Listed below are frequently asked questions regarding Maintenance Services.

Q: Can more than one request for different types of work be included on the same Request for Maintenance Services?
A: No.  Please send in separate work requests for each job. For example, do not include plumbing and carpentry jobs on the same request.

Q: Can routine maintenance requests be telephoned to the Maintenance Services office?
A: No.  Routine maintenance requests should be submitted through the online process by the authorized individual(s).  ** Exceptions:  facilities such as Hall Center, Spencer Bibbs, and Roy Hyatt Environmental **

Q: Does Maintenance Services handle requests for moving or delivery of furniture and/or equipment?
A: The online transfer request form should be submitted when transfering furniture or equipment from one facility site to another.  However, movement of furniture or equipment on the same campus should be handled by the facility's custodial staff.  

Q: Does Maintenance Services still handle requests for building cabinets?
A: No.  Cabinet work requests should be sent to Facilities Planning. However, requests for repair of existing cabinets should be sent to Maintenance Services.

Q: When a safety inspection has been performed at a school and deficiencies are found, should the school go ahead and report these deficiencies to Maintenance Services?
A: No.  All safety inspection reports, including HRS Sanitation, HRS Child Care, OSHA, and SREF, are sent directly to the Maintenance and Custodial Services Department.  Work requests are generated and assigned at that time.

Q: Who handles requests for remodeling or renovation of facilities?
A: Facilities Planning.

Q: Does Maintenance Services repair Fax machines?
A: No.  Fax machine repair is performed by outside vendors. The individual school or department is responsible for procuring these services.

Q: Does Maintenance Services repair computers and/or printers?
A: No.  Computer and/or printer repair is the responsibility of the district's IT Department.

Q: Is the school administrator or principal responsible for hiring, dismissing, and evaluating custodial employees?
A: Yes.  With the exception of contracted custodial, the school-based custodians are employed and supervised by the school Administration.  The Custodial Services Unit only provides supplies, equipment, substitute custodians, and in-service training.

Q: Is there a routine schedule for maintenance services?
A: Yes.  Maintenance does routine work such as painting, preventative maintenance, and work that can only be done during spring and summer breaks. Most routine work is prioritized by the shop supervisor, with safety concerns receiving the highest priority.  All other routine maintenance requests are accomplished in the order in which they were received.

Q: What is the turn around time on work orders?
A: There is a broad range in the length of time that the work order can be completed. Emergencies generally can be completed within minutes to a number of hours. Most shops and their crews are assigned to areas and most shops can respond to an emergency within 30 minutes. Routine work orders are prioritized and are generally completed in the order in which they were received.  Some work must be scheduled and may take several months to be completed. Other work orders require parts to be ordered and may take weeks to months to receive the parts and complete. School Administrators can view the status of their work requests through the FOCUS portal.

Q: How is painting of facilities handled?
A: Facilities (interior and exterior) are painted on a cycle. Painting is accomplished during the day with a great deal of communication and coordination with school staff. We use low odor and low VOC paint. In order to maintain our cycle, very little painting is offered once we finish a facility. However, we do take care of safety issues, vandalism, etc.

Q: Does Maintenance Services use contract services?
A: Maintenance uses contract services for work that is beyond the scope, expertise, labor, or equipment limitations of our shops. 

Q: How do I get my gym floor maintained or refinished?
A: A finish coat should be applied annually by Maintenance Services.  For complete restoration of gym floors, please contact Facilities Planning.  

Q: What is considered by Maintenance Services to be an emergency?
A: Emergencies generally fall under a few categories:

** Calls regarding safety that put employees, students or any individual on a school site in danger of injury.

** Major interruptions of the educational process for extended periods of time. For example: power outage of the entire facility.

** Protection of district assets from major damage.

Q: What training is provided for custodial staff?
A: The Custodial Services Unit provides training for custodial employees. Use of equipment, use of supplies, and leadership skills for Lead Custodians are a few of the topics covered. Additional training is provided at each school site by request.

Q: What two areas of your operation cause the most problems for new principals?
A: The two of most concern are as follows:

** Sending in multiple work requests in attempt to "speed up" our response. One request is all you need. 

** Calling the Superintendent’s Office with concerns before verifying that a request has been submitted and prior to contacting the Maintenance and Custodial Services Department's leadership. 
 

Q: How can we track maintenance requests?
A: Work requests can be tracked through the authorized user's FOCUS portal.

Q: Do Principals have a choice as to paint colors used in their school?
A: No.  The district has a standard color scheme that is used to repaint all schools. 

Q: If there was one thing you could share with us that would be helpful, what would it be?
A: If your request pertains to improvement or renovation of the facility, it will be the responsibility of the Facilities Planning Department.

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