It is rapidly becoming that time of year—the end of spring semester. Summer arrives and the absence of student bodies allows us to see our spaces clearly for the first time since January. We need to fix those ceiling tiles, get a new light fixture, put up some new shelves, and while we’re at it, order new furniture and have it assembled once it gets here and then the office space rearranged. You pick up the phone and whom do you call—Facilities & Services (F&S). Just keep in mind, every office on campus shares your vision!
In an effort to avoid a long, hot summer, here are five tips for helping everyone, including F&S, get their work done before the fall semester pandemonium sets in.
Tip
#1 – Don’t
contact the shops directly—use the system
The Service Office determines who the appropriate contact
is and
gets the order moving in the right direction when they receive it. When you
directly contact the shop, you take a chance that the order will get delayed
or worst
yet,
misplaced.
When
you
go through
the system, the project can be scheduled, tracked, and monitored more easily,
helping us help you get the job done. If you are concerned about your request
and believe you need to provide some detailed information to assure we know
what you need, submit your request online,
where all of your text in your description is forwarded onto the assigned
shop. You must be a PJ voucher user, however, to use this system.
For non-PJ voucher users, request our services by using our e-mail
form or calling the Service Office, 333-0340.
Tip
#2 – Don’t
wait until the last minute to contact us—plan
ahead
Logically, the best time to fix and build things is when the fewest number
of people are in the area. Summer is the perfect opportunity to get things
done, so naturally, it is an extremely busy period for F&S. If you think
you are going to need our services over the summer, let us know as soon as
possible. Then we can see what needs to be done, get organized about how
we will do it, and accomplish it in the most timely manner possible. If you
wait
until the last minute to let us know your plans, we may not be able to accommodate
your desired schedule.
Tip
#3 – Talk to
F&S first
If you think you might use our construction services, you must talk to
us first. F&S is not permitted by State of Illinois procurement laws
to give you a bid once you have discussed the project with an outside
contractor. We can
also assist you in navigating the building codes and standards as well as
the procurement processes and requirements involved with hiring an outside
contractor.
For FAQ’s on the construction process, click
here.
Tip
#4 – When
in doubt, get an estimate
Make sure you are clear on what the costs are, how they are determined, and
how they will be administered before you make a decision. Do not be afraid
to ask if you are not clear on who is responsible for what, how long it
will take, and how it
will get done. An estimate will provide that information and
may eliminate future misunderstandings.
Tip
#5 – Stick
with standard sizes and equipment
Time estimates and parts replacement are based on University established
standards for materials and equipment. You are free to order any piece
of furniture or
any type of equipment consistent with University policies; however, if you
want F&S to help assemble that furniture or maintain that equipment, be
aware that it might end up costing you more time and money if you don’t
use standard products.
