FM Communications Procedure
Ohio
University
Facilities Management
Revised: May 13, 2021
This procedure is in place to facilitate communications on the status of HVAC/HVAC control systems within the following Research Facilities/designated areas:
Life Sciences (core animal facility)
Konneker Research Lab (coreanimal facility)
ARC (one animal room-349 and twosupport rooms- 349a/b) Clippinger Annex (one animal room- I 06 and one support room-112)
BioChemistry (one animal room-127 and a couple surgical rooms adjacent) Hebbardsville Large Animal Facility (core farm facility)
Primary Research Point of Contact: Scott Carpenter [(cell) 740-591-3825, (work) 740-593-2997, carpentd@ohio.edu]
Alternate Research Point of Contacts:
Ed Frebault -Lab Animal Specialist [(w) 740-593-9617, (c) 740-331-0949, frebault@ohio.edu]
Eric Lindner -Lab Animal Tech II [(w) 740-593-0255, (c) -740-591-7132, lindner@ohio.edu]
During business hours[M-F, 7:00am- 6:00pm] communications on the status of HVAC systems for Research should be handled by/through the University Service Center. 740-593-2911 or finservicedesk@ohio.edu. This includes members of the Research team calling in work orders to address areas that are not meeting temperature limits as well as communicating status back to research after FM technicians have responded to the work order.
Outside of normal business hours, Research personnel that have an identified problem should still use the University Service Center number to call in a problem/work order. This call will be answered by (1) Custodial managers responsible for dispatching our after hours maintenance team, i.e. the "270" crew or (2) the"270" maintenance technicians themselves. In either case, "270" will respond to the call and if able will (1) address the problem or (2) notify the Custodial Manager or tech support that a call in of an HVAC or HVAC control technician is needed. The on call HVAC or HVAC control technician will respond to the problem and contact the acting manager of the HVAC/HVAC Controls shop before leaving the building to discuss what was found, corrective actions taken, and if necessary, what parts need to be ordered.
Additionally, after getting approval from the acting manager of HVAC/HVAC controls shop to depart the building, before leaving campus, the HVAC/HVAC control technical will call and update the custodial manager or 270crew on the outcome of the response and provide system status. This will ensure that should these entities receive another call during the night they are aware of the situation.
During non-business hours it is the responsibility of the acting Manager of the HVAC/HVAC Control shops to communicate information from the HVAC/HVAC controls technician with the identified research points of contact. E-mail is the preferred method for this communication as it ensures all of the key players for both organizations are aware of the issue, actions that have been taken, and any remaining follow-up actions. FM expectations are that this information will be communicated within an hour of receiving the update from the technician. Specifically, the information is not to wait until the next business day to be shared.
Personnel to be included in the communication are listed below:
Steve Wood Jeff McGlamery Jason Mora
Jeff Hamilton Todd Colburn Josh McElfresh
Thomas (Mike) Beard
This procedure was updated and is effective April 26, 2021.
Steve Wood
Senior Associate Vice President Facilities Management
D. Scott Carpenter
Director
Laboratory Animal Resources