Operations Procedure on Maintenance, Repair, and Alterations

I. Introduction

The purpose of this procedure is to set forth the basic guidelines for institutional and departmental responsibilities relating to college facility maintenance, repair, and alterations. To ensure adherence to HCCC standards and regulatory requirements for health and safety, the College employs a professional Engineering and Operations staff dedicated to the effective planning, construction, and operation of all campus facilities.

Unless otherwise authorized in this procedure, facilities work at both Jersey City and Union City campuses are managed by the Office of Engineering and Operations. Individuals wishing to perform facilities work should consult the appropriate staff at those locations. Any facilities work authorized by building administrators must conform to local codes and HCCC standards.

All facilities work must be conducted in accordance with Title II and accessible design/ADA standards. For the purpose of this procedure, “facilities work” is defined as any work that modifies campus buildings or grounds, such as replacing, relocating, removing, or painting doors, walls, windows, shelving, or flooring; the alteration or penetration of corridors or ceilings; adding on to or dividing existing space; and work on any building utility system, among others.

II. Institutional Responsibilities

The College provides basic facility services, such as custodial services, waste disposal, recycling and building maintenance and repair, through the Office of Engineering and Operations (OEO). The College also has funding for minor repairs and improvements, covering basic building renewal and safety projects.

1. Office of Engineering and Operations
   1. The primary mission of the OEO is to perform the essential maintenance, repair, and minor alteration services necessary to make and keep the College’s campuses operational, safe, and in compliance with legal requirements set forth in law or code and HCCC standards.
2. Engineering and Operations Service Requests and Completion
   1. Requests for OEO services should be submitted by completing an online Work Order/Request. When a request is received, OEO will assign a work order number and schedule the work accordingly.
   2. OEO will schedule work orders to meet the requirement of a specified completion date and time and will notify departments if the services cannot be performed as requested. If a completion date is not specified, work orders will be scheduled in the order received.
   3. Inquiries about work orders in process should be made by phone to the OEO at extension 4048 or via email at gacostaFREEHUDSONCOUNTYCOMMUNITYCOLLEGE. The work order number will be required in order to respond to any inquiry.
   4. If the request is determined to be chargeable to accounts other than the OEO operational budget, the department contact will be notified in writing and provided with a work order number and the cost estimate proposal for the services. The estimates are non-binding and are intended to assist in determining whether to authorize OEO to proceed with the work. If the requesting department wishes to have the work order executed, it should reply to OEO in writing and proceed with the established procurement process. When the service is performed, the OEO will process an invoice against the Purchase Order issued.
3. Planning, Design, and Construction
   1. OEO facilitates best practices in project development, management, and construction for the College and provides comprehensive guidance related to the institution’s built environment. This includes HCCC master planning, programming, design development, building efforts, and best design practices. Prior to initiating a project request, individuals shall consult with the appropriate department administrator to determine specific department policies and procedures for requesting facilities work.

III. Unit Responsibilities Related to Buildings Use

Deans, directors, and unit heads are responsible for ensuring that space is used for the purposes assigned and used in ways that promote the safety of all who use or visit the facilities. All members of the College community have a responsibility to treat campus facilities with care; to avoid any actions that create dangerous, hazardous, unsafe, or unhealthful conditions; and to report any such conditions that they may observe. The College relies on staff and supervisors to inform and educate the students, faculty, staff, and visitors of facilities about their use. Department responsibilities include:

• Authorizing access to space in restricted or secured areas and after hours;
• Identifying unit responsibilities for the safe storage, handling, and disposal of hazardous materials; and
• Following all HCCC policies and procedures for facility alterations, maintenance, and repair.

IV. Departmental Maintenance Staff

1. Offices, primarily self-sustaining units (such as FLIK, Bookstore, etc.) that have, or intend to have, staff hired specifically for departmental maintenance and small alteration tasks must have a memorandum of understanding with OEO. Those agreements must be reviewed periodically to ensure that the work accomplished by these units does not exceed what can be done safely and in compliance with applicable regulatory codes. These agreements do not negate the department's responsibility to comply with HCCC standards; environmental, safety, and health regulations; and permitting processes.

V. Office Space Allocation

1. The purpose of the Procedure and Guidelines for Office Space Allocation is to ensure a transparent and fair process for the allocation of office spaces and to provide priorities for office allocation. Space is a limited College resource; consequently, it must be managed responsibly and in a way that promotes the advancement of the college’s mission and strategic priorities. Flexibility needs to be maintained to address changes in function, curricula, programs, and technologies. Accordingly, a comprehensive framework for assignment and management of space, including office space, has been established to achieve the best utilization and responses to current and emerging needs. The College is committed to a fair and transparent process for all office space allocations. Allocation of office space is managed by the Office of Engineering and Operations. Requests will be coordinated with potential users by the Executive Director of Engineering and Operations and approved by the corresponding Cabinet member. Office moves within a division or unit do not require additional approval.
2. Guidelines
   1. Space assignments are grounded in the College mission, core values and strategic directions.
   2. All faculty and staff will be provided with an office space or workspace that is appropriate for the type of work they perform. When possible, faculty and staff members who regularly interact with students should have access to a private space to meet with students.
   3. Office space is college property that will be allocated to a given unit or division, as available, in a manner that best advances college priorities. No unit or division “owns” the space that has been allocated to it. Final decisions regarding the allocation of office space within a given division reside with the corresponding division Vice President or Dean. In situations where office space is shared between different units or divisions, the Vice Presidents and Deans representing those units or divisions must mutually determine how the space will be used. Each unit or division should manage its office space needs within the space that has been allocated to the unit or division at any given time.
   4. Office space, like all college space resources, should be deployed in the most efficient and effective manner possible to best serve programmatic and strategic goals.
   5. Shared office and open office arrangements are encouraged whenever possible to efficiently use the campus’ limited space.
   6. Office space that has been allocated to a unit or division can be reassigned to another unit in response to college needs and priorities.
   7. Office space vacated due to a substantial reduction in program size, reduction in workforce, or program elimination reverts to the college space pool.
   8. Office space vacated due to a unit’s relocation to another building, floor, or suite reverts to the college space pool.
   9. When space is to be reallocated, all affected parties will be given notice and consulted beforehand.
3. Office Space Allocation Priorities
   1. Tenured, tenure-track, temporary full-time faculty, lecturers, and unit full-time staff requiring a high level of privacy for working on confidential matters or meeting with students, staff and others; rank/seniority will be taken into consideration.
   2. Offices may be private, shared, open, or in cubicles as appropriate and available. Private space to meet with students should be provided to those who are not assigned private offices.
   3. Each division or unit should articulate recommended office sizes and types for their individual needs. For current offices, the types and sizes will necessarily vary from these recommendations due to existing building configurations and availability of appropriate spaces.
   4. Offices will be assigned based on necessity, availability, and suitability for the intended use.
   5. Assignment of multiple offices for faculty and staff is not permitted unless there is a demonstrated need. Under such circumstances, a faculty or staff member may be assigned a secondary office (ideally in a shared arrangement), provided it is not located in the same building/campus as the primary office. All decisions related to multiple offices will be made on a case-by-case basis and require the approval of the appropriate Vice President/Dean in consultation with the Cabinet.
   6. Part-time faculty and staff should be assigned office space in a shared office arrangement whenever possible.
   7. Each unit should ensure that all offices are occupied. When offices are left unoccupied for significant periods of time, such as during sabbaticals or other leaves, units should use these spaces to alleviate pressing space needs. If an office space remains under-utilized for a period longer than one year, the unit or division may be required to provide a justification for maintaining use of the space.
   8. Emeritus/retired faculty and staff may be provided shared offices if space is available within a unit and they remain engaged in unit activities. These shared offices are intended to allow an individual to maintain contact with their unit, discipline, colleagues, and the larger College community.
   9. When possible and units desire to consolidate their space assignments for reasons of academic interaction and administrative efficiency, contiguous spaces will be provided.
   10. Periodic evaluation of office space allocation should be made by the unit or division head to ensure that all office space is being utilized to maximum functionality and efficiency.
   11. Official space inventory reports recording all office space allocations will be maintained by the Office of Engineering and Operations.
   12. To support an accurate and complete record of space allocations, units or divisions will verify with Facilities on an annual/periodic basis the office space allocations and names of personnel assigned to occupy specific rooms.
   13. The Cabinet will periodically request Facilities Management to evaluate and analyze the adequacy of a unit’s office space allocation based upon criteria such as the number and types of personnel, the location, functional layout, and changes in programmatic needs.
   14. Office space may not be assigned to non-campus organizations without prior approval from the appropriate division head in collaboration with the Cabinet.
4. Criteria for Office Space Changes and Allocations
   1. Primary Criteria: The following are considered requestors’ primary criteria in order of importance for new space allocation or changes to space allocation:
      • Safety
      • Medical or ADA accommodation
      • New hire
      • Functional job needs
      • Operational efficiency as it pertains to the college’s Academic Master Strategic Plan and/or the division or department’s mission or restructuring
   2. Secondary Criteria: The following are considered requestors’ secondary criteria for new space allocation or changes to space allocation.
      • Employment status
      • Recruitment
      • Retention
      • Length of service
      • Personnel related matters
   3. If it is determined that a space allocation request does not meet the required criteria, it will be denied. If a request is denied it can be appealed to the corresponding Cabinet member. The appeal must be made in writing, outlining in detail how the request meets all the requirements for approval and why the request should be approved. The corresponding Cabinet member will consult with relevant parties and may overturn the denied request or retain the denial. This decision may be discussed with the Cabinet as a whole before a decision is made. The decision of the Cabinet member is final.

Approved by: Cabinet
Related Board Policy: Policy on Engineering and Operations

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