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Policies & Procedures Manual

Table of Contents - Last issue/revision date


I.      PURPOSE

This policy outlines the responsibilities and procedures for access and security of University facilities.

 II.    GENERAL

Normally, Campus Security is responsible for locking and unlocking campus buildings. Occasionally, staff may need to unlock an area to do required work. If so, it is the employee’s responsibility to re-secure the area upon leaving. They are not to provide access to any unauthorized personnel. Any unauthorized access or suspicious activity should be reported to the UNM Police Department immediately.

   PPD Service Building Security:

Security fencing and gates have been installed on the perimeter of PPD’s operating area in order to protect stored vehicles, equipment, and bulk materials from vandalism and theft. The fencing and gates reinforce the notion that the Service Building and surrounding facilities are not open to the public. Access is limited to official University vehicles, vendor delivery vehicles, and vehicles operated by representatives of firms that conduct business with PPD. The gates will remain closed and locked except during normal operating hours.  

 III.    PROCESS

1.     Supervisor responsibilities

Managers and supervisors will determine what keys are issued to staff. Keys will be issued by the lock shop based on UNM policy #5010 http://policy.unm.edu/university-policies/5000/5010.html.

Permanent keys are issued on a take home basis to specific employees based on access requirements. Electronic access cards will be issued by the Lobocard office http://lobocard.unm.edu/ and authorization will be granted for specific areas through supervisor approval.

Temporary keys are issued for a specific period of time only and returned on completion of job. Exterior door keys are issued as temporary keys. In some areas on campus, employees are required to sign in and out with building staff. Supervisors will inform you where this is required.

 2.    Employee responsibilities

Employees who are assigned permanent keys must ensure that they are not lost or stolen. Loss or theft must be reported immediately to the supervisor, who will determine if re-keying locks will be necessary. Generally, keys are not issued to temporary employees. Cost for lost keys and possible re-keying of locks will be the employee’s responsibility.

IV.   REFERENCES

UAP 5010 Key Authorization

 V.    ATTACHMENTS 

None

 

Author: Billy F. Hromas                                           Approved by: J.A. Zumwalt

I.           PURPOSE

This policy outlines the responsibilities and uses of University-provided voice and text communications devices.

 II.         GENERAL

PPD employees may be issued various communications devices, such as landline telephones, cellular phones, tablets, and pagers, as determined by management.  All such devices are to be used for valid PPD business uses only.   Any other use will be considered misuse and may result in disciplinary action.

III.       PROCESS

1.0       Long Distance Calls

1.1       Refer to University Administrative Policy (UAP) 2110 for requirements.

2.0       UNM-owned Devices

2.1       UNM contracts for a fixed amount of wireless call minutes and text quantities, dependent on the plan provided with each device. 

2.1.1       Management will review monthly device records for improper use and excess charges.

2.1.2       Employees shall notify their supervisors as soon as reasonably possible if a device is lost, stolen or damaged.  Employees may be held financially responsible for replacement of lost, stolen, or damaged devices.

3.0       Employee-owned Devices

3.1       Employees may request to use their privately-owned devices for PPD business purposes.

3.1.1       Management must approve such requests.

3.1.2       Partial reimbursement of the monthly cost of approved devices will be in accordance with the current Cell Phone Service Reimbursement Program.

3.1.3       If the employee currently has a UNM-provided device, the device must be turned in, and the service terminated.

3.1.4       Employees are financially responsible for maintenance, service, and upgrades.

3.1.5       Employees shall notify their supervisors as described in 2.1.2 above if a device is lost, stolen or damaged, but are solely responsible for any costs associated with lost, stolen or damaged devices. 

4.0       Wireless Data Use

4.1       Use of wireless data provided with communication devices such as “smartphones” and tablets shall be in accordance with UAP Policy 2500:  Acceptable Computer Use.

IV.       REFERENCES

University Administrative Policy 2110

University Administrative Policy 2500

Cell Phone Service Reimbursement Program

V.         ATTACHMENTS

None

Author:  L. J. Schuster                                                                 Approved By:  J. A. Zumwalt

 

 I.                PURPOSE

This policy supplements the information in University Administrative Policy 2240 (UAP 2240).  This procedure is designed to inform and guide Physical Plant Department (PPD) employees of the necessity of high-quality customer service in our service-based division.

 II.              GENERAL

PPD employees must provide timely service and quality work, while maintaining economic stewardship when making decisions regarding the work they are engaged in. All PPD employees are expected to perform their duties while keeping in mind that customer satisfaction is PPD’s goal. Customer service involves the following components: A positive attitude and image of PPD, consistent communication, respectful and courteous treatment, and efficient and high quality workmanship.

 III.            PROCESS

1.0     Recognize that PPD customers are defined as: PPD employees, all staff, faculty, students, contractors, vendors, as well as any campus visitors.

2.0     All customers will be treated with respect, courtesy, fairness, and honesty.

3.0     PPD employees are expected to work together as a team.  If one employee cannot accomplish a task, they must find another PPD employee who can accomplish it, and communicate this to the customer.

4.0     All PPD employees are expected to communicate with UNM customers effectively, timely, and professionally.

5.0     PPD employees will always use non-offensive language and/or behavior.

6.0     PPD Supervision should be notified of any customer service issues and/or deficiencies.

 IV.            REFERENCES

University Administrative Policy 2240 Respectful Campus

 V.              ATTACHMENTS

The PPD Way

 

I.       PURPOSE

To address concerns about the quality of potable water provided to University facilities.

II.     GENERAL

  1. PPD tests campus water as required by the E.P.A. Safe Drinking Water Act. Any additional special testing will be at the expense of the party making the request.
  2. The Physical Plant Department will not pay for bottled water for campus users unless there is a professionally verified water chemistry problem that cannot be resolved, and then only bulk (large bottle) service will be provided.

III.    PROCESS

  1. All complaints about water taste, smell, or cleanliness will be addressed by the water section at Ford Utilities Center.
      1.  A water systems technician will immediately respond to the complaint to ensure that no health or safety risk is apparent.
      2. If the technician suspects contaminated water, the source will be identified and tagged “do not drink” or removed from service, if possible.
      3.  If determined necessary by the technician, appropriate water samples will be taken and tested.

i.     Upon receipt of the analysis, the department and person making the complaint will be notified of the results.

ii.     If remedial action is necessary, the technician will immediately initiate a priority work order.

IV.       REFERENCES

Safe Drinking Water Act (SDWA)

V.         ATTACHMENTS

None

Author:  L. J. Schuster           Approved By:  J. A. Zumwalt

I.         PURPOSE

This policy provides guidelines for the approval of employee expenses associated with education and professional development.  In particular, it defines when Physical Plant Department (PPD) will pay for the employee’s time and the expenses of the training.

II.        GENERAL

  1. Mandatory Professional Development

Definition:

A course for professional development including certifications, licenses, or CEU’s that are required for the employee’s position and authorized by the employee’s supervisor.  Mandatory professional development must provide or maintain skills or knowledge that will directly benefit the PPD.

Non-Exempt Employee Time:

The employee’s time while attending mandatory courses is considered paid time.  If necessary, the employee’s work schedule will be shifted to align with the course schedule.  If the travel is a departing flight from Albuquerque, then travel time begins 1.5 hours before the scheduled flight departure time and ends when the employee arrives at the destination (event location, hotel, etc.).  If the travel is a return flight to Albuquerque, then the travel time includes the time to get to the airport from the hotel/event location, 1.5 hours before the flight departure time, and the flight time.  Travel time for mandatory professional development is not considered paid time unless one of the following conditions is met:

      • the travel takes place within the employee’s normally scheduled work hours on any day of the week, including Saturday or Sunday,

      • the employee is the driver in a vehicle travelling to the course, or

      • the employee actively performs work during the travel.

The condition for the scheduled work hours is independent of the day of the week.  For example, an employee whose normal schedule is 8:00 am to 5:00 pm, Monday through Friday, would be eligible for paid travel time as follows:

      • Travel between 7:00 am and 11:00 am on Saturday would result in 3.0 hours of paid time

If an employee drives a car as a matter of personal preference when an authorized flight or other travel mode is available, and the travel time by car would exceed that of the authorized mode, only the estimated travel time associated with the authorized mode will be eligible for compensation.  For example, if an employee chooses to drive instead of fly and the flight time is 1.5 hours, then the employee would receive 1.5 hours of paid time regardless of the time taken to drive.

Expenses:

The PPD will pay the expenses associated with mandatory professional development in accordance with applicable policies.  If the course includes testing to obtain the certification, license, etc., PPD will pay for the test one time.  If the employee fails the test, the subsequent tests will be paid by the employee.

  1. Academic Degree or Optional Professional Development

Definition:

A course taken at the discretion of the employee for academic credit toward a degree program or for professional development including certifications, licenses, or CEU’s that are not required for the employee’s position.

Non-Exempt Employee Time:

Per University Administrative Policy (UAP) #3700: Education Benefits, supervisors may allow an employee to take up to one (1) course per semester using time off with pay as long as all of the following provisions are met:

      • the course is taken for academic credit toward a degree program or for professional development;

      • is related to the employee's job or a UNM job to which the employee can reasonably aspire, and

      • is not available outside of the employee's work schedule.

Employees must flex their time and/or use annual leave hours to make up time beyond three (3) hours of time off with pay per week.  The time off for these courses must be approved by the employee’s supervisor and manager.  Travel time related to these courses is not considered paid time.

Expenses:

The PPD will not pay for any expenses associated with these courses.

III.       PROCESS

All education and professional development is subject to approval by the employee’s manager and associate director.   The PPD Professional Development form must be submitted at least three (3) weeks prior to the event to allow for travel arrangements.

IV.       REFERENCES

UAP 3300 Paid Time

UAP 3700 Educational Benefits

PPD Professional Development Form

Author:  G. Archuleta                                                             Approved By:  J. A. Zumwalt

 I.         PURPOSE

This policy provides guidance on how and when PPD employees may receive honoraria.

 II.         GENERAL

When PPD employees write articles or make presentations to regional or national peer professional groups, they improve their knowledge, skills, and abilities while also supporting the facilities industry.  These benefits accrue to the individual and the University, as a consequence of the research and preparation conducted by the employee.  These efforts also have a positive impact on the reputation of the University.

III.       PROCESS

1.0       Approval

Employees must receive approval from their supervisor prior to beginning work on a project that will be eligible for honoraria.  The approval request must include the following:

1.1       Topic of the project with an explanation as to how the employee’s efforts will benefit the University

1.2       Potential amount of the honoraria

The supervisor will review the information to ensure that:

1.3       The topic of the project supports the facilities industry

1.4       The project will not interfere with the employee’s regular work responsibilities

2.0       Limitations

2.1       The employee must take annual leave if the project requires the employee to deliver the material during normal work hours.

2.2       The employee cannot receive honoraria if it will result in a conflict of interest (refer to University Administrative Policy 3720: Conflicts of Interest)

IV.       REFERENCES

None

V.         ATTACHMENTS

None

Author:  S. A. Mitchell                                                          Approved By:  J. A. Zumwalt

I.          PURPOSE

This policy supplements the information in University Administrative Policy 3435 (UAP 3435).  This policy delineates the responsibilities of PPD personnel during a campus delay or closure due to inclement weather.

 II.         GENERAL

UAP 3435 requires certain critical departments to remain open and provide services during campus delays or closures due to inclement weather.  PPD is one of the departments that provides critical services during delays or closures.  The Associate Director of each division classifies every employee in their division as essential or non-essential for inclement weather events. 

Environmental Services and Maintenance & Planning employees are all considered essential and are required to report to work during closures or delays.

All Energy Service Technicians of the Engineering and Energy ServicesDivision are considered essential and are required to report to work during university closures or delays.  All other Engineering and Energy Services employees are considered to be non-essential and will follow the university closed or delayed schedule.

Operations employees in the Utilities Division are considered essential and are required to report to work for their normal schedule or shift.  All other Utilities employees are deemed non-essential and will follow the university closed or delayed schedule.

Some of the Finance and Services employees are considered essential and are required to report to work during university closures or delays.  The essential employees are: 2 Work Control employees, 1 Accounting employee, and 1 Administrative Assistant.  These employees will be notified of this requirement by their manager.  All other Finance & Services employees are non-essential and will follow the university closed or delayed schedule.

III.       PROCESS

1.0       Classification of employees

1.1       The Associate Director of each division classifies each employee in their division as essential or non-essential

1.2       The Associate Directors communicate the classification to all employees in their division

2.0       Inclement weather event

2.1       Essential employees

2.1.1       All essential employees must report to work at their normally scheduled start time

2.1.2       Employees who are deemed essential will remain essential for the remainder of their normal work day.  Essential employees who are working outside their normally scheduled hours will remain at work until their critical services assignment is complete.

2.1.3       Essential employees who request and are granted time-off by their manager must use annual leave for the time-off during a delay or closure.

2.1.4       Essential employees who work during an inclement weather event will receive compensatory pay for each hour worked during the delay or closure.  For the purposes of determining the amount of compensatory time earned, the start time of a delay or closure is the time at which the delay or closure was declared.

2.1.5       Employees who are required to return to work outside their normally scheduled hours will receive compensatory time for all hours worked during the delay or closure.  The compensatory time is in addition to the compensation for the call-back event.

2.2       Non-essential employees

2.2.1       Non-essential employees are not required to report to work during a delay or closure and will receive paid administrative leave for all hours of the delay or closure

2.2.2       Non-essential employees can be reclassified as essential if their manager determines that additional employees are needed to assist with critical services.  In this situation, the employee will be treated as non-essential before the reclassification and essential for all hours worked after the reclassification.

2.2.3       Non-essential employees that report to work during a delay or closure will not receive compensatory pay for hours worked during the delay or closure but will be paid their normal rate of pay for all hours worked during the delay or closure

2.3       Employees on previously scheduled leave

2.3.1       Employees on previously approved sick or annual leave, or on a shift assignment not affected by the delay, are not expected to report to work during the delay or closure and are not eligible for the paid administrative leave.

IV.       REFERENCES

University Administrative Policy 3435

V.         ATTACHMENTS

None

Author:  S. A. Mitchell                                                          Approved By:  J. A. Zumwalt

I.                PURPOSE

This policy outlines the responsibilities and methods of pest management on campus grounds and in campus facilities.

II.              GENERAL

The Physical Plant Department will use, and adhere to, the philosophy of Integrated Pest Management (IPM), in which long-term, environmentally sound, pest suppression is accomplished through the use of a wide variety of technological advances and management practices. Pests will be managed in order to reduce any potential human health hazard and to protect against a significant threat to public safety, to prevent the loss of – or damage to – University property, and to enhance the quality of life for students, staff, faculty and visitors.

III.            PROCESS

1.0   Pest Control Techniques

 1.1   Control techniques in an IPM program extend beyond the application of pesticides to include structural and procedural modifications to reduce the food, water, harborage and access used by pests.

 1.2   IPM procedures will determine when to control pests and whether to use physical, cultural, biological or chemical means.

 1.3   Strategies for managing pest populations will be influenced by the pest species and whether that species poses a significant threat to people, property or the environment.

 2.0   Selected non-chemical pest management methods will be implemented whenever possible. The choice of using a chemical pesticide will be based on a review of all available options.

 2.1   Cost of staffing considerations alone will not be adequate justification for the use of chemical control agents.

 2.2   The full range of alternatives, including no action, will be considered.

 2.3   When it is determined that a pesticide must be used in order to meet important management goals, the least hazardous material will be chosen for applications.

 3.0   Staff, students, faculty and visitors will be educated about potential University pest problems and the IPM policies and procedures to be used to achieve the desired pest management objectives.

 4.0   Records of pesticide use will be maintained at PPD to meet the requirements of the New Mexico Department of Agriculture.

 5.0   Pesticide purchases will be limited to the amount anticipated for use during the year.

 6.0   Pesticides will be stored and disposed of in accordance with the EPA-registered label directions and state regulations.

 6.1   Pesticides must be stored in an appropriate, secure site not accessible to unauthorized personnel.

 7.0   Pesticide applicators must be state-certified and trained in the principles and practices of IPM and must follow label regulations and precautions.

 IV.            REFERENCES

New Mexico Pest Control Act

 V.              ATTACHMENTS

None

 

Author: R. G. Smith, Ph.D.                                                          Approved by: J. A. Zumwalt

I.                PURPOSE

This policy supplements the information in University Administrative Policy 3740 (UAP 3740).  This procedure is designed to guide employees on how to respond to media inquiries in order to ensure that subject-specific information is provided to the media in an accurate and timely manner, and is aligned with the communication plan for the Physical Plant Department (PPD).

 II.              GENERAL

The media often seeks statements or information from university employees.  It is the responsibility of University Communications & Marketing (UCAM) to issue official statements and to provide official university information.

 III.            PROCESS

1.0     All media requests will be reported to the PPD Communication & Outreach Specialist, or the PPD Director, before a response is given.

1.1     The PPD Communication & Outreach Specialist may consult on the messaging needed for the particular incident.

1.2     In some cases, the PPD Communication & Outreach Specialist, or PPD Director, will make recommendations on who and how an inquiry is treated depending on the subject matter.

1.3     PPD personnel will complete the Media Request Intake Form either during, before, or after their contact with the media.  Then, PPD personnel will forward the completed form to the PPD Communication & Outreach Specialist or the PPD Director after the interview is conducted for recordkeeping.

2.0     The PPD Communication & Outreach Specialist will notify UCAM regarding the media request and the PPD Director, as appropriate.

3.0     Contractors and consultants are not authorized to release PPD information to the media unless previously authorized by the PPD Director.

 IV.            REFERENCES

University Administrative Policy 3740

 V.              ATTACHMENTS

PPD Media Request Intake Form

 

Author: R. Stone                                                                                 Approved by: J.A. Zumwalt

I.      PURPOSE

This policy outlines the responsibilities and procedures to report and prevent job related injuries and promoting a safe working environment within PPD and the University of New Mexico (UNM).

II.    GENERAL

The Physical Plant Department (PPD) strives, through various programs, to make the workplace a safe and healthy environment for all persons, including students, faculty, staff, and visitors. The key to a safe work environment is the prevention of on-the-job accidents before anyone can suffer an injury. This responsibility is shared by all, and everyone is encouraged to bring work-related health and safety concerns to their supervisor's attention and/or the University Department of Safety & Risk Services (SRS) as soon as possible. Supervisors are encouraged to conduct periodic safety inspections of all work areas under their control. Assistance is available from SRS.

Employees will perform their jobs in a safe manner, with concern and care for their safety and the safety of others. Employees who perform their jobs in an unsafe manner, or who engage in behavior or activities that endanger the health or safety of themselves or others are subject to disciplinary action, up to and including dismissal.

If an accident occurs you must complete a Notice of Accident form (NOA-1) even if you believe it is minor. This ensures that if a minor injury becomes more severe, details of the incident are recorded.

III.   PROCESS

 1.    Supervisor responsibilities

The immediate supervisor will ensure that the SRS department receives a UNM First Report of Accident within 24 hours from the time the employee's supervisor was informed of the accident. UNM First Report of Accident - E1.1. forms are available from the SRS website, Employee Occupational Health Services (EOHS), and your supervisor. Visits to EOHS for treatment of work-related injuries or illnesses are considered time worked per University Administrative Policy (UAP) Policy 3300, "Paid Time" Policy 3300, UBP.

 2.    Employee responsibilities

All work-related accidents and/or illnesses must be reported to the employee's immediate supervisor.  If you experience a work-related injury that requires medical attention during your normally assigned work hours, excluding your normally assigned lunch period Monday through Friday, you must seek medical attention at Employee Occupational Health Services (EOHS). If you experience a work-related injury after 4:30 p.m. or before 8:00 a.m.  Monday through Friday, or any hour during a weekend or holiday, you must seek medical care at UNM Hospital. You are to identify yourself as a University employee with a work-related injury, and ask for a doctor from the Family Practice Division of the School of Medicine. Any follow-up treatment must be with EOHS, and not a regular UNM Hospital physician. If an injury is life-threatening in nature, such as loss of limb or a severe burn, you should go by ambulance directly to the UNM Hospital Emergency Room.

In an emergency, call 911 and request an emergency vehicle. Information that must be given to emergency responders includes:

      1. The employee’s name and the telephone number of the phone making the call.
      2. Location of the injured employee.
      3. Condition of the employee.

When an injury involves any lost time, a medical release from EOHS is required before the employee may return to work.

An injured employee is encouraged to return to work as soon as they are released by their healthcare provider.

Managers or supervisors will refer employees to EOHS for treatment and follow up. Please refer to University Administrative Policy (UAP) 3630, Workers Compensation for complete reporting requirements http://policy.unm.edu/university-policies/5000/5010.html.

3.      First Aid kits

Kits are allowed for use only on the most minor injuries. They should only contain        small bandage items and no medications. Any injury that might require more than a small adhesive bandage should follow the above process.  Employee should go to EOHS and be evaluated for the injury and accident reports should be filed.

 IV.  REFERENCES

UAP 3630 Workers Compensation

 V.    ATTACHMENTS

  1. First Report of accident (E1.1)
  2. Notice of Accident or Occupational Disease Disablement (NOA-1)

                                        

Author: Billy F. Hromas                                            Approved by: J. A. Zumwalt                                      

I.    PURPOSE

To maintain a safe campus community that is neither intimidating nor hostile nor offensive to any member of the community. All members of the UNM community are entitled to an environment in which they can feel comfortable, secure, and free from offensive behavior and intimidation. The campus community includes a broad spectrum of individuals who possess a variety of characteristics, as well as differing levels of sensitivity.

Members of the campus community include:

        1. Faculty

        2. Staff

        3. Students

        4. Visitors

5. Contractors

II.   GENERAL

Physical Plant Department employees are expected to treat everyone in a courteous manner. The following guidelines are to be followed:

         1. No materials, which might embarrass others or make them feel uncomfortable may be posted.

         2. All employees must control their language and behavior so as not to be offensive to any of their coworkers. This includes, but is not limited to, the following:

a) Derogatory comments about or toward others

b) Malicious gossip

c) Language or actions that are unprofessional in the workplace

         3. The Physical Plant Department has zero-tolerance for physical intimidation or violence.

Recognized unacceptable personal behavior will be grounds for corrective discipline, including dismissal.

III.       PROCESS

None

IV.       REFERENCES

UAP 3215 Performance Management

 

Author:  R. Stone                                                        Approved By:  J. A. Zumwalt

I.                PURPOSE

This policy outlines the responsibilities and uses of personal protective equipment.

II.              GENERAL

PPD employees may be issued various types of personal protective equipment (PPE) to help ensure the safety of employees and safeguard their welfare, and to ensure that the Physical Plant Department (PPD) is in compliance with OSHA regulations.

III.            PROCESS

1.0  Supervisor responsibilities

1.1  Supervisors are responsible to ensure that all appropriate PPE is issued and used when needed.

1.2  Supervisors will review job assignments to guard against the dispatch of personnel to job sites or tasks for which the employee is not properly trained or equipped. Supervisors will supplement existing safety equipment with additional protective devices when job conditions warrant.

 2.0  Employee responsibilities

2.1  To ensure that the proper PPE is available, employees must bring the appropriate PPE to the job site

2.2  Employees are responsible for assessing hazardous conditions ahead of time that may mandate the use of PPE. In safety training, employees are expected to have learned to identify hazards and use the appropriate equipment without direct and constant supervision.

 3.0  Safety Data Sheets

3.1  An electronic based inventory of SDS’s may be maintained as long as it does not create a barrier to employees having immediate access to SDS’s without leaving their work area. If an electronic based inventory of SDS’s is kept, a backup system must be in place in the case of a power outage or other emergency.

 4.0  Safety Shoes

4.1  Safety shoes must meet OSHA standards, ANSI ZZ-41 Class 75 or ANSI Z-41 Class 75-EH ratings.

4.2  Safety shoes may be acquired by using the PPD Safety Shoe Purchase Authorization Form, which will be honored by participating retail stores. Only one pair of safety shoes voucher per year is provided by PPD.

4.3  The authorizing form will be filled out by the authorizing official and signed by the appropriate associate director, manager, and supervisor. The expiration date is seven calendar days from the date of authorization.

4.4  The employee will take a copy of the authorization form to the participating vendor of their choice, and will leave the white copy with the vendor. The employee is required to present a UNM identification card (LOBO ID CARD) at the time of purchase.

4.5  At the time of purchase, the employee will obtain the yellow copy of the voucher and an original receipt.

4.6  For the employee’s records, the employee may obtain a receipt that shows a personal adjustment to the vendor. The employee will forward the yellow copy of the authorization form and the vendor’s original receipt to PPD’s authorized Purchasing Cardholder to reconcile the P-Card payment for the safety shoes.

4.7  Failure to forward the yellow copy of the authorization form and vendor’s original receipt to the Purchasing Cardholder may lead to disciplinary action.

4.8  Custodial Services personnel are required to wear only lightweight, non-slip, indoor safety shoes that offer toe protection and have support at the arch. Maximum cost to be provided for Custodial Services personnel is $85.00.

4.9  All other personnel required to wear safety shoes will be allowed no more than $120.00. Safety shoes for plumbers, electricians, HVAC technicians, facilities services technicians, carpenters and grounds workers must have either steel or fiberglass shank and toe.

4.10      If the safety shoes selected by the employee cost more than $120.00 ($85.00 for custodians), the employee will be required to pay any excess amount at the time of purchase.

4.11      If the employee is required to wear safety shoes as a condition of employment, employees will be required to wear safety shoes on the job and assume full responsibility for the maintenance of such shoes.

4.12      Probationary and Temporary employees will receive safety shoes, if required for that particular job.

 5.0  Prescription Safety Glasses

5.1  Prescription Safety Glasses must meet OSHA standards, ANSI Z-87.1-2010.

5.2  Prescription Safety Glasses will be acquired by using the PPD Prescription Safety Glasses Purchase Authorization Form, which will be honored by participating retail stores.

5.3  The authorizing form will be filled out by the authorizing official and signed by the appropriate associate director, manager, and supervisor. The expiration date is seven calendar days from the date of authorization.

5.4  The employee will take a copy of the authorization form to the participating vendor of their choice, and will leave the white copy with the vendor. The employee is required to present a UNM LOBO ID CARD at the time of purchase.

5.5  If the prescription safety glasses selected by the employee cost more than $125.00 the employee will be required to pay any excess amount at the time of purchase.

5.6  At the time of purchase, the employee will obtain the yellow copy of the voucher and an original receipt.

5.7  For the employee’s records, the employee may obtain a receipt that shows a personal adjustment to the vendor. The employee will forward the yellow copy of the authorization form and the vendor’s original receipt to PPD’s authorized Purchasing Cardholder to reconcile the P-Card payment for the prescription safety glasses.

5.8  Failure to forward the yellow copy of the authorization form and vendor’s original receipt to the Purchasing Cardholder may lead to disciplinary action.

5.9  Only one prescription safety glasses voucher per year is provided by PPD.

5.10      As a condition of employment, employees will be required to wear their prescription safety glasses on the job and assume full responsibility for the maintenance of such glasses. Probationary and Temporary employees are not eligible for prescription safety glasses through the PPD voucher program.

 IV.            REFERENCES

    •  29 Code of Federal Regulations 1910.1200 (g) (8).      
    • Agreement between the Communications Workers of America and the University of New Mexico – Maintenance and Operations and Clerical/Technical Units. July 1, 2013 through June 30, 2016 with July 1, 2015 Amendments.
    • PPD Safety Shoe Voucher
    • PPD Prescription Safety Glasses Voucher

 

Author: RG Smith                                                      Approved by: JA Zumwalt

I.           PURPOSE

This procedure is to provide clear guidelines for creating and revising PPD policies and procedures.  Policies and procedures are more efficient when written in a uniform format.

II.         GENERAL

Procedures should be written for all processes that require strict adherence or are used frequently. Procedures are categorized according to the University Administrative Policies and Procedures Manual:

Section 1000:  Organization

Section 2000:  Administrative Management

Section 3000:  Personnel

Section 4000:  Procurement

Section 5000:  Physical Facility Management

Section 6000:  Business Management

Section 7000:  Fiscal management

Section 8000:  Financial Accounting

The Director will oversee the creation or revision of policies/procedures.  All policies and procedures must be initialed by the author and the Director.  New policies/procedures will be numbered in sequential order per the appropriate section.

Attachments will have the same number as the main document with a letter designation at the end of the number.  These attachments may include forms or other documents to provide additional references for the main document.  If there is more than one attachment, utilize the next available letter in sequence.  Attachments will be labeled in the following manner:

Section 1000:  1000a, 1000b, etc.

Section 2000:  2000a, 2000b, etc.

All procedures should have four sections: Purpose, General, Process, and References. The purpose section briefly outlines the intent of the procedure and why it exists.  The General section is used to provide information that pertains to the entire process.  The actual steps of the procedure are included in the Process section.  Each step in the process will be numbered according to the following example:

5.0       Task 5

5.1       Step 1 of task 5

5.1.1       Substep 1 of step 1

5.2       Step 2 of task 5

The tasks and steps of the process must be clear and concise.  Also, remember to include the expected result from a task if applicable. 

The References section is used to refer to any pertinent document used to develop the policy or procedure.

III.       PROCESS

1.0       Identification

1.1       Identify a process that requires a procedure or a policy

1.2       Inform the Director.

2.0       Creation or Revision

2.1       The Director oversees the creation or revision.  Index numbers are assigned by using the next available index number in sequence.  All revisions to existing policies must be italicized to facilitate identification of the changes.  The italicized format of the text is removed when a later revision is issued.  In addition, the revision number is added to the title of both the electronic and paper versions.  For example the fifth revision of this procedure would have the following title;

“1001 Policy and Procedure Guidelines Rev. 5”

2.2       The draft is written in Microsoft Word and has size 12 "Times" font.

2.3       The author’s Associate Director reviews and approves the draft and then forwards the draft to the Director.  If the policy or procedure is a revision, then the author also provides a brief description of how and why the policy or procedure was changed.  The date of the creation or revision is placed in the header.

3.0       Distribution

3.1       The author delivers an electronic and paper copy of the approved procedure to the Director’s Administrative Assistant. 

3.2       The Director’s Administrative Assistant inserts the procedure into the Master Manual and updates the online Document Library.

3.3       The Director’s Administrative Assistant sends an email note to all PPD personnel informing them of the new or revised policy/procedure.

IV.       REFERENCES

None

V.         ATTACHMENTS

1001a Policies and Procedures Index Numbers

Author:  J. A. Zumwalt                                                          Approved By:  J. A. Zumwalt

I.                PURPOSE

This procedure is designed to establish expectations of Physical Plant Department (PPD) employees assigned to work special events.  Adherence to these procedures ensure the safety, comfort, and overall enjoyment of patrons during their attendance at an event.

II.              GENERAL

The service that PPD provides for special events is defined as the maintenance and operation of the electrical, plumbing, and HVAC systems.  It also includes all custodial services and event support, i.e. furniture moves, set-up and tear down of event equipment, trash pick-up, and general support services.

PPD employees are expected to be courteous, professional, on time, and polite to all patrons, service providers, vendors, contractors, UNM staff, community members, and any entertainers’ personnel.  Under no circumstances are PPD employees authorized to request autographs, pictures, merchandise, or favors from any entertainer or featured guest at an event.

 III.            PROCESS

1.0     Work Schedules

1.1     PPD employees are scheduled by their supervisor to work an event.

1.2     Dates and times of work are scheduled by the Special Activities Supervisor in conjunction with the Event Coordinator.

1.3     PPD employees are allowed 30 minutes from the time they punch in to arrive to the event and check-in with the Event Coordinator at the scheduled time.  The employee should be prepared to work at the time of check-in.  This includes having all tools and/or equipment available, wearing Personal Protective Equipment (PPE), PPD uniform, and cell phone.

1.4     The PPD Supervisor or Event Coordinator will determine the most appropriate time for breaks during the course of the event and will schedule break time in accordance with applicable policies and union agreements.

 2.0     Before the event

2.1     All employees will check-in with the PPD Supervisor or the Event Coordinator upon arrival and verify that they have the correct cell phone number. 

2.2     All employees will check the equipment based on their trade to ensure that the electrical, plumbing, and HVAC needs are met.

2.3     All employees must arrive in a clean PPD uniform.

3.0      During the event

3.1     All employees must be on standby and ready to receive instructions from the PPD Supervisor or Event Coordinator.

3.2     Unless specifically authorized by the PPD Supervisor or Event Coordinator, the following areas are off-limits to PPD employees:

3.2.1       Production office or Green Room

3.2.2       Catering areas

3.2.3       Backstage

3.2.4       Dressing rooms

3.2.5       Stage

3.2.6       Box office

3.3     PPD employees should open doors only at the direction from the PPD Supervisor or the Event Coordinator, and should not allow entry of unauthorized personnel into the facility or secured areas within the facility.

4.0     After the event

4.1     All employees are to check items within the scope of their assignment.  Any systems that have been energized or activated for the event should be checked for proper operation and then returned to their standby modes.

4.2     If an item is discovered that can be repaired with tools and parts on hand, the technician is to do the work before leaving the event.  If the item cannot be repaired that day, the employee is to report it to the PPD Supervisor and/or the Event Coordinator and the appropriate Area manager so the work order can be generated on the next business day.

4.3     All employees are to inform the PPD Supervisor and/or the Event Coordinator of the completion of their duties, and should immediately leave the venue to clock out at their regular time clock.

 IV.            REFERENCES

PPD Policy and Procedure #3040 Personal Behavior

Regent’s Policy Manual - Section 2.6: Drug-Free Environment

 

 Author: R. Stone                                                                                 Approved by: J.A. Zumwalt

I.    PURPOSE

This procedure provides guidance on how to dispose of UNM property.

II.   GENERAL

Surplus property is defined as any piece of equipment, regardless of value or condition that was originally purchased with UNM funds, but is no longer useful to a particular department and requires disposal.  Surplus property may be a piece of equipment that is obsolete, beyond repair, too costly to repair, replaced by new equipment, or is no longer used.  Examples of surplus property are a broken calculator, an old computer printer, a file cabinet, a worn-out power drill, a vehicle, and even an assorted box of office supplies.

Surplus property cannot be thrown away or given to another person or entity.  It must be picked up and processed by the Surplus Property Department, which will determine if it can be used by another UNM department, or if the property should be auctioned.

III.       PROCESS


Surplus property must be disposed in accordance with the following:

1.     The department that requires disposal of surplus property shall complete a form entitled “Request for Disposal of Surplus Equipment” which can be found on the Surplus property website.

2.     A copy should be faxed or scanned/emailed to the Surplus Property Department, which will schedule a time to pick up the equipment.

3.     When the item is picked up, the Surplus Property employee will sign the form to acknowledge receipt of the property.

4.     The original form should be forwarded to the PPD Accounting Section. The manager of the originating section should retain a copy of the form.

5.     Surplus property does not take certain items like refrigerators and freezers.  The surplus property website has more details about the disposal process.

IV.       REFERENCES

UAP 7710 Property Management and Control

V.         ATTACHMENTS

Disposal of Surplus Equipment Form - http://univserv.unm.edu/docs/SurplusDispForm.pdf

Author:  J. A. Zumwalt                                                          Approved By:  J. A. Zumwalt

I.       PURPOSE

To ensure that employees have the proper tools to safely and efficiently perform their assigned duties.

II.      GENERAL

The Physical Plant Department (PPD) provides some employees with individual tools.  The specific tools will vary depending on the employee’s job description and will be determined by the section manager or supervisor to meet specific needs of the section.  PPD will not provide individual tools for automotive technicians.  Automotive technicians, at the time of hiring, will be required to have a personal tool kit, as is the standard of their trade.

III.     PROCESS

Supervisors and employees must follow the following guidelines pertaining to the control and use of University-provided tools and equipment:

1.0     Supervisors will maintain a current tool inventory showing the employees’ names, the date of issue for each tool, and the employees’ signatures confirming receipt thereof.  Any subsequent changes to the inventory will be initialed by the employee.  These tools remain the property of the University of New Mexico and are only in the custody of the employee.

2.0    University-issued tools are for use at the University only and are only allowed to leave UNM premises if they are being transported to another UNM location.

3.0     The supervisor will conduct an annual inventory of each employee’s tools.  The employee will sign the annual inventory to establish its authenticity.

4.0     The employee is responsible for replacing tools that are lost, stolen, or damaged, as a result of their negligence.

4.1.  Negligence regarding prudent use or care will be determined by the associate director.

4.2.  Tools replaced by the employee will be of the same quality as the lost or damaged tool.

5.0     If a tool malfunctions, has a flaw, breaks, or wears out during proper use, the Physical Plant is responsible for replacement of that tool.  Old tools will be returned to the employee’s supervisor at the time

          the  new tool is issued and the inventory will be updated.

6.0     The employee is responsible for all tools assigned to him/her and will keep all tools in a secure enclosure such as a toolbox, truck tool bin, custodial work container, or their shop.  

7.0    Tools that are no longer in use and have salvage value will be collected by the supervisor and transferred to the Surplus Property Department.

8.0     When an employee leaves PPD, all tools must be returned to their manager or supervisor.

8.1.  The employee will sign and date the tool inventory after the tools have been inventoried.

8.2.  If the employee is separating from the University, then the status of the employee’s inventory will be recorded in the section titled, “Inventory Control” of the Separation Checklist for Staff Employees.

8.3.  If any tools or equipment are not returned by a departing employee, the employee may be billed for the value of the tools or equipment.

IV.       REFERENCES

UAP 7710 Property Management and ControlUAP 7730 Taking University Property off CampusUAP 3225 Separation of Employment

V.         ATTACHMENTS

None

Author:  J. A. Zumwalt                                                          Approved By:  J. A. Zumwalt

I.               PURPOSE

This policy outlines the responsibilities and uses pertaining to University vehicles.

II.              GENERAL

Many Physical Plant Department (PPD) employees are either allowed or required to use UNM vehicles in the course of their duties. In addition to adhering to University Administration Policy #7780, Use of University Vehicles, Physical Plant employees will also comply with the following related work rules:

III.            PROCESS

1.0     Driver’s Responsibility

1.1     PPD employees are required to have a current and valid, unrestricted New Mexico driver’s license and a current National Safety Council defensive driving card or attend defensive driving training approved by  Safety and Risk Services (SRS) in order to drive UNM vehicles. Upon completion of defensive driving, SRS will issue a University of New Mexico vehicle operator’s certificate.

1.2     If the employee fails the defensive driving course, or does not complete the course within the allotted time, PPD will not pay for the course the second time, however employees are still required to complete the course to obtain the SRS vehicle operator’s certificate.

1.3     UNM vehicles are only for University-related business. Personal use of University vehicles is prohibited. PPD employees are not allowed to take UNM vehicles to their personal vehicles for any purpose including the transportation, delivery, or retrieval of personal items from one vehicle to another.

1.4     Vehicles may be occupied only by individuals employed by, or on official business, with the University.

1.5     University vehicles are not to be used to go to lunch or breaks unless the employee is out of town on university business.

1.6     Bumper stickers, other than Director approved stickers, are prohibited.

 2.0     Parking

2.1     Vehicles must be parked in appropriately marked parking spaces and never on turf or landscaped areas, or in handicapped spaces, reserved spaces, fire lanes, or pedestrian walkways whenever possible.

3.0     Maintenance

3.1     The PPD Automotive Center maintains and repairs University vehicles, notifying vehicle users when periodic maintenance and required emissions testing needs to be performed. It is the vehicle assignee’s responsibility to ensure that the required maintenance is performed. Contact the Automotive Center immediately if you suspect that your University vehicle requires a repair or unscheduled maintenance. If a University vehicle breaks down or incurs a flat tire, contact the Automotive Center for assistance in arranging tow service. After hours, breakdowns should be called in to the UNM Police Department.

3.2     All repairs must be coordinated through the PPD Automotive Center.

 4.0     Fuel

4.1     PPD vehicles are assigned a fleet fuel key for fueling. These keys only work at the PPD Automotive fuel pumps located at the PPD Automotive Center. Receipts must be turned in to the driver’s supervisor after each fill-up. If off-campus fueling is required, you must obtain a UNM Fuel Card from your supervisor.

 5.0     Accidents

5.1     If you are involved in an accident while driving a UNM vehicle, your first concern should be for the welfare of passengers or pedestrians and the occupants of the other vehicle. You should seek first aid assistance and/or ambulance for the other driver and injured passengers or pedestrians. You should call 911 and UNM Police Department immediately. If the vehicle needs to be towed, call the PPD Automotive Center and notify your manager/supervisor. Arrange to receive a copy of the accident report filed by the police and fill out an Automotive/Equipment Accident Report and turn it in to SRS.

 IV.            REFERENCES

University Administrative Policy # 7780, Use of University Vehicles

 V.              ATTACHMENTS

None

 

Author: R.G. Smith                                                                Approved by: J.A. Zumwalt

I.         PURPOSE

This policy provides guidance for accessing the UNM tunnel system and obtaining authorization to perform work in the tunnel.

II.        GENERAL

Persons entering the UNM tunnel system must be trained and authorized by PPD Utilities to access the tunnel and to perform work.

III.       PROCESS

1.     Tunnel Access

1.1.  The UNM utility tunnel system is closely monitored. Prior authorization must be obtained from PPD Utilities before entry can be made. 

1.2.  Required Personal Protective Equipment (PPE), including, at a minimum, bump or hard hats, safety shoes, and eye protection must be used at all times.  Other PPE may be required by the task being performed.

1.3.  Annual training is required for all personnel whose job requires periodic entries into the tunnel.  Training includes hazards, ingress/egress, PPE, emergencies, communications, and entry authorization procedures.

1.4.  Single person entry is prohibited. All entrants must use the “buddy system.”

1.5.  Visitors must be escorted by a trained person while in the tunnel.

1.6.  PPD Utilities, Plant Operations must be notified of all entries, exits, and work performed.

1.7.  To enhance efficiency and minimize inconvenience and paperwork, specific procedures for daily, weekly, or other periodic entries can be arranged with PPD Utilities, Plant Operations.

2.     Tunnel Work Authorization

2.1.  All entities wishing to perform work in the tunnels must obtain authorization.

2.2.  A “Tunnel Work Authorization Request Form,” obtained from PPD Utilities, must be completed detailing the contact person, entity doing the work, scope of the work and duration of the work.  All workers must attend tunnel access training.

2.3.  PPD Utilities Management will review each request and will approve the request if the work meets utilities guidelines (see reference below).

2.4.  A 10-day prior approval is required before any outage can occur so that proper campus notifications can be made. Outage notices will be coordinated through PPD Utilities.

2.5.  Tunnel access and work authorization will be coordinated through PPD Utilities.

 IV.       References

UNM Tunnel Security Policy Memorandum from Julie Weaks dated June 11, 1999

PPD Utilities Tunnel Access SOP #:  A 07 Rev2

PPD Utilities Tunnel Training and Access Cards SOP #:  A 10

PPD Utilities Construction Guidelines, UNM PPD Website

 V.        Supporting Forms

A 07a        Tunnel Work Authorization Form

A 10a        Temporary Tunnel Access Card Sign Out Form

 

Author:  L.J. Schuster                                                                   Approved by:  J. A. Zumwalt