Policy #82 - FACILITY COORDINATORS

Facility Coordinators

RESPONSIBILITIES AND DUTIES OF BUILDING COORDINATORS

Building coordinators at Western Carolina University monitor the overall condition, operation, and use of their designated facilities; request corrective action when problems are identified; provide liaison in facility-related matters between tenant and other campus units; and work with tenants to achieve compliance with policies related to University facilities.

The Chancellor appoints building coordinators. Responsibility is assigned to the Office of Business Affairs to maintain an up-to-date roster of building coordinators and to initiate appointment of replacements when vacancies occur. Building coordinators are encouraged to offer advice and recommendations on policies related to campus facilities. Such counsel should be directed to the Vice Chancellor for Business Affairs who will periodically convene a meeting of building coordinators to review existing policies and procedures and to discuss common concerns.

Areas of responsibility for building coordinators include safety and security, maintenance and operations, and utilization of their assigned facilities. Specific duties include [but are not limited to] the following:

BUILDING SAFETY AND SECURITY

• Advise on responsible and manageable balances between needs for building access and needs for security of persons and property in the building;
• Observe and report conditions that could endanger persons or property;
• Know the operating hours of the building (s), as specified by University Policy #48, and inform others as needed;
• Monitor violations of building security, and enlist tenants' cooperation in preserving security;
• Work with the Office of Public Safety in identifying and correcting continuing security violation;
• Manage the operating and response procedures for any burglar alarm systems installed in the building;
• Be familiar with University policy for issuance and control of keys, as set forth in University Policy #13 and assist the implementation of this policy;
• Upon discovery, immediately report all occurrences of vandalism and theft of State Property in the building to the Office of Public Safety;
• Be familiar with the provisions of the University Safety and Health Program Manual, and work with the campus Safety Officer to achieve and maintain compliance.

BUILDING MAINTENANCE AND OPERATIONS

• Monitor the physical condition of the building (s) and report any problems to the Physical Plant Department;
• Receive and refer to Physical Plant requests from tenants for alteration, renovation, maintenance and repair of the building and its components; ensure that such work is performed or contracted only by the Physical Plant Department; (Ref. University Policy #17)
• Act as liaison between tenants and Physical Plant to minimize disruption of normal activity in the building when construction or repair work is in progress;
• Assist Physical Plant in achieving compliance with energy conservation policies by reporting conditions that are wasteful of energy; (Ref. University Policy #4)
• Maintain up-to-date building directories;
• Propose facility requirements for inclusion in the five-year Plan for Physical Development of the Campus and in capital improvement budget requests.

BUILDING UTILIZATION

• Act on requests for conducting sale and solicitation activities in the building in accordance with University Policy #39.
• Ensure building access and availability of required support services for functions to be held in the building outside normal operating hours;
• Ensure that all affected campus agencies are informed when a public event is scheduled in the building.
• Establish smoking and non-smoking areas in the building, as provided in University Policy #45, and administer compliance with campus and building policies on smoking;
• Coordinate space assignments with the Office of Institutional Studies and Planning.
• Be familiar with and assist compliance with Political Events on Campus within University Policy #82.