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Guide to Services

Welcome to your guide to services offered through Facilities Services and Campus Development. Below you will find general information on the various services provided by the department.

AFTER HOURS MESSAGE

Facilities Services and Campus Development has Call Pilot mail messaging for after hours, weekends, and holidays.  Messages or requests for Facilities Services and Campus Development may be left by calling local 6500 or via email facility@viu.ca

Messages relating to Campus Emergencies must not be left at this phone number or email address.

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BASIC POLICY AND RESPONSIBILITY

Facilities Services and Campus Development is responsible for the basic operation and maintenance of the physical facilities of the university; therefore any and all changes to the physical facilities must be approved by Facilities Services and Campus Development. Facilities Services and Campus Development must have knowledge of the exact condition of the physical facilities at all times.  It is important that Facilities Services be advised of any proposed alteration or addition to any structure or ground area. All connections made to utility systems, (water, sewer, telephone, electrical, or gas), either in or out of the buildings must be performed by Facilities Services personnel or by licensed professionals authorized by Facilities Services and Campus Development. All work plans and completed work must be inspected by Facilities Services and Campus Development for compliance with statutory requirements and established policies.

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BICYCLE LOCKERS AND RACKS

Bicycle racks are located throughout the campus for the convenience of bicycle riders. Locking of bicycles to the racks is encouraged.  Parking or storage of bicycles inside of buildings, including vestibules and entrance/exit ways, is prohibited.  Locking bicycles to handrails on walkways or stairways is also prohibited. View a campus map of bike rack locations.

Secure bicycle lockers are also available at various locations on the Nanaimo Campus.  http://www.viu.ca/parking/CommutingSolutions.asp

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BUILDING MAINTENANCE

Basic maintenance needs such as doors sticking, plumbing problems, replacing light bulbs, maintenance of doors/windows/walls/ceilings/floors, routine cleaning needs, and repairs to classroom/lobby furniture or fixtures.  These services are provided free of charge and can be obtained by submitting an online work request.

Requests for Building Renovations and Modifications are to be issued to the Executive Director, Facilities Services and Campus Development via e-mail and your project will then be assigned for further consultation.

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BUILDING SYSTEMS

Facilities Services and Campus Development is responsible for the operation and maintenance of all mechanical, electrical, heating, ventilation & air conditioning (HVAC), and building control systems.  It is our mandate to provide a comfortable and safe learning / working environment in the most cost effective way.  This is accomplished through regular maintenance and upgrade of equipment and the monitoring and scheduling of building systems.

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BULLETIN BOARDS

Bulletin boards must be used for posting information.  All handbills, notices, and fliers displayed on walls and doors are subject to removal without notification.  Bulletin boards for general use by faculty, employees, and students are provided in strategic locations throughout campus buildings.  All posted information on these boards must be stamped by VIU Student Union.  Many departments manage their own departmental bulletin boards and display cases, the use of which requires the permission for the respective faculty.  To order and installation of bulletin boards submit an online purchase requisition.

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CARPENTRY

Maintenance concerns, which require carpentry services, may be addressed to Facilities Services. Departments may also request non-maintenance carpentry services which include items such as shelves, cabinets, display units, etc. Availability is based on current workload, and services are charged to the requesting department. To initiate submit an online work request.

Requests for Building Renovations and Modifications are to be issued to the Executive Director, Facilities Services and Campus Development via e-mail and your project will then be assigned for further consultation.

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CHARGEABLE SERVICES

Includes requests for materials or services, which are not related to the maintenance of building functions and services to occupants.  These would include any changes to existing services to accommodate equipment installations, changes in room function, or convenience.  Services are typically charged to the requesting department and should be submitted on an on-line work order.  Chargeable service requests ensures that Facilities Services employees have the correct authorization to charge departments for chargeable services. 

Requests for Building Renovations and Modifications are to be issued to the Executive Director, Facilities Services and Campus Development via e-mail and your project will then be assigned for further consultation.

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CONFIDENTIAL SHREDDING

A Material Handling Request must be submitted to Facilities Services and Campus Development. Please see schedule.

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DOOR LOCKS

Routine maintenance of locks is the responsibility of Facilities Services.  Lock changes are to be requested on a work order form, separate from key requests.  Only Facilities Services personnel are authorized to change or modify locks on campus.

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ELECTRICAL

Light fixtures, switches, and receptacles are repaired and light bulbs / fluorescent tubes are replaced as part of routine maintenance.  For immediate attention, contact Facilities Services at 6500 or through camps e-mail at facility@viu.ca with any specific lighting or electrical problems. Any heaters, permanent or portable, must be requested from and installation approved by Facilities Services.  If a number of electrical devices are to be added to a circuit, please consult with Facilities Services to determine if the circuit has enough capacity to ensure safe operation.  Where electrical power bars are required, please contact IT and/or EH&S.  All electrical appliances connected to the campus electrical system are to be C.S.A. approved. Installation of these services will be charged to the requesting department.  General enquiries and requests for major electrical modifications or services should be directed to the Manager, Plant Operations and Systems and Systems at local 6504.

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EMERGENCY TELEPHONES

Emergency calls can be made from any on campus office telephone, by calling 6600, or by calling 740-6600 from any outside telephone or cellular phone.  All incidents and/or accidents on campus involving actual or potential danger to life or property must be communicated immediately.  Emergency (yellow) telephones are installed throughout the campus in various strategic locations and are for emergency use only.  The emergency phones have a push button and a two-way speaker which puts the caller in immediate contact with an operator 24/7.  The operator will take the information and then initiate the appropriate response while maintaining contact with the caller for the duration of the emergency.  Each emergency telephone is allocated a number so that the operator knows the location of the call.  If you make a call and cannot speak, stay by the phone if possible in order to be found and assisted.  Please make yourself familiar with the locations of the emergency telephones in case you ever need them.  Many of the Telus Pay Phones on campus also have a “Security” button that connects to the same 24/7 operator.

Examples of what constitutes an emergency:

  • Fire
  • Threat
  • Assault
  • First Aid
  • Chemical spills
  • Gas leak
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FIRE DETECTION AND SUPPRESSION EQUIPMENT

Fire detection and suppression equipment is provided in all public areas.  Regular maintenance and servicing of all fire diction and suppression equipment is performed by Facilities Services or authorized professional contractors.  Records are kept of all installations, servicing, and inspections.   

FIRES

In case of fire activate the nearest red fire alarm pull station and evacuate the building.  Once outside, move to the designated assembly points and keep clear of arriving emergency vehicles and building entrances.

Being aware of the room number, building number and name will greatly assist in helping the situation.

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FIRST AID

All injuries must be reported to Vancouver Island University, usually through an Occupational First Aid Attendant or to Security. An emergency phone or internal phone (call 6600) may be used to request First Aid services.  Give the operator your location and nature of the injury. First aid services and transportation to medical aid are provided by Vancouver Island University free of charge, however additional medical expenses (other than first aid) resulting from the injury (e.g. hospital charges) may be the responsibility of the individual.

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FLEET VEHICLES

Vancouver Island University maintains a small fleet of service vehicles, vans and a bus. Bookings are on a first come, first serve basis, so it is important to note the date when a booking is made. Vehicles owned/leased by Vancouver Island University shall only be driven by authorized drivers and used only for official university business as in accordance with policy 41.12.

We currently have:

Van #100 15 passenger
Van #102 15 passenger
Van #124 15 passenger
Van #118 24 passenger

Keys can be picked up from the Facilities Services office (building 120), Mondays to Fridays between 7:30 am - 4:00 pm, the day before the scheduled trip.

The vehicles are located in building 120 vehicle compound, entrance is off 4B (off Fourth Street). Keys to the compound are included in your key package. All vehicles must be:

  • Refueled at the end of your trip (cost of refueling will be charged back if not done):
  • Parked in it's designated parking space; and
  • Cleaned thoroughly.

Trip inspection booklets are located in the vehicle. The completed originals and keys must be placed into the mail drop located on the Mailroom door.

In the event of vehicle break down, it is recommended that drivers possess a purchasing card. Facilities Services will reimburse the department for the cost of towing and mechanical repairs.

To book a vehicle, please complete and email the Fleet Vehicle Request to Photo ID.

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FLOOR PLANS

The Facilities Services and Campus Development department maintains the floor plans for each building on campus. Any renovations must be discussed with Facilities Services and Campus Development before work is started.  Floor plans will be updated when work is completed. You can view floor plans through the Online Floor Plan Book.  Any questions or comments please notify via facility@viu.ca.

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GROUNDS MAINTENANCE

The maintenance of the campus grounds, e.g. mowing; tree trimming; the replacing of trees; shrubs and flowers; litter and weed control; irrigation and landscape construction are the responsibility of Grounds.  Reports of deficiencies and maintenance requests should be directed to Facilities Services at 6500 or through campus e-mail facility@viu.ca.

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INCIDENT REPORTING

All incidents occurring on campus must be documented on a Injury /Incident Report form and forwarded Health & Safety Services.

Examples of incidents which are to be documented include:

  • Injuries to employees/faculty, students, or visitors.
  • Theft, loss, or damage of university property or personal belongings.
  • Incidents of assault, threats, violence, etc.
  • Motor vehicle accidents on campus property.

Please refer to the Health & Safety Services web site for more information.

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JANITORIAL SERVICES

Janitorial services are provided by an outside contractor to the university under the direction of Facilities Services and Campus Development.  Routine janitorial services are provided at no cost to departments, services can be obtained by completing a Janitorial Request.  Certain major activities are done annually, such as carpet and window cleaning, stripping and waxing of floors, and spot washing. Cleaning and additional janitorial for conferences and special events will be charged to the requesting department. Please contact Faciltiies Services at 6500 or through campus e-mail facility@viu.ca.

In 2006 emerging from our experience while working through LEED certification of our Faculty of Management Centre (Building 250) was the adoption of a comprehensive janitorial program developed by JohnsonDiversey called Healthy High Performance Cleaning (HHPC). First and foremost, HHPC focuses on the health of building occupants and the cleaning staff as well as the reduced impact the products and procedures have on the environment, both indoors and outdoors.

HHPC starts with quality environmentally preferable chemicals. It goes well beyond chemicals, however, and provides environmentally preferable cleaning strategies, procedures, training, and purchasing guidelines for consumables, tools and equipment.

Download Healthy High Performance Cleaning Manual

Current Janitorial Schedule

General Classrooms Mon / Tues / Wed / Thurs / Fri
Labs Mon / Wed / Fri
Evening Classrooms Sun
Offices Tues / Thurs

 

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KEY AND CARD ACCESS REQUESTS

Employees needing keys and/or card access are required to complete a Key Request Form NOTE : This form is only a scanned replica and requesters need to fill out an original form usually obtained by the area secretaries.  Requests must be approved by the Dean/Director or delegate and forwarded to Facilities Services for processing.  Employees are required to pick up all keys from the Facilities Services and Campus Development office in building 120.  Please bring photo identification.  Facilities Services requires keys that are no longer required be returned promptly to the Facilities Services office.  All keys must be turned in on termination of employment.

 
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LIGHTING

All interior and exterior lighting systems are maintained on a regular basis.  Interior lighting includes both normal and emergency lighting.  Exterior lighting is comprised of street and building lights.  To request repairs to any of these systems between regular maintenance, contact Facilities Services and Campus Development at 6500 or through campus e-mail at facility@viu.ca.

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MAIL

Canada Post

Please ensure envelopes are sorted into sealed and unsealed. The preference is to leave all envelopes unsealed. All unsealed envelopes should be stacked individually with the flaps over so they can be sealed and stamped in one operation. Do not enclose paper clips, bulldog clips, or fold back clips. This is a Canada Post requirement and will also cause damage to our postage machine.

If you have a large mailout, please contact the mailroom mailroom@viu.ca a minimum of 24-hours in advance, so we can ensure the necessary resources are available to process your mail.

Interoffice mail

When using reclycled interoffice envelopes, please check both sides to be sure all previous names are crossed off. Please do not stapel interoffice envelopes close, scotch tape should be used.

Interoffice mail to regional campuses are shipped as follows:

Duncan - everyday

Parksville and Powell River - Monday and Thursday

Milner Gardens - Thursday

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MOVING on CAMPUS (MATERIAL HANDLING)

Transportation of goods, materials, equipment, and furnishings between buildings can be arranged by completing a Material Handling Request. All requests must be forwarded to the Facilities Services and Campus Development office.  A minimum of five days notice is recommended.  Cost for this service will be charged for by the requesting department.

Doing a large move? Go to the Moving at VIU page for all your moving details.

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PAINTING

Maintenance painting is performed on a regularly scheduled basis, generally following a five-year cycle.  When an individual department requires painting for reasons other than general maintenance or on a priority basis, an estimate will be provided.  Unauthorized painting of any Vancouver Island University is prohibited.  Cost for this service will be charged to the requesting department.  For more information, please contact Facilities Services and Campus Development at 6500 or through campus e-mail at facility@viu.ca.

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PARKING AND SECURITY SERVICES

Refer to the Parking web site for Parking and Security information.

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PEST CONTROL

Pest Control activities are managed by Facilities Services, in consultation with the Health and Safety Services office to ensure the safety of all persons.  Please report any pest problems or concerns to Facilities Services at 6500 or through campus e-mail facility@viu.ca. 

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PETS ON CAMPUS

Pets are not allowed in any buildings or allowed to be tied up outside of facilities.  All animal feces will be picked up by the pet owner and disposed of in an appropriate manner. Pets are not allowed to roam free on campus.  Facilities Services reserves the right to contact the Animal Control Centre and have pets removed from Vancouver Island University property.

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PHOTO ID

Employee ID Cards

All employees must identify themselves upon request of Vancouver Island University employees or Security, by showing Vancouver Island University Employee Identification Card (E.I.C.) (Policy 44.13).  Employee ID Cards are only issued to current Vancouver Island University employees.  Your employee card is the property of Vancouver Island University. Upon termination of service, your employee card shall be returned to the Facilities Services Department office.  Employee cards are not transferable.

To obtain your employee card, please bring 1 piece of picture ID or 2 pieces of ID with no picture.  This card is to be used for:

  • On site identification.
  • Borrowing library materials or equipment from the service desk.
  • Card access to buildings.

Click here for hours of operation and info on Student ID Cards.

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RECYCLED PAPER AND CARDBOARD

Facilities Services is responsible for coordinating recycling at VIU. Employees are responsible for collecting recyclable material in their area and taking it to designated recycling stations. If there are any questions or concerns relating to the collection of recyclable material on campus, please contact Facilities Services.

Please note and follow the following guidelines to ensure proper recycling levels can be maintained.

Place inside the recycling bag: Office paper, newspapers, and NCR paper (no carbon required).  

Place outside the recycling bag: Magazines, phone books, textbooks, and bound handouts or reams (over 500 pages).   Thank you for your cooperation.

Maximum bag level is half full If the recycling bag is half full, please tie it off and place another bag on the frame.  The janitors leave additional bags whenever they remove recycling.  

Cardboard boxes must be broken down and flattened for recycling pickup.  Please place all boxes beside the bag.  

To request bags or to report problems, please email Facilities Services (no phone calls or email to Shipping/Receiving please).  

If you require additional pick ups, please email Facilities Services.  

Small amounts of heavy books/magazines must be placed in a box beside the recycling bag. 

If you have a large amount of books/magazines to be recycled, please submit a material handling request.  

The disposal of food waste in private offices is discouraged. It is recommended that such waste be disposed of in central organic collection containers to support the recycling program. If departments require trash removal other than that scheduled, please contact Facilities Services.

Emptying outdoor trash cans and removing litter from all campus grounds is also coordinated through Facilities Services. If you see an area needing trash clean up, please contact Facilities Services.

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SIGNS

All campus signs are designed, installed, and maintained by Facilities Services and Campus Development.  Interior signs include directional and room identification signs, while exterior signs include parking area designation, building identification, directional signs, traffic signs, and others. Download the order form here to request signs.

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SNOW/ICE REMOVAL

Facilities Services and Campus Development is responsible for snow clearing and ice control activities on campus walkways, roadways, and in parking lots.  All reasonable efforts will be made to keep roadways, walkways, and parking lots in acceptable condition for pedestrian and vehicular traffic. 

For more information on Snow/Ice removal, please click here.

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SPECIAL EVENT SET-UPS

For tables, chairs, and any electrical requirements you need, please submit a material handling request with all the appropriate information. Facilities Services will contact you for more information.

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SURPLUS FURNITURE

A limited amount of surplus, usable furniture is stored by Facilities Services and Campus Development and is available to departments on an “as is basis ” for a minimal moving charge.  Delivery, repainting, refinishing, etc. of such furniture may be arranged as a departmental service by contacting the office at local 6500 or e-mail facility@viu.ca. Departments having surplus furniture are encouraged to turn in items to Facilities Services for re-use by other areas.  Please complete a Material Handling Request for the supply or the removal of the furniture. All surplus materials and supplies must be in accordance with policy 42.05

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URGENT SERVICE REQUESTS

Good judgment on the part of individuals must be an important determining factor of what is an urgent service request.  Any unusual occurrence, utility malfunction, or equipment failure that presents immediate discomfort to employees or students or property is an urgent service request and must be reported immediately by telephone to the Facilities Services office.

Examples may include:

  • Toilets overflowing or not flushing.
  • Lights burnt out in work areas, hallways, and building exteriors.
  • Slippery floors and walkways.
  • Elevator malfunctions.
  • Floor or sink drains plugged.
  • Ceiling or roof leak.
  • Need immediate access to locked rooms if Area Secretary’s assistance is not available.
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WORK ORDERS

An on-line work order is required for any work to be done by Facilities Services employees or contractors.  Please complete an on-line work order request when you have a facilities related problem or a service request that requires action from our department.

Requests for Building Renovations and Modifications are to be issued to the Executive Director, Facilities Services and Campus Development via e-mail and your project will then be assigned for further consultation.

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