The Coordinator for Space Planning, Office of the Dean, College of Arts and Sciences will schedule a Building Coordinator Training Seminar at least annually.

 

Maintenance and associated reporting for mechanical systems, plumbing, utilities, electrical systems, property conditions and damages of walls, ceilings, floors, and building automation systems.

Service requests (SRs) to University Facilities and related communications to institutional or off-campus agencies should be routed through the Office of the Dean, Attn: Coordinator for Space Planning, College of Arts and Sciences. CAS Units should not send SRs directly to FMCNotify. The CAS Office of Space and Facilities Operations will screen all SRs from Building Coordinators and then send to FMCNotify. Units will be copied on these messages. Please contact Gary Bennett for an example email SR message. Mike Doty, Gary Bennett and Brian Grabski are happy to teach you by telephone or in person concerning SR procedures.

 

Health and safety of building occupants should always be the top priority of all building coordinators.  Whenever there is concern that environmental factors are adversely affecting the ability to safely work in a building, requests should be immediately made to either Gary Bennett or Mike Doty, or both.  Examples of environmental factors include, but are not limited to flooding, mold growth, pest infestation, extreme building temperatures, strong chemical odors, chemical spills, lack of water, and water quality issues.  Gary or Mike will properly coordinate with campus units such as Environmental Health & Safety (EHS), Facilities, and/or USCPD.

In emergency situations such as active shooters or fires, Building Coordinators need to call 911 and 803-777-4215 (USCPD) before contacting Mike or Gary.

Building coordinators are used as the conduit of information between the departmental faculty and staff and the CAS Office of Space and Facilities Operations when there are cases that require keeping away from departmental buildings for any period of time.

Building Coordinators are always the first line of approval for all key requests made within their department.  They should always probably vet all key requests for safety and security.  Per Facilities Key Shop Policy, all metallic key requests much be approved and submitted by a member of the CAS Facilities team in order to be considered for processing.  CAS Facilities will determine if key requests should be approved and sent on to the Key Shop.

Building Coordinators must coordinate with CAS Facilities regarding any issues units are having with the functionality of Carolina Card Readers, and any repairs that need to be made to the readers or the doors.  All card access requests should be done through the Request Building Access (Link) form and should be initiated by the person requesting access.  Building coordinators will be able to approve or deny that request before it goes to CAS Facilities for final approval.

It is incumbent on the Building Coordianator to notify CAS Facilities of any termination or employee separation that requires removal of Carolina Card access to any CAS Building.

The Office of the Dean, College of Arts and Sciences must be able to contact building coordinators at all hours, and building coordinators must be able to respond within 2 hours of notification by land line telephone, mobile phone, email messaging, text messaging or a combination of communicative methods. The Office of the Dean, College of Arts and Sciences will periodically verify notifications capability and procedures.

4.5.1. Violent incident mitigation
The most effective way to minimize the impact of violence on campus (active shooter, explosion, use of weapons or physical force, etc.) is to reduce the impact of startlement. Surprise and shock are often key elements for those who plan to commit violent acts on campus. Therefore it is important for building coordinators to remind their faculty and staff that deliberate, proactive and iterative assessments of their situations and surroundings do more to neutralize the effects of violence and associated startlement than anything else. Reaction time matters in such instances, and even momentary paralysis in action can be costly.

Also, a future violent incident may have some similarities to the most recent episode, but in all likelihood there will be stark differences in the next. For instance locking students in classrooms could be the correct defensive measure, but there are ample scenarios that call for doing the opposite action. Installing locks on all classroom doors is not only infeasible, but it might be procedurally detrimental.

Increasing situational awareness and predictability against the unknown is a process of asking yourself this question:  What can I (we) do now?

• Do I know my surroundings?
• Do I have emergency phone numbers posted and readily available?    911 and 803-777-4215
• Have I reviewed the Carolina Alert website?   Carolina Alert
• Have I requested a Carolina Alert pamphlet for each faculty and staff member?
• Have I encouraged my unit to view the applicable safety videos?
• Do I know where emergency call boxes are located on campus?
• How will I communicate if the campus data network is inoperative?
• Have I downloaded the RAVE application on to my smart phone?
• What are the ingress and egress points throughout my building?
• Where are hide and refuge rooms (no windows, lockable door, power outlets, means of communication)?
• Have I discussed with unit leadership?
• Have I encouraged my unit to conduct periodic organizational emergency rehearsals?
• Have I scheduled myself to conduct short, periodic individual emergency rehearsals?

All change requests to space utilization and designations for operationally controlled space must be routed through the Office of the Dean, Attn: Coordinator for Space Planning, College of Arts and Sciences. This includes changes in designation (ex: changing an office to a research lab) or allocation (ex: space transfers from one department to another).

Periodically, the dean, CAS, will provide units with funding to improve the infrastructure within their allocated space. While the units have discretion and can priorities how to expend these funds, it important that they coordinate closely with the CAS Office of Space and Facilities Operations. The CAS Office of Space and Facilities Operations will support the unit to improve efficiency and procedures protocol.

Relocations planning and execution should start with the Coordinator for Space Planning, College of Arts and Sciences who will determine the scope and extent of the relocation, along with providing suggestions of vendors to use for help with relocation.
At times, the college or university will require a unit or department to relocate from their current space either on a temporary basis or permanently.  CAS Office of Space and Facilities Operations will work with the Building Coordinator and chair or director to move to another space that will fit the needs of the unit being relocated.

Custodial Services  scheduling or issues pertaining to cleanliness and appearance of the unit’s operationally assigned space within the building should be communicated with Gary Bennett.  On-going issues or systemic issues need to be documented through Gary Bennett or Mike Doty.

BACKGROUND
College of Arts and Sciences instructors are periodically confronted with classroom infrastructure problems that inhibit or prevent classes. Sometimes the problems are persistent and annoying, and in other instances, the problem is unexpected and particularly disruptive. Often classrooms are assigned based on availability, and the locations of the classrooms can be across campus and distant from an instructor’s unit main office. It is important to frequently communicate the procedures for addressing classroom deficiencies so that problems can be identified, services can be requested and progress can be tracked.

KEY INFORMATION
Each unit in the College of Arts and Sciences has a either a staff member or faculty member assigned as its building coordinator. The duties of a unit building coordinator include responding to infrastructure problems associated with classrooms regardless of the classroom’s location. In other words, if an instructor from the Department of English has a problem with a classroom within Swearingen, the English instructor should contact the building coordinator of the Department of English to report the problem. We highly encourage every instructor to have his or her unit building coordinator information entered in his or her mobile phone or written down. It is imperative that building coordinators frequently promulgate their contact information and these procedures.

COMMON CLASSROOM PROBLEMS AND RECOMMENDED PRIORITIZED ACTIONS BY INSTRUCTORS:

Audio Visual (AV) equipment is inoperative or inadequately operating:

1. Immediately call 803-777-6481 and report your problem to University Technology Services. Also check to see if there is another telephone number for University Technology Services on the instructor’s lectern.
2. Call your building coordinator and report the problem. It is important to state who you are, which building and which classroom, the problem as you understand it, the date and time, and your contact information.
3. If you cannot make positive contact with your building coordinator contact Gary Bennett, Buildings Coordinator, College of Arts and Sciences, at 803-777-8463. If you do not talk directly with Gary, please leave a voice message or you may text his phone.
4. You may also report the problem to Mike Doty, Director of Space and Facilities Operations, at 803-777-1570. Note: Your building coordinator, by procedure, knows to report the problem to Gary Bennett and Mike Doty who will report the problem to University Technology Services. We also encourage any instructor to follow a telephone report with an email report when time and situation permits.

The temperature is too cold or too hot:

1. (1) Call your building coordinator and report the problem.
2. (2) If you cannot reach your building coordinator please call Gary Bennett (803-777-8463).
3. (3) If you cannot reach Gary Bennett, please call Mike Doty (803-777-1570).

The classroom is locked:

1. (1) Call your building coordinator and report the problem.
2. (2) If you cannot reach your building coordinator please call Gary Bennett (803-777-8463).
3. (3) If you cannot reach Gary Bennett, please call Mike Doty (803-777-1570).

The classroom is missing seats or desks or is improperly configured:

1. (1) Call your building coordinator and report the problem.
2. (2) If you cannot reach your building coordinator please call Gary Bennett (803-777-8463).
3. (3) If you cannot reach Gary Bennett, please call Mike Doty (803-777-1570).

The classroom has damages or damaged furniture or equipment:

1. (1) Call your building coordinator and report the problem.
2. (2) If you cannot reach your building coordinator please call Gary Bennett (803-777-8463).
3. (3) If you cannot reach Gary Bennett, please call Mike Doty (803-777-1570).

The classroom is dirty and requires custodial attention:

1. (1) Call your building coordinator and report the problem.
2. (2) If you cannot reach your building coordinator please call Gary Bennett (803-777-8463).
3. (3) If you cannot reach Gary Bennett, please call Mike Doty (803-777-1570).