FDM Time Off Request form.  

Leave requests require notice; see your union contract for specific requirements.

• All vacation leave remains subject to approval by your manager.
• Exceptions to this guideline will occur due to emergencies and personal issues.
• See your manager for immediate consideration of special issues.

Note: During the first week of each semester and the university commencement ceremonies, most leave may not be approved. Please consider this when planning your vacations.

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Lunch

Your lead/manager will schedule your lunch in consideration of your work.

• Lunchtime is not paid time. Lunch shall be at or near the middle of the work shift.
• Staff may not work through their lunchtime unless warranted by special circumstances. Such circumstances require the pre-approval of your lead or manager.
• All changes to your lunch schedule must be pre-approved by your lead or manager.
• We encourage you to get away from your work area during lunch, so you have a chance to relax.
• Some meetings, project or teamwork may require you to adjust your lunch to occur concurrently with the meeting/team/project group.

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Overtime

All overtime must be pre-approved by your manager and coordinated through your lead and/or supervisor. All overtime must be reported.  See your union contract for specific requirements.

• All overtime must be reported on the form for "Overtime Authorization Form."
• When your shift ends, secure and leave the worksite unless you have approval for overtime.
• Any overtime that is not pre-approved but worked will result in progressive discipline.

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Safety in the Workplace

SAFETY CREED:  No job is so important and no service is so urgent that we cannot take the time to do our work safely.

Follow processes and procedures and abide by all safety policies. Do not jeopardize or compromise your safety, the safety of your fellow employees, or that of the campus.

• Employees are required to attend all scheduled safety training.
• You must sign in for all training.
• Use safety equipment glasses, gloves, shoes, facemask, and any other devices the conditions require.
• Report all unsafe conditions immediately to a manager and make the area safe if possible.

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Teamwork

We value our relationships with one another. Working together as a team fosters dignity and respect.

• Many projects will require working together as a team.
• You are encouraged to value the differences and value the university's vision and goals.
• Refrain from gossiping or using vulgar language. Neither belongs in the workplace.
• All employees are to treat each other with respect.
• Employees are expected to conduct themselves in a courteous and professional manner in all dealings with their fellow employees, students, and the public.
• Employees are expected to project a positive and professional image.
• Employees are to conduct themselves in a manner that will reflect credit upon themselves and the university.

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Timeliness

The Facility Services Department defines the work schedule for staff. Employees are responsible for starting work on time and for following their assigned work schedule. Our productivity and ability to work effectively as a team requires timeliness.

• Employees should be at their assigned work place (shop, office, etc.) and prepared to work when their shift begins.  
• As uniforms should be left at work, 5 minutes are provided in the morning to put on work attire.
• If you anticipate being late, call Work Control, x4601. 
• If you need to leave work before your shift ends, advise Work Control, x4601.
• For time reporting, use the time posted on the desk phone as the official department time.
• For emergencies, contact your lead or manager as soon as possible.

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Time Recording

Within the Facility Services Department, various processes exist for recording time.

• All Unit 5 and 6 employees record their absences and time worked in Aim.
• All absences are entered into PeopleSoft by the end of the work week by the employee.
• No leave taken is entered by the end of the month by the employee.
• Accurate reporting of leave time remains the responsibility of the employee. 

Daily Assignments;

All Unit 5 employees whose workloads are issued on daily assignments, time is expected to be posted by the end of the work day. If Work Order or other information is needed, please contact work control, your lead, or you manager.

All Unit 6 employees are expected to create a daily assignment, the first 15 minutes of the work day will include prioritizing your workload and moving work orders onto your daily assignment. The shop Lead or Manager may also assign work and for Emergency, Urgent, or routine hot calls; the details of the work order will be communicated to the appropriate employee and the work order number will be placed in the employee's daily assignment by work control. When an employee is finished performing tasks associated to a work order for that day, the work order is updated appropriately with associated time material and status. If Work Order or other information is needed, please contact your work control, your lead or your manager.

Work order status update:

• Work order status update;
• Emergency W/O is responded to immediately
• Urgent W/O is responded to within 24 hours
• High Priority-respond to within 2 working days
• Routine-respond to within 5 working days
• Routine W/O's are completed within a month
• Preventive Maintenance W/O's need to be completed by the end date indicated on the PM.

Time and material needs to be captured on each work order:

• Time includes travel time, clean up time specific to the completed task, customer service time while responding to a specific W/O, time it takes to enter time and material into AIM for specific W/O's, getting supplies or following up on orders specific to W/O.

All material specific to W/O needs to be accounted for in the W/O. Product name, quantity used, and cost or part # if available. Shop stock items such as blue tape, WD-40, screws, caulking, dry wall mud, and other low cost items are not tracked unless in large quantities for a project or billable location. All lighting, door, and HVAC components such as lamps, door closer's, and filters need to be recorded in the W/O as material. If there is a question or other information is needed, please contact your lead and/or manager.

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Uniforms / Dress Code

Uniforms are provided for Unit 5 and Unit 6 employees.  Per the Unit 5 CSUEU Collective Bargaining Agreement, all Unit 5 employees are required to wear provided uniforms. The SETC Collective Bargaining Agreement for Unit 6 employees states that safety equipment, when provided, must be worn.  However, participation in the uniform program is voluntary for Unit 6.

• You must wear uniforms if you participate in the program.
• Wearing uniforms promotes campus safety and identifies you as a Facility Services Department employee.  When you are in uniform, campus employees are assured that you are authorized to enter buildings.
• The uniforms are provided for use on the job. Do not use the uniforms for personal use or wear them off duty.
• Remember, as employees, you represent the department, so keep your uniforms in good repair and condition with the assistance of our uniform vendor.
• Keep your uniforms in campus lockers.  Time is provided daily for changing.

When a Unit 6 employee elects not to wear a uniform, the following Facility Services Department Dress Code must be observed:

• Collared shirts are required. A t-shirt may be worn underneath a collared shirt; however, the collared shirt must be buttoned.
• Blue-jeans or slacks may be worn.
• Garments must be clean and in good repair.
• All safety equipment requirements still apply.

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University Vehicles

University vehicles are only intended for travel related to work functions. You must have a valid driver's license and attend the Defensive Driving training provided by Risk Management.

• Drive safely and demonstrate courtesy when driving University vehicles.
• The law requires you to use your safety belt at all times while driving a university vehicle.
• Pay particular attention when backing up, especially on campus.
• Do not drive the vehicle off campus for personal use.
• Report any vehicle problems to the Lead Auto Shop Mechanic and to your lead or manager immediately via email.
• The vehicle represents you and our department on campus. Keep your vehicle clean and orderly.
• Lock and secure the vehicle at the end of your shift.
• Smoking in vehicles is prohibited.
• Taking campus vehicles to your personal vehicle is prohibited.
• Do not talk on your cell phone while driving.

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