UW-Madison

Facility Manager Handbook

Helpful processes and resources for Facility Managers

Collected and edited by:

Environmental Health & Safety
Physical Plant
Space Management Office
UW Police Department

Revised October 7, 2010

Table of Contents
Introduction ................................................................................................4
Facility Manager Responsibilities ............................................................5
Alarms ........................................................................................................................ 5
American with Disabilities Act (ADA) ...................................................................... 5
Bicycles, Mopeds ...................................................................................................... 6
Codes (fire codes and other building code violations) .......................................... 6
Communications with other Building Occupants................................................... 6
Custodial Services .................................................................................................... 7
Deliveries, Mail Services ........................................................................................... 7
Elevators .................................................................................................................... 7
Emergencies and Fire Drills ..................................................................................... 8
Occupant Emergency Plans..................................................................................... 8
Dane County Reverse 911 Sign-Up ......................................................................... 9
Facility Manager Lists, eMails & Meetings ............................................................ 10
Floor Plans and Building Information.................................................................... 10
Hazardous Materials................................................................................................ 10
Keys, Keying, and Locks ........................................................................................ 11
Lobby Use ................................................................................................................ 11
Food Sales ............................................................................................................. 11
Literature Distribution ............................................................................................. 12
Commercial Activities ............................................................................................. 12
Lost and Found: ...................................................................................................... 12
Maintenance............................................................................................................. 12
Moves ....................................................................................................................... 13
Newspapers in Buildings ........................................................................................ 13
Recycling and Surplus Items.................................................................................. 14
Security .................................................................................................................... 14
Vending Machines ................................................................................................... 15
Facility Managers Handbook

Campus Service Units .............................................................................16

Division of Information Technology (DoIT) ........................................................... 16
UW- Madison Police Department (UWPD) ............................................................. 16
Access Control ....................................................................................................... 16
Badger Watch ........................................................................................................ 17
Emergency Management ....................................................................................... 17
General Information ............................................................................................... 18
Facilities Planning and Management (FP&M) ....................................................... 18
Business and Staff Services (BASS)...................................................................... 18
Campus Planning & Development ......................................................................... 18
Campus Planning & Landscape Architecture ......................................................... 18
Environment Health & Safety (EH&S) .................................................................... 19
Biological Safety ...................................................................................... 19
Chemical and Environmental Safety........................................................ 19
General Safety......................................................................................... 19
Lake Safety.............................................................................................. 19
Occupational Health ................................................................................ 20
Radiation Safety ...................................................................................... 20
Physical Plant......................................................................................................... 20
Shops and Programs............................................................................... 20
Operations ............................................................................................... 24
Custodial Services................................................................................... 25
Environmental Services........................................................................... 27
Power Plants ........................................................................................... 28
Facility Projects ....................................................................................... 28
Improvement Projects.............................................................................. 29
Space Management Office..................................................................................... 31
Classroom Planning & Management ....................................................... 32
Leasing.................................................................................................... 32
Space Planning & Analysis...................................................................... 32
Real Estate .............................................................................................. 32
Relocation Planning & Coordination ........................................................ 32

Facility Managers Handbook

Introduction
The purpose of this Handbook is to help Facility Managers (FM) assess their roles and
to help provide support. The Handbook can not provide clear cut answers to all
situations. Instead, it is hoped that it will serve to allow judgments and provide reference
information.
The range of responsibilities of Facility Managers is defined by the particulars of the
facility they serve. The Madison campus includes storefronts, conventional houses,
multistory office buildings, as well as high end technology or laboratory buildings.
Facility Managers can oversee a single occupant (i.e. one department) large or small
building, or they may be responsible for a multi-occupant building. Some buildings have
more than one Facility Manager, and, conversely, some FMs oversee more than one
building. Some FMs are full time Facility Managers; others may be part time, splitting
their time between departmental and facility management responsibilities. Some duties
require a mix of administrative, maintenance and engineering skills, others are strictly
administrative. All require organizational skills, although a talent for facilitation can be
useful.
This Handbook consists of two major sections. The first is comprised of a discussion of
the range of responsibilities most Facility Managers face. Obviously this range will be
broad, and limited by specific circumstances, but perhaps this section can serve as a
"suggestion box" or "menu" for approaches to typical issues. It is hoped that current and
new FMs will find this discussion useful.
The second section is meant as an informational reference source. Here the Handbook
will list the major service units with which FMs may be in contact, offer a brief
description of what these units do, and when to contact them. Included are descriptions
of the Division of Facilities Planning & Management (FP&M), Environment Health &
Safety (EH&S), Physical Plant (PP), and Space Management (SMO), Transportation
Services, UW Police Department (UWPD), and the Division of Information Technology
(DoIT).

Facility Managers Handbook

Facility Manager Responsibilities

Responsibilities of Facility Manager (FMs) vary greatly. In preparing this Handbook, it
became obvious that there is very little commonality of "responsibilities" for FMs. In fact,
many found an assortment of assignments handed to them, including parking,
remodeling, space planning, preparing requisitions, budgets, mechanical systems, etc.
The one responsibility all Facility Managers share is their role as a contact for the public
areas of a building. This includes hallways, restrooms, elevators, and frequently,
sidewalks. In addition, the FM is a critical administrative contact for increasing
emergency and security demands related to buildings on campus.
How these responsibilities may be handled is described below. Possible issues
impacting FMs are listed alphabetically, with a brief description of possible approaches.

Alarms
Facility Managers should be familiar with all alarm systems in a building from fire to
freezer alarms. FMs need to be aware of security codes and procedures to restore
alarms (or contact appropriate parties) once they have been tripped. This information
also needs to be relayed to UWPD. Installation of these systems is handled in a
cooperative effort between the PPs Electrical Shop, UWPD, and Administrative
Information Management Services (AIMS). UWPD will conduct a security survey and
work with the occupants, the FM and Electrical Shop to install the appropriate system.
Fire alarms can only be reset by the Electric Shop once the Madison Fire Department
declares the building safe and authorizes the resetting of the alarms.

American with Disabilities Act (ADA)

The American with Disabilities Act requires an accessible route into and through most
facilities. Physical requirements include maintaining clear space at doors and elevator
controls and eliminating objects that protrude into the path of access. Improperly placed
furniture, waste receptacles, newspaper and brochure racks are examples of movable
items that may impede access for persons with visual or mobility limitations. Facility
Managers should work with building occupants to eliminate these barriers.
Institution wide organizations, policies and procedures exist to address ADA
accommodation needs.
Barriers inherent in the design of a building may be discussed with the FP&M
Facilities Accessibility and Planning Specialist (263-3021).
Student and visitor accommodation concerns can be addressed through
McBurney Center (263-2741).
Faculty and staff should contact their Department Disability Representative
(DDR) who will work with the Office for Equity and Diversity (263-2378).
Facility Managers Handbook

Bicycles, Mopeds
Some buildings consistently experience problems with bicycles or mopeds being
chained to railings or near entrances, loading docks, trees, etc. where foot or vehicle
traffic can be impacted, or where snow removal or grounds maintenance is hampered.
Facility Managers can contact Transportation Services to obtain additional bike racks, to
ticket owners, or to have bikes removed. Similarly, bikes cannot be brought into UW
buildings. If this becomes a problem, FMs can notify individuals directly, or ask that
department's notify their staff. UWPD can serve as a last resort to address such safety
hazards. A FM can request the designation of an area adjacent to a building for moped
parking by contacting Transportation Services.

Codes (fire codes and other building code violations)

Facility Managers are typically copied on code violations discovered by various building
inspectors. For fire code violations, FMs are expected to communicate with the
department or party responsible for typical violations such as "permanent setups" of
extension cords, blocked fire extinguishers, or blocked exits and hallways. FMs then
report to the how the violation has been addressed. The name and phone number of a
contact is sent with the violation.
Other building code violations conveyed to FMs are to be addressed by Physical Plant
or EH&S staff. The status of such issues can be followed by contacting the Physical
Plant Central Answering and Response Service (CARS at 263-3333). The direct and
continued involvement of FMs in the resolution of such issues varies by severity of the
violation, and the established roles of FMs in given buildings. In most cases FMs do not
get/stay involved in these issues once the EH&S or CARS has been notified other than
ensuring a resolution has been completed.

Communications with other Building Occupants

Facility Managers frequently serve as the notification/contact point for building wide
issues ranging from scheduled power interruptions, to street closings, parking lot
closings, building access disruptions or other construction issues, and anything else
impacting the entire building.
In such cases the FM must determine whether other building users should be notified,
and how. Some FMs keep a contact list of all building users. This is advisable for
smaller facilities. Others have established contacts by floor or for specific other
departments assigned to a building, or they work with a "building committee" which is
regularly updated on a variety of building issues. Such a method works better for
extremely large, or for multi-user buildings. Communications by e-mail, or by posting
notices at all exits are also effective.

Facility Managers Handbook

Custodial Services
Virtually all academic buildings on the Madison campus are cleaned by Physical Plant
Custodial Services. FMs are the first contact on issues pertaining to public building
areas, and frequently for issues in the departmental areas as well. FMs will work with
Physical Plant to ensure needs are met and issues that may arise are resolved.
Whether a particular building is cleaned by Physical Plant or another service, it is
advisable to have a contact name and phone number (or a drop box) to report problems
or communicate special requests. Physical Plant has Shift Supervisors and Building
Custodial Supervisors who can always be reached by e-mail. The name, phone number
and e-mail address for Physical Plant staff can be obtained via the CARS number, 2633333, or on the web. If you have unusual requests, feel free to contact the head of
Custodial Services at 263-3082.

Deliveries, Mail Services

In some buildings, Facility Managers serve as a contact for problems with the mail room
or for deliveries. While not a typical duty associated with FMs, this is another area
where FMs may want to be aware of arrangements for their buildings. In multi user
buildings, mail sorting may be rotated among departments. Problems then inevitably are
brought to the FM. The Campus Services Supervisor can help you determine what
Campus Mail and box delivery protocols are for your building. Contact Campus Services
at 265-5293 or see the related web page.
Similarly, valuable deliveries (computers, etc.) should not sit unattended, but some
services deliver to the loading dock only. The FM should therefore at least be familiar
with the arrangements for the building to assure that recipients are notified in a timely
manner, and that valuables are picked up promptly. Clutter and storing of unnecessary
items or supplies on the dock disrupts efficient service and may cause delays. When
you wish items to be removed and disposed of, please mark them appropriately and call
Waste and Recycle at 262-1324.

Elevators
Physical Plant is responsible for maintenance of all elevators and lifts in campus-owned
facilities. The Electric Shop maintains elevators/lifts either with their staff or through
service contracts they administer with vendors. In cases of emergency contact CARS
and be prepared to provide specific information about the elevator (i.e. location if
included in a bank of elevators and if there are any people stuck in the elevator). CARS
will dispatch the Electric Shop and/or the appropriate contract vendor. If a building's
elevator is serviced by a contract vendor, the FM may find it beneficial to know who that
vendor is and how to contact them in the event of an emergency.

Facility Managers Handbook

Emergencies and Fire Drills

Facility Managers typically are the contacts for building related emergencies such as
broken water pipes, power loss, or problems with heat or air conditioning. To address
such issues, FMs should call CARS immediately. For medical or security emergencies
FMs should call 911.
Facility Managers are also notified in advance of the annual fire drills scheduled in their
buildings. It is up to individual FMs whether they want to alert all building users of the
drill. However, FMs should alert building occupants who they know schedule critical
activities, or activities which cannot be interrupted, as to the period when the fire drill
may occur. Similarly, FMs should alert units which may have to secure valuables during
the drill. All building users must vacate the facility for the drill. In special cases, the time
of the drill may be rescheduled so as not to disrupt critical/necessary activities.
When fire alarms are activated, UWPD contacts the Madison Fire Department and
CARS. CARS immediately dispatches the Electric Shop to the site. The building must
be evacuated, and is under the control of the Fire Department until reentry is
authorized. Physical Plant cannot reset alarms or be in the building until cleared by the
Fire Department.
Power outages should be reported to CARS who will dispatch the Electric Shop service
truck. To prevent damage to breakers, panels or electrical devices, FMs should contact
CARS rather than attempting to reset circuit breakers.
Occupant Emergency Plans
UWPDs Emergency Management Unit and EH&S work with FMs to create an
Occupant Emergency Plan that is specific for each building. The purpose of the plan is
to create a healthy and safe environment for facility attendees, visitors and staff in a
coordinated response for all emergencies. This is an All Hazards plan, which provides
staff with the direction necessary to respond to any incident, some of which are natural
disasters, bomb threats and power outages.
This plan augments and adds building-specific information and procedures that are
NOT available in the UW-Madisons Emergency Procedures Guide (flip guide pictured
below on left), which are located in numerous offices throughout campus. FMs should
be very familiar with the content of the Emergency Procedures Guide and
continuously be encouraging building occupants to have a guide available and to
periodically review it. Additional guides are available from EH&S or from UWPDs
Emergency Management Unit.
Other functions of Occupant Emergency Plans:
Provide particulars regarding what steps should be taken in the event of an
emergency

Facility Managers Handbook

 Identify specific routes of entry into and exit from the facility in response to
emergencies
Clearly designate assembly areas and shelter facilities where building occupants
can gather to be accounted for.
Ensure that the appropriate facility staff and university departments are notified.

FMs should distribute information on evacuation procedures per the buildings Occupant
Emergency Response Plan. This includes posting Emergency Response Guide posters
throughout the building (see Guide above on right). These are available free by
contacting EH&S. EH&S also works with FMs to create, mount and revise Building
Evacuation Route & Shelter Areas posters using uniform signage standards.
For further information or assistance, contact UWPDs Emergency Management Unit at
emergencymgt@mhub.uwpd.wisc.edu.
Dane County Reverse 911 Sign-Up
UW Police Department encourages all FMs, building floor captains, and badger watch
members across campus to sign up for the Dane County Reverse 911 system. This
system is used primarily for severe weather warnings; however, it is also capable of
Facility Managers Handbook

sending alerts for other types of emergencies. If you check the e-mail alert
feature/option at the bottom of the Reverse 911 sign-up form, you will receive alerts
related to severe weather and other emergencies via e-mail as well as office or cell
phone. This will automatically convert to a UWPD system for emergency alerts to the
campus community.
This system will be especially helpful for those in buildings that do not have a public
address system. The web address for additional information and the online Reverse 911
sign-up is http://www.countyofdane.com/ems/popwarn.htm#R911 or call Dane County
Emergency Management at (608)266-4330.

Facility Manager Lists, eMails & Meetings

A Facility Manager contact information database will centralize FM and emergency
contact information to be used by FP&M and UWPD. Non-sensitive information will be
used for campus-wide administrative purposes. Personal and sensitive information will
only be available by emergency related staff. Login features will allow FMs to update
their own data when needed.
Occasionally emails are sent to FMs to disseminate facility related announcements.
Attending the Facility Manager Meetings are an opportunity to hear of a broad spectrum
of campus activities. These are typically held in the spring and fall. Topics include
construction and transportation projects, custodial/maintenance updates, safety,
security, and general announcements. Keep your contact information current to ensure
getting these notices.

Floor Plans and Building Information

Due to the sensitive nature of facility related information, campus is always adjusting
procedures to optimize the balance of security with staff, student, and visitor needs.
Facility Managers are aware of concerns within their buildings and are often used as a
resource to determine what information may be distributed.
As a FM, you may request any facility data available, although it comes with the
responsibility to restrict its access both on paper and on the computer/server. A single
source web request site is being developed implementing FPM Facility Information
Distribution Guidelines. Until its availability, floor plans, space assignment information
(what department is assigned to what rooms, how the space is used) and general
information about a building (including building numbers) can be obtained from the
Space Management Office. Technical information about a building must be obtained
from Physical Plant via the CARS number.

Hazardous Materials
Every Facility Manager should have a record of all hazardous materials used in their
facilities and keep a list of lab managers or Principal Investigators responsible for the
materials. All doorways entering into an area using hazardous materials should be
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10

labeled with the appropriate hazardous material signage. Signage should indicate who
to call in the event of problems, leaks, etc. Likewise, use of hazardous material signage
should not be abused, the information these signs are meant to convey must be
respected (i.e., hazardous material signage on a refrigerator in which no hazardous
materials are stored should be removed).

Keys, Keying, and Locks

Facility Managers should have a master key and/or access card to their building, and
some are also responsible for assigning and tracking keys to all rooms. Facility
Managers are urged to keep a list of all keys handed out, and to hold individuals or
departments responsible for returning these keys when no longer needed. Some FMs
retain "key cards" per key, requiring recipients to fill out the card (name, dept., social
security number, etc.) and to sign it.
In multi-user buildings key distribution may be handled by other units for their respective
space. Here FMs should still assign building keys and retain control of utility keys. If the
FM does not hold the master key to the specific rooms assigned to other units, a contact
name and phone number of the person who holds it should be kept.
New keys can be ordered from the Physical Plant Locksmith Shop. Typically
departments are required to submit a work order and customer number for such orders,
as costs can range substantially depending on the level of security desired. Similarly, all
locksmith work must be arranged through that shop, and a customer number may be
required. It is recommended that the UWPD also get updated keys after they are
changed.

Lobby Use
The scheduled use of lobby space in academic buildings for other than official
departmental activities is the responsibility of the FM. Only University-related activities
sponsored by organizations associated with the university should be scheduled in these
spaces. See UW-Madison Facility Use Guideline G-1:
http://www.union.wisc.edu/meetings/policies/index.html.
Food Sales
Use of university facilities for food sales is permitted only for student organizations
registered with the Student Organization Office (SOO). Within buildings the student
group must obtain permission from the Facility Manager. Sales outside of buildings
must be approved by the Central Reservations Office (CRO) in the Memorial Union. If
these organizations wish to operate a temporary food stand, a permit must be obtained
from the Environmental Health Program. A permit fee is assessed to the organization.
For additional information, see UW-Madison Facility Use Guideline G-6 at
http://www.union.wisc.edu/meetings/policies/index.html.

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Literature Distribution
FMs can identify lobby space for literature distribution for university-related activities
sponsored by organizations associated with the university. Such space must be made
available to all university registered or related organizations on a consistent basis if it is
made available at all. FMs should establish guidelines for each lobby space; the
guidelines should include time, place, and manner restrictions and must be consistently
applied. It is desirable for any Facilities Use Committee to approve specific guidelines
prior to implementation.
Commercial Activities
Lobby space for commercial activities will not normally be permitted. Requests for use
of lobby space for commercial activity other that student sponsored food sales should
be referred to the Central Reservations Office.
Occasionally staff in offices will advertise craft or holiday sales for a building. Such
efforts, if conducted within the assigned space of departments, may be seen as a "gray
area"; they are technically not permitted. Some FMs have attempted to control the
posting of notices, or to keep such activities limited to space internal to a given
department or unit.

Lost and Found:

Each building should keep and maintain its own Lost and Found (L&F). Documentation
of items brought to the L&F should also be kept. Items of value should be kept in a
secure location. The location of the L&F should be posted in public view to aid staff and
students in its use. The Campus wide L&F should also be utilized when appropriate. To
view the L&F for campus, log into My UW, and click on the Services tab. Placement of
the Lost & Found section will be determined by your personal layout choices.
Items should not be automatically turned over to Police Department when brought to
your location. All avenues to locate an owner must be exhausted prior to contacting the
UWPD. Items kept at your location over two weeks will not be accepted. Only items of
value should be turned over to the UWPD. For a list of items of value see the UWPDs
Lost and Found Policy and Procedures. UWPD Security Officers will not let person into
the buildings lost and found area.
For detailed instructions on how to locate an owner of a lost item
(cell phones/wallets/palm pilots/etc.) and how to use the Campus wide L&F, contact the
UWPD for a copy of the Lost and Found Policy and Procedures.

Maintenance
Facility Managers typically are involved or notified of all building maintenance work
conducted in the public part of their building. In many cases they are also notified of
other maintenance or remodeling work scheduled. It is always desirable to be aware of
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12

such activities, and a FM should insist on being given some notice before work can
proceed. This is particularly important where dust, fumes, noise, exiting restrictions, or
utility interruptions may impact other building users.
Physical Plant staff work to notify their customers (departments) and Facility Managers
of pending projects, and they try to schedule disruptive or noisy activities around
instructional or other primary building use times. However, not all work on campus is
done by Physical Plant, and sometimes communications breakdowns occur. FMs
should relay their concern over such issues to the Physical Plant CARS number.

Moves
Moves can be disruptive, tie up elevators and restrict hallway or exit traffic. Facility
Managers can assist in coordinating the timing of such efforts, especially for large
moves.
Elevators: Elevators can be set aside (locked) by either the building
maintenance person, or the FM. It is important to remember, though, that by
locking off elevators, you eliminate access for people with mobility disabilities.
Therefore, activities should be coordinated with your movers to allow use of the
elevators for this type of access.
Parking: Temporary parking for moving vans or other vehicles generally is
permitted near exits, on sidewalks, etc., but Transportation Services (Citation
Section) should be notified.
Relocation Services:
o The Space Management Office also provides relocation planning and
coordination support to campus units. This may offer advice, reference
materials, project management, and arranging move vendor services,
bids, and scheduling.
o Campus Services can assist with smaller moves.
US Mail: Departments who move must notify the US Post Office of their new
address or their mail will inevitably be delivered late. Mail that is incorrectly
addressed that is continually returned to the UW mail room will be returned to the
sender.
UW Directory: Electronic Departmental Directory listing changes should also be
made by the department administrator when appropriate via the web. This will
also make updates to the campus map and building web pages.

Newspapers in Buildings
Concerns or problems relating to newspaper distribution in a building should be
addressed to CARS. If newspapers are distributed in a building, three conditions must
be met:
1. Newspapers must be registered with Assistant Director of Physical Plant
2. Papers must be placed in a rack.
3. Expired editions must be backhauled by the publisher.
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13

Recycling and Surplus Items

The UW-Madison operates its own recycling program, run by the Physical Plant
Department. Recycling containers are provided for all facilities serviced by Physical
Plant. Recycling Guides can be found on the web.
The Solid Waste Alternative Program (SWAP) is another resource to contact for the
removal of surplus equipment or furnishings. Unwanted or SWAP items should not be
placed in public or dock areas without the FMs permission.

Security
The UWPD Security division gives 24 hour coverage to all the campus buildings. After
4pm Security is responsible for accessing any problems inside the buildings and
notifying the appropriate people, i.e. building manager, lab staff or tradespersons.
UWPD Security responds to all calls at buildings and provides access, helps with
locating problems, and provides information for responding police, fire department,
EH&S, etc. Security Officers spend much of their time actively checking the exterior of
buildings for faulty lighting, broken windows, open or unlocked doors, and mechanical
problems. They often discover problems early-on, and initiate the repair process,
potentially saving thousands of dollars in costly damage. They also patrol the interior of
campus buildings identifying various security and safety discrepancies. Security officers
are responsible for ensuring campus emergency telephones, inside the buildings and
elevators, are working properly.
Building entrances are locked and unlocked by either Police and Security, departmental
staff, custodial staff, automatic locking mechanisms, or a combination of these. Building
hours are set by the FM, in consultation with building users, and hours may vary
throughout the year. In classroom and laboratory buildings exceptions to the set hours
may also be scheduled on an event basis by the Office of the Registrar. Registrar staff
will then notify UWPD of these exceptions. Events scheduled by people other than the
building manager are required to have approval from the building managers.
Additionally, the UWPD must receive notice from the building manager either by fax or
email.
After hour traffic in a building is restricted to staff permanently assigned to the building
and, generally, professional UW Staff with ID cards. A UW ID card is required for all
people inside the buildings and for buildings with access control a person using the
building after-hours should have a valid access card. Most buildings are posted with
business hours signs (available from UWPD) which restrict access for non-UW
persons.
Thefts should not only be reported to the UWPD, but also to the Facility Manager.
Occasionally, FMs may find it advantageous to form a Badger Watch or Security
Committee to bring occupants together to discuss security issues and concerns.

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14

Mechanical areas, utility rooms, telephone closets, and breaker boxes should be
protected. These areas of a building are the most vulnerable and often overlooked. FMs
should survey these areas and be familiar with their location and the parts of the
building connected/served by respective boxes, telephone closets, or HVAC systems.

Vending Machines
Purchasing Services, under the direction of the Chancellor, bids an exclusive contract
for the provision of vended products in University buildings and property. This contract
is administered by the Wisconsin Union. The campus demands strict provisions from
the contractor, and a service phone number is posted on each vending machine. FMs
should call this number. All problem calls are logged by the vending contractor, and a
monthly summary is provided to the campus. Routing all service requests to this
number makes it possible for the vendor and the campus to evaluate overall service
quality and identify problem sites. Please do not directly contact service personnel.
If a problem persists, is not addressed in a timely manner, or for any reason users are
dissatisfied with service, please call the UW-Madison Contract Administrator at the
Wisconsin Union. Similarly, requests for alternate pieces of vending equipment,
relocation of vending site, etc., should be coordinated with the Contract Administrator.

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15

Campus Service Units

The following is a brief description of campus service units with which FMs most
frequently interact. The unit descriptions focus on activities pertinent to FMs, and are
not meant to be complete discussions of all services provided by and for the Campus.

Division of Information Technology (DoIT)

The Division of Information Technology (DoIT) provides a wide range of services to the
campus. DoIT's primary role is to provide computing and telecommunications support
ranging from providing and maintaining the campus' computing backbone to
coordinating the campus' telephone services.
Each building or unit's computing network may be managed independently from DoIT or
contracted with DoIT for services, though DoIT is responsible for the basic infrastructure
for the campus' networks. A FM should be familiar with who provides service to their
facility and any departmental network(s), and where the various components of those
systems are located.
DoIT Telecommunications is responsible for coordinating phone service for the campus.
The addition of phone lines or services (voice mail, call forwarding, etc.) to those lines
and relocating phone services is handled by DoIT in cooperation with various outside
contractors and DoIT's own technical staff. Physical Plant Electric Shop and DoIT work
cooperatively to ensure each line is included in the 911 system.

UW- Madison Police Department (UWPD)

Access Control
The University Police, working with their partners at Facilities Planning & Management
(FP&M), Division of State Facilities (DSF), the UW Physical Plant, and AIMS Computer
Support, have implemented a system of building access control at approximately 100
campus facilities.
The campus uses a standardized access control system, produced by Andover
Controls. The system can be designed to fit the security level, and personnel needs of
the facility. It can be as simple as a single door system, or control a facility as large as
the new Microbial Sciences Building.
Access control systems allow the building manager to lock and unlock facility doors on
schedule. Using Wiscard, faculty/staff and student access rights can also be controlled
by schedule and area. If somebody loses their Wiscard, it can be disabled. There is no
need to do expensive lock-core changes if somebody loses their keys!
Access control project management resides with the University Police beginning with
the design phase on new or existing buildings or work areas, to the completion of the
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entire access control project. In most cases, the on-going responsibility for the system
will remain with the department or unit that requested it.
If you would like more information about equipping your facility with access control,
please contact the UW Police Department with a brief description of the specifics of
your need(s) at 265-3279 or email us at access@mhub.uwpd.wisc.edu. They will be
happy to assist you as soon as possible.
Badger Watch
Badger Watch is the crime prevention program for the UW-Madison Campus. Its a
collaborative effort between the community and the UWPD to help make the community
a safer place. Modeled after existing neighborhood watch programs, Badger Watch
relies on volunteers becoming the "extra eyes and ears" of the UWPD. There are over
1,400 volunteers in the program. Becoming a volunteer is easy and only involves
attending the initial one hour safety awareness training with no further commitments
required. The benefits include becoming a smarter/safer community member, direct
access to the UWPD, and the opportunity to attend additional training throughout the
year. Please contact the community officer for your area if you are interested in Badger
Watch for your building.
Emergency Management
The Emergency Management Unit, established in 2004 in large part to manage
Homeland Security terrorism prevention programs for the UW-Madison campus and
several of the UW System schools, has rapidly expanded into other areas of emergency
preparedness. The unit coordinates various university and community entities to ensure
that the UW-Madison students, faculty, staff, visitors and the community are prepared to
respond to emergencies, recover from them, and mitigate against their
impacts. Emergency Management also works closely with several of our campus
partners to develop and implement UW-Madisons crisis communication plan.
Through deliberate planning, preparing, and training, UW-Madison can greatly minimize
losses from a crisis or disaster. When an emergency occurs, the Emergency
Operations Center (EOC) would be activated. During the activation, key university
leadership would meet together to facilitate sheltering of evacuees, search and rescue,
law enforcement, debris removal, and to provide needed resources.
The Emergency Management Unit is also responsible for developing and maintaining
the campus-wide University Response Plan (URP), facilitating the completion of
Occupant Emergency Plans (OEP) for each facility on campus, and coordinating
Continuity of Operations Planning (COOP) for all UW System schools.
Think about how you would respond to different critical incidents and have game plans
in mind; every second may count. Awareness and prevention is everyones
responsibility.

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For further information or assistance, contact the Emergency Management Unit at

emergencymgt@mhub.uwpd.wisc.edu
General Information
UW- Madison Police Department provides both law enforcement and security services.
The UWPD responds to all calls initiated from campus buildings and grounds, via the
University's enhanced 9-1-1 system. UWPD is responsible for all aspects of building
and grounds security. The Police Department secures many of the campus buildings
per designated hours for a respective building. Therefore, they needs to be notified of
any change in building hours.
In addition to providing direct law enforcement, UWPD has staff available to present
crime prevention and personal safety workshops. Staff can help FM's by evaluating
facilities, and providing surveys to recommend physical security improvements. The
Crime Prevention Office must always be consulted prior to the addition or revamping of
any intrusion or panic alarm installation.

Facilities Planning and Management (FP&M)

FP&M is composed of a number of departments dedicated to the support of campus
facilities and infrastructure. Brief overviews are provided below, with greater detail
provided for those departments which are most frequently contacted by a FM. Physical
Plant is also housed within the Division of Facilities Planning and Management, but for
organizational purposes of this document has been placed separately.
Business and Staff Services (BASS)
Provides administrative support for FP&M. FM may need to work with the financial
services within this unit regarding billing, accounting or fund/expense transfer issues.
Campus Planning & Development
The Capital Budget Administration works with schools, colleges and divisions to identify
physical planning needs and coordinates development of the University's Capital
Building Program and Six Year Capital Facilities Plan.
Major Projects is responsible for assisting in developing major and renovation projects,
building additions and new building projects for inclusion in the Capital Building
program; coordinating campus efforts during the design of building projects; overseeing
infrastructure development.
Campus Planning & Landscape Architecture
Planning assists with capital budgeting, site, infrastructure and planning/landscape
processes; manages campus real estate transactions, assists with facility related ADA
issues and is developing a campus electronic mapping system.
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Environment Health & Safety (EH&S)

Major areas of Environment Health & Safety (EH&S) effort include radiation safety,
chemical safety, biological safety, boating and swimming safety on Lake Mendota,
hazardous waste management, fire safety, measurement and mitigation of
environmental hazards, occupational health and related areas. EH&S also actively
supports compliance with federal, state and local regulations.
Direct services include surveys of laboratories and specialized ventilation systems,
collection and management of chemical and radioactive waste, asbestos abatement,
fire extinguisher services, water rescue, lake weather warning services and a variety of
training opportunities.
Biological Safety
The Biological Safety Office provides expertise and surveys related to biological safety
and recombinant DNA. The head of Biological Safety is the University Biological Safety
Officer under the recombinant DNA guidelines. The Biological Safety group is involved
with issues of biological containment related to animal care and biomedical waste
management.
Chemical and Environmental Safety
Chemical and Environmental Safety promotes the safe use of chemicals and
management of chemical wastes. The group manages the United States Environmental
Protection Agency permits for the chemical waste facilities and participates in
hazardous materials emergency response planning at the campus, city and county
level. The group informs and advises the campus concerning environmental reports and
maintains a reference base of chemical safety information for the campus. The group
also manages environmental impact assessments and most environmental permits.
General Safety
General Safety deals with issues of fire safety, airborne toxic materials, indoor air
quality, mechanical hazards and safety promotion. The group provides asbestos
abatement services to the campus using staff and contractors. Fire safety staff install
and maintain fire extinguishers and suppression systems and train the campus
community in their use. They maintain a close relationship with inspectors of the
Madison Fire Department and advise building managers regarding compliance with
safety codes. Other activities of the group include review of construction and remodeling
plans, evacuation drills, accident investigation and laboratory surveillance.
Lake Safety
The Lake Safety group provides lake condition information, weather information and
boat rescue services on Lake Mendota from April through October. During the summer,
the group provides lifeguards for the four University swimming beaches. In winter, the
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permanent staff assist the General Safety group with the annual laboratory ventilation
survey.
Occupational Health
The Occupational Health program supports the needs of animal care workers, bloodborne pathogen users and other medical-related issues on campus. This new program
is actively coordinated with the Occupational Health Committee.
Radiation Safety
The head of Radiation Safety is also the University Radiation Safety Officer. The group
maintains the Nuclear Regulatory Commission licenses and works with the University
Radiation Safety Committee. Radiation Safety operates a Central Ordering, Receiving
and Distribution (CORD) service for radioactive materials.
Physical Plant
For organizational and practical reasons, Physical Plant activities are divided between
Shops & Programs and Operations. These areas are discussed below
Shops and Programs
Prior approval from Physical Plant is required for any work, including acquisition and
installation of equipment which impacts the structural, mechanical, electrical or security
system of a campus building. This approval is required to ensure that the proposed
work is a feasible project which complies with campus standards and state codes, and
that the existing systems can support any new equipment or remodeling. Construction
and maintenance work must be completed by skilled tradespeople. FMs should not
perform construction work, or hire contractors for this work. The Physical Plant includes
architectural, interior, and engineering design services as well as skilled trades capable
of a variety of maintenance and remodeling work.
Following is a brief overview of the shops, however this is not meant as a detailed
description of all the shop capabilities. Because requests are often complex and require
the services of a number of shops, it is requested that customers contact the Central
Answering and Response Service (CARS) to initiate work.
CARS - Central Answering and Response Service
CARS is the input center for all work requests, averaging 3700 average per month (174
average per working day). Emergency work is dispatched immediately. All service
requests are entered in the computerized work order system for the appropriate shop(s)
to retrieve. CARS will need your name, your telephone number, the building and
location along with a description of the problem. If the service is something your
department pays for, include you Physical Plant Cost Center.

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Request services by going to our Physical Plant Portal at https://physicalplant.wisc.edu/.

Use your UW NetID and Password to login. The Portal offer s many benefits including
pre populating your information into the appropriate fields and making searches for your
requests a single button click for retrieval. CARS also accepts requests by phone,
Email, FAX, or in person.
PAC - Project Administration Center
The Project Administration Center coordinates remodeling projects for campus
customers. The project administrators meet with campus customers to assess project
requests and determine the proper method for implementing the project. Following
approval of a service agreement, PAC will assign the necessary design resources to
work with the customer in developing construction plans. PAC manages the
bidding/estimating phase, develops the budget and, upon customer approval, schedules
the project for construction. Physical Plant has delegated authority to bid and award
construction projects to contractors if the cost is less than $40,000. Construction
contracts exceeding this amount are bid and administered through the Wisconsin
Department of Administration, Division of State Facilities. PAC can provide guidance on
contracting procedures. To initiate a remodeling request, complete the intake form.
Architectural Services
This section is responsible for design and production of construction documents for
campus remodeling projects. A design fee in the form of a percentage of the
construction budget is assessed to cover these services. Architects and designers are
also available to provide programming assistance, develop preliminary designs, and
address code issues by contacting the Project Administration Center.
Car Fleet
Car Fleet rents out vehicles on a per day charge basis by reservation. Departments
may rent for business use - call 262-1307 for details or visit
www.physicalplant.wisc.edu. Three quarter ton pickups are available for towing and a
large variety of other vehicle types are also available.
Carpenter Shop
Woodworking, both maintenance and remodeling work completed in campus buildings
and custom casework constructed in the shop, forms the core service of this shop.
However, this shop also installs metal products such as door and window frames and
has certified asbestos abatement workers for the removal of small amounts of asbestos
floor tile, insulation etc. In addition, construction and maintenance of brick, stone, block
walls, walks, patios and structural supports are provided by masons in the Carpenter
Shop.
They also install banners on the exterior after they are approved. See Banner request:
http://www.union.wisc.edu/meetings/policies/index.html See G-7
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Electric Shop
The electric shop is responsible for the distribution of electrical power to every building
on campus. High voltage electricity is purchased from MG&E or generated by a UW
power plant. It is distributed by 10 campus substations or switching facilities that supply
campus with electrical power. All fire alarms, class bells and building clocks are the
responsibility of this shop, as are generators, substations, high voltage, elevators, and
exterior lighting systems. Remodeling work, installation of telephone lines etc. are
completed for departments on a charge back basis.
The electric shop is also responsible for installation and maintenance of access control
and security systems (including card readers, cameras, recording devices and intrusion
panels). The facilities Automation and Energy Management Group is also part of the
Electric Shop and is responsible for the installation, maintenance and operation of
Direct Digital Controls (DDC) for building HVAC equipment and campus utilities.
Electricians and DDC Steamfitters are assigned to specific areas or specialties on
campus.
Engineering Services
Mechanical and electrical engineers support maintenance and remodeling work on
campus, as well as providing technical expertise and oversight on major projects. They
are responsible for investigating and trouble shooting problems on site, design and
production of construction drawings, preparation and review of equipment
specifications. As with Architectural Services, a design fee is assessed to projects to
cover these services. FP&M also has civil engineering expertise to address structural
issues, load limits etc. These services are available through the Project Administration
Center.
Garage
The Service Garage is responsible for servicing and maintaining approximately 750
campus vehicles. If a department has official state vehicles, Vehicle Services will, on
request, provide routine servicing, tune ups and will repair and/or replace damaged or
worn out parts. There is a cost for these services that is competitive with any
commercial repair service facility. If Vehicle Services does not have the capability to
repair a vehicle, arrangements will be made to contract the work to a qualified service
facility.
Road service is also available for emergencies or breakdowns of LJW vehicles in the
Madison area.
Locksmith Shop
Installation of new locks, repairing, re-keying and upgrading locks, changing lock
functions and cutting new or replacement keys are the primary functions of this shop.

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New electronic lock systems, programmable key access systems, or digital access
systems, can also be installed and maintained by the Lock Shop.
Machine Shop
This shop includes mechanicians, instrument makers and welders capable of repairing
and fabricating parts for equipment using a variety of materials (aluminum, steel,
Plexiglas, fiberglass, wood, etc.). In addition to providing valuable support services for
the other Physical Plant shops, the Machine Shop can design, fabricate or repair
specialized equipment for departments and research laboratories on a chargeback
basis.
Maintenance Mechanics
Maintenance mechanics conduct routine preventive maintenance on mechanical
equipment. To provide appropriate coverage, the mechanics are assigned to one of six
campus zones, with each team of mechanics covering about 22 buildings. The
maintenance mechanics are the first line troubleshooters for building systems. Because
of their familiarity with specific buildings, maintenance mechanics play an important role
in planned maintenance and assist shops or contractors in larger projects.
Paint Shop
The paint shop offers a variety of services beyond painting of interior and exterior
surfaces for maintenance or remodeling projects. Painted and engraved signs and
plaques can be designed and fabricated by this shop. Glass replacement, installation
and maintenance of window blinds, shades, projection screens, installation of wall
coverings and interior & exterior graffiti removal are among their services. Plasterers
(plaster walls, ceilings ornamental work), tile setter (ceramic, quarry tile on walls, floors,
ceilings, repair of terrazzo floors, application of special coatings such as seamless
epoxies) and facility repair are also provided by the Paint Shop.
Plumbing
Maintenance of the campus' underground water and sewer utilities is the main concern
of the plumbing shop. Maintenance of fire sprinklers, lift stations, exterior pumps,
restrooms, and drinking fountains falls to this shop. Expertise is also available for
installation and maintenance of water filters, softeners, reverse osmosis systems,
distillation and deionization systems on a chargeback basis.
Sheetmetal Shop
The Sheetmetal Shop maintains building components (roofs, gutters, downspouts,
flashings) as well as fabricating heating and ventilating ductwork. This shop specializes
in all types of specialty stainless steel and galvanized metal fabrication. Air balancers
provide measurement and analysis of air handling systems and exhaust systems

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(including wet laboratory fume hoods). Air balancers provide measurement and analysis
of air handling systems and exhaust systems (including wet laboratory fume hoods).
Steamfitters Shop
Steamfitters service heating, ventilating, air conditioning (HVAC) and refrigeration
systems/equipment. This includes buildings connected to the central steam distribution
system (which provides heat), the chilled water systems (air conditioning) as well as
stand alone units. In addition to this maintenance work the shop maintains and installs
department owned equipment (package and window air conditioners, autoclaves,
refrigeration and freezers, cold rooms, growth chambers, etc.) on a charge back basis.
Operations
The Operations section of Physical Plant is comprised of Campus Services, Custodial
Services, and Environmental Services. These are briefly discussed below.
Campus Services
Campus Mail

Next day delivery of Campus Mail is the targeted standard. The time for delivery is from
pick up at your mail room or loading dock to the mail room or loading dock at its
destination. Campus Mail is picked up and delivered twice daily in the buildings with the
greatest volume. Please note that Inter-Departmental mail (i.e. to other state agencies)
may take longer. See the link for Campus Mail Delivery Schedule:
https://www2.fpm.wisc.edu/ppnew/services/delmov/mailschedule.htm
Box Delivery

For packages too large to send via Campus Mail or those in need of special handling
(time critical or confidential), a call to the Truck Service Dispatcher will get a truck
dispatched to a building for pick-up. If time is of the essence, the dispatcher should be
notified when making the call. The pick-up location and destination, including room
numbers, should be specified. Dock to dock deliveries are free for less than five boxes
unless special handling is required due to the size or complexity of the delivery. Room
to room and time critical deliveries (special runs) will incur a charge.
US Mail

The US Postal Service will not deliver mail that does not have a proper street address.
As a result, Campus Services handles an average of 5,000 pieces of US mail each day.
Redirecting misaddressed mail is time consuming and creates delays in the delivery
process. Occupants of buildings are urged to provide correct mailing addresses to their
vendors, and customers. To be deliverable by the US Postal Service, an address must
include street number, street name, city, state, and ZIP code.
Moving

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Campus Services maintains a crew that, among other things, will move furniture and
office equipment. The moving crew is equipped to handle building to building or room to
room moves within a building. There will be a charge for this service.
https://www2.fpm.wisc.edu/ppnew/services/delmov/index.htm
Window Washing

With the number of buildings and the limited number of labor specialists to dedicate to
window washing, crews get around the campus only once every seven to ten years.
Special needs should be communicated and every effort will be made to accommodate
the request. There will be a charge for special requests when overtime is involved.
https://www2.fpm.wisc.edu/ppnew/services/other/other.htm
Table, Chair and Staging Rental

Short term rental of chairs, tables and staging can be arranged through Campus
Services. This service is provided at a fee.
https://www2.fpm.wisc.edu/ppnew/services/delmov/table_chairs.htm
Some things to know about Campus Services

In general, services provided by Campus Services which are "above and beyond the
call of duty" may result in a charge for labor and or the use of equipment. Departments
or organizations requesting services or desiring to use chairs, tables and/or staging will
be charged for the equipment rental and the cost of delivery and setup.
The demand on trucks and drivers is greatest between the hours of 7:30 to 9:00 AM
and 3:00 to 4:30 PM. A prompt response to requests for courier services and other
pickup or deliveries is most likely during hours other than those stated above.
Resources (trucks and drivers) are limited, so it is impossible to guarantee a truck will
be available to respond within any specified time. However, every effort is made to
respond as quickly and as efficiently as possible.
Custodial Services
Custodial Services crews clean virtually all Madison Campus buildings. Individual crews
are assigned to specific zones and buildings, and each building is assigned to a
custodian or a supervisor to contact for special requests or issues.
https://www2.fpm.wisc.edu/ppnew/services/custodial/index.htm
The priority for cleaning by Custodial Services in each building is:
Highest Priority:
Snow Removal (if required)
All Rest rooms
Main entries, lobbies, and "first impression" areas
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 Classrooms
Laboratories Main hallways and stairways
Public offices
Secondary Priority:
Private offices
Remote hallways and stairways
Student study areas
See website for Custodial Standards;
https://www2.fpm.wisc.edu/ppnew/services/custodial/standards.htm
Floors are stripped and waxed as needed. Generally, this will be done during
semester break periods. The frequency of this service depends on availability of
personnel and the condition of the floor surface.
Offices should be vacuumed or damp mopped on an average of once each
week. The frequency will vary as the condition (cleanliness) of the room dictates.
Computers, papers on desks and personal items will not be moved in order to
dust or wash a surface.
Laboratory work surfaces will not be touched unless special arrangements are
made by the person responsible for the laboratory. Floors will be wet mopped
and cleaned as required.
Hallways will be swept, dusted or vacuumed on a daily basis.
Waste and recycling baskets will be emptied in accordance with the schedule
established for a building.
Things to know about Custodial Services

When the snow falls, many of the custodians in buildings spend much of their shift
shoveling snow. This is done in addition to their normal cleaning duties. There is a
perpetual shortage of custodial personnel. The priorities listed in the above section
'indicate the level of service and cleanliness custodians strive to attain. On rare
occasion, a floor may not get swept or a waste basket may not get emptied on
schedule. When needs are not being met, or the custodial service is inadequate,
contact CARS or via email at "FP&M Custodial Services".
Custodians are split into three shifts. With a few exceptions, each building is assigned
either a second shift (5:00 PM to 1:30 AM) or a third shift (10:30 PM to 7:00 AM) crew.
Only a small contingent of custodians is assigned to the day crew. They are available to
respond to emergencies and to clean in buildings with special needs.
On an average day, there are approximately 330 custodians available to clean 165
buildings on campus.
The custodial supervisor in charge of the crew responsible for cleaning a building is on
the campus email system and has voice mail to leave a message. Please see the
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website for your current Custodial Supervisor.

https://www2.fpm.wisc.edu/ppnew/services/custodial/calllist.htm
If you have unusual requests call the Day Custodial Supervisor at 263-3082.
https://www2.fpm.wisc.edu/ppnew/services/custodial/contacts.htm
Environmental Services
Grounds
Grounds is responsible for maintaining trees, flowers, shrubs and grass on campus.
This group is also responsible for streets, sidewalks, and parking lot maintenance.
Grounds also has the responsibility for removing snow from campus streets, sidewalks
and parking lots. Special care is given to parking spaces and routes for the disabled. If a
problem should occur where an accessible space has not been cleared or safe passage
has been blocked, please contact CARS and a vehicle will be dispatched to correct the
problem.
Environmental Management
Waste and Recycling

FP&M has an aggressive recycling program and this is the only campus in the UW
System which has its own waste and recycling pick up and removal service. Building
occupants are responsible for segregating the following items/streams: office paper (in
office recycle bin), trash (in office trash container),
newspapers/magazines/catalogs/cardboard (in hallway Mixed Paper container),
Glass/Plastic/Aluminum (in hallway Glass/Plastic/Aluminum container). Custodial
department personnel will remove waste and recyclable materials from rooms and set
them out for pickup.
Only clean office paper should be place in your deskside recycling bin.
Mixed paper in hallway includes newspapers, magazines, catalogs, and heavy
and light cardboard.
The goal of the UW - Madison recycling program is to reduce the amount of material
that ends up in the county landfills. SWAP (Solid Waste Alternative Programs) is a
program that promotes this goal by finding users for items that might otherwise be
relegated to the trash pile. If there are items that have outlived their usefulness, but are
still usable, call SWAP. They will pick up items and market them as an alternative to
them entering the waste stream. Ask about other waste alternatives
Pest Control

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The campus has one pest Control expert/ exterminator. If a building has problems with
insects, animals or birds, contact CARS and he will be dispatched to deal with the
problem.
Power Plants
Physical Plant operates and maintains two power plants, Charter Street Heating Plant
and Walnut Street Heating Plant. These supply steam via an underground tunnel
system to provide heat and hot water for buildings. From April through October the
plants produce chilled water for air conditioning of many campus buildings. The Power
Plants are staffed continually, 24 hours per day, 365 days a year. Facility Managers
contact for any power, heating or cooling problems should be through CARS, not
directly to the Power Plant.
There is the possibility during particularly hot summers that Physical Plant will request
that facility managers undertake energy conserving measures (turning off lights and
computers) in order to reduce the cooling and electrical loads. In times of crises a
systematic shut down of chilled water to buildings may be necessary. This is normally
initiated in partnership with the utility power companies whose priority also includes
maintenance of residential air conditioning. On campus, the top priorities for maintaining
air conditioning are health care facilities, animal care buildings and related research
facilities. Office and classroom buildings may be shut down in order to continue to cool
these buildings. This procedure is called load shedding and although not a common
occurrence, is a possibility.
Facility Projects
Maintenance
Facility Managers do not have discreet budgets for accomplishing maintenance.
Maintenance of the building envelope is funded by Physical Plant or if related to
programmatic needs (specialized research equipment, etc.) by specific departments.
FMs must be able to distinguish between building needs, and needs generated by
departments housed in those buildings. Questions about specific problems may be
directed to CARS for clarification.
The Physical Plant (PP) receives funding from the state to cover labor and material
costs for routine maintenance on campus. Types of work include maintenance of the
major distribution networks which run to the building (chilled water, electrical, steam,
water, sewer), maintenance and minor repair of sidewalks, steps and streets,
maintenance of building exteriors (roofs, gutters, downspouts, windows, walls),
maintenance of mechanical systems which are not proprietary to specific departments
or research efforts, and routine maintenance of building interiors (cleaning, painting,
etc.).
More extensive repairs are identified in periodic building inspections and advanced for
consideration of state funding. Roof replacement, building tuck-pointing, replacement of
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mechanical equipment, removal of asbestos from the service tunnels, resurfacing of

roads, are examples of the types of work submitted for funding. In these 'instances UW
Madison projects compete with projects from all other state agencies.
Maintenance needs far outweigh the level of funding. A number of programs have been
instituted to address what is estimated as a Deferred Maintenance backlog of $250
million. Descriptions of two such programs, CARE and CURB, follow.
Comprehensive Assessment and Refurbishing of Equipment (CARE) Program
The Comprehensive Assessment and Refurbishment of Equipment (CARE) program
was established to address deferred maintenance on campus, focusing on mechanical
equipment. The program is designed to bring building mechanical systems to a
'desirable' condition and maintain that level. The strategy for implementing this program
has been to address buildings that historically require day-to day attention from PP
shops. Following an analysis of the building mechanical systems (equipment condition
and performance), a plan is developed to correct existing problems. Once corrective
action is complete preventive maintenance programs are established to maintain the
equipment at the intended level.
Concentrated Upgrade and Repair of Buildings (CURB) Program
The Concentrated Upgrade and Repair of Buildings Program (CURB) is designed to
focus the efforts of a maintenance team to upgrade an entire building to a desired level
of utility, efficiency, and aesthetics. Once a building is brought to the accepted standard,
preventive maintenance procedures are *instituted to maintain the desired level.
Departmentally Funded Maintenance
Physical Plant funding addresses the maintenance issues of facilities. Maintenance
requirements that are specific to department programs must be funded by specific
departments. Maintenance of departmentally owned equipment, research equipment
etc., is the responsibility of the department. To initiate this work, contact CARS and
supply a description of the work as well as a requisition number.
Improvement Projects
Classroom Remodeling
The condition of General Assignment Classrooms is assessed annually by Space
Management staff. During this assessment maintenance needs are identified and
prioritized for Physical Plant. In addition to this basic maintenance effort, a yearly
allocation is made by the Space Remodeling and Policies Committee (SRPC) for the
remodeling of classrooms. This program is administered by the Space Management
Office.

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Departmental
Projects that are required to support program needs are funded by specific
departments. Funding for these projects may be requested through the Lab
Modernization program and the SRPC 10 1 and 150 funding exercises. Funds are
limited however, and the majority of improvement projects are funded by campus
departments, schools and colleges. Requests to initiate such projects may be made
through the Project Administration Center.
Funds 101 and 150
The Space and Remodeling Policies Committee (SRPC) administers two funding
exercises annually: Fund 101 which addresses instructional needs and Fund 150 for
projects with a direct relationship to federally supported research. Both funds include an
All Campus Contingency Category which may be used for projects to correct health,
safety and environment hazards or to improve access to facilities. Generally the project
cost on this work may not exceed $5000. In addition, small improvement projects may
be funded when the cost does not exceed $5000.
Facilities Planning and Management is authorized by the SRPC to allocate funding for
the contingency projects. Contact the Project Administration Center to request an
assessment of the project request.
GA Classroom Modernization
The Classroom Modernization Program provides the campus with funds to improve the
instructional climate in the General Assignment classrooms by providing support
technology for learning. A typical project would include the installation of audio, video
and display systems. A comprehensive approach should be taken for each classroom
and remodeling costs may not exceed $30,000 without the approval of System
Administration. Project proposals are sent to Deans/Directors *in January with
responses due in March, and awards announced in June. This program is administered
by Space Management Office.
Instructional Laboratory Modernization Program
The Program focuses on upgrading equipment and space in instructional laboratories
and may address only equipment/supplies purchase or a combination of equipment
purchase and remodeling. Remodeling costs may not exceed $30,000 without approval
of UW - System Administration. Instructions for submitting project proposals are sent to
deans/directors by Budget Planning and Analysis in December with proposals due in
March and announcement of awards in June.
Remodeling and Minor Construction
Single Trade work may be initiated by submitting a work order request on the Physical
Plant website or by calling CARS. Typical examples of this type of work might be
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installation of a bookcase, painting a room, fabricating a replacement part for

equipment.
Procedure:
1. Customer calls CARS, providing the following information:
2. Description of work
3. Building Name and Building Number
4. Room numbers - location of work
5. Contact name
6. Phone number
7. Funding string or B-number
8. CARS prepares a work order:
9. Work Order number is assigned
10. Work Order is entered 'into the computer and assigned to a specific shop for
assignment to craftworkers
11. Questions about the work order should be directed to CARS, referencing the
work order number
Remodeling projects generally are more complex projects that include a number of
shops and may require architectural and engineering design. Typical examples of
remodeling might be relocation of door openings, upgrade of laboratory space, and
reconfiguration of office space.
Projects with the following characteristics require PAC administration:
Modifications that affect the structural, mechanical, electrical, architectural and/or
security systems of a building
All DSF delegated construction projects
Modifications requiring architectural and/or engineering services
Change of space usage (i.e., office to lab, classroom to computer lab)
Modifications requiring significant multiple-trades coordination
Modifications that affect exit paths
Installation or removal of equipment connected to building systems
Installation or removal of walls or partitions
Special assignments, based on other criteria
To initiate a remodeling request, complete the intake form.
Space Management Office
The mission of the Space Management Office is to collect, maintain, supply and analyze
UW-Madison facility utilization information; to identify, assign and acquire space and
real property resources required for all university academic, research and administrative
programs on and off campus; and to provide and support modern learning spaces with
enhanced instructional technology.

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Classroom Planning & Management

Classroom Planning and Management is responsible for providing an appropriate
physical/instructional environment in the university's general assignment classrooms.
Staff plan and manage remodeling and maintenance projects funded by the campus
Space and Remodeling Policies Committee, the Classroom Modernization Program and
UW System's Classroom Renovation/Instructional Technology Improvements Program.
Staff also oversee the operation of the multimedia general assignment classrooms,
conduct training and orientation sessions on the use of instructional technology, provide
preventive maintenance, and troubleshoot classroom system/equipment problems.
Leasing
Leasing coordinates the activities necessary for the university to lease privately owned
space. Although authority to approve lease contracts resides with the state Department
of Administration (DOA), the Space Management staff has delegated authority from
DOA to perform lease space searches and negotiations and to facilitate communication
of this information with the respective dean's office and departments.
Space Planning & Analysis
Space Planning and Analysis maintains the UW-Madison building and space use
inventory. Staff coordinate allocations, handle requests for additional space and assist
in planning for reconfigured or new space. Other services include providing space use
statistics, customized analysis and floor plans to campus departments, relocation
planning and assistance, and the transitioning of facilities from construction to
occupancy.
Real Estate
The Space Management Office is responsible for managing UW-Madison real estate
activities including acquisitions and dispositions, appraisals, easements, environmental
assessments, legal descriptions, deeds, and gift property. Other real estate functions
include maintaining an inventory of campus land records, and assisting in strategic
planning and possible development for properties to support requirements and
objectives of the Schools and Colleges of the UW-Madison.
Relocation Planning & Coordination
The Space Management Office provides planning and coordination for
program/department physical relocation. Whether your plans involve moving a few
offices, or relocating an entire program in a different location, our staff have the
expertise, knowledge, and resources to make your move successful. Services include
relocation planning, move preparation and coordination, project management. Arranging
move vendor services, bids, and scheduling is also available.

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