Facilities Operations

Work Order Guidelines


Emergencies – An emergency is defined as an unusual occurrence, utility malfunction, equipment failure, and interruptions to service which presents an imminent danger to life, health or property.   Examples of emergency calls are:

  • Smoke or burning odors
  • Alarms going off
  • Elevator breakdown (with or without trapped individuals)
  • Loss of electrical power or water 
  • Bathroom fixtures overflowing or continuously flushing (wasting water)
  • Broken or gushing water from a pipe, flood
  • Heating or ventilation failure
  • Pest control calls for flies, bees, wasps, roaches and ants.  Our service contractor responds to these requests once a week on Fridays unless it is a health and safety issue requiring “as soon as possible” response.
  • Nuisance animal removal from buildings
  • Building security problems - door will not close/lock, keys stuck in door, broken glass

**NOTE** Do not call in routine work orders to x 3301, please utilize our my.newpaltz.edu. access to fill out a work request

Routine - These requests are basic maintenance, routine in nature and are received online or by word of mouth from our staff. Once received, they are entered onto the system in a timely manner.  A copy is generated online and sent back to the requestor advising them their work request has been received.  The response time is contingent upon scheduling and/or backlog constraints.  The Work Order Request Form can be found by logging into my.newpaltz.edu.   Examples of routine work requests include:

  • Routine plumbing work - dripping faucets, automated flushometer batteries not working
  • Routine electrical work - outlet not working, bulb out in office space, exterior lights not working or flickering
  • Hang pictures, bulletin boards
  • Assemble desks, computer stands and furniture    
  • Repair furniture, desk legs, and wheels on office chairs
  • Install shelves or coat racks
  • Painting office space
  • Repairing a screen on a window
  • Specific cleaning requests

**NOTE** Mounting or hanging any fixture, shelf, displays, pictures, etc to wall surfaces needs to be done by Facilities Operations staff only, not by other employees. 

Scheduled Event Request – These work requests must be received at least 10 working days prior to your event.   If your event requires an estimate, these work requests must be received 15 working days prior to the event.  Examples of scheduled event requests are:

  • Deliver and pick up tables and chairs to exterior areas or buildings
  • Pick up and deliver oversized or heavy materials from receiving to a building
  • Rope off areas in a parking lot to reserve spaces for College Council members
  • Need estimate for ample power, outlets, extension cords or electrical support
  • Need assistance for set ups for events

Other Than Routine Request – These requests are usually in depth; require a larger scope of work, involve more than one trade and use materials that are not stocked in our warehouse.

They can result in Facilities Operations staff working overtime to accommodate class schedules and occupied offices.  These requests must be approved by the supervisor and the Assistant Director or the Director of Facilities Operations and Maintenance.  Depending upon the scope of the job, the department could be responsible for labor and materials. If the work request falls out of the scope of Facilities Operations, a Project Request Form may need to be filled out to Design and Construction for review. Some examples of other than routine requests are:

  • New installations such as outlets and electrical fixtures
  • Installation of additional service to support new or relocated equipment
  • Upgrading existing or installing new lighting equipment
  • Support of campus special events which include power supply, flood lights and standby electricians
  • Repair and replacement of fixtures, supply and discharge lines for laboratory gases and compressed air
  • Lock and core change for entire areas due to lost/missing master or sub-master keys
  • Staffing of Custodial Services for events outside of their normal work shifts
  • A large renovation project request