1. law, govt and politics
2. law enforcement
3. fire department

* Contents *
1. Emergencies
See the first page of section 1
2. Human Resources
Facilities Management Organizational Chart
2.2 Classified Employee Evaluation Forms
2.3 Sample Letters of Discipline
3. How to Request Repairs
Guide to the Work Request System
4. Quick Answers to FAQs
7.1 PeopleSoft and TUSD Financials
7.2 Inventory Specs and Responsibilities
7.3 Inventory Procedures and Regulations
7.4 Physical Inventory Guidelines
7.5 Disposal Procedure
7.6 Forms used for Inventory and Disposal
7.7 Students First Furniture Program
7.8 Bookcase and Cubbies Requisition
8. Improvements to Facilities
8.1 Small Capital and Special Projects,
‘Students First’ Criteria
8.2 Site-Based Improvement Projects
Frequently Asked Questions
9. Fire Safety
5. Contracted Services
Laminator, Paper Cutter, Kiln Repair…page 2
Bee Removal, call 225-4618 or 225-4640
For Stinging incidents, see section 1.7
Contracted Cutodial Services, call 225-4618
Elevator Service, call 628-1616, see page 3
Pest Control, 225-4618, see page 3 and 4
Integrated Pest Management, pages 6 – 10
Solid Waste, call 225-4679, see page 11
Telephone Service, call TTS at 225-6333
Towel & Linen Service, 225-4618, page 12
Weed Control, 225-4659, see page 13
6. Grounds Maintenance
6.1 Quick Answers about Grounds
Maintenance
6.2 Grounds Maintenance Schedule
6.3 Turf, Irrigation, and Tree Care
Standards; Tree Planting
6.4 Materials and Equipment
6.5 Training for Grounds Workers
6.5 Middle School Grounds Equipment and
Materials
6.6 Sprinkler Head Replacement
6.7 Ball Field Preparation
6.8 West Nile Virus Prevention
9.1 “Quick Answers” about Fire Safety
9.2 Fire Safety Building Check List
9.3 Fire Report Procedure
10. Procedures and Reference
Information
10.1 Confined Space – Safety Procedure
10.2 Lock Out/Tag Out – Safety Procedure
10.3 Scaffolding Loan Procedure
10.4 Special Equipment Servicing
10.5 ASSA Lock System
10.6 First In / First Out Assurance
10.7 Stock Signs catalog
10.8 Security system tips
11. Site and Roving Engineers
11.1 Quick Answers about Operating
Engineers
11.2 Site Engineer’s Duties
11.3 Training for Site Engineers
11.4 Task Delegation for Various Repairs
11.5 Basketball Net Operation
11.6 Required Tools and Equipment
12. Index
7. Asset Management
Note: All Custodial Services information is now found in the TUSD Custodial Manual.
For a current edition, call 225-4619.
Contents HS, 8/04
Emergencies
Building Evacuations 1.0
Smell of Natural Gas 1.1
Electrical Emergencies 1.2
Elevator Emergencies 1.3
Bomb Threats, forms 1.4
Fire Alarm Activation 1.5
Fire Alarm Silencing and
Fire Sprinkler Shut-off 1.6
Honey Bee Sightings & Attacks 1.7
Emergencies – index
6/05
Emergency Evacuation Procedures
The following evacuation procedures are to be followed for all building emergency
evacuations including bomb threats, natural gas leaks, fire drills, etc.
1. Proceed to evacuate the building(s) using the previously established fire drill plan for
your site.
2. As soon as all building occupants have safely evacuated the building(s), and
assembled at their assigned safe area (a minimum of 60' from the building[s]), a
responsible individual should be assigned the responsibility for an accurate head
count to verify that all occupants have evacuated the building(s).
Note: Staff should have in place and be thoroughly familiar with an alternate
evacuation plan to your standard plan should your exits become blocked.
3. Notify School Safety at 584-7676 to tell them that you have initiated an evacuation.
They will notify Facilities Management and emergency services, as required.
4. After the building(s) is completely evacuated, all doors should be locked to prevent
accidental re-entry before the "all-clear" is given.
5. Students and staff should remain in their assigned staging area until an "all-clear"
order is given by the site administration. If a decision is made to end classes for the
day, immediately contact Transportation for student pick-up.
It is recommended all site administration personnel review section 1.1, 1.4 and 1.5 of this
manual for additional emergency details.
1.0
ebook15
8/03
Smell of Natural Gas
1. In the event of a gas leak, actual or suspected, inside or outside of a building, the
discovering individual will immediately contact site administrator.
2. Site administrator will immediately evacuate the building and call 911. 911 will in turn
contact the Fire Department and the serving gas company.
3. Contact the maintenance work order desk and advise of "natural gas odor" problem,
advising them that 911 has been called, and the building is being evacuated.
4. The plumbing department and/or the Operating Engineer Dept. will immediately respond
on an emergency basis.
5. When evacuating the building, direct all individuals UPWIND and well away from the
building.
6. Note: The Fire Department has the authority to overrule a site administrator's decision
not to evacuate a building.
7. Only the Fire Department has the authority to declare the building safe for return.
8. After a "safe to return" has been declared, the site administrator resumes full
responsibility for the site administration.
Note: Should it be decided that classes are to be dismissed for the remainder of the
day, Transportation should immediately be contacted for student pick- up.
It must be recognized that no manual can cover all situations, that there is no substitute for
sound judgment of the situation by the persons involved, and that the safety and well-being
of the students, staff, and the general public must always be given prime consideration.
1.1
Electrical Emergencies
Fallen or Hanging Electrical Wires:
1. When a fallen or hanging electrical wire is discovered, immediately assign a responsible
individual to "stand guard" to warn others away from downed wires until a qualified
individual arrives to make emergency repairs.
2. Immediately contact the Facilities Management work order desk at ext. 54640, (for
elementary and middle schools), advising them of the problem, and stressing the potential
for a dangerous situation. High schools are to contact on-site engineers for immediate
response, with a follow-up phone call to the High School Operating Engineer
Coordinator's office. After hours, contact School Safety at 584-7676. They will take
appropriate action.
The Smell of "Something Electrical" Burning, or an Overheated Electrical Item:
1. Call for Facilities Management service as previously directed.
2. While waiting response from the proper personnel, keep the identified area of smell or
overheated item under close observation.
Smoking Fluorescent Light Fixture Ballasts:
1. Turn off light switch.
2. Call for Facilities Management as previously directed.
NOTE: ANY SIGN OF FIRE, IMMEDIATELY EVACUATE THE BUILDING AND CALL 911.
Abook7 8/01
1.2
Elevator Emergencies
If an occupied elevator stops between floors due to a failure, the following procedure is to be
followed:
1. First of all don't panic, stay calm. Elevators don't free-fall because of any failures.
Elevators are equipped with multiple safety features to prevent this from ever occurring.
The occupant(s) can summon assistance using either the elevator telephone, or sounding
the alarm bell.
2. The responding individuals to an alarm should first attempt to reactivate the elevator by
"multiple pushing" of the elevator control buttons located next to the elevator door on
each floor.
3. If through these efforts the elevator becomes operational again and all occupants are
safely evacuated, then the elevator should be de-activated until a complete inspection can
be accomplished.
Note: To de-activate the elevator, the custodian or site engineer should turn the
power off in the mechanical room control panel, or if these personnel are not
available, then a "temporary fix" would be to place a chair or other large object
in the elevator door to prop it open. This will de-activate the elevator
temporarily until a service technician can respond. Place an "out-of-order" sign
at each door.
4. Should all attempts fail to restart the elevator by site personnel and the elevator
occupants cannot be evacuated, then immediately call 628-1616. This is an emergency
number, and service is available 24 hours a day, 7 days a week.
Note: It is important to keep in continual communication with the occupants of the
elevator, keeping them informed of the progress to rescue them.
1.3
Phoned-in Bomb Threats
1. Bomb threats are, in most cases, a nuisance, but must be taken seriously. Therefore,
individuals receiving the incoming phone call should immediately alert the site
administrator, and as soon as possible thereafter complete the "Telephone Procedure
Bomb Threat Form," and the "Fact Finding Form," while the bomb threat conversation is
still fresh in their mind.
It is advisable that all staff personnel who are in a position to possibly receive a bomb
threat phone call be thoroughly familiar with the two forms in advance of a call, so while
the conversation progresses, they are consciously listening for such factors as:
incoherency, intoxication, background noise, age of the caller, etc.
Sample Forms follow on the next two pages
2. The site administrator will make the determination to evacuate. Evacuation must be the
rule rather than the exception. Only if a site experiences repeated bomb threats, and the
site administrator is reasonably certain, based on the nature of the calls and the
information received that the call is a prank, should alternatives to evacuate be considered.
Note: Generally speaking, if the building is evacuated, and no bomb is found, the
caller will probably call again. Since each time the building is evacuated and
bomb squad is called, at least 3-4 hours of class time are lost, the person continues
to call just for effect.
3. If a decision to evacuate the building is reached, then immediately call 911, and proceed
to evacuate the building.
Note: Both Police and Fire departments have the authority to overrule a site
administrator's decision not to evacuate the site.
4. If a determination is made that classes are to be dismissed for the day, then immediately
contact Transportation for student pick-up.
5. Once a site has been evacuated, then specially trained dogs and/or fire units will conduct a
thorough building search.
6. After an "all clear" is given, then the site administrator will again assume responsibility.
1.4
FACT-FINDING ON BOMB
Pretend difficulty with hearing. Keep the caller talking.
If the caller seems agreeable to further conversation, ask questions like:
When will it go off?____________________
Certain __________________
Time remaining_______________________
Where is it located?____________________
Building_________________
Hour________________________________
Type of bomb?________________________
Where are you know?________________________________________________
How do you know so much about the bomb?______________________________
__________________________________________________________________
What is your name and address?________________________________________
__________________________________________________________________
If the building is occupied, inform the caller that detonation could cause injury or death.
Did the caller appear familiar with the building by his description of the bomb location?
Write out the message in its entirety and any other comments on a separate sheet of paper
and attach it to this statement.
ACTION TO TAKE IMMEDIATELY AFTER CALL
NOTIFY YOUR SUPERVISOR AS INSTRUCTED. TALK TO NO ONE OTHER
THAN THOSE SPECIFICALLY NAMED BY YOUR SUPERVISOR.
4/94
Page 2 1.4
TELEPHONE PROCEDURE FOR BOMB THREAT
Note: Be calm. Be courteous. Listen, do not interrupt the caller. Notify supervisor by
signal while caller is on the line.
Name of receptionist:_____________________________________________________
Time:_________________________
Caller’s identity:
Place:_____________________________
Sex: M____F____
Adult______ Juvenile_________
Approximate age:_____
Origin of the call:
Local_______Long Distance______Booth_____
Internal (within building)__________________
CHARACTERISTICS OF CALLER
Loud
Soft
Deep
Rasp
VOICE
____ Pleasant
____ High pitched
____ Intoxicated
____ Other
____
____
____
____
Fair
Foul
Good
LANGUAGE
____ Poor
____ Excellent
____ Other
____
____
____
Angry
Calm
Rational
Coherent
Deliberate
MANNER
____ Righteous
____ Irrational
____ Incoherent
____ Emotional
____ Laughing
4/94
____
____
____
____
____
Fast
Slow
Lisp
Nasal
Other
____
____
____
____
____
SPEECH
Distinct
Distorted
Slurred
Stutter
____
____
____
____
ACCENT
Local
____
Not local region
____
Foreign
____
BACKGROUND NOISES
Factory Machine
_____
Party ____ Voices _____
Bedlam____ Animals_____
Music ____ Quiet _____
Office Machines
_____
Mixed ____ Airplanes____
Traffic ____ Trains _____
Page 3
1.4
Fire Alarm Activation
When the Fire Alarm System activates, do the following.
FIRST:
1. EVACUATE the building.
2. EVALUATE the fire alarm panel.
3. IDENTIFY the zone or zones that went into alarm (indicated with a red light).
• If the panel indicates anything other than a pull station, call 911 immediately.
THEN:
If the activated zone is from a pull station, do the following.
1.
2.
3.
4.
5.
Locate activated pull station (indicated by the lever being pulled down).
Insert key, open station and reset activated station.
After the pull station has been reset, you will be able to reset the fire alarm panel.
If you are unable to clear the fire alarm panel, contact the Electronics Dept. at 225-4625.
After fire alarm panel is reset, sound the “all clear” signal to re-occupy the building.
If the panel indicates a zone other than a pull station – (smoke detector, duct detector,
heat detector, or flow switch) - do the following.
Contact School Safety at 584-7676 and indicate that the school has been evacuated due to a
fire alarm and 911 has been contacted. They will follow an established protocol that includes
contacting the appropriate departments in Facilities Management.
Note: DO NOT reset the system unless directed by Electronics Dept. personnel to do so.
They will investigate the cause of the activation and return the system to normal
operation.
The Fire Department will give an all clear to re-occupy the building once they have completed
their investigation.
If you have any questions about your Fire Alarm system, or for an in-service on the system’s
operation, contact the Electronics Department at 225-4625.
Sec 1.5 8/03
1.5
Silencing and Resetting the Fire Alarm
(no fire or smoke is evident)
If an alarm has been found to have been caused by tampering or vandalism to a Fire Alarm
device proceed to silence horns and reset the system in the following manner:
1. Locate and press the ALARM SILENCE button for at least three seconds. This will
silence the horns and sirens without actually resetting the Fire Zone in alarm.
2. Locate the source of the alarm, (pulled fire stations, smoke detectors that have been
vandalized, etc.). Reset pull stations before attempting to reset the panel. If the alarm was
generated by a smoke detector, don't attempt to reset the panel; call Electronics to check
and clean the detector.
3. Return to the main panel and press SYSTEM RESET. This should restore the panel to a
"normal" condition with only green lights lit. If it doesn't, or if the alarm starts sounding
again, press ALARM SILENCE and call TUSD Electronics for further instruction.
_______________________________________________________________________
Turning Off the Fire Sprinkler System
(no fire or smoke is evident)
1. Locate the main Fire Sprinkler Riser on the school floor plan. The "riser", a large pipe, is
the source of water for the Fire Sprinkler system. (If it is not shown, call TUSD Fire
Safety for instructions and/or a floor plan revision).
2. Go to the location of the riser, unlock the handle on the "OS & Y" valve (usually
wrapped with a chain, and turn off the valve.
3. Return to the fire alarm panel and press ALARM SILENCE to stop the alarm sounding.
4. Call the TUSD Electronics Shop at extension #54625 for further instructions.
Abook11 8/04
1.6
BEE PROCEDURES - Casual Sightings and Multiple Stings
Definition: Sighting of a swarm of bees that may or may not involve witnessing or
notification of a stinging incident. Note: Bees in trees during the spring or bees in trash cans to
do not pose a threat for stinging.
I. CASUAL SIGHTING – NON-STINGING
Staff Response
1. Personnel observing the incident should notify the school office immediately.
2. Remove all students from area of bee sighting.
3. If threat is perceived, move students into building (implement Reverse- Evacuation
protocol) and close all doors/windows. (Do not allow students on playground until
cleared). Account for all students under your control
Lead Administrator Response
1. (Factors To Be Considered)
• Swarm or hive identified
• Size of colony
• Time of occurrence
• Location of insects
2. Office personnel will inform all staff on intercom to stay away from the active bee areas
3. Ensure all areas of the school (play fields, auditoriums, out buildings, etc.) are alerted
to the bee sighting.
4. Remove all persons from the area.
5. Notify Facilities Management if a swarm or a hive is spotted.
II. BEE PROCEDURES - EMERGENCY ACTIONS - MULTIPLE STINGS
Staff Response
1. Instruct students to run to the nearest school building, cover head and do not "wave"
arms.
2. Follow site Reverse-Evacuation protocol.
3. Students should go directly to any classroom and turn off the lights in rooms with
windows, rooms without windows - leave the lights on. (Bees will go toward light.)
4. Account for all students under your control.
5. Any persons sustaining bee stings should be taken immediately to the nurse's
office for first aid. The health office staff has protocols for appropriate treatment
6. Follow site Shelter in Place protocol.
7. Check students for bee stings and report extent of injuries to office on intercom. Report
any serious medical problems to the office on intercom.
8. Provide first aid if needed until school nurse arrives.
9. The safest way to rescue a victim is to assemble a large group of people to respond all
at one time. Although all may be at risk for being stung, no one person will absorb the
majority of stings.
10. All faculty must be knowledgeable of all students in their class with allergic
reactions/anaphylaxis from bee stings. Any stings on these children must be considered
life threatening!
11. Everyone should remain in their rooms until given an "all clear" by the school office.
(more)
1.7
Lead Administrator Response
1. Initiate site Reverse-Evacuation protocol. High school/middle school students are to go
to nearest entrance. (Not necessarily their assigned class).
2. Gather information for 911 requirements:
A. School or activity address
B. Phone number & name of contact
C. Has anyone been stung, or is anyone being stung now?
D. The number of people involved in the incident and the number of people at risk.
E. Identify any individuals with known bee-sting allergy/anaphylaxis
F. Location of bees (e.g. 6 feet up in a pine tree on the playground north of the school
– be specific)
G. Designate a staff member to meet emergency responders at agreed upon location
3. Implement Communication protocol. Call Bldgs & Grounds @ 225-4618 or Facilities
Management @ 225-4640, School Safety, Risk Management
4. Initiate site Shelter in Place protocol
5. Gather information for 911 requirements:
A. School or activity address
B. Phone number & name of contact
C. Has anyone been stung, or is anyone being stung now?
D. The number of people involved in the incident and the number of people at risk.
E. Identify any individuals with known bee-sting allergy/anaphylaxis
F. Location of bees (e.g. 6 feet up in a pine tree on the playground north of the school
– be specific)
G. Designate a staff member to meet emergency responders at agreed upon location
6. Call 911, Facility Management, School safety – enact Communication Protocol
7. All faculty must be knowledgeable of all students in their classes with allergic reactions
to bee stings. Any stings on these children must be considered life threatening.
8. No one should attempt to rescue a person from an attack by bees unless he/she is
properly protected with long sleeves and pants. The safest way to rescue a victim is to
assemble a large group of people to respond all at one time. Although all may be at risk
for being stung, no one person will absorb the majority of stings.
9. Determine the extent and physical location of the injured people and be prepared to
direct first responders upon arrival.
10. Relay injury information to the school nurse or Health Office. Treatment for bee stings
should be made only in areas clear of bees.
11. Using the intercom, determine the extent of bee infiltration and activity.
12. Keep all personnel inside until given "all clear" by the office.
TUSD Risk Management
Page 2
1.7
Engineering, Facilities & Planning
Executive
Director
Rudy Flores
225-4600
Administrative
Assistant
Kathy Sharp
225-4601
Planning
Bryant Nodine
225-4848
Director of Bond Programs
Marcus Jones
225-4882
Resources
Suzi Shoemaker-Lowery
225-4612
Buildings & Grounds
Reggie McClendon
225-4618
Utilities
Frank Urbina
225-4790
Executive Assistant
Jody Watkins
225-4898
Senior
Project Manager
Daniel Leonard
225-4787
Senior
Project Manager
Francis Cole
225-4762
Sr. Admin. Secretary
Jana Cota
225-4618
Staff
Assistant
Jessa Deaubl
225-4788
Project Management
Office
Al Manzo
225-4789
H.S. Roving
Engineers
Dave Rodriguez
225-4891
Budget Control
Barbara Walker
225-4605
Alice Mosser
225-4848
Project Manager
Manny Delgado
225-4881
Project Manager
John Setford
225-4885
Energy Projects
Tina Cook
225-4673
Project Manager
Ray Stoddard
225-4940
Project Manager
Dannie Adams
225-4887
Rental Office
Vivian Arandules
225-4788
Project Manager
Sue Heathcote
225-4654
Project Manager
Don Schmidt
225-4681
Facilities Data
Manager
Mylo Groen
225-4951
Project Manager
Don Bailes
225-4647
Project Manager
TBA
225-4883
Data Research
Analyst
TBA
225-XXXX
Project Manager
Tom Smorra
225-4757
Interim
Project Manager
James Baker
225-4689
Interim
Project Manager
Scott Holmes
225-4682
Interim
Project Manager
Jim Molina
225-4683
Interim
Project Manager
Linda Wright
225-4860
Interim
Project Manager
Larry Toddy
225-4724
Construction
Inspector
Javier Velarde
225-4759
Interim
Project Manager
Ed Lees
225-4847
Construction
Inspector
Rick Dorion
225-4828
Construction
Inspector
Jim Sebastian
225-4884
Electric Shop
Edward Gomez
225-4622
HVAC &
Refrigeration
Alex Roman
225-4607
Plumbing Shop
Mark Lamberton
225-4606
HVAC &
Refrigeration
Lead
TBA
Plumbing Shop
Lead
Albert Baker
225-4606
Management
Info. Systems
Jim Righter
225-4770
Energy Management
Control Systems
Jeff Lipsky
225-4698
Electronics
Harry Ain
225-4625
Electronics
Lead
TBA
Carpentry
Fred Edwards
225-4632
Custodial
Supervisor
Johnny Sanchez
225-4619
Construction
Foreman
Tony Roman
225-4659
Carpentry
Lead
Robert Arce
225-4632
Custodial Insp.
Victor Villa
Dave Wilson
225-4619
Maintenance
Lead
Rudy Valenzuela
225-4720
Roofing
225-4632
Roving
Custodians
225-4619
Grounds
Rich Hoffman
225-4659
Grounds
Equipment
Russell Hughes
225-4771
Human Resources
& Payroll
Debbie Davis
225-4613
Surface Materials
Materials
225-4632
Portables
Manager
Al Lesperance
225-4886
Work Orders &
Data Entry
Nicole Fisher
225-4640
Safety Compliance
& Training
Rick Rendon
225-4799
Imaging & Computer
Services
Garry Gueffroy
225-4769
Imaging & Computer
Services- Lead
Peter Herran
225-4773
Asset Management
Pam McFadyen
225-4990
Key control
Aurora Rice
225-4674
Property & Furniture
Property & Furniture
Control
Rey Bussari
225-4626
Control- Lead
Charlie Shepard
225-4626
Appliance Repair
Tech.
Ron Winkler
225-4756
Lockshop
Kevin Douglas
225-4628
Paint & Glass
Oscar Moreno
225-4630
Placing Work Requests
Call in all Emergencies to 225-4640 during phone business hours of 7:30a.m. to 4:30p.m.
After hours Emergencies call T.U.S.D. Security Department at 584-7676
Step by Step Instructions
1.
Click on the Internet Explorer icon
on your Desktop
1. Click ‘Dept. web sites’
2. Scroll to:Facilities Management
Click on F. M. intranet link.
3. Click on ‘iMapcon’ word (on top
menu bar)
4. Type in your three lettered
Username
5. Type your password
6. Click ‘Log Into Mapcon’
2.
Click on Maint Icon
To see your options
Page 1, 3.0
3.
Click on Work Request Initiation
4.
Location: type in location
of work request
Example - classroom 30,
door frame 15, south wing
next to girl restroom
Description: description of
problem
Don’t forget - serial #,
window sizes, any other
information you would
normally include when
calling in a work order.
Priority: Low, Medium, or
High
Emergencies MUST be
called in
Name: Contact Person
First and last Name
Phone #: Contact Person’s
phone number
Page 2, 3.0
GENERAL INFORMATION FOR ALL WORK REQUESTS:
**DO NOT EMAIL/FAX/IMAPCON REQUEST EMERGENCIES.**
**ALL EMERGENCIES MUST BE CALLED IN AT 225-4640.**
ALL work requests MUST include:
Location of work: Door and/or room number, or a direction description i.e. northwest
side of building, south side of grounds, next to south ramada.
Description of problem: A description of the request needed-as detailed as possible.
Contact Names: A contact on site in case our workers have any questions once they get
to your site, also the first AND last name of work requestor.
SPECIFIC INFORMATION NEEDED ON WORK REQUESTS
(IN ORDER PER SHOP)
IMAGING AND COMPUTER SERVICES:
Work requests can be submitted for Computers,
keyboards, mice, monitors, printers, copiers, risographs, duplicators for our Business Machines. When
putting in a work request for computer/parts the request needs to include serial numbers,
asset/property control numbers, and the name of the contact person for the repair. If there are
several computer pieces that need repaired-each item must be a separate request. USE IMAPCON
FOR ALL IMAGING AND COMPUTER SERVICES (formerly Business Machines) REQUESTS.
CUSTODIAL SHOP:
This shop takes care of custodial coverage, floor/carpet cleaning (to be
done by F.M. Custodial workers) bee swarms, pest control problems. For these requests, your site
needs to contact the Custodial shop directly at 225-4619/225-4618 Do NOT use imapcon work
request for any above listed custodial requests.
For repair requests on site vacuums, floor machines, buffers-imapon request can be
used. Please specify what type of vacuum the request is for-piggy or upright. USE
IMAPCON FOR ALL FLOOR MACHINE/VACUUM REQUESTS.
CARPENTER SHOP:
Work requests for the Carpentry shop include: window blinds, patching
walls, floor , wall, ceiling tiles, carpet repairs (repairs only), stationary (part of bldg./walls) furniture,
door repairs (not to include lock/closure hardware) and pulldown maps. USE IMAPCON FOR ALL
CARPENTRY REQUESTS.
ELECTRIC SHOP:
Work requests for electrical work include circuit breakers, outlets,
lights/ballasts, emergency/exit lights. For electrical requests specific information needed would be
having the site custodian troubleshoot-reset-circuit breakers that are off. List how many rooms are
affected by problem. USE IMAPCON FOR ALL ELECTRIC REQUESTS.
Page 3, 3.0
ELECTRONICS SHOP: Work requests for this shop include clocks, bells, audio/visual equipment,
intercoms, pa systems, simulators, scoreboards. When calling in for av equipment/time-date stampsthe request must include property control numbers. USE IMAPCON FOR ALL ELECTRONICS
REQUESTS.
Security and Fire alarm requests should be called directly to the Electronics shop at 2254965. Do NOT use iMapcon for security/fire alarm requests.
ASSET MGMT/FURNITURE SHOP:
This shop takes care of desks, office chairs, furniture
surplus requests for delivery or pickup., all sign creation requests, name plates, tip labels for cafeteria
tables. For name plate requests please verify correct spelling when submiting. USE IMAPCON FOR
ALL FURNITURE REQUESTS.
GLASS SHOP:
Work requests for this shop include flag pole chains and broken windows.
When requesting for a broken window-size of window is necessary, also if window has been boarded
or if boards are needed for site custodian to be able to board window. USE IMAPCON FOR ALL
GLASS REQUESTS.
GROUNDS SHOP:
Work requests for this shop include tree trimming, pruning, sand/wood
chip bays, playground equipment, sprinkler/irrigation systems. Specifics needed for irrigation
problems are location and if the water to the irrigation system can be shut off. USE IMAPCON FOR
ALL GROUNDS/IRRIGATION REQUESTS.
LOCKSMITH SHOP:
Work requests for this shop include, door closures and locks. When
requesting keys-we must have the key number –if available, if the door lock is on an exterior/interior
door, if it can be secured for the night or not.
USE IMAPCON FOR ALL LOCKSMITH
REQUESTS.
PAINT SHOP:
Work requests for this shop include painting of rooms, the inside or
outside of a bldg., painting lines on courts. USE IMAPCON FOR ALL PAINT REQUESTS.
For graffiti requests, do NOT use imapcon. All graffiti requests must be called in.
PLUMBING SHOP:
Work requests for this shop include sinks, drinking fountains,
toilets, floor drains, sewage problems, natural/sewage gas odors, and locker repairs.
For sewage/water backups-from floor drains, toilets overflowing that can’t be stopped,
natural/sewage gas smells, or any plumbing leak-large, that can not be shut off temporarily-do not
use imapcon request screen. Those types of requests need to be called in, due to the emergency
nature of the repair. For other plumbing items needing repaired-please include if site personnel is
able to shut off any plumbing item that is leaking, how large of a leak it is, the location of the leaki.e. under toilet tank, from supply line to fountain, etc. USE IMAPCON FOR ALL PLUMBING
REQUESTS.
REFRIGERATION/EMCS SHOPS:
Work requests for this shop include any heating/cooling
issues and exhaust fans. When requesting service or repairs on these items, please include how
many rooms are affected. USE IMAPCON FOR ALL REFRIGERATION/EMCS REQUESTS.
Page 4, 3.0
QUICK REFERENCE IMAPCON WORK REQUEST INFORMATION
IMAGING AND COMPUTER SERVICES:
MUST INCLUDE ASSET AND SERIAL NUMBERS
ON COMPUTER EQUIPMENT. USE IMAPCON FOR ALL BUSINESS MACHINESD REQUESTS.
CUSTODIAL SERVICES: VACUUMS/FLOOR MACHINES CAN BE WORK REQUESTS IN
IMAPCON. **ALL OTHER CUSTODIAL ISSUES ARE NOT REQUESTS- SITE MUST CALL
CUSTODIAL SERVICES AT 225-4618 OR 225-4619.
CARPENTERY:
MUST INCLUDE QUANTITY OF TILES NEEDED. USE IMAPCON FOR
ALL CARPENTRY REQUESTS.
ELECTRIC:
MUST INCLUDE NUMBER OF ROOMS AFFECTED. USE IMAPCON FOR
ALL ELECTRIC REQUESTS.
ELECTRONICS:
MUST INCLUDE PROPERTY CONTROL AND SERIAL NUMBERS ON
EQUIPMENT. USE IMAPCON FOR ALL ELECTRONICS REQUESTS.
**FIRE AND SECURITY ALARM ISSUES MUST BE CALLED INTO THE SHOP
225-4965
ASSET MANAGEMENT/FURNITURE: PLEASE VERIFY CORRECT SPELLING ON ALL NAME
PLATE REQUESTS. USE IMAPCON FOR ALL FURNITURE/ASSET MNGMT REQUESTS.
GLASS:
MUST HAVE SIZES. USE IMAPCON FOR ALL GLASS REQUESTS.
GROUNDS: AS MUCH INFORMATION AS CAN BE OBTAINED.
GROUNDS REQUESTS.
USE IMAPCON FOR ALL
IRRIGATION:
MUST HAVE EXACT LOCATION OF LEAK AND IF WATER WAS SHUT OFF.
USE IMAPCON FOR ALL IRRIGATION REQUESTS.
LOCKSMITH:
MUST INCLUDE IF DOOR IS AN INTERIOR AND EXTERIOR DOOR AND IF
IT CAN BE SECURED OR NOT. USE IMAPCON FOR ALL LOCKSMITH REQUESTS.
PAINT:
AS MUCH INFORMATION AS CAN BE OBTAINED USE IMAPCON FOR ALL
ELECTRONICS REQUESTS.
**GRAFFITI ISSUES MUST BE CALLED IN, DO NOT USE REQUEST SCREEN.
PLUMBING:
MUST INCLUDE EXACT LOCATION OF LEAKS AND IF THE WATER HAS
BEEN SHUT OFF. USE IMAPCON FOR ALL PLUMBING REQUESTS.
REFRIGERATION/EMCS:
MUST INCLUDE HOW MANY ROOMS ARE AFFECTED, AND IF
THE COOLING UNIT IS AN AIR-CONDITIONER OR COOLER. USE IMAPCON FOR ALL
REFRIGERATION/EMCS REQUESTS.
Page 5, 3.0
Work Order Priorities
Emergencies are responded to immediately
Emergencies are defined as a conditions presenting an immediate threat to the
health or safety of students or staff.
Priority 1: Urgent work orders; to be completed within 5 days
Urgent status is placed on a work order intended to rectify a condition where the
student learning process can not be accomplished due to either adverse
environmental conditions or inoperative instructional equipment.
Urgent status is applied to any condition identified as a safety hazard that is not
an immediate threat to life or limb.
Urgent status is applied to any work to facilities specifically required to comply
with the Americans With Disabilities Act.
Priority 2: Preventive Maintenance; to be completed within 30 days
Scheduled equipment maintenance.
Priority 3: Routine Repairs; to be completed within 60 days.
All work orders that do not constitute an Emergency, Priority 1 or Priority 2
classification (by the above definitions) are scheduled and dispatched on a firstin\first out basis.
abook14.doc 11/97
Page 4
3.0
"Quick Answers"
from the Trades Shops
Imaging and Computer Services 4.1
(Formerly Business Machines)
Carpentry 4.2
Custodial Services: See the Custodial Manual
Electric Shop 4.3
Electronics 4.4
Fire Safety: (see section 9.1)
Furniture Repair & Property Control 4.5
Grounds Maintenance: (see section 6.0)
Lock Shop / Access Control 4.6
Paint Shop 4.7
Plumbing Shop 4.8
Heating and Cooling 4.9
4.0
Imaging and Computer Services – ICS (formerly Business Machines)
Garry Gueffroy, Supervisor, 225-4769
Quick Answers to frequent questions...
Q: How do we get Fax Machines repaired?
A: Contact Vendor where purchased for an estimate of repair, make arrangements for
repair, and issue requisition for payment to vendor.
Q: Where do we get staples and waste toner boxes for copy machines?
A: These items may be obtained from the Purchasing Warehouse. Look in their online
catalog on the intranet. If you can’t find it there, go to the original vendor.
Q: Who repairs laminators and paper cutters?
A: Please see section 5, page 2, for the current repair vendors and for Purchase
Requisition instructions.
Q: I have a Computer in the office that is on the Admin Network. Do you repair them?
A: The Computers on the Network are serviced by TTS at 225-6333.
Computers and printers used in the classroom are serviced by ICS. All service issues
should first be addressed to the site technician.
Q: I have a Printer in the office that is on the Admin Network. Do you Repair Them?
A: Printers are serviced by ICS but any printing issue must first be referred to TTS.
Call 225-6333
Q: Who would I contact to receive instructions on the operation of Administrative and
Instructional Computers and related peripherals?
A: You must contact TTS to arrange a training session by their technicians for such requests.
If you are unsure of whom to contact, call ICS at 54769.
Details about the Imaging and Computer Shop (ICS) follow on the next page...
abook27
08/02
Page 1
4.1
Business Machines & Computers
Who to call when equipment fails:
For problems with copy machines, typewriters, cash registers, and other office equipment,
call the Business Machine shop directly at ext. 54769.
For problems with instructional computers, call the work order desk at ext. 54640, and
provide the five-digit Mapcon number (yellow sticker), and a full description of the
problem.
For problems with administration computers, printers, file servers, and associated cabling,
call TTS at ext. 56333. Provide the 11 or 12 – digit property number, or the Asset number,
and a full description of the problem.
The Business Machines & Computers Shop functions include:
Installs, trouble shoots, repairs, evaluates, and orders all replacement parts for the following
types of equipment.
Binding Machines
Cash Registers
Calculators
Computers
Copy Machines
Duplicators
File Server
Sewing Machines
Thermo Fax
Typewriters
The shop receives all business machines and computer equipment from vendors. Checks
purchase orders, tags equipment with appropriate TUSD inventory tag number and distributes
equipment to schools and/or departments, unless the purchase is a direct delivery to the site.
Schedules preventive maintenance for most of the above equipment. This department should be
contacted concerning the purchasing of new equipment. This would help ensure that the district
can support the equipment purchased.
The Business Machine shop is also responsible for the moving, storage and setting up of copy
machines, computers, and related accessories while a District site is under construction.
Abook27 8/02
Page 2
4.1
Carpentry Shop
Fred Edwards, Interim Supervisor, 225-4632
Quick Answers to frequent questions...
Q: I would like to have additional mailboxes, cabinets, and bookshelves. How can I
obtain some?
A: Check with Property Control for assistance, or used furniture. See page 4.5 and also
Section 7 of this manual. Any new furniture or shelving must go through routine
purchasing procedures.
Q: We need tack strips installed throughout the school. Do you do this?
A: The school has to furnish the tack strips and request a work order to have them
installed (see section 3.0). Please furnish the building layout or blue print, showing
locations. If you don't have the strips check with Purchasing on how to order some.
Q: Our carpet is loose and needs to be re-stretched. What should we do?
A: All furniture needs to be removed from the carpet. The Custodian can do this at the end
of the school day. Submit a work request online and the Facilities Surface Materials
Tech will call to set up a schedule.
Q: We need a few ceiling panels or floor tiles replaced by the Custodian, but don't
have the materials. How can I get them?
A: Call Custodial Services, 225-5619 and we'll have someone deliver them.
Q: It hasn't rained for a while, but the roof continues to leak. Who should we call?
A: Coolers may be overflowing, A/C units and line can create condensation, or the
ceiling insulation may still be wet. Request a work order online and we'll have a
Facilities Roofer check the leak, determine the source, and make or coordinate the
repair.
4.2 Carpentry FAQ 6-05
4.2
Electric Shop
Ed Gomez, Supervisor, 225-4622
Quick Answers to frequent questions...
Q:
A:
Our ceramic kiln is not getting hot enough. Do you service it on our site?
Kilns are presently serviced by outside vendors. See section 3.1, page 1 for a
recommended vendor and follow the procedure shown.
Q:
A:
What is a "Lock-Out" ?
A "lock-out" is a safety procedure used by workers to assure that a circuit breaker
remains off when they're working on a circuit. If you see a lock on a breaker, do not
disturb it. See details in Section 10.2
Q:
A:
All our exit lights are flashing. Do we call the Electric Shop?
Yes, send a work order to craft 301 and we will send a technician to replace or repair
the unit.
Q:
A:
Smoke is coming from a fluorescent light. Who should we call?
Turn off the lights immediately and refer to "Emergencies" in the first section of this
manual, page 1.2.
Q:
A:
Will you repair the microwave oven in the Teacher's lounge?
Yes, if the repair is minor; bad switch, etc. Units that cost less than $100.00 are not
usually worth repairing.
Q:
A:
Who repairs our emergency lights and our security night lights?
Outdoor security night lights and parking lot lights are repaired by the Electric shop
craft code 300. The emercency lights are repaired by craft code 302 - also in the
electric shop but different technicians.
Electric FAQ 6/05
4.3
Electronics Shop
Harry Ain, Interim Supervisor, 225-4965
Quick Answers to frequent questions...
Q;
A:
How do I get a new lamp for a projector?
Order through the Campbell Warehouse.
Q:
A:
Power was off at the school and all the clocks are off. How do we reset them?
No need to do so. The clocks reset themselves within twelve hours. If they don't, call in a
work order.
Q:
A:
Security told us to take down our hanging mobiles because they cause false alarms(?)
The motion detectors used in the schools are designed to detect intruders. However, they can
also be triggered when a mobile sways or twists in a slight breeze. Security and safety must
be the priority here. Please do not hang mobiles in areas with intrusions detectors. This also
applies to floating balloons or other hanging decorations. If you are not sure if your areas
have motion detectors, please contact the Electronic Shop.
Q:
A:
Do you service all electronic devices - such as phones, computers, and fire alarms?
No. Computer equipment is serviced by the Business Machine Shop or TTS, phones by TTS.
See section 4.1, page 2 for more detail.
Q:
A:
We recently had a break-in and would like to know if our security system is working.
The Security Technician reviews all security incidents on a daily basis, and confirms alarm
response to intrusions. Security systems are tested on a regular basis.
Q:
I know that some of our A/V equipment is picked up by your shop, and some we send in
through school mail. What's the difference?
TV's, VCR's, and video cameras will be picked up and returned by Electronic Shop personnel.
All other A/V equipment ( such as 16mm projectors, slide projectors, stereos, etc.) should be
sent through regular school mail.
A:
Q:
A:
We have had some personnel changes and no one here knows how to operate our
equipment (stage lighting, intercom, auditorium or athletic field sound systems, etc.) and
need some help. Do you do that?
Yes. Call in a regular work order request with a specific site contact person and phone
number. That way we can coordinate our arrival with your scheduling needs and provide
inservice training to all the relevant personnel.
Page 1
4.4
Q:
A:
We're having a special event and need a temporary sound (and/or video) system set up.
Do you do that?
Yes. Send us your request with all relevant data via E-mail ([email protected]),
10 working days prior to the event, and confirm the data transmission by phone (225-4965).
Bear in mind that the Electronic Shop gets a lot of "set-up" requests at popular times of the
year, such as graduation. Because the available equipment is limited, you should get your
requests in early.
Q:
A:
When is the best time to request bell changes at our school?
The best time is before the start of the school year, as soon as you know what the schedule
will be. Keep in mind that there are dozens of schools who will need bell schedules at the
start of the year, so call early to avoid last-minute worries.
Q:
A:
Is there a prioritization of work orders in your shop?
Yes. As a general principle, the rule is "first in, first out." However, some work requests
necessarily have a higher priority when safety or security issues are involved, or if the
problem affects an entire campus, such as all clocks not working.
Page 2
4.4
Electronics
The Electronic Shop performs the following tasks and services:
Installation, troubleshooting, repair, evaluation, and parts requests for the following
equipment are serviced both through on-site visits, email at [email protected],
requested via iMapcon online (see section 3.0), or fax at 225-4965.
Intercom Systems
Master Clock Systems
Clock Transmitters
Secondary Clocks
Bell Systems
Security Systems
Public Address Systems:
MPR Auditoriums
Football Fields
Scoreboards
Special Alarm Systems:
Panic Alarms
Fire Sprinkler Systems
Video Cassette Recorders
Video Tape Decks
Video Monitors
Mounted Speakers
Televisions
Mixers
Camcorders
Laser Disc Players
Driving Simulators
Book Detectors
Time Stamps
Stage Lighting
In addition, the following equipment is serviced by the Electronics Shop,
by sending it through regular District mail (with the 3-part maintenance form):
Film Strip Projectors
Walkman Stereo
Film Strip Viewers
Record Players
16mm Projectors
Language Masters (R/M)
8mm Projectors
System 80 (R/M)
8mm Loop Projectors
Hoffman Reader (R/M)
Slide Projectors
Cassette Recorder/Players
Opaque Projectors
Stereo Systems (Tape/CD/Radio)
Overhead Projectors
Portable Podiums
Radios (AM, AM-FM)
Microphones
Listening Posts
Headphones
Audio Tape Duplicators
Amplifiers
Microphone Stands
Portable Speakers
Tripods
Set up of sound systems, A/V equipment, and TV/VCR's for instructional use and public meetings.
Requests should be made at least 10 working days prior to event.
Instructional presentation for District personnel on the use of site or loaner equipment.
Implementation assistance with stage lighting systems in auditioriums and little theaters.
Page 3
4.4
Research of technical questions regarding equipment needs in classrooms and electronic learning
resource centers. Evaluation and recommendation of cable and equipment placement.
Reception of A/V equipment from vendors, equipment tagging, site distribution.
Recording and copying of confidential tapes (expulsions, etc.).
Design review, in conjuction with District engineers, for security, clock, bell, and intercom systems.
Twenty-four hour/seven day "on call" service for Security Systems.
Cable fabrication for custom applications.
Moving, storage, and setting up of high dollar value A/V equipment while a District site is under
construction.
Inventory and repair of loaner equipment, and placement as needed (and available) on site.
Evaluation of old or non-working equipment.
Preventative maintenance on most A/V equipment.
Technical advice relating to any electronic systems on District sites. This includes recommendations
for equipment to be purchased by schools, PTA's, and other organizations.
Abook30 8/03
Page 4
4.4
Mobile Audio-Visual Repair
Purpose
The purpose of this objective is to provide a service for the repair, preventative maintenance,
and evaluation of all Audio Visual equipment at each site. This on-site maintenance will assist
in eliminating Audio Visual equipment sent in via the TUSD mail trucks, expedite service and
add control to the equipment.
The Electronics Shop of Facilities Management has implemented the following procedure:
A.
The Electonics Shop will notify site in advance of pending arrival by
technician to repair and evaluate existing Audio Visual equipment.
B.
Electronics Technician and designated site personnel will develop a list of all
equipment that is to be removed from the site inventory on a “Capital
Equipment Disposal Request” form #660.
i. Forward copy to Asset Management.
ii. Forward copy to Electonics Shop.
iii. Site maintains a copy for their records.
C.
All items that are determined to be obsolete and/or not cost effective to repair
will be sent to auction. Technician will mark each item with an “A”, for
auction.
D.
Technician will notify Leadman of Property Control to have a work order
created for the purpose of picking up all excess Audio Visual equipment.
Excess equipment will be picked up every Tuesday whenever possible.
Initially the Electronics Shop will attempt to provide this service to at least 3 school sites per day
until the excessive surplus is removed. More site visits will be added daily as the project
progresses.
10/1/00
Mn/aas
Mobile AV Repair 8/01
Page 5
4.4
Property & Furniture Control
Rey Bussari, Crew Chief, 225-4626
Quick Answers to Frequent Questions...
Students First furniture
Q: How do I order furniture through Students First Furniture Program?
A: You should receive a furniture purchase menu via e-mail from the Asset Management
Office during the months of April or May. Menus should be returned via e-mail to
the Asset Management Office when completed. Once menus are returned to Asset
Management, requisitions will be created on a FIFO basis.
Q: How long will it take before my Students First Furniture is delivered?
A: Normally, the turn-around time, once the vendor receives the PO, is 8 to 10 weeks.
Q: Who receives, assembles, and distributes the Students First Furniture?
A: Property & Furniture Control Personnel will receive, assemble, and distribute all
Students First Furniture.
Other furniture questions
Q: Who do I contact to request building or personnel signs?
A:
You must submit your request in writing or e-mail to the Furniture Shop. Be sure your
request has the exact spelling and dimensions included.
Q: How do I acquire additional furniture?
A:
A request must be submitted in writing to Property & Furniture Control, or by e-mail.
District staff may also obtain used furniture from the Property Control Surplus
Warehouse which is open on the first Wednesday of every month except for June and
July.
Q: What can I do if I have various pieces of furniture and/or equipment that are
surplus?
A:
Put all the furniture and/or equipment to be picked up in one central location not to
include basements or upper levels. Then submit a request to Property & Furniture
Control and they will arrange the pickup and coordinate the evaluation of the furniture
and/or equipment with the appropriate Facilities Management shop. This equipment
must be evaluated and determined if usable surplus.
Q: How can I get my desk picked up for repair and returned?
A:
A written request must be submitted to Property & Furniture Control Supervisor, by
district mail, email, or fax to 903-2769.
Q: Is it always necessary to include the Property Control numbers or Asset ID
numbers when I submit a written request?
A:
Property Control numbers, Asset ID numbers, or serial numbers should always be
submitted on all transactions.
Please refer to section 7 of this manual for detailed information about furniture,
inventories, and related matters.
Property &Furniture Q & A, 08-03
4.5
Access Control / Lock Shop
Kevin Douglas , Supervisor, 225-4628
Quick Answers to frequent questions...
Q:
A:
Where do I get office/classroom keys?
Classroom keys must be obtained from Key Control located at the LIRC building,
2025 E Winsett. The request must be accompanied with a TUSD Form 617 signed by
the Principal/Director. The Locksmith Shop does not issue classroom keys.
Q:
A:
Where do I get keys for file cabinets, desks, lockers or other miscellaneous locks?
The keys are attained through the Locksmith Shop. A Facilities Work Order must be
placed with the Work Order desk, to be processed on a first-in / first-out basis.
Q:
A:
I need to know which key fits a particular door. Whom do I contact?
Key Control at 225-4674 has all the keying information available. You will need a
door frame number (the engraved plastic tag) from the door when calling.
Q:
A:
I need a room which has signs of theft re-keyed . What do I need to do?
A Facilities Work Order must be placed with the Work Order desk. Also, Security
must be contacted to make out a theft report, and a Property Control loss report be
completed before re-keying can be accomplished.
Q:
One of our teachers has locked her keys in the file cabinet. Can you come out
after school hours to open the drawer?
While the locksmith shop is typically staffed 9 to 10 hours during the day, calls to
open file cabinets must be billed to the school if the locksmith has to work overtime.
If all locksmiths have left for the day, an emergency "call out" entails wage payment
to the worker for 3 hours at overtime rates. This amount would have to be billed to the
site.
A:
Access Control FAQ
8/05
4.6
Paint Shop
Oscar Moreno, Crew Chief, 225-4630
Quick Answers to frequent questions...
Q:
A:
Since the painters are already here, can they do some additional work?
Yes, as long as they have enough material with them and the if the work can be
completed within 2 hours.
Q:
A:
How can I get my entrance way, corridors and doors painted?
Larger projects like this may require capital funding. Contact the Crew Chief to
discuss the options.
Q:
A:
Who do I contact to have the stage floor stripped and resurfaced?
Custodians are instructed and trained on how to refinish a wood stage floor. Any
questions on procedures, etc. should be directed to Custodial Services @ 225-4619.
Q:
A:
How big a job can painters handle on a regular Work Order?
Work requiring more than five days, or that exceeds 1,800 square feet, may be
contracted out as Capital Projects or Special Projects. Contact the Crew Chief to
discuss options.
Q:
A:
How long will it take for you to get to my work order?
Our backlog varies throughout the year, but all work is performed on a
first-in / first-out basis.
Q:
A:
Who boards up broken windows?
During work hours, custodians should board up broken windows. Call the work order
desk at ext. 54640 to get cover boards delivered, as needed. After hours, report
broken windows to School Safety at 584-7676.
Q:
A:
What is the "Self Help" program?
If your school has volunteers willing to do painting, (staff or parents), we will supply
paint and materials for the work.. Call the Paint Shop at 225-4630 to learn details
about this program.
For larger projects, refer to Site-Based Project initiation in section 8.2
abook31.8
8/03
4.7
Plumbing Shop
Mark Lamberton, Supervisor, 225-4606
Albert Baker, Foreman, 225-4606
Quick Answers to frequent questions...
Q:
A:
What should I do if I smell natural gas?
Call 911 and evacuate the building. Contact the Work Order Desk at 225-4640. If a cell
phone is available, call the Work Order Desk from a safe place outside the building. Do
not turn on lights or operate any electrical equipment.
Q:
A:
I have one clogged toilet in a gang rest room. Is this considered an emergency?
No, if several or all toilets are clogged, this may indicate a sewer main problem, which is
a health hazard and is considered an emergency. A single clogged toilet should be
serviced by the site custodian. If unsuccessful, the water to the fixture should be turned
off, the stall door secured, and a work order should be initiated thru the intranet (see
section 3.0). If the toilet is the only toilet available for special needs students or adults,
that should be mentioned when initiating the work order through the intranet
Q:
A:
Our site, or a particular area, has no water at all. How should we handle this?
Call the work order desk and explain the problem. The Plumbing Shop will respond
as an Emergency Priority.
Q:
A:
We have a sink faucet running continuously (more than a drip) - can't turn it off.
Your custodian should turn off the angle stop or valve supplying water to that fixture.
after doing so, use the intranet to initiate a work order for repair.
Q:
A:
We have no hot water in the kitchen. Is this a standard (priority 3) work order?
This will be considered an Emergency or Priority 1. Call the work order desk.
Q:
A:
We have a sink that is loose, could fall off the wall.
Call in a work order immediately. Shut off water supplies and mark as “out of order”.
Take any steps possible to keep everyone away from the sink, if the restroom cannot be
closed or secured.
Q:
A:
One of our outdoor drinking fountains has a clogged drain. Is this an emergency?
No, ask your custodian to attempt to clear it and ask students to use other fountains. If
Unsuccessful, use the intranet to initiate a work order.
Q:
A:
What other needs does the plumbing shop address?
Locker repairs (bent doors, broken locks, hinges). Each site changes there own
combination numbers. We also do Welding repairs (ramps, security screens, structural
welding). Grounds Maintenance repairs play equipment, and Furniture is repaired by the
Furniture Shop. Place a work request online for this work.
4.8
abook31.9
8/03
Heating and Cooling, (HVAC)
Alex Roman, Interim Supervisor, 225-4607
Quick Answers to frequent questions...
Q.
A.
Our unit has a burning smell. What should we do?
The machine has either burned a motor or is slipping a belt. Neither condition will, in 95% of the
cases, harm anyone. Call in a work order to ext. 54640 for the specific room and the condition.
Q.
A.
How do you prioritize HVAC work orders?
Based on limited manpower, TUSD and Facilities policies and procedures, and Teleological based
ethics; i.e., "the greatest relief for the greatest number of students/staff", work orders are "triaged".
Priority E's are reserved for the immediate threat to human life safety or imminent major damage
to structures (flooding due to water line breakage). Priority 1's are reserved for whole schools, or
major sections of schools out, typically involving three (3) or more classrooms (100 students).
Priority 3's are used for single classrooms, and all support areas other than specific primary
classroom settings.
Q:
A:
Our unit suddenly stopped running. Can we do anything to check it?
Ask your custodian to check the circuit breaker in the electrical panel. If it's not tripped or the unit
doesn't power up when you reset it, call in a work order.
Q:
A:
Our air handler is running, but just blowing room-temperature air. What should we do?
Double-check the thermostat to see that it's set properly for heating or cooling. If all appears OK,
perhaps the compressor has cycled off. This is not a problem unless the room temperature
continues to elevate.
Q:
A:
Our fan coil (or air handler) is running, but the air flow is very weak.
Check the filters and change them if they're dirty.
Q:
A:
The coolers (or AC) will not blow any air at all.
See if the Fire Alarm Panel has been left in the "Alarm/Silence" mode. This will shut down all air
handler operation. Also, check and replace the filters, as needed.
Q: Our ceiling tiles are wet. Who should we call?
A: We need your help on this one. The water can be coming from one of three places;
1. It may be a roof leak, 2. It may be condensation from an AC air handler, or
3. It may be a leak in the fire suppression system, (sprinkler pipe). Please try to determine the
water source before calling in the work order so we can respond with a worker from the correct
trade. If the water is coming from the A/C equipment, the cause may be dirty filters. Please have
the custodian insure clean filters.
Q:
A:
Our thermostat has a constant hissing sound. Is this normal?
Intermittent hissing is normal in some thermostats, but a continual hiss indicates a malfunction.
Please enter a work order in iMapcon if it is continual.
Q:
A:
Our cooler doesn't seem to put out as much air as it should. What can we do?
Be sure that at least two windows are open in the room to allow air flow from the cooler. Verify
that evaporative coolers are used, (don’t open windows with air conditioning).
Q:
A:
Who is responsible for changing filters?
Site custodial staff is responsible for changing filters twice per year or if the cause of a water leak
at the equipment is a dirty filter. The two exceptions are Wrightstown or Whitmore where the
equipment is on the roof and there is no access to that roof other than an extension ladder. HVAC
provides training for all new staff upon request from the site via the work order system.
abook33 6-05
4.9
Guide to Contracted Services:
Laminator, Paper Cutter and Kiln Repair
See page 2 of this section
Bee Removal: 225-4618 or 225-4640
For stinging incidents, see section 1.7
Contracted Custodial Services: 225-4618
Elevator Service: 628-1616
Pest Control, Management: 225-4618
Details on pages 4-10
Refuse Collection: 225-4679
Details on page 11
Telephone Systems: 225-6333
Towel and Linen Service: 225-4618
Details on page 12
Weed Control: 225-4659
Details on page 13
Section 5
Paper Cutter, Laminator, and Kiln Repairs
In an effort to speed servicing on these items, site staff may now contact approved vendors
directly.
To request service: contact the appropriate vendor (below), and complete a TUSD
requisition form (online or a copy of the next page). The vendor will either repair the item at
your site, take it to their shop, or request that you bring it to their shop.
Forward the completed requisition, with the vendor’s quotation, to Purchasing.
Laminators: A & A Laminators
5637 E. Broadway
747-5656
(they no longer service
these units)
UPDATE: June 2005
For 24” and larger laminators:
place a work request online for
the ICS shop.
For small laminators: return to
the vendor for warranty,
exchange, or a repair quotation.
Kilns: Barbara Ceramics
5618 E. 22nd Street
790-2860
OR
Marjon Ceramics
426 W. Alturas
624-2872
Paper Arizona Grinding Company
Cutters: 1870 W. Prince Road
888-8500
OR
Chuck’s Sharpening Service
5923 E. 22nd Street
747-9611
Paper cutter 8/04
Section 5
page 2
Pest Control
Each facility in TUSD is currently serviced monthly by a pest control contractor. They are
scheduled to service the kitchen, snack areas and cafeteria. Any other problem areas should
be scheduled on a call-back basis or serviced with a regularly scheduled visit. A copy of our
notice to you of scheduled kitchen spraying can be found on page 6 of this section.
A request for an entire building fumigation will require a budget transfer from your site. An
appointment will be made with the pest control company. Any termite abatement requests
should be called in to the work order desk at ext. 54640 for scheduling.
Integrated Pest Management Program
IPM is a pest management program where alternate methods are used to combat pest
problems. The program is described in detail on pages 6 through 10 of this section.
Please call ext. 54618 with any questions or concerns about pest control.
Pest control
8/04
Section 5
page 4
Facilities Management
Buildings/Grounds Services
(DATE)
TO:
SITE ADMINISTRATOR
FROM:
REGGIE McCLENDON, BUILDINGS/GROUNDS MGR.
RE:
PEST CONTROL SPRAYING
This is to inform you that the food handling and preparation areas at your site are scheduled
to be treated with pesticide spray on _____________________
Please take appropriate actions in notifying any organizations/individuals of this service, as
not to interfere with the scheduled spraying.
If there is a need to re-schedule this treatment, please notify me at least 48 hours prior to the
scheduled spraying.
If you have any questions, please call me at 225-4618.
Section 5
page 5
Putting Integrated Pest Management to Work
Developing an IPM Plan
A successful pest management plan will take several dedicated people willing to put time
into its development. Following the eight steps below will be helpful, however, there will be
myriad details that must be ironed out. If some portions of the steps are not developed well
enough, there is the possibility that there will be a greater reliance on pesticides. It is best to
address all of the components of the system and carefully design procedures for
implementation to be most effective. The steps are:
1. Define the roles of all the people involved in the pest management system (i.e.
Occupant, Pest Manager, Decision Maker) and establish communications between them
to assure that each person understands their role and importance for successful IPM.
2. Determine the Pest Management Objectives for each of the specific areas of the site in
order to solve the pest problems.
3. Set Action Thresholds, a point when pest populations or environment conditions indicate
that some action must be taken, and no action (other than normal sanitation and
monitoring) is taken until that point is reached.
4. Inspect the site environment and monitor the pest population on a periodic, consistent
basis to determine when the action threshold is reached, and to determine whether the
action taken is sufficient. Make records of monitoring results.
5. Take action that modifies the pest habitat to reduce carrying capacity of the site, exclude
the pest, or otherwise make the site environment incompatible with the biological needs
of the pest.
6. Take appropriate pesticidal action - utilize the least toxic, most effective chemical. Use a
chemical that provides the longest effective time in contact with the pest. Use the most
efficient application technique at a time when the pest is in its most vulnerable stage.
Select a chemical that has the least possible hazard to the people, property, and the
environment.
7. Evaluate the results of the habitat modification and pesticidal treatment actions by
periodically monitoring the site environment and pest populations.
8. Keep written records of site pest management objectives, monitoring protocol and data
collected, actions taken, and the results obtained by the pest management system
methods.
(more)
Section 5
page 6
IPM involves knowing and monitoring pests, taking action, evaluating results and reworking
specific procedures in the IPM plan, if necessary. The philosophy of "Why IPM?" is found in
both the technical sense and in the business management realm. If you are to be a part of
sound IPM program, and if your role is to be the IPM Manager, then the basic premise to
your operation has to be respect for all people and their concerns.
Designating Pest Management Roles
The concepts and methods of integrated pest management were developed originally in
agricultural settings. Later, it was found that IPM had great value in urban pest management
as well. The interactions between the people involved in a urban pest management system
are the key to the success or failure of the program. When the respective roles of all the
people in the pest management system are identified and agreed upon, and when these people
communicate well with each other, effective and inexpensive protection of the site (and the
people) can be achieved with reduced risk. In successful urban pest management systems,
people function effectively as occupants, pest managers, or decision-makers, gaining the
information they need, giving the information that others need, cooperating with each other,
and meeting their special responsibilities to achieve the unique pest management objectives
of the site. These functions and responsibilities are identified below and should be outlined
in the site pest sites' pest management plan.
The Occupants-Students and Staff
Although these examples are specific for schools, the principles apply to other public sites.
Occupants are concerned about the safety of the pest control methods used, their
effectiveness and possible adverse effects. School staff, students, and their parents should
receive information addressing the concerns and their roles in the school's pest management
system.
The most important responsibility of the students and staff is sanitation. Much of the
prevention and reduction of pest infestation at the school site depends whether or not they
clean up food leftovers, food in lockers, gum under desks, paper clutter, etc., or perform
proper maintenance. In addition, since people at the school site may observe the presence of
pests they should report any evidence of pest activity.
Other actions may be required of or be undertaken by students and staff, depending upon
interest in the site and the pest management system; the more occupants who "buy in" to this,
the better the pest management system will work.
(more)
Section 5
page 7
Parents Have Special Roles To Play Too
Parents have the most responsibility for their children and they are their children's natural
advocates. Thus, they can bring the need to reduce dependence on pesticides to the attention
of school personnel, and they can assist greatly in the transition to an IPM program.
Parents' first school pest management responsibility is to learn about and follow IPM
practices at home so that pests are not carried to the school site in notebooks, lunch boxes,
clothing or the children's hair. Second, parents should be aware of the current pest
management practices in their children's school. The schools should welcome questions by
the parents and encourage the parents to seek information. Visible interest and concern on
the parents' part is a valuable resource and stimulus for the implementation of a school IPM
program. Parents may express their views to the School Superintendent, School Board, and
School District Management and the Schools' Parent Teacher Associations (PTA). Parents
may participate on IPM advisory or oversight committees with school and government
management.
Managing The Pests-The Pest Manager
In a pest management system, the pest manager is the person who observes and evaluates (or
directs others to do so) the site environment and decides what needs to be done to achieve the
site pest management objectives. The pest manager designs a pest management system that
takes into account potential liability, applicator and occupant safety, costs, effectiveness,
time required, and customer, or occupant satisfaction.
The pest manager draws on knowledge gained through prior training. and uses information
on the site environment, the pest and its biology, occupant health and concerns, appropriate
control measures, and expected results. The pest manager also performs the necessary pest
management actions or directs others in the actions to be taken.
Since the pest manager usually has the responsibility of keeping both the occupants and the
decision-makers (management) informed, he or she has the greatest need for available
information about the site, pest and appropriate pest management methods.
The system for the site must achieve the goals within the limitations posed by safety, time,
money, and materials available. Pest managers monitor the site environment and the pest
population to determine if actions taken are successful, and the pest manager also must keep
accurate records of any pesticides used, the amounts, and dated for each site.
(more)
Section 5
page 8
Decision-Makers
Generally, persons who authorize the pest management program and control the money for
pest management, are people who are involved in the direct management (or administration)
of the school or schools, such a Superintendent, or Assistant Superintendent of Schools.
Sometimes, however, a person indirectly involved with the site becomes a pest management
decision-maker, e.g., the Health Department Inspector. On other occasions, the Purchasing
Agent, or Contracting Office, for a school system or District may be a major decision-maker
for a school site.
At this level of pest management decision-making, concerns about costs, liability, time
expended, method effectiveness, safety, and customer or occupant satisfaction are foremost.
These decision-makers also determine if the pest manager is performing at an acceptable
level and whether the pest management objectives are being met. Among other methods, this
can be done by monitoring complaints from the occupants, by observation of the site
environment, or by a combination of both. Decision makers must also provide the necessary
level of financial commitment for any IPM program to succeed.
A great deal of understanding, cooperation, and commitment, from everyone in the systemstudents, and parents, all school staff, managers, administrators, and the public is needed in
order for an IPM program to succeed.
Educating IPM Participants
A school IPM program should include a commitment to the education of the students and
staff and to the parents of the students. Staff to receive this education should include not
only the teachers, but school nurses, cafeteria employees, and housekeeping, and
administrative personnel, as well. All occupants must understand the basic concepts of IPM
and who to contact with questions or problems. Specific instructions should be provided on
what to do and what not to do. For example, staff should not bring and use pesticides on
their own in the school. Pesticide application, including those purchased at a retail store,
should only be made by designated certified and licensed personnel. Education and training
staff to function within an IPM context is important to the success of an in-house IPM
program. Note: more specific training is required for the Pest Manager. Universities, and
State Cooperative Extension Services have the expertise to meet most IPM training needs.
Training materials that are needed and are not already available can be developed jointly
between the School District and the Extension Agent.
(more)
Section 5
page 9
Setting Pest Management Objectives for Sites
Pest management objectives will differ for most sites and must be considered before setting
action threshold levels (discussed below). For example, with
an athletic field, the objective would be to maintain aesthetics as well as a specific type of
playing surface, i.e., grass length. With ornamentals, the objective would be strictly aesthetic
value. With structures, the main objective might be controlling damage caused by termites.
Schools and other sites should outline specific objectives in a pest management plan.
Example: Outline of Pest Management Objectives: "Manage pests that may occur on this
site to prevent interference with the learning environment of the students; eliminate injury to
students, or staff; preserve the integrity of the school buildings, or structures, and provide
safe playing or athletic surfaces."
Implementing Your Plan
Implementation of a pest management plan may take a considerable amount of time
(months), and may require several phases, considering budgets, workers, contracting cycles,
weather, and other environmental factors, or the capability and willingness of the
participants. Setting preliminary priorities will help accomplish implementation. If budget is
a concern, implement the lost cost easy portion first. As money is saved, then implement the
more costly or complicated portions.
Section 5
page 10
Solid Waste Services
Since 2002, all TUSD sites have been provided both refuse & recycling services by the
City of Tucson (inside the City limits) and Waste Management (outside the City limits).
These contracted services provide routinely scheduled refuse and recycling pickups as
well as special needs services when required.
Any questions or concerns about solid waste services must be made through the Natural
Resources Office at 225-4679, not the contractor. This is the only department that can
authorize changes to your current refuse or recycling services. Please assist us by
preventing vehicles or objects from blocking access to the containers. Any call back for
service will result in additional solid waste service fees.
Expanded recycling programs are encouraged and available for the sites that wish to
participate. The following items can be “commingled” (not separated) in the recycling
containers as long as they are clean, dry, and free of food contaminants:
• Paper:
⋅ White & colored office-type paper
⋅ Opened mail (remove non-paper items)
⋅ Pamphlets, brochures, advertising flyers, posters
⋅ Newspaper and brown bags
⋅ Phonebooks
⋅ Magazines and catalogs (less than ½" thick)
⋅ Shredded paper in a secured, clear plastic bag (this is the only time plastic
bags should go in the recycling container)
⋅ Corrugated cardboard (flatten)
⋅ Milk cartons & drink boxes (drained of any liquids)
⋅ Paperboard (like cereal or stationery boxes)
⋅ Fiberboard (like paper egg cartons)
• Plastics (#1 and #2 plastic bottles & jugs with necks or screw-on lids)
• Metals (steel and tin cans including non-hazardous product aerosol cans)
• Aluminum (cans and foil baking pans)
• Glass (food and beverage containers only)
For more information about recycling and the Resources Efficiency Awareness Program
(REAP) refer to our website at http://www.tusd.k12.az.us/contents/depart/reap/index.html.
Section 5
page 11
Towel and Linen Contract
A linen supply contractor provides weekly towel service to your facility.
Each of your sites has a set towel inventory count, this number is reflected on the invoice left
at your school with each delivery.
When a request for an increase or replacement is made the following steps must be followed:
1. A complete inventory of towels at your site must be made, this includes
soiled towels, towels in classrooms, and towels available. Fill out and sign
the "Request for Towel Increase/Replacement" form* and forward to
Buildings/Grounds Services Department. Do not call Prudential.
Discrepancies will be checked by Buildings/Grounds Supervisor and will
make the necessary adjustments.
2. Dependent upon findings initial replacement costs may be made by Facilities
Management. However, if an ongoing towel shortage/replacement problem
persists, we may require that a budget transfer be made from your site before
any replacements are made. Current replacement cost is more than $1.00 per
towel.
3. Any towel shortages/discrepancies deliveries that may occur should be
called into the Buildings/Grounds Services office at ext. 54618. A
subsequent check with Prudential will be initiated followed with a return call
to your school.
Attempts to increase towel inventory as a solution to replace towels will not be allowed.
Call Buildings & Grounds at 225-4618 for Towel and Linen services.
Section 5
page 12
Weed Control
This service contract specifies that all TUSD facilities be serviced for weed control on a
semi-annual basis. Areas serviced are fence lines, sidewalks and parking lot areas.
Additionally, high school baseball and football fields are sprayed twice a year. Applications
of herbicides include pre-emergent and post-emergent.
Keep in mind that any debris or dead weeds should be removed after the service has been
rendered.
Ms. Linda S. Wright, TUSD's Grounds Maintenance Crew Chief should be contacted for
any questions you may have at 225-4659.
Section 5
page 13
Grounds Maintenance
"Quick Answers" to Frequent Questions 6.1
Athletics Calendar and Grounds Maintenance Calendar 6.2
Turf, Irrigation and Shrub Care Standards, Tree Planting 6.3
Grounds Equipment and Materials 6.4
Training Calendar for Grounds Workers 6.5
Replacing Irrigation Sprinkler Heads 6.6
Ball Field Preparation 6.7
West Nile Virus Prevention 6.8
Sec 6 contents HS
8/03
Grounds Maintenance
"Quick Answers" to Frequent Questions 6.0
Elementary School Grounds Maintenance Schedule 6.1
Play Equipment; purchased, donated; installation 6.2
Play Equipment; Maintenance and Safety 6.3
Middle School Groundsmen Duties and Responsibilities 6.4
Middle School Grounds Equipment and Materials 6.5
Middle School Grounds Maintenance Standards 6.6
Tree Planting 6.7
West Nile Virus Prevention 6.8
Section 6 contents 8-04
Grounds Maintenance
Richard Hoffman, Interim Supervisor, 225-4659
Quick Answers to frequent questions...
Q: Why do the roving grounds men only service the school once every nine to
twelve calendar days?
A: The sixteen roving grounds men make up six crews. Grounds also provides service
to twenty other sites. These sites range from administrative offices to special
curriculum facilities and new property purchases. Additionally, the roving
grounds men are utilized to renovate sand bays, tree trim, brush pick up and line
athletic field events at Elementary and Middle Schools.
Q: Will grounds maintain school projects such as habitats, sanctuaries, or
gardens?
A: We would like to, but if every school adds just five minutes of additional grounds
work to the roving crews existing workload, we would require over five
additional man hours per weekly schedule to fulfill that request.
Q: Why do the grounds men mow the field during lunch?
A: In many cases the grounds men have signed into the school and there are no
children in the mowing area when the grounds men begin their work. The certified
and trained equipment operators have either started mowing or are near completion
when the children run out towards the workers and equipment.
Due to the size of the school district Grounds can not eliminate the mowing of school
playgrounds between 11:00 a.m. and 1:00 p.m. Your cooperation during this onceweekly mow visit will assure playgrounds are mowed expediently.
Q: Will Grounds Crews provide 55 gal trash drums and remove the trash in
these 55 gallon drums or other barrels in school yard?
A: Grounds Maintenance does not provide 55 gal. trash barrels. In fact it is not
recommended by the District Health and Safety Committee. All trash barrels,
regardless of the size, should be lined with a plastic trash bag and emptied daily
by the site staff. When the roving crew arrives they may empty a small (no larger
than 30 gal.) trash can, which must have a liner. This trash should have only
accumulated for less than 24 hours.
Q: Do you clean up paper around the dumpster, fence lines and playgrounds?
A: The school site staff should clean up daily in the dumpster area, fence lines and
playgrounds. Grounds men will rake excessive leaves or branches in this area,
but will not remove boxes near the dumpster. When the large mowers cut the
grass, paper problems will multiply. Grounds Maintenance NEEDS YOUR
ASSISTANCE WITH THIS PAPER LITTER ISSUE. THANKS!
6.0
ELEMENTARY SCHOOL GROUNDS MAINTENANCE SCHEDULE
Roving Grounds consist of sixteen (16) Groundsmen who make up six (6) crews. Each crew
is equipped with two weedeaters, two hedge trimmers, one blower, two rotary mowers, one
edger, and one riding mower; which cuts a width of eighty-four inches.
The truck and trailer transports this gas powered equipment, as well as hand tools, including
shovels, rakes, small pruning saws, lopers, and hand shears. A minimal amount of gas is
stored in the vehicles. There is one 5-gallon gas can and one 2-gallon gas can of oil mix.
Chemicals stored are minimal, that being one container of ant powder.
Roving Grounds crews will service your school every nine (9) to twelve (12) calendar days.
During winter hours expect arrival at your school site between 6:00 A.M. - 6:15 A.M.
Morning break is approximately at 8:30 A. M., not to exceed fifteen minutes. The crew
shall sign out from your school at 10:15 A.M., then travel to the second site and lunch break
to be completed by 11:00 A.M. Work to be started at afternoon site by 11:00 A.M.
Afternoon break is at 1:00 A.M., not to exceed fifteen minutes. Completion of work and sign
out from school site is 2:15 P.M., and/or 3:10 P.M.
Duties of Roving Groundsmen at your site are based on routine school maintenance needs.
These grounds duties include and are not limited to the following:
1.
Pick up paper liter and debris not to exceed one hour labor, total.
2.
Rake and trim front entryways.
3.
Blow off all sidewalks, bus bay, and patios.
4.
Rake debris adjacent to all curbs.
5.
Rake and sweep parking lots.
6.
Weedeat fence lines, edgings, and buildings.
7.
Turf grass to be kept mowed at 1½" - 2" at all times.
8.
Mechanical removal of weeds.
9.
Rake, rototill, spread sand in sandbays.
(more)
6.1
10.
Trim hedges and trees without the use of a ladder.
11.
Fill holes in playground with topsoil.
12.
Report any deficiencies and concerns to Principal and/or
Crew Chief.
13.
Supplemental watering as required.
14.
Fill out daily paper work.
15.
Sign in and sign out at School Office.
WHEN THE ADMINISTRATOR HAS ADDITIONAL GROUNDS TASKS TO BE
COMPLETED ON THE DAY OF SERVICE WHICH ARE NOT INCLUDED IN THE ABOVE
ROUTINE MAINTENANCE DUTIES, CONTACT THE GROUNDS OFFICE AT
225-4659.
When additional work is required due to activities planned at your school, place a work
request online (see section 3) or submit a brief written request to Grounds.
Grounds schedule
8/04
Page 2
6.1
Priority List for Roving Grounds Maintenance Crews
Red Priorities – These must always get done (even with a one-man crew)
1.
2.
3.
4.
5.
Safety/hazard check of campus.
Mow/cutouts, patio, and front turf areas.
Rake front decomposed granite or bare earth areas in front.
Blow off front walks, patio walks, and parking lot curbs.
Pick up papers (no more than one man hour), empty trash.
Yellow Priorities – These are done in addition to the Red with 2-man crews
1.
2.
3.
4.
5.
6.
7.
8.
Weed-eat turf areas.
Tree trimming for low or overhanging branches.
Manually weed or hula-hoe any high visibility areas.
Rake patio areas.
Pick up more papers (still no more than one man hour).
Trim, prune, or shear shrubs, as necessary (overhanging first).
Blow off basketball courts.
Treat ant problems.
Blue Priorities – Some of these duties should be done when time permits, and are always
done with a 3-man crew. These duties should be rotated to insure all tasks get done
periodically.
1. Clean up bus bay areas thoroughly.
2. Tree thinning.
3. Weed other areas in parking lots, fronts, fenced-in cooling tower yards.
4. Clean up sandbays (weeding, tilling, filling in under play equipment).
5. Work on drainage, clean out swales.
6. Minor sprinkler repairs.
7. Rake up loose rocks.
8. Weed-eat sprinkler heads.
9. Improve tree wells.
10. Clean fence line.
Page 3
6.1
PROCEDURE TO PURCHASE PLAYGROUND EQUIPMENT
STEP 1: DETERMINE THE DESIRED PLAYSTRUCTURE OR EQUIPMENT
*Contact Marcus Jones, TUSD Engineering, at 225-4882 for assistance
with Step 1 of this procedure.
A. Modular playstructures are recommended.
B. The playstructure or equipment is to be appropriate for the ages of the
using students.
C. Is any playstructure component or equipment on the unapproved equipment lists? If yes, a substitution should be made.
TUSD and the playground equipment vendors can assist in determining
acceptable components or equipment and substitutions.
D. Does the playstructure or equipment list comply with the requirements of
the Americans with Disabilities Act (ADA)? If no, it should be adapted
for compliance or a substitution made.
TUSD and the playground equipment vendors can assist with ADA
design requirements.
E. Does the playstructure or equipment comply with the guidelines of the
U.S. Consumer Product Safety Commission (CPSC) as published
in the
Handbook for Public Playground Safety? If no, it should be
adapted for
compliance.
TUSD and the playground equipment vendors can assist with
compliance with the CPSC guidelines.
F. Will the playstructure or equipment be purchased at one time or in
phases?
TUSD and the playground vendors can assist in dividing large playstructures into usable phases to assist in purchasing the equipment.
G. How much safe play area is required for the playstructure or equipment
package? If phased purchases will be used, the final playstructure or
equipment list must be determined in the planning stage in order to
determine the total amount of safe play area required.
TUSD and the playground equipment vendors can provide assistance in
determining safe play area requirements.
Note: The playground equipment vendors can provide catalogs and
other assistance as indicated above. A list of Arizona playground
equipment vendors follows.
6.2
STEP 2: DETERMINE AN ACCEPTABLE LOCATION FOR INSTALLATION
OF THE PLAYSTRUCTURE OR EQUIPMENT
*Contact Linda Wright, TUSD Grounds Maintenance Shop, at 225-4659
for a site survey and assistance with Step 2 of this procedure.
A. Sand bays are required to provide a suitable safety surface under and
around all playground equipment.
B. Is a sand bay available?
If yes, is it large enough for the desired playstructure or equipment
package, appropriate fall zones and no-encroachment zones? If no, can
it be expanded to provide all the required area?
C. Is a new sand bay required?
If yes, determine that 1) there is enough room at the desired location for
the size sand bay required for the playstructure or equipment package,
appropriate fall zones and no-encroachment zones and 2) the
location
will not conflict with other playground activities, drainage,
irrigation
systems and/or utilities.
D. A safety surface other than sand must be used for areas designated as
accessible to the disabled.
STEP 3: SUBMIT A DRAWING/EQUIPMENT LIST TO LAUREN EIB, TUSD
RISK MANAGEMENT AND ALEX GALLEGO, TUSD FACILITIES
MANAGEMENT
A. Risk Management and Safety Services Department approval is required to
ensure the safety of the proposed equipment and its appropriateness for
installation on TUSD playgrounds.
B. Facilities Management Department approval is required to ensure the
proposed site placement of the equipment is appropriate, provide blue
staking of the installation site, and remove existing equipment, as
necessary. This department also monitors and approves equipment
installation.
C. Use catalog cuts or line drawings of the playstructure or equipment and
attach specifications when available.
D. Indicate equipment manufacturer's name, plus name, address, contact
person and telephone number of Arizona vendor.
E. Indicate total area required for the equipment (including appropriate safe
play area) and total area available.
Note: In most cases, the playground equipment vendors can provide
computer assisted drawings to show the equipment, its placement and
area requirements.
page 2
6.2
STEP 4: OBTAIN FIRM PRICES AFTER RECEIVING EQUIPMENT AND
LOCATION APPROVALS
A. For equipment, obtain a firm price to include freight charges and sales tax.
B. Request a separate price for installation per the equipment
manufacturer's instructions.
C. For a new sand bay, obtain a completed project price per TUSD supplied
specifications.
Note: Volunteers can't be used for sand bay construction or equipment
installation.
D. Written quotations from 3 vendors are recommended to ensure best price.
E. Competitive quotations or a sealed bid may be required if TUSD funds
are used for the project.
STEP 5: ORDER THE PLAYSTRUCTURE OR EQUIPMENT PACKAGE
A. Will TUSD funds or a gifts and donations account be used? If yes, submit
a vendor requisition with copies of all quotations attached. Requisitions
will only be processed into purchase orders with appropriate equipment
and location approvals and TUSD procurement regulations compliance.
B. PTA's may order direct. HOWEVER, no equipment shall be ordered
or installed on TUSD playgrounds without the appropriate approvals.
STEP 6: DELIVERY AND INSTALLATION OF THE PLAYSTRUCTURE OR
EQUIPMENT PACKAGE
A. The equipment will be delivered directly to the school by common
carrier. Arrangements must be made to unload the equipment. The
truck driver will not unload past the trailer tailgate.
B. Temporary storage of the equipment may be required while waiting for
installation. Some components may be large and bulky i.e., support
posts up to 13' long, slide modules or complete slides.
C. Installation, including support foundations, must be per manufacturer's
instructions and TUSD Engineering standards by a licensed contractor.
Contractor must provide evidence of insurance to meet TUSD
requirements.
The TUSD Purchasing Department will assist with equipment selection and approval,
and obtaining price quotations. The TUSD Grounds Maintenance Shop will assist with
site placement and installation inspections.
Please call Purchasing at 225-6080 for additional information regarding playground
equipment purchases.
Bbook5 8/03
page 3
6.2
TUCSON UNIFIED SCHOOL DISTRICT
PLAYGROUND EQUIPMENT MANUFACTURERS
& ARIZONA REPRESENTATIVES
IRON MOUNTAIN FORGE
Recreation Design Concepts
P. O. Box 1377
Gilbert, AZ 85234-1377
Jeff Johnson
1-800-678-0247
GAMETIME, INC.
Leisure Design Systems, Inc.
563 College Ave.
Holland, MI 49423
Dean Swingle
1-800-543-2232
LANDSCAPE STRUCTURES/
MEXICO FORGE
Farrell M. Smith & Associates
1745 S. Hollbrook Lane
P. O. Box 25287
Tempe, AZ 85282
Jeff Larson
1-800-352-1424
MIRACLE RECREATION
EQUIPMENT CO.
Don Watkins & Associates
P. O. Box 27435
Tempe, AZ 85282
Don Watkins
(602) 839-7669
PLAYWORLD SYSTEMS AND
BURKE COMPANY, INC.
Dave Bang Associates, Inc.
P. O. Box 8760
Mesa, AZ 85214
Wayne Anderson
1-800-456-7903
QUALITY INDUSTRIES
Butch Randolph & Associates
P.O. Box 32190
Phoenix, AZ 85064
Nancy Ann Edwards
1-800-438-5691
Purchasing
12/6/93
JTP/fc
Page 4
6.2
TUSD PLAYGROUND EQUIPMENT STANDARDIZATION
Kindergarten Equipment
RECOMMENDED COMPONENTS:
Graduated balance beam
Back Hoe Digger
Wave Slide
Tunnel Slide
Pipe Arch Climber
Crawl Tunnel
Solid Bridge
Play Panels
Springed Animal Rider
Dome Climber (Max. Height - 4')
Straight Slide
Spiral Slide
Elbow Slide
Steering Wheel
Sliding Pole
Corkscrew Climber
Clatter bridge
Other components will be considered on an individual case basis.
RECOMMENDED DECK HEIGHTS: As appropriate for ages of intended users.
RECOMMENDED SAFETY BARRIERS: Pipe Wall, Appropriate Play Panels
RECOMMENDED ENTRY/EXIT DEVICES: Step Assembly w/Hand Rails, Ramp,
Vertical Ladder, Pipe Arch Climber, Transition Deck(s)
UNAPPROVED EQUIPMENT:
Bunker Hill
Concrete Tunnel
Tires
Miracle Tower
Log Roll
Pipe Tunnel Climber
Ring Trek (Ring Bridge)
Merry-Go-Round
Teeter-Totter
Wood Components
Swing, All Types
Water Play Areas
Conical Tower
Ribbon (Banister) Slide
Chain Walk (Burma Bridge)
Track Ride (Track Glide)
Horizontal Ladder (unless under 5' in height)
Steel Slide
Rope Components
Any equipment that allows the user to climb into an enclosed area without a designed
ground level exit.
Any equipment from which the user might fall from an elevated surface onto another part
of the equipment instead of the safety surface (excluding multi-deck playstructures).
Purchasing
Rev 1/11/93
JTP/fc
Page 5
6.2
TUSD PLAYGROUND EQUIPMENT STANDARDIZATION
Primary and Intermediate Equipment
RECOMMENDED COMPONENTS:
Tunnel Slide
Roller Slide
Spiral Slide
Play Panels
Corkscrew (Curly) Climber
Ring Trek
Balance Beam
Pipe Arch Climber
Solid Bridge
Wave Slide
Straight Slide
Elbow Slide
Steering Wheel
Horizontal Ladder
Sliding (Fire) Pole
Chinning Bar(s)
Clatter Bridge
Chain Net Climber
Parallel Bars
Other components will be considered on an individual case basis.
RECOMMENDED DECK HEIGHTS: As appropriate for ages of intended users.
RECOMMENDED SAFETY BARRIERS: Pipe Wall, Appropriate Play Panels
RECOMMENDED ENTRY/EXIT DEVICES: Step Assembly w/Hand Rails, Ramp,
Vertical Ladder, Chain Net Climber, Pipe Arch Climber, Transition Deck(s)
UNAPPROVED EQUIPMENT:
Bunker Hill
Concrete Tunnel
Tires
Miracle Tower
Log Roll
Pipe Tunnel Climber
Merry-Go-Round
Steel Slide
Rope Components
Swings, All Types
Water Play Areas
Conical Tower
Ribbon (Banister) Slide
Chain Walk (Burma Bridge)
Teeter-Totter
Track Ride
Wood Components
Any equipment that allows the user to climb into an enclosed area without a designed
ground level exit.
Any equipment from which the user might fall from an elevated surface onto another part
of the equipment instead of the safety surface (excluding multi-deck playstructures).
Purchasing
Rev. 1/11/93
JTP/fc
Page 6
6.2
TUSD PLAYGROUND EQUIPMENT STANDARDIZATION
AMERICANS WITH DISABILITIES ACT
Effective January 26, 1992, TUSD came under the requirements of the Americans with
Disabilities Act (ADA). Included in the act is a requirement that all new or altered public
facilities, including playgrounds, must be accessible to all. This means that new or
altered playstructures must be designed in a manner which makes them accessible to
persons with varied abilities and provide like sensations such as sliding and climbing to
all users.
The ADA does not require that every play event be accessible to all users. It does require
a good faith effort be made to bring users with disabilities into the mainstream to the
greatest extent possible. The information that follows should be helpful in planning for
ADA compliance.
A. Users with disabilities must have the opportunity for like sensations to
those realized by non-disabled users. This means that sliding or
climbing sensations available to some, must be available to all.
Sliding sensation can be achieved for the disabled user by installing a
slide of appropriate height, design and exit type. Climbing sensation can
be achieved with the use of transfer decks for playstructure access or
horizontal ladders lowered for use by persons in wheelchairs.
B. The disabled must have access to the area of the playstructure designated
as appropriate for their use. This can be achieved with the use of
transfer decks or ramps. Ramps must have a burm at the base to allow
wheelchair entry.
C. An accessible route of travel must be provided in the area of the sand
bay designated as appropriate for use by the disabled. Providing this
accessible route of travel requires the use of a safety surface appropriate
for use by persons in wheelchairs or on crutches. The most common
accessible safety surfaces are rubber mats, poured-in-place rubber and
Fibar, as approved by TUSD.
Additional assistance in ADA planning is available from TUSD and the playground
equipment vendors.
Purchasing
12/6/93
JTP
Page 7
6.2
SAND BAYS
All playground equipment must be installed in sand bays. Sand bays shall be constructed
per specifications developed by the TUSD Engineering Department and must provide
adequate area for installation of the equipment, plus appropriate fall zones and noencroachment zones. The size of a sand bay will be determined by the largest
playstructure or equipment package planned for the project.
USE ZONES FOR PLAYGROUND EQUIPMENT
The use zone for playground equipment is made up of two parts:
1) The Fall Zone: An area under and around playground equipment where protective
surfacing is required.
2) The No-Encroachment Zone: An additional area beyond the fall zone where
equipment users can be expected to move about and should have no encroaching
(intruding) obstacles.
With the exception of spring rocking equipment (animal riders) and equipment under
24" in height, the fall zones for adjacent playground equipment should not overlap.
No-encroachment zones may be shared by adjacent play equipment.
FALL ZONES
Stationary equipment: A minimum of 6' in all directions from the perimeter of the
equipment.
Slides: A minimum of 6' from the perimeter of the slide access and sides.
A minimum of 6' or a distance equal to the height of the top slide platform +4',
whichever is greater, is required at the slide exit.
Example
continued
Page 8
6.2
Spring Rocking Equipment (Animal Riders): A minimum of 6' from the perimeter of the
equipment. If the seat height is less than 24" high, adjacent spring rockers may share the
same fall zone.
Playstructures: The fall zones above should be used as a guide in establishing the fall
zones around playstructures.
Reminder: Adjacent pieces of playground equipment should not have overlapping fall
zones. For example, a horizontal ladder adjacent to a chinning bar should have a
minimum 12' of fall zone (6' from the horizontal ladder + 6' from the chinning bar).
NO-ENCROACHMENT ZONES
No-encroachment zones are recommended for moving equipment or equipment from
which a child is in motion when he or she exits.
No-encroachment zones are in addition to the fall zones listed above.
The need for no-encroachment zones will be evaluated on an individual project basis.
Purchasing
12/6/93
JTP
Page 9
6.2
TUSD PLAYGROUND EQUIPMENT STANDARDIZATION
SPECIFICATIONS
OVERVIEW
It is the intent of the Tucson Unified School District to have safe, well-constructed
playground and physical education systems and equipment on its schools' grounds. The
specifications which follow are intended to aid TUSD in obtaining such equipment. All
playground and outdoor physical education equipment provided for installation at TUSD
facilities must be acceptable to the school district.
TUSD has determined that certain playground equipment, or components on
playstructures, are not appropriate for the District's facilities. Examples include swings
of all types, merry-go-rounds, items which permit a child to climb into an enclosed area
which does not have a ground level designed exit, teeter-totters, and concrete tunnels. A
list of unapproved equipment is contained in this information packet. The list may not be
complete and TUSD reserves the right to review the appropriateness of any equipment
proposed for installation at its facilities.
TUSD has also determined that certain materials are also not appropriate for its outdoor
equipment. These unacceptable materials are wood, rope and tires. This list may not be
complete and TUSD reserves the right to determine the appropriateness of the materials
used in the design and manufacture of playground and physical education equipment
proposed for its facilities.
Specifications for playground and outdoor physical education equipment follow. All
equipment offered or installed on TUSD playgrounds must meet all requirements of the
Consumer Product Safety Commission's guidelines as published in the Handbook for
Public Playground Safety.
MODULAR PLAYSTRUCTURE SYSTEMS
All materials shall be structurally sound and suitable for safe play. All playstructures and
components shall comply with the U.S. Consumer Product Safety Commission's
guidelines as outlined in the Handbook for Public Playground Safety.
All rails, loops and handholds shall be of 1 1/8" galvanized steel pipe and of sufficient
strength to provide durable long-term service. Rails, loops, and handholds shall be
thoroughly cleaned and powder coated. Rail ends shall be capped and caps shall be of
matching color.
(more)
Page 10
Upright posts and structural beams shall be of 5" O.D. of an 11 ga. steel. Posts and
structural beams shall be thoroughly cleaned and powder coated. Post tops shall be
6.2
capped and caps shall be of a matching color to posts. Caps shall be secured to the posts
with screws or rivets. Ends of posts shall be designed to provide a spread footing at the
base to enhance retention in concrete footings.
Deck and stair unit surfaces shall be fabricated from a single piece of 12 ga. steel that is
punched and formed for a perforated walking surface. Decks and stairs shall be braced or
designed to provide long-term service and support. Decks and stairs shall be thoroughly
cleaned and coated with a colored poly vinyl chloride material of sufficient thickness
(minimum of .100") to provide long term protection for the deck or stair surface.
Plastic wall units and Tic-Tac-Toe panels shall be rotationally molded from a UV
stabilized linear low density polyethylene in a bright color. Wall units shall be designed
in a manner which will provide for secure attachment of tunnels and slides by providing
T-nuts or other acceptable metal device molded into one face of the unit.
Spiral slides shall be rotationally molded from UV stabilized polyethylene with moldedin color. Modules shall join together using recessed steel bolts fastened into molded-in
T-nuts or similar acceptable exterior mounting design. Slide shall be supported by a 3
1/2" diameter steel center post. Side walls shall measure 14" from the slide bed. A
runout area shall be provided at the bottom end of the slide. Slide transition deck shall be
non-skid rotationally molded surface or PVC coated punched steel. Transition barriers
shall be powder coated steel pipe designed in a manner which does not allow the barrier
to be used as a ladder.
Plastic slides shall be rotationally molded from UV stabilized polyethylene with moldedin color. Slide shall have 4" high sides and be a minimum 16" wide for single slides and
32" wide for double slides. Double slides shall be a single unit with center rail. Single
slides shall have hand loops and double slides shall have a sit down barrier. Hand loops
and/or barrier to be powder coated.
Horizontal ladder shall be constructed of 2 3/8" O.D. steel support beams, 1 5/16" O.D.
steel rungs and 2 3/8" O.D. steel support posts. All components to be thoroughly
cleaned and powder coated.
Sliding pole and corkscrew climber center support shall be constructed of 1 5/8" O.D.
galvanized steel, thoroughly cleaned and powder coated.
(more)
Page 11
6.2
Corkscrew climbers shall be designed in a manner and with a coil diameter which will
not allow children to climb into the interior of the coil. Unit shall be galvanized steel,
thoroughly cleaned and powder coated. Loop arch climbers shall be a one-piece welded
design of 1 5/8" diameter side rails and 1" diameter "u" shaped climbing rungs. The unit
shall be thoroughly cleaned and powder coated.
Chain ladder shall utilize PVC coated 4/0 chain and solid climbing rungs.
Clatter bridge shall be constructed of punched steel PVC coated steel panels, designed
not to pinch users. There shall be double guard rails on each side of the slide.
Roofs (covers) shall be powder coated perforated steel or rotationally molded UV
stabilized polyethylene with molded-in color. Roofs shall attach securely to posts.
Pipe walls (safety rails) shall utilize vertical rails to prevent climbing. Rails shall be
spaced so that children cannot put their heads between the rails.
Deck-to-deck enclosures shall be utilized where required.
Activity panels shall be high density polyethylene, UV stabilized, and with molded-in
color. Panels shall be securely attached to posts by power coated clamps.
Components shall be securely joined together by through-bolts or aluminum alloy clamps
and locking collars. Clamps shall be powder coated to match the posts and shall be
secured to the post with cap screws and T-nuts, as well as with solid screws driven
through the clamp and into the post to prevent slippage. All attaching hardware shall be
designed and installed in a manner which will not create a hazard for playing children.
All hardware such as cap screws, T-nuts, etc. shall be plated.
All other components of the playground system shall be constructed of like materials to
provide equal safety, strength and wear as those indicated above.
Powder coating shall be an electrostatically applied dry polyester powder, oven cured at
temperatures specified by the manufacturer. The polyester powder shall comply with all
applicable ASTM standards.
All poly vinyl chloride coatings shall be oven cured to ensure durability.
After fabrication, all metal components shall be free of excess weld and spatter. Parts
shall be thoroughly cleaned and sealed for corrosion resistance prior to coating.
(more)
Page 12
INDEPENDENT EQUIPMENT
6.2
BACKHOE DIGGER
Control arms of 1" O.D. galvanized pipe; equipped with vinyl hand grips; cast aluminum
seat on a 2" galvanized pipe frame; permanent base; 6' diameter ground space; rotates
360o, powder coat finish.
SPRING ROCKING EQUIPMENT (ANIMAL RIDERS)
High density polyethylene body; safe, heavy duty "C" spring; ground space
approximately 3' x 1', choice of styles and colors.
BALANCE BEAM, GRADUATED
Approximately 10' 8" long, 10 gauge hot-rolled steel, leg supports of 1 7/8" O.D.
galvanized pipe, graduated from 11" to 4 1/4" wide, 12" above ground, powder coat
finish.
BALANCE BEAM, STANDARD
Straight or curved design; 10' - 12' long; 1 1/2" x 3" steel tubing beam with welded end
caps; 2 3/8" O.D. steel support posts; 12" above ground; powder coat finish.
DOME CLIMBER
1 1/16" O.D. galvanized steel; 8' diameter x 4' height; connecting plates of 12 gauge
steel, powder coated; all bolted assembly.
Alternate specifications will be evaluated for equal durability and safety.
Purchasing
12/6/93
JTP
Page 13
6.2
TUSD PLAYGROUND EQUIPMENT CHECKLIST
School: ______________________________________________
Purchased by: __________________ District _________________ PTA
EQUIPMENT (To be completed by vendor)
MANUFACTURER: ____________________________________________________
SELLING VENDOR: ___________________________________________________
ADDRESS:
PHONE:
REPRESENTATIVE
______________________________________
______________________________________
(
)
______________________________________
PLAYSTRUCTURE: ______________
INDEPENDENT EQPT: _____________
ACTUAL SIZE:
____________________________________________________
AREA REQUIRED FOR SAFE PLAY: ______________________________________
TO BE PURCHASED: ____________ AT ONE TIME ________ IN PHASES*
*Each phase must be designed for safe play.
WARRANTY: ________________________________________________________
Equipment complies with TUSD requirements: ______ Yes
______ No
Equipment complies with all requirements of the Consumer Product Safety Commission's
guidelines as published in the Handbook for Public Playground Safety: _______ Yes
_______ No
If no, explain _______________________________
_____________________________________________________________________
The design of this playstructure or equipment package complies with the requirements of
the Americans with Disabilities Act (ADA): ______ Yes ______ No
If no, explain ___________________________________________________________
______________________________________________________________________
Please attach a drawing of playstructure or equipment.
_____________________________________
Signature/Printed Name
___________________________
Date
(continued on next page)
Page 14
6.2
INSTALLATION (To be completed by contractor)
CONTRACTOR:
ADDRESS:
_____________________________________________
_____________________________________________
_____________________________________________
PHONE:
(
)
REPRESENTATIVE: ____________________________________
LICENSE NUMBER: ____________________________________
Proposed site suitable for installation: ______ Yes ______ No
If no, explain ____________________________________________________________
_______________________________________________________________________
Special site considerations: ______ Yes ______ No
If yes, explain ___________________________________________________________
Equipment installed per manufacturer's instructions:
______Yes ______ No If no, explain _____________________________________
______________________________________________________________________
Installation in compliance with CPSC use zone guidelines: ______ Yes ______ No
If no, explain ____________________________________________________________
_______________________________________________________________________
WARRANTY: _________________________________________
Contractor to ensure safety of job site including material storage and safety barriers, if
required.
Contractor to provide Certificates of Insurance as required by TUSD.
_____________________________________
Signature/Printed Name
___________________________
Date
TUSD APPROVALS
Risk Mgmt & Safety Services Department
Date
Facilities Management
Date
Page 15
6.2
Playground Equipment Maintenance And Safety
FALLS TO THE SURFACE ARE THE MOST COMMON PLAYGROUND ACCIDENT
Hard surface material like concrete or asphalt provide almost no injury protection.
Inorganic, loose material like sand is an ideal cushioning surface.
WIND, EROSION, AND MOISTURE AFFECT PLAYGROUND SURFACES
Moisture makes loose materials more cohesive and less cushioning. Wet, freezing
conditions can turn cushioning materials into hard, packed ice.
VANDALISM AND LITTER ADVERSELY AFFECT PLAYGROUND SURFACES
Conduct regular inspections of playground surfaces to locate and remove: insects,
animal waste, trash, broken glass, nails and pencils.
CHECK SURFACE DEPTH AROUND FALL AND EXIT AREAS
The playing action of children pushes cushioning materials away from fall
and
exit areas. Frequent grading and leveling is necessary. The Federally established
guideline is 6 inches deep. Also check for loose or exposed footings. Grade and
level these areas often.
SLIDES, SWINGS, & CLIMBING PLATFORMS ARE HIGH-INJURY AREAS
Carefully read and follow the instructions supplied with your equipment. Adhere to
manufacturer's specifications for tightening nuts and bolts. Maintain a written record
of all on-site equipment inspections.
CHECK FOR WORN SWING HANGERS AND CHAINS
Make sure S-hooks are closed so seats can't come off. In this way, hair, fingers and
clothing won't get caught. Inspect swing seats for cracks and splits.
CHECK THE TEMPERATURE OF METAL SLIDES EXPOSED TO DIRECT SUNLIGHT
Metal slides can reach 180 degrees in hot areas of the country, so shade them if
necessary. Run your hands along slide surfaces to feel or breakage, protruding bolt
ends and sharp edges. Check for vandalism on bolt-ends and clamps. Check for
protrusions and cap removal.
MAKE SURE STANDING PLATFORMS ARE SECURE
Check for loose nuts and caps. Torque any loose hardware according to the
manufacture's specification. Look for broken anchors and supports. Inspect
equipment for cracks, bending, warping, rusting or breakage of components.
(more)
6.3
HANDS-ON CHECKS KEEP FREE-STANDING EQUIPMENT SAFE
Check teeter-totters for potential pinch and crush points. Inspect revolving
equipment for proper lubrication of bearings and moving parts. Be watchful for
pest-prone areas like tunnels and tires; use only approved chemical treatments. Make
sure all tubing ends on exercise beams are covered by plugs or caps. Remove rings or
climbing platforms if they present a head entrapment danger.
POST EMERGENCY TELEPHONE NUMBERS
Place emergency telephone numbers at all bathrooms and public pay phones. Make
sure the phone is in good working order.
To help ensure safety on your playgrounds, please copy the next two pages,
"Playground Equipment Danger Points" and "Playground Inspection Report" and
distribute them to your teachers and other playground leaders.
Page 2
6.3
Playground Equipment Danger Points
check equipment regularly for these conditions
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Visible cracks, bending, warping, rusting, or breakage of any component.
Deformation of open hooks, shackles, rings, links, etc.
Worn swing hangers and chains.
Missing, damaged, or loose swing seats; heavy seats with sharp edges or corners.
Broken supports/anchors.
Footings exposed, cracked, loose in ground.
Accessible sharp edges or points.
Exposed ends of tubing that should be covered by plugs or caps.
Protruding bolt ends that do not have smooth finished caps and covers.
Loose bolts, nuts, etc.
Splintered, cracked or otherwise deteriorated wood.
Lack of lubrication on moving parts.
Worn bearings.
Broken or missing rails, steps, rungs, seats.
Surfacing material worn or scattered (in landing pits, etc.)
Hard surfaces, especially under swings, slides, etc.
Chipped or peeling paint.
Vandalism (broken glass, trash, etc.)
Pinch or crush points (exposed mechanisms, junctures or moving components such as the
axis of a seesaw).
Tripping hazards such as roots, rocks, or other environmental obstacles.
Poor drainage areas.
Prepare written guidelines for playground operation, defining goals and procedures.
Insist on first aid and accident training for playground leaders.
Provide for constant supervision by establishing a written schedule.
Instruct children and play ground supervisors on how to use equipment. (Playground
equipment safety should be taught in the classroom).
Conduct daily cleaning and check for broken glass or other litter.
Do not permit children to use wet or damaged equipment.
Do not permit too many children on the same piece of equipment at the same time;
suggest that children take turns, or direct their attention toward other equipment or
activities.
Constantly observe play patterns to note possible hazards and suggest appropriate
equipment or usage changes.
Make periodic checkups, and request that worn or damaged pieces of equipment be
replaced.
Prepare written accident reports with special attention to surface conditions, type and
extent of injury, age of child, how the accident occurred, and weather conditions.
Page 3
6.3
MIDDLE SCHOOL GROUNDSMEN DUTIES
AND RESPONSIBILITIES
One Grounds Maintenance Worker is assigned to work at two Middle Schools.
The worker will alternate between the two schools, spending a full day at each campus.
Grounds duties include the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Pick up paper liter and debris.
Police area for any safety hazards and report.
Rake all areas.
Trim all areas.
Mow edges and small areas where large 18' mower is unable to mow.
Repair irrigation heads and sprinklers.
Fill in holes and uneven area on playfields.
Maintain jump pits, boards, and shot put areas.
Maintain track and soccer facilities. This includes lining.
Maintain courts and areas for P.E. classes.
Maintain weed free areas.
Maintain parking lots.
Maintain appropriate watering schedule on irrigation clocks.
6.4
MIDDLE SCHOOL GROUNDS EQUIPMENT AND MATERIAL
Middle Schools shall receive used two-cycle equipment from Lawn Mower Shop. A Property
Control Transfer Form (#239) must accompany this transaction. A copy needs to be sent to
Grounds Crew Chief. The used equipment available has been rebuilt and serviced and
should have a minimum of eighteen months working service to meet Grounds requirements.
Equipment Available:
1. Riding lawnmower; either Toro 3 gang Reel, or Riding Rotary
2. Hedge trimmer, gas
3. Weedeater, gas
4. Blower, hand-held, gas
Materials:
Hand tools, lining gypsum, and ant powder are available at the
Campbell Avenue Warehouse.
Oil mix, weedeater chord, gloves, goggles, masks, ear plugs and park
patrols (liter removal) are available at the Maintenance Warehouse.
Gas will be delivered per work order request.
Grounds encourages the Middle Schools to set up a small budget for Grounds Maintenance
needs; and annual planning with Groundsmen and Principal to ensure that equipment needs
are met.
Additional tools may be purchased by the school site. Check with Grounds and/or the Lawn
Mower Shop for prices and specifications.
A good addition to this years tool list should include a hand linemarker so that the
Groundsmen may highlight the lines for soccer and track events. Due to cutbacks, Grounds
may not be able to line for your scheduled events as often as requested. This is also a job
requirement of Middle School Groundsmen and will help to ensure safer athletic fields.
6.5
MIDDLE SCHOOL GROUNDS MAINTENANCE STANDARDS
1. Hand line soccer and track fields before games and practices.
2. Fill and finish grade all holes and uneven areas on playfields.
3. Maintain adequate watering schedule.
4. Renovate, dig, rake and add sand to jump pits. Grounds will deliver the sand.
5. Repair irrigation lines and make head adjustments up to 2" line.
6. Turf grass must be kept mowed at 1½" - 2" at all times.
7. Maintain a healthy, weed free area.
Specific Standards for Tree and Shrub Care, Turf Maintenance and Irrigation follow on the
next pages.
6.6
TREE AND SHRUB CARE STANDARDS
All trees will be pruned at leased once a year in order to remove broken branches, dead,
diseased, overlapping branches, and for proper sunlight and air circulation.
Emergency repairs and pruning due to wind damage, broken limbs from children, or
unknown causes will be made immediately.
Low hanging branches may be removed year round for safety reasons. Tip cutting is
unacceptable.
Annual pruning for appearances will be necessary on badly misshapen trees in order to
restore normal characteristic form. Prune deciduous trees and shrubs when in a dormant
condition (December, January, February). Evergreen trees and shrubs may be pruned on a
selective basis throughout the entire year. However, deciduous, evergreens trees, and shrubs
may be pruned constructively only during the dormant season. Crown pruning is
unacceptable.
Staking: Most native trees do not need staking. Trees needing support do not require
staking for longer than one year. Schools should keep a supply of stakes and staking material
on hand. Stakes will be examined four (4) times per year to prevent girdling of trunks and
branches.
Surface mulching: Shades the roots, controls weeds, cools the soil, prevents loss of
water, and adds nutrients.
Tree Basins and Wells: establish basins where applicable. Soil surface around plantings
will be permitted to dry out in between waterings. Care must be taken not to overwater, as
this will result in poor root growth. Supplement hand-watered mature plants as needed from
the nearest hose bib.
Page 2
6.6
TURF MAINTENANCE STANDARDS
Mowing
•
Cutting height adjustments will be set at 1½” to 2” for rotary mowers. Do not
remove greater than ? vegetation, to prevent scalping. Excessive cuttings or wind
rows will contribute to thatch build up.
•
Mow during the active growing season of April through September. Each mowing
shall be done in a different direction or angle. Mow as usual in October until growth
rates slow down. Last mowing shall occur at the end of October or early November,
depending on the weather.
•
Minor amounts of litter shall be removed prior to mowing. Clippings do not need to
be raked unless they are too unsightly for the particular location, or are laying in
swaths – which might damage the lawn. Clippings shall be removed from walks.
Edging and Trimming
All accessible sidewalks, planter beds, patio, backstops, driveways, fence lines, and parking
lots should be edged/trimmed once every five (5) days during the growing season. This will
also include all curbs of streets, and drives.
•
It is the school site's responsibility to remove weeds and debris from edge of the
pavement to the property line. No weed should remain visible for more than two (2)
weeks, and no weed should be allowed to remain that has grown more that six (6)
inches maximum, for effective chemical control and local weed ordinance. No weed
should be allowed to produce seed.
Safety Check
Complete policing of all areas a minimum of once a day. Check for holes, glass, and debris.
Page 3
6.6
IRRIGATION STANDARDS
•
Turf shall be deeply watered at such frequency, as weather conditions require, to
replenish soil moisture to a depth of six (6) to eight (8) inches.
•
Irrigate to moist, not saturated soil conditions. Surface soil shall be allowed to
partially dry.
•
Water run-off must be avoided. The school may be issued a citation from Tucson
Water if local water ordinances are violated.
•
Irrigation systems must be checked during the daytime for damage on a regular
basis. The irrigation check must also take place after every mowing. Cycle through
every valve. Find both the obvious and the not so obvious breaks and leaks. Flag for
immediate repair.
•
Observe sprinkler operation and distribution uniformity. Sunken heads, nonvertical heads, weed growth, wrong nozzle, and improper nozzle adjustments
can cause an improper spray pattern. Check for the correct nozzle size.
•
Mis-alignment of heads is usually caused by compaction of sprinklers due to foot
traffic or tractor/mower operation and vehicles. It is sometimes necessary to move
heads. Check each head for vertical plumb.
•
Watering schedule: irrigation should start at 8 to 10:00P.M. depending on the
allowable window. If soils will not take full 40 minutes of scheduled time, you may
divide the time in half and water twice (cycle & soak). Daytime watering should be
avoided.
Page 4
6.6
TREE PLANTING
When school site plans to plant trees the following guidelines should be adhered to.
Notify Grounds Maintenance, a short memo if possible, include information as to;
1. Date you will receive trees and would like the trees holes dug and trees
planted.
2. State type and size of tree. Remember that it must be thornless.
3. Desired location.
4. Contact person and designee.
Grounds will call for a Blue Stake to locate underground utilities. At this time irrigation
workers will determine water needs. In most cases, trees will need to be located near water
source and have sufficient water pressure. Any significant irrigation construction will need
to be approved as a site Based Improvement..
Grounds will work with the school site to ensure the successful transplant and growth of your
shade trees.
See the Tree Selection guide on the next page
Revised 6/06
bbook10
8/03
6.3
page 4
West Nile Virus Prevention Procedures
Schools staff should report heavy mosquito activity (more than a few mosquitos) by calling
403-0645 or 225-4618, and also enter a work order request via iMapcon.
Roving Grounds will respond with the following activities
ƒ Roving Grounds will inspect the immediate area for standing water.
ƒ We will treat water habitats which can’t be eliminated with a larvacide (BTI).
ƒ Roving Grounds will set up monitor stations.
ƒ Roving Grounds will help control adult roosting spots, i.e., high turf, shady
shrub areas, culvert openings, etc.
ƒ Roving Grounds will inspect rooms for mosquito access points.
ƒ Roving Grounds will offer to speak briefly at school functions such at PTA,
PTO and Wednesday planning day.
Mosquito and West Nile Virus Facts
ƒ Our local mosquito populations get infected with West Nile from feeding off of
birds that have migrated to our area already infected with West Nile.
ƒ Mosquitos feed mostly during early evening and morning hours.
ƒ Long sleeved shirts and pants are a great defense against mosquitos.
ƒ Mosquito repellents containing varying concentrations of Deet are effective.
Spraying over your clothes may be better than spraying directly on your skin.
ƒ Mosquito light traps, repellent bracelets and other such devices are generally
not effective treatment alternatives.
ƒ Female mosquitos will actively search out standing water preferably with
rotting vegetation to lay eggs. The water or damp soil must be present for at
least a week for eggs to hatch and the larvae to mature to adult form.
ƒ Larvacides provide better control in the long run than adulticide sprays. The
sprays should be focused on cool damp roosting areas and have residual
capabilities.
ƒ Only the female mosquitos will bite. They need blood meals in order to lay
eggs.
ƒ Though several mosquito species carry West Nile, the main culprit in Arizona
will be Culex ‘pipiens’ which is easily identified.
ƒ Female mosquitos can and will fly long distances away from their breeding
sites. Males stay very close to the breeding sites. Finding males through
monitoring usually will mean a nearby breeding site.
ƒ Infant, elderly, and those with poor immune systems are the population
segments at higher risk. Most people with good immune systems that get
infected will probably never realize they have had the disease. Symptoms
range from mild flu-like symptoms to severe nausea and disorientation. Severe
cases develop encephalitis and can be life threatening.
ƒ Humans are dead end hosts. Once infected, we develop antibodies that kill the
organisms and will then be immune to the disease for life. The disease cannot
be transferred from human to human through normal contact.
West Nile.doc 8/04
Asset Management
Asset Management and PeopleSoft 7.1
(Receiving and Tagging Assets)
District Inventory
Specifications and Responsibilities 7.2
Inventory Procedures and Regulations 7.3
$1000.00 Schedule
Extensions/Services
Depreciation Of Assets
Stewardship Listing
Physical Inventory Guidelines 7.4
Disposal Procedure 7.5
Forms Used for Inventory and Disposal 7.6
Students First Furniture Program 7.7
Furniture Tips
Students First Flow Chart
Odering Bookcases and Cubbies 7.8
(Non Students First Orders)
Asset Management and PeopleSoft®
Receiving and Tagging Assets
With PeopleSoft®, Asset ID Numbers will not be assigned when the purchase order is issued.
Instead, they will be assigned when the site receives the equipment. To make this work, the
following process will be followed for tagging capital furniture and equipment.
•
A purchase order for taggable, capital equipment will have a note to sites upon receipt
to send all partial copies or completed original purchase order to the Asset Management Office.
•
The receiving site MUST send the signed P.O. Receiver including Bill of Lading,
Packing slip, Invoices, Partial Reports and Warranty Documents to the Asset Management
Office upon receipt of capital equipment.
•
The Asset Management Office will input receiving of the equipment into PeopleSoft®
and forward partial receiver copies or the completed receiving original copy of the purchase
order to Accounts Payable (Finance/Student Finance).
•
The Asset Management Office will send the Asset ID Number to the receiving site via
E-mail or hard copy, and add the new equipment to the site inventory listing.
•
The receiving site is responsible for tagging the equipment with the appropriate
BUSINESS UNIT and ASSET ID TAG NUMBER as provided by the Asset Management
Office.
•
The receiving site will confirm, by signature, with the Asset Management Office that
the equipment has been tagged and provide project codes and corresponding serial numbers
when applicable.
•
Upon confirmation from Asset Management, Accounts Payable (Finance/Student
Finance) will process a voucher for payment of the equipment to the vendor.
7.1
District Inventory Specifications and Responsibilities
MISSION STATEMENT OF ASSET MANAGEMENT
IT IS THE MISSION OF THE ASSET MANAGEMENT OFFICE TO CONTINUE TO
CONDENSE, STREAMLINE, AND SIMPLIFY THE INVENTORY PROCEDURES OF TUSD
WITHIN USFR GUIDELINES AND DISTRICT REGULATIONS.
The Arizona Department of Education requires School Districts to adhere to the Uniform
System of Financial Records (USFR) regarding physical inventory and to maintain a detailed
listing of furniture and equipment.
Site and Department Administrators are responsible for the physical control of ALL property in
their charge. TUSD administrators are responsible for conducting a mandatory physical
inventory of District and Federally Funded furniture and equipment located at their site in
accordance to District Inventory Regulations.
The Asset Management Office of Facilities Management is the main source of information
involving District and Federally funded furniture and equipment. The primary responsibilities
of this office are coordinating and monitoring the movement of furniture & equipment, and
managing the District Physical Inventory. This also includes processing and monitoring
District requests for transferring and disposing of furniture and equipment.
Asset Management provides Inventory Guidelines for conducting physical inventories to each
individual site. These inventory procedures and listings are distributed to all Site and
Department Administrators annually.
This activity involves meeting with Site and Department Administrators as necessary,
scheduling special physical inventories, and distributing inventory listings and related
memoranda. Other functions include the processing and reviewing of all completed documents
and inventories to ensure the accurate posting and updating of all new purchases, transfers, and
disposals.
7.2
Inventory Procedures and Regulations
THE UNIFORM SYSTEM OF FINANCIAL RECORDS (USFR) REQUIRES DISTRICT
SCHOOL SITES AND DEPARTMENTS TO ACCOUNT FOR ALL PROPERTY HAVING
A VALUE OF $1,000.00 OR MORE.
$1,000.00 Inventory Schedule
The inventory policy for TUSD requires that all district and federally funded items valued at
$1000.00 or more will be physically accounted for annually by the Site or Department
Administrator.
All New Purchases valued at $1,000.00 and over will be issued an individual Asset ID
Number. Each new item must be tagged with the appropriate business unit and the assigned
Asset ID Number. The inventory listings will reflect that all items with an existing Property
Control Number will also have an Asset ID Number as a cross-reference. However, it is NOT
necessary to have the Asset ID Number placed on items that were purchased prior to July 1,
1999.
Asset Management will be responsible for the distribution of the annual inventory listings in
the $1,000.00 and over schedule.
Sites will be required to submit their physical inventory results to Asset Management within 60
days of receipt of inventory listing.
Asset Management will be able to track all fixed assets and continue full reporting capability of
serial and Asset ID Numbers, and be able to document the approximate value of building
contents in the event of loss due to fire, vandalism, burglary, etc.
EXTENSIONS / SERVICES
The Asset Management Office must approve any request for an extension to complete the
physical inventory that deviates from the published inventory schedule. Failure to complete
the inventory on schedule will result in a suspension of Property Control services to the site
until the inventory is completed.
7.3
Depreciation of Assets
GASB (Government Accounting Standards Board) Statement No. 34
On June 30, 1999 the Government Accounting Standards Board unanimously approved GASB
Statement No. 34, Basic Financial Statement and Management’s Discussion and Analysis for
State and Local Governments. Statement 34 is the most significant change in the history of
governmental accounting. This statement is a dramatic change in the way school districts
report and present financial information. The new reporting model affects every public school
district that issues financial statements in conformity with generally accepted accounting
principles (GAAP).
Statement 34 requires capitalization and depreciation of all exhaustible capital assets, including
infrastructure (if any) assets, in the district-wide financial statement. All school districts must
now capitalize and depreciate exhaustible capital assets. The proper maintenance of the fixed
asset listing will increase in importance under the new reporting model.
So what does all this mean? This means under the new reporting model fixed assets and the
depreciation of assets will continue to effect both the financial position and the reporting period
change in financial position.
Three key procedures for the proper reporting and disposition of these assets will include:
1.
2.
3.
Maintenance of a complete and accurate listing.
The selection of reasonable and accurate useful lives and salvage values.
Adequate records of the sale and dispositions of fixed assets.
The Uniform System of Financial Records (USFR) requires an inventory of fixed assets at least
every three years for assets that exceed the $1,000.00 threshold for vehicles, furniture and
equipment. Tucson Unified School District (TUSD) requires and annual physical inventory of
assets that exceed the $1,000.00 threshold. Upon implementation of the new reporting model,
the District will be allowed to raise its capitalization threshold for depreciable assets to
$5,000.00; however the District must still maintain a stewardship listing for assets between
$1,000.00 and $5,000.00. TUSD also maintains a stewardship listing of assets less than
$1,000.00 (section 7.3).
The inventory and stewardship of assets $5,000.00 and over should receive greater attention
than the assets below the $5,000.00 threshold. The District needs to ensure timely removal of
any assets no longer in service from the fixed assets listing. The application of the accrual basis
of accounting in the government-wide statements under the new reporting model will require a
gain or loss calculation for these fixed assets that are sold or otherwise disposed.
Page 2, 7.3
Stewardship Listing
The purpose of the Stewardship Listing is to enhance accountability of safeguarding District
property and to maintain a listing of specific items with a value of $200.00 to $999.99.
Equipment listed in this dollar range may require maintenance or may be identified as
commonly pilfered.
Asset Management will maintain Stewardship Listings for the following categories under
$1,000.00 in value, but the property will remain the responsibility of the Site or Department
Administrator. The Stewardship Listing is provided to Site or Department
Administrators upon request.
The specific equipment categories in the Stewardship Listing are identified as follows:
Athletic Equipment
Audio Visual
Business Machines
Electronic
Furniture
Industrial
Kitchen
Musical Instruments
Science
Serial Numbers of the above items must be obtained and recorded by the receiving site and
forwarded to Asset Management.
All items listed above with a useful life of a year or more with a unit value of $200.00
and above will be assigned asset I.D. tag numbers, tagged with the business unit and asset
I.D. number by the receiving site, and placed in the Stewardship Listing for tracking and
Inventory Listing purposes, with the exception of furniture.
Furniture with a unit value of $300.00 or more will be assigned individual asset I.D. tag
numbers, tagged with the business unit and asset I.D. number by the receiving site,
and tracked.
Furniture with a unit value of $299.99 and under will not be assigned asset I.D.
numbers. The receiving site will be responsible for marking these items as TUSD
Property.
Asset Management recommends a physical inventory of all stewardship items be conducted
every three (3) years.
This process will assist in future disposal activities and develop accountability through a
more accurate and complete inventory listing at each site.
ALL EQUIPMENT MUST BE TAGGED AS "TUSD PROPERTY"
Effective July 1, 2004
Page 3, 7.3
Physical Inventory Guidelines
TUSD Site or Department Administrators are responsible for conducting a mandatory
physical inventory of District and Federally funded furniture and equipment located at their
site. This responsibility includes the following:
A.
All items valued at $1,000.00 and over must be accounted for annually and “checked
off” on the listing as to its physical verification.
B.
Items not accounted for or verified must be explained on the appropriate TUSD form.
Please reference the enclosed TUSD Disposal and Inventory Form List.
C.
Make corrections on the listing as necessary, such as a serial number, brand name, and
Project Code location (formerly known as sub-department – Reference attached list).
D.
Proper Project Code identification, such as science, computer labs, drama, etc., will
assist in splitting-up the inventory listing by department at each site. It will also be beneficial
for the Site or Department Administrator towards conducting future physical inventories.
E.
New asset acquisitions valued at $1,000.00 and over that are NOT listed on your
inventory listing must be added to your inventory as “ADD ON’s”. This also includes
transfers or surplus acquisitions in this price range.
F.
The receiving site is responsible for affixing the appropriate Business Unit and Asset
ID Number to all furniture and equipment. All serial numbers and corresponding Asset ID
Numbers must be reported to the Asset Management Office.
G.
Site or Department Administrators are responsible and accountable for all items at
their respective sites regardless of value, whether they be lost, damaged, or stolen.
H.
The enclosed inventory listing will reflect that all items with an existing Property
control Number will also have an Asset ID Number as a cross-reference. However, it is NOT
necessary to have the Asset ID Number placed on items that were purchased prior to July
1,1999.
I.
The Asset Management Office recommends keeping copies of all transactions. This
will assist your site in maintaining all current and future inventories.
J.
The Site or Department Administrator must SIGN, DATE, and RETURN the listing
and the appropriate support document forms to the Asset Management Office as prescribed on
the annual inventory cover memorandum.
7.4
Disposal Procedure for TUSD Property
Tucson Unified School District has placed into effect the following steps based on guidelines
by the Arizona Department of Education and Uniform System of Financial Records (USFR) for
disposal of District property.
Site Administrators may not arbitrarily dispose of any furniture, equipment or other TUSD
property. All disposals must go through the TUSD Asset Management Office. Site
Administrators must adhere to the following procedures:
LOST OR DESTROYED PROPERTY
Lost or destroyed property will not be removed from the site inventory without the signature of
the Site Administrator authorizing the action on the appropriate form.
SURPLUS PROPERTY
Surplus items will be reported to the Asset Management Office on Form #239. Arrangements to
pick up itemized surplus can be made by contacting Property Control and/or the Asset
Management Office in writing by fax, email, or through District inter-office mail. This will
provide Asset Management with all the necessary information and authority to remove the item
from the site’s inventory. Sites may not transfer directly to another site.
Surplus items that may not be operational or may be damaged can be submitted on TUSD form
#660 for assessment and evaluation. The Facilities Management assessment shop will notify
Asset Management if the item is to be disposed of or placed back in surplus for reissue.
STOLEN AND/OR VANDALIZED PROPERTY
Stolen and/or vandalized property will be processed and removed from the site inventory as
submitted to Asset Management on TUSD form #616. Each incident requires a police case
number and may be obtained by dialing 791-4444 for all non-emergency situations.
Each site is responsible for maintaining their own copies of documents for accountability
purposes and inventory records. Please reference TUSD disposal and inventory forms
7.5
Disposal and Inventory Forms
Property Loss / Disposal / Transfer Report / Repair and Return
(Form #239): Warehouse #18555
Theft* / Damage Report
(Form 616): Warehouse #17795
*Theft reports must include a Police Case Number per incident)
Evaluation / Disposal Request
(Form #660)
(Utilized for picking up of equipment from sites for evaluation by the appropriate Facilities
Management Shop)
Equipment Delivery Receipt
(Utilized by Property and Equipment Shops and other Facilities Management Shops to
document delivery of new furniture and equipment.
Donation Form
(Utilized by all sites to process gifts and donations of furniture or equipment to the district by
outside sources or organizations.)
Add on Sheets
(Utilized by sites to add verified items that are not on current inventory listing)
Physical Inventory
Warehouse #18450
(Utilized by all sites to document all items physically verified)
Authorization to Dispose of TUSD Property by Auction or Sale
(Utilized by authorized Asset Management Staff)
Equipment Donation Form and Instructions for Vehicle Donations
Forms are available on the TUSD Website under Facilities, Asset Management.
7.6
Vehicle Donation Procedure
(Gifts to the District)
The following guidelines must be adhered to for accepting donated vehicles to the District.
1.
The donor of the vehicle should annotate the back of the Certificate of Title by crossing out word “sold”
and writing in the word “donated” and “TUSD” in the appropriate places. LIENHOLDER should have
the word written “none”. Certificate of Title must be signed by the owner and NOTARIZED. A copy
of a “Lien Clearance” is also required.
2.
The standard procedure requires that a TUSD Equipment Donation Form must be filled out for any
equipment, materials, or furniture, etc. by the department/site that is receiving the donated goods on
behalf of TUSD and forwarded to the appropriate director. (See attached TUSD Equipment Donation
Form)
3. The value assigned to donated property is not a function of the school district. The donor retains the
responsibility to justify the fair market value of donated property. Any receipts issued or letters of
acknowledgement will not specify a value of the property received by TUSD.
4.
A separate Equipment Donation Form must be filled out for each individual vehicle that is donated to
the district, including the Certificate of Title with the appropriate signatures; a notarized copy of the
Lien Clearance and any other documents that describe the donation agreement. This should then be
forwarded to the Director of Transportation.
5.
The Transportation Department will be responsible for evaluating the condition of the vehicle and
making the determination of ACCEPTING/REJECTING the vehicle donation. They will also determine
if the vehicle WILL/WILL NOT be maintained by the TUSD Auto Shop.
6. The Director of Transportation will then forward the Equipment Donation Form, completed with his/her
signature of approval or disapproval, to the Director of Risk Management.
7.
The Risk Management Department is responsible for maintaining the Certificate of Title, Certificate of
Registration, and insurance coverage if the vehicle is determined to be operable on any public/private
road or highway. This would include such vehicles as those donated to High School Student Car Clubs.
8.
The Director of Risk Management will then forward the Equipment Donation Form, completed with
his/her signature of approval or disapproval, to the Executive Manager of Fiscal and Operational
Support.
9.
The Executive Director of Operations will then forward the Equipment Donation Form, completed with
his/her signature of approval or disapproval, to the Asset Management Office.
10. The Asset Management Office will be responsible for assigning Asset ID Tag Numbers for ONLY the
vehicles maintained by the district. Asset Management will then return a copy of the Equipment
Donation Form to the receiving school/department. The school/department will be responsible for
tagging the vehicle(s) and providing a response of acknowledgement to the donor.
11. Vehicles NOT maintained by the district WILL NOT be issued an Asset ID Tag Number or added to the
Asset Stewardship Listing. This vehicle will be required to be tagged as “DONATION” by the
receiving school/department.
This procedure also covers the donation of vehicles to the district for the purpose of being used in high
school auto mechanic shops. The use of these specific vehicles is restricted to that of training aids,
dismantling and/or used for demonstrative purposes. These vehicles WILL NOT be driven and/or operated
on any public/private road or highway.
Page 2, 7.6
Students First Furniture Program
The TUSD Capital Committee has approved a funding plan for the purchase of new
furniture to upgrade and eliminate old and unsafe furniture.
Key elements of the Students First Funding Plan include the following:
• Each school will receive a dollar allocation per student, as approved by the Ad Hoc
Furniture Committee, based on the March 1 Enrollment Report of the current fiscal year.
• Schools with smaller enrollments will receive a minimum of $3,300.00 (the estimated cost
of one classroom).
•
The allocation of funds may be used to purchase ONLY the furniture that is listed on
the menu (RFPM) and are non-transferable to any other account.
The AD HOC Furniture Committee, consisting of several administrators representing each area
From Elementary, Middle, and High School, as well as Facilities Management and K-3
Programs, have established a process by which to allocate funds, standardize types and colors
of furniture, and address concerns. Decisions were based on appearance, durability, and repair of
furniture. Consideration was also given to mobility and reducing cost of labor hours.
The attached Microsoft Excel spreadsheet (Request for Furniture Purchase Menu) will assist you in
calculating the cost and quantities of your order. At the top of the menu, please type in your school
site and select one of the multiple choices of leg & frame colors. Upon completion of this document,
each site will email the furniture request to the Asset Management Office. Orders will be placed as
received and forwarded to Purchasing on a weekly basis. There may be a strong possibility that the
requisitions will be held in Finance pending District budgetary approvals; therefore, the school
sites can anticipate a later delivery date for items purchased under the Students First Furniture
Program.
The item pricing on the menu is based on current Fiscal year vendor rates, which are
Effective July 1, of the current year.
THE DEADLINE FOR THE COMPLETION OF ALL MENU ORDERS IS OCTOBER 1, of
the current year.
For the past three years, the state-funded Students First Furniture Program has replaced the
past Property and Furniture Control procedures for ordering new furniture. Your participation
in this program will be the only method by which Facilities Management can provide new
furniture for your site, unless purchased through site capital funding. However, as in the past,
refinished furniture may be available for portable additions and unusual situations.
Enclosed is the menu (RFPM), along with all pertinent information for your school’s grade
level and specific dollar allocation for your individual site. This document has been developed
by the AD HOC Furniture Committee to assist you in accomplishing this task in a timely
manner and with minimum disruptions.
7.7
Students First Furniture Program – Tips and Updates
THE STUDENTS FIRST WEB PAGE
The UPDATED version of the Students First Furniture Picture Web Page is available on the
TUSD Intranet. The Web page will allow you to view pictures of all the furniture on the menu.
Please click on the link http://intranet/Asset%20management/furniture/index.html
Or you may visit the TUSD Intranet – Departments – Students FIRST Furniture.
CAFETERIA TABLES:
All cafeteria table orders must be submitted before June 15. By doing so, TUSD will
receive the benefit of a substantial discount if we order this item in bulk numbers from
the menu and meet the deadline.
CUBBIES, BOOKCASES AND BOOK DISPLAYS:
These three (3) items are manufactured by the TUSD, Facilities Management-Furniture shop.
You may continue to order these items on the menu.
CHAIRS:
Please PAY CLOSE ATTENTION to chart guide. If you are ordering chairs ONLY, please
Make sure that the existing desks are tall enough for the size of chairs being replaced.
Chart Guide
High School and Middle School (Grades 5 - 12)
Adult Size: 17.5”
Adult size: 18.5” (extra large)
Elementary School (Grades 2 – 4)
Adult Size: 17.5”
Intermediate Size” 15.5”
Kinder – 1st Grade
Primary Size: 13.5”
Please do not hesitate to call the Asset Management Office at 225-4899 with any questions.
Page 2, 7.7
STUDENTS FIRST FURNITURE PROGRAM
ADHOC
COMMITTEE
MEETS
PREVIOUS YEAR
REVIEW
PURCHASE ORDERS
DISTRIBUTED TO
VENDORS AND TUSD
RECEIVING SITES
PURCHASE ORDER
COPIES FORWARDED TO
ASSET MANAGMENT
VENDOR
CONTACTS
PROPERTY &
EQUIPMENT 72 HRS
IN ADVANCE TO
SCHEDULE
DELIVERY
ASSET
MANAGEMENT
FILES
RECEIVED P.O.
COPIES IN
STUDENT
FIRST FILES
ADDITIONAL
FURNITURE SUGGESTION
REVIEW
FINANCE
FORWARDS
REQUISITIONS TO
PURCHASING FOR
PURCHASE
ORDER
PROCESSING
MENUS
DISTRIBUTED
TO SITES
REQUISITIONS
DELIVERED TO
FINANCE FOR
FINAL BUDGET
APPROVAL
MENUS RETURNED
TO ASSET
MANAGEMENT
REQUISITONS
FORWARDED TO
DIRECTOR OF
FACILITIES
MANAGEMENT FOR
APPROVAL/REVIEW
ASSET
MANAGEMENT
REVIEWS MENUS
STUDENTS FIRST
ASSISTANT
CONVERTS MENUS
INTO REQUISITONS
ON A WEEKLY BASIS
TUSD FURNITURE
SHOP SUPERVISOR
RECEIVES PO’S
AND BEGINS
FABRICATION
FURNITURE & PROPERTY
CONTROL SUPERVISOR
CONFIRMS DATE/SITE OF
DELIVERY
ASSET
MANAGEMENT
FORWARDS
RECEIVINGS
TO FINANCE
FOR VENDOR
PAYMENT
ASSET
MANAGEMENT
(STUDENTS
FIRST
ASSISTANT)
PERFORMS
PEOPLESOFT
RECEIVING
FUNCTIONS
ACCORDING
TO PO
RECEIVING
PROCEDURE
F & PC SUPERVISOR CONFIRMS
W/ STUDENTS FIRST LEADMAN
FOR SCHEDULING PURPOSES
STUDENTS
FIRST LM/SITE
DESIGNEE
FORWARDS PO
ORIGINAL
RECEIVING
DOCUMENTATION
TO ASSET
MANAGEMENT
STUDENTS FIRST LEADMAN
CREATES WORK ORDER TO
ACKNOWLEDGE SHIPMENTS
STUDENTS
FIRST LM/ SITE
DESIGNEE
COORDINATES
THE REMOVAL/
EXCHANGE OF
EXCESS
FURNITURE
STUDENTS
FIRST LM/SITE
DESIGNEE
ACKNOWLEDGES
SHIPMENTS AT
RECEIVING SITE
Ordering Bookcases, Book Displays, and Cubbies
In the Fiscal year 2002, the TUSD Furniture Shop of Facilities Management was in a competitive bid with the
private sector and won a multi-year contract as the successful vendor for the fabrication of the above mentioned
classroom items.
On May 21, 2003, the Furniture Shop was assigned a Vendor #0000005017 and will be listed as:
TUSD Furniture Shop
530 S. Norris
Tucson, AZ 85719
When submitting your Students First Furniture Order these items will be ordered on the menu the same as all
other items.
However, when ordering these items with your sites own capital funds the new procedure will be to submit a
Vendor Requisition as you would when submitting any other order to any other Vendor.
This new procedure eliminates the Capital Furniture Requisition Order Form that
was used in previous years.
Bid No. 6993
STOCK #
BC10
DESCRIPTION
PRICE EACH
BOOK CASE. WOOD, ROLLING W/CASTERS NATURAL BIRCH
$155.00
BOOK DISPLAY WOOD
BD20
NATURAL BIRCH (KINDER)
$70.00
CUBBIES, WOOD, 4 COMPARTMENTS
CU30
NATURAL (KINDER)
$28.00
Pictures of these items are available for you to view on the Students First Intranet Site.
http://intranet/Asset%20Management/furniture/index.html
The Furniture Shop is also responsible for the evaluation, repairs, and disposal of all Distirct
furniture.
7.8
Special Improvement Projects
Barbara Walker, Special Projects Coordinator, 225-4605
Quick Answers to frequent questions...
Q: Why is my final project cost different than the estimated cost?
A: When an estimate is requested, Crew Chiefs will take a look at the project and prepare
an estimate based on his or her judgment of how much labor (using average labor rates for a
shop) will be needed, as well as materials. When the work is actually done the total time
spent on the job with the actual labor cost of the person performing the work is charged.
This labor charge may be higher than the shop average. The scope of the job may have
changed while the work was in process such as unexpected problems that required more
labor or materials in order to complete or do the job properly. Also, the Crew Chief may
find that his workload is too heavy and the project needs to be contracted out. The cost of a
contractor is usually higher than doing the job in-house.
Q: Who is responsible for overseeing a project if an outside contractor is being used?
A: The Crew Chief of the shop that contracted out the work is responsible for managing the
project, not the site.
Q: Why does it occasionally take a long time to start my project once the requisition
has been approved by Finance?
A: Sometimes the shops workload is too heavy taking care of routine work orders. They
may then find it necessary to contract out the project. This requires sending out for three
separate bids for the job. This can be time consuming and can delay the start of a project.
Q: How do I initiate a Special Project at my site?
A: The instructions and requisition form follow on the next two pages.
cbook8.2
8/03
Page 2, 8.1
Completing a Facilities Management Requisition
for Special Services or Special Projects
1st Quote Process:
Upon receipt of quote from Facilities Management (FM): Indicate your desire to
proceed by completing the bottom portion of the requisition.
1.
2.
3.
4.
5.
6.
Enter budget code
Provide appropriate signatures. (Same as Vendor Requisition)*
Forward form to Finance for approval
Finance will send approved requisition to FM.
FM will notify initiating site upon receipt from Finance.
A copy of the journal entry will be sent to initiating site upon completion of
the special service/project.
PLEASE NOTE: If paying with a check, we require the signature of the
administrator only, with a note on the requisition form stating that the site will
pay with a check once the project is completed. DO NOT send your check in
advance. Also, if you will be paying with a check, please send the form directly to
Facilities. Facilities will bill you upon completion of the project.
Revised Quote Process:
If additional services are requested by the school/department or FM finds the initial
quote incorrect:
1. A revised quote will be required and performed by FM.
2. FM will forward the revised quote to initiating site for approval.
Site will be responsible for “REVISED QUOTE APPROVALS” signatures.
PLEASE NOTE: A 1st quote is an approximate amount for services requested. The
actual amount may vary from the estimate. Once the services are completed, the
actual amount may be slightly higher, or slightly lower than the estimate provided to
you.
•
•
•
The person who is responsible for the fund needs to sign the requisition.
(Usually the Department Head/Principal, Area Superintendent, and Finance.
If Federal or State, a signature is needed from the Project Office prior to
sending to Finance.)
Once Finance has approved the requisition, they will send a copy with approval
to FM, and encumber your funds for the services requested.
A copy of the Requisition Form is found on the next page.
Page 3, 8.1
Facilities Management Facilities Management
Resources: Budget Control
530 SOUTH NORRIS
Tucson, Arizona 85719
(520) 617-7153- FAX (520) 617-7056
Req# FMS2001-
Quote/Requisition Form
Requisition for Facilities Management Services
1. DATE:
2. SCHOOL OR DEPT.:
3. REQUESTED BY:
(Persons Name)
4. Description of Services Requested:
1st Quote
Revised Quote (increases/amendments)
FM Quote Source
FM Quote Source
(Shop and CC Name):
(Shop and CC Name):
____________________________________________________
____________________________________________________
_________In House
_________In House
_________Contracted
BLUESTAKE
_________Contracted
BLUESTAKE
($125.00 if needed):
$0
($125.00 if needed):
$0
LABOR:
$0
LABOR:
$0
MATERIAL:
$0
MATERIAL:
$0
CONTRACTOR:
$0
CONTRACTOR:
$0
10% CONTINGENCY:
$0
10% CONTINGENCY:
$0
TOTAL:
$0.00
TOTAL:
$0.00
Charge to what budget: (To be filled in by requester)
OBJECT
FUND
DEPT
PROG
FUNC
FY
PROJ
2001
REVISED QUOTE APPROVALS
1st QUOTE APPROVALS
PRINCIPAL OR ADMIN. HEAD / DATE
1 2
AREA/ADMIN.
DATE
OTHER
3 4
FINANCE
DATE
REV. 04/2001
Fm/rdf/bw
DATE
FM Approval to proceed: __________
Date_________________
SITE-BASED FACILITY IMPROVEMENTS
IMPLEMENTATION GUIDELINES
PURPOSE - ASSISTANCE TO THE SITES
The purpose of these guidelines is to assist TUSD sites and their support groups in the
successful development and implementation of site-based self-help facility improvement
projects. These guidelines apply to any site-based/self-help project, whether performed
by contractor or volunteer labor, which creates, renovates or alters a TUSD site.
Examples include playground equipment, floor coverings and sandbays.
Additionally, these guidelines give the assistance, guidance and coordination needed by
the group developing the project, and provide the District with the assurance that the
project is developed in a safe and legal manner that will be maintainable and consistent
with District policies.
PROCEDURES
STEP ONE - GETTING STARTED - Once the idea has been developed to a point where the
site believes the desired project is feasible, a letter should be submitted by the Site
Administrator to the Director of Engineering that: (1) describes the project (2) identifies
the funding source and cost estimate, if known, and (3) designates a point of contact
(POC) at the site who will coordinate the project with the Engineering and Planning
Services Department (EPSD.) The Director will provide the specific guidance and
coordination necessary to proceed with the project and appoint a Project Manager.
STEP TWO - PROJECT REVIEW/DEFINITION - The Project Manager and POC will
review and define the project in adequate detail to confirm the feasibility. The plan will
be checked for compliance with TUSD capital improvement objectives and standards for
facilities' improvements. If a set of drawings is required, EPSD will coordinate their
completion with the POC. In addition, if either local or state building permits are
required, POC will submit the required documents to the appropriate agencies. During
this step, EPSD will establish an official project estimate, and the site must define the
source of materials and labor for all aspects of the work.
STEP THREE - NOTICE TO PROCEED - After receiving all necessary approvals, the
Project Manager will initiate a "Notice to Proceed" (attachment "A") to the site. The
POC will insure the notice is signed by all required parties and returned to the Project
Manager. Once this document is signed by the Project Manager, construction can begin.
The Project Manager will schedule an on-site meeting with the contractor to review the
project plan and schedule.
SITE – BASED FACILITIES IMPROVEMENTS
STEP FOUR - CONSTRUCTION - The Project Manager will monitor the work for
compliance with both TUSD and State procurement rules; and, will insure construction
drawings, plans and applicable codes are followed. Any changes to the approved project
must be submitted to the Project Manager for review and approval prior to
implementation. EPSD will be responsible for accepting the completed project from the
contractor and for authorizing payment.
LABOR AND MATERIAL
Labor may be supplied by either volunteers or the contractor. Volunteer labor is
welcomed by TUSD, and volunteers are covered by TUSD Workers' Compensation
Insurance. A sign-in roster for the volunteers should be kept by the site for each day the
volunteers work, to provide documentation for the insurance.
In some cases, the scope of the work may be of such magnitude or complexity, that the
District will insist that the work is supervised, or performed, by a contractor licensed by
the State of Arizona for the type of work involved. If a contractor uses any of his own
hired labor on the project, he must submit proof of Comprehensive Liability and
Workers' Compensation Insurance, prior to starting any work.
CONTRACT MANAGEMENT
The Project Manager and the Director of Purchasing will assist in assuring that proper
procurement procedures are followed. The Project Manager will administer any
construction purchase order issued by TUSD.
RESPONSIBILITY
The SITE is responsible for (1) paying all materials and labor necessary for the proper
completion of the project, if donations and volunteer labor are insufficient, and (2) paying
for all required permits, fees and inspections by outside agencies.
The CONTRACTOR is responsible for (1) building the project according to the approved
plans and specifications (2) supervising the work, using his best skills and attention, and
executing all appropriate safety precautions (3) coordinating all work using acceptable
construction means, methods, techniques, sequences and procedures (4) insuring the
work is in compliance with all laws, ordinances, rules, codes and orders of any public
authority bearing on the performance of the work, and (5) policing of the project site, to
include the erection of barricades (if appropriate) and removing excess building
materials.
CONTACTS
Engineering & Planning Services
Marcus Jones
225-4882
Purchasing Department
Deborah Edgell
225-6080
SITE-BASED FACILITY IMPROVEMENTS
NOTICE TO PROCEED
(This section is filled out by site administrator or point of contact)
I.
SCHOOL: ___________________________________________________________________
II.
PROJECT
DESCRIPTION:_______________________________________________________________
(Submit narrative of scope as necessary)
III.
SITE APPROVAL: I concur with and agree to abide by the TUSD Guidelines for Site-Based
Improvement Projects, and authorize the above project.
_______________________________
(Site Administrator Signature)
IV.
3rd PARY FUNDING: I concur with and agree to abide by the TUSD Guidelines for Site-Based
Improvement Projects, and certify that ______________________________________________
(organization) accepts responsibility for payment of the above project in the amount of
$_____________________, and that these funds are now and will be available to satisfy this
obligation upon completion of the project.
_______________________________
(3rd Party Signature)
V.
_____________
(Date)
______________
(Date)
CONTRACTOR CONCURRENCE: I concur with and agree to abide by the TUSD Guidelines
for Site-Based Improvement Projects, and provide the following information.
License # ___________________ Volunteer?
Yes _____________
No _____________
___________________________________
(Name of Firm)
__________________________
(Contractor Signature)
____________
(Date)
(This section to be filled out by the Project Manager)
VI.
PROJECT MANAGER
Approval ____________________
Denied _______________________
__________This project requires a blue stake. Notify your project manager five days prior to any
type of excavation.
__________Inspections are required, coordinate work with project manager.
VII.
PROJECT REVIEW:
_________Plans Review
___________Price Quote
_________Purchase Order
___________On-Site Review w/Contractor
____________________________
(Project Manager’s Signature)
___________Permits
___________________
(Date)
Fire Safety – Electronics Shop
Harry Ain, Interim Supervisor, 225-4625
Quick Answers to frequent questions...
Q:
A:
How often should we conduct fire drills?
The Fire Code requires you to conduct one fire drill during the first week of school, and
then one drill every month for the balance of the school year. It is also a code
requirement to maintain evacuation records on file for a period of five (5) years. You
are required to fill-out a 'Fire Drill Report' form for every fire drill conducted.
Q:
A:
How do I get the forms to record fire drills?
They are available on the intranet in the Facilities Management department link.
First quarter- (Aug. Sept. Oct.) will be E-mailed during the month of July.
Second quarter- (Nov. Dec. Jan.) during the month of October.
Third quarter- (Feb. March, April, and May) during the month of Jan.
Fourth quarter (July, Aug.) during the month of June.
Note: When you retrieve the document, please save it to one of your personal folders,
enter all required information then submit it, via E-mail to James Baker, when
complete.
Q:
A:
How do we start the alarm, and what else do we need to do during a fire drill?
1. Pull a FIRE pull station to start the drill, (use a different station each month).
2. ALL school personnel must leave the building except one attendant at the fire
alarm control panel.
3. Count all students to assure that none remain in the building.
4. Record the time that was required to evacuate the building.
5. Remember that all doors must remain LOCKED during the drill, (see
Emergencies; Section 1.0 regarding building evacuations).
Q:
A:
Do we need to call the Fire Department during fire drills?
No, but some schools will have to call Security if they have been equipped with our
new central monitoring circuit board. Electronics will inform Administrators when
these are installed at various sites.
Q:
Does our fire alarm system "report to" (notify) the Fire Department
automatically?
Not at this time. Fire alarm panels are monitored, however, by the TUSD Security
Department at night and on weekends.
A:
9.1
Q:
A:
Q:
A:
Who is responsible for testing our fire extinguishers, exit lights and emergency
lights?
Site custodians and high school building engineers are responsible for these duties.
Custodians receive training on inspection and testing procedures during their annual
summer training..
We hear "beeping" sounds or steady tones coming from the fire alarm panel,
(the alarm is not sounding in the building, yellow ‘Trouble’ light is lit)...
Locate and press a button labeled "Trouble Silence" or "Trouble Acknowledge",
(ACK). Call the work order desk to report the problem.
Q:
A:
What do we do when an actual alarm has been activated?
Follow the procedure outlined in Section 1.5, Emergencies. All office staff should
be familiar with these procedures.
Q:
What do we do if a fire sprinkler head goes off and is spraying water in the
classroom or corridor?
Follow procedures outlined in Section 1.6, Emergencies. Be aware that if the fire alarm
is not already sounding, it will soon activate as the result of the water flow. You may
want to station someone near the fire panel to silence the alarm if this is not an actual
fire emergency.
A:
Q:
A:
Can we get help with our evacuation plans? How about getting better diagrams for
posting?
The Electronics Shop or Risk Management can assist in developing an evacuation plan.
Once established, Engineering can provide floor plans with arrows showing evacuation
routes. Site Administrators should submit floor plans with paths shown, so Engineering
can replicate them with computer-aided drafting software.
Call the Electronics Shop at 225-4625 with any questions.
Fire-Safety 04
8/04
9.1
Page 2
Fire Safety Check List
Where to look:
What to look for:
Are there any combustibles? (gasoline or gas-powered
Storage Areas:
equipment, hazardous materials)
No √
At the Fire
Is the control valve in the closed position?
Sprinkler
Is there storage blocking access to the valve?
Riser:*
Workroom: Is there more than one gallon of duplicating fluid in the room?
Office: Does anything prevent quick access to the Fire Alarm Panel?
Everywhere:
Are stored items or furniture blocking access to Fire Alarm Pull
Stations or Fire Extinguishers?
Is anything stored within 24" of the ceiling in any room?
Are there any obstructions in Emergency Egress paths?
Are any doors or windows left open during and emergency
evacuation?
Are any objects hanging from Fire Sprinklers or Smoke Detectors?
Does Art Paper comprise more than 20% of any wall space?
Is non-flame retardant paper being used for student projects?
Are extension cords in use for permanent applications?
Are there door stops in use anywhere?
Outdoors: Is anything blocking the Fire Lanes?
Walking around the building, do you see any combustible material
stored on the interior window sills? (paper will facilitate arson)
Any item that you answered "yes" needs your immediate attention to assure continued
safety at your site.
* The location of your Fire Sprinkler Riser(s), (the water supply pipe), should be
indicated on the floor plan located next to the fire alarm control panel in the office.
Abook rev.doc
1/04
9.2
Procedure for Reporting a Fire Occurrence at Your Site
1. Immediately report any fire to the State Fire Marshal's Office and to the Fire Department
serving your site/location, (numbers below).
2. Complete a TUSD Fire Report, (copy shown on next page). Send the original to the
Electronics Shop and retain a copy for your files.
NOTE:
ALL FIRES MUST BE REPORTED IMMEDIATELY TO:
STATE FIRE MARSHAL'S OFFICE 628-6920
(7:00A.M. TO 5:00P.M) MONDAY THRU FRIDAY
TUCSON FIRE DEPARTMENT
791-4803
DREXEL HEIGHTS FIRE DEPT.
883-4341 (CALL WHICH EVER
RURAL METRO FIRE DEPT.
624-4400 APPLIES TO YOUR AREA)
NORTH WEST FIRE DEPT.
742-4749
IF NO ANSWER CALL 911
Please make copies of the Fire Report form on the next page for your use in reporting fire
occurrences.
Fire reporting 8/04
9.3
FACILITIES MANAGEMENT
Electronics Department
OFFICE (520) 225-4625
FAX (520) 225-4965
F I R E
R E P O R T
School / Site: _____________________________________
Date of fire: ______________________________________
Time of fire: ____________________________________
A. M.
P.M.
Specific location of fire:
_____________________________________________________________________________________
_____________________________________________________________________________________
Check all items that apply
Yes
No
Did site personnel extinguish fire?
Did Fire Department respond?
Did Fire Alarm System activate?
Was the building (s) evacuated?
Was portable fire extinguisher used?
Describe any injuries / damages:
_____________________________________________________________________________________
Note: Site Administrator shall Immediately report all fires to the State Fire Marshal’s Office @
520-628-6920- fax 520-628-6930, and to the Fire department having jurisdiction in your area:
Tucson Fire Department.
791-4803
Drexel Heights Fire Department.
883-4341
Rural Metro Fire Department.
624-4400
Northwest Fire Department
742-4749
A completed report shall be submitted to Electronics at 225-4965 within 24 hours of the incident.
Report Submitted By: _____________________________
Title: _______________________
Please include your initials in box at the time the report is faxed.
9.3
Page 2
Permit-Required Confined Space
Safety Procedure
Facilities Management has initiated a formal Permit-Required Confined Space program
to comply with OSHA standard 1910.146. This procedure assures that personnel
entering a Permit-Required Confined Space (PRCS) can do so safely. The standard
requires that certain safeguards and procedures be in place before an entry is made.
A confined space is an area that is large enough to bodily enter; has limited or restricted
entry or exit; and is not intended for continuous human occupancy.
A permit-required confined space is an area that meets the definition of confined space
and has one or more of the following: contains, or has a potentially hazardous
atmosphere; has a potential for engulfment; is internally configured such that entrant
could be trapped or asphyxiated by inwardly converging walls, or a floor which slopes
and tapers to a smaller cross-section; or contains any other recognized serious safety or
health hazard.
All permit-required confined spaces at TUSD are marked with a sign at or near the
opening. The sign reads:
DANGER
Permit-Required Confined Space
DO NOT ENTER
OSHA 29CFR 1910.146
Before Entry Call Fire Safety Dept.
If anyone at your site needs to enter such a space, for any reason, you MUST call
Facilities Safety and Training at 225-4799 or the work order desk at ext. 54640.
Personnel with the proper equipment and training to neutralize the hazard will respond
and monitor the entry. All permits for PRCS are kept on file for a period of one year.
If you observe personnel unconscious in a PRCS, dial 911 immediately and inform them
that it is a confined space rescue; wait for trained and properly equipped rescue
personnel.
Do not attempt to go into a PRCS to rescue anyone without having the proper training
and equipment; you will be the next victim of the hazard.
Never enter a signed area unless properly authorized to do so.
Removing or defacing the warning sign for a PRCS will put repair workers and school
personnel at risk.
10.1
Confined space 8/04
Lock-out / Tag-out Safety Program
Facilities Management has initiated a formal Energy Control Program to comply with OSHA
standard 1910.147. This safety procedure assures that equipment that is being repaired
cannot have power restored to it by anyone other than the repair person. The standard also
requires that all sources of energy are disabled or dissipated prior to servicing equipment.
There are three common Lock-out techniques that you may find in your facility when
workers are servicing equipment:
1. Electrical Panels use two types of lock-out devices. One is a simple padlock;
locked through the handle-type switch on the right side of the panel. If more than
one tradesman is working on equipment with the same disconnect switch, a lockoff clasp is used which accepts several locks. When only a single circuit needs to
be locked off, a red plastic device is fitted over the circuit breaker and a padlock is
closed on the device. In each case, a large tag is also looped through the lock
indicating that this is a safety lock-out. The tag will say "Danger / DO NOT
OPERATE / Electricians at work", or a similar statement. Only the person working
on the equipment is authorized to remove the lock.
2. Electrical Equipment that is malfunctioning must also be locked out with a device
that encloses the power plug. Shaped as either a box or a cylinder, the cord lockoff also accepts a padlock and warning tag.
3. Water Valves and Gas Valves require one of three main types of lock out device;
Ball Valves require a device that slides onto the handle and locks in place.
Small Gate Valves require a donut-shaped locking cover that prevents movement.
Large Gate Valves require a chain to be threaded through the handle spokes and
locked in a manner to prevent movement.
All staff should be aware of the Lock-Out / Tag-out program and be alert for
lock out devices in your facility.
Defeating or tampering with a lock-out device will put repair workers, school
personnel and school children at risk.
10.2
Scaffolding Loan Procedure
Facilities has acquired an aluminum scaffolding system that is available to schools on a
loan basis. It will allow your custodians to do high ceiling level work such as replacing
florescent lamp tubes or ceiling tiles. All users must be trained by the Facilities Safety
Compliance Officer prior to use.
Arranging the loan
Loans are coordinated through the Facilities trade shop most associated with your project,
for example:
Re-lamping at an Elementary or Middle School: Electric Shop
Ceiling tile at an Elementary or Middle School: Carpenter Shop
Painting: Paint shop
All high school requests: Roving Engineers shop
Call or e-mail the Work Order Desk to set up the loan. The Crew Chief from the
appropriate shop will contact you for details. They will need to know:
‰
‰
‰
‰
‰
Requested delivery date and time (see mandatory training, below).
Where in the school to deliver the unit.
Name of the user.
Has the user been trained by Facilities on this unit before?
Pick up date and time.
Mandatory training
Since this type of work is usually done by PM custodians, while students are not present,
it is important to schedule the deliver and training when your PM custodian is available
to be trained. Facilities employees will not leave the unit on your premises unless the
user is available for immediate training. Coordinate with the Crew Chief on delivery
time, and the Crew Chief will arrange for the Safety Officer to meet at the site at the
same time.
Disassembly and Return
Keep the assembled unit away from student access areas, and tear it down as soon as the
work is completed. Facilities will return with the transport trailer at the scheduled time.
Scaffold 8/03
10.3
Servicing of Specialized Equipment
Facilities Management will make every effort to repair and maintain all equipment used by
all facilities, but must ask that Specialized equipment repair be referred to either the original
vendor or the manufacturer.
We consider a piece of equipment to be "specialized" if it:
• Was not purchased through normal TUSD channels as instructional equipment
• Was donated to the school for extracurricular use
• Is found in only a few schools within the district
While we are willing to attempt repair on this type of equipment, we can do so only when our
workload allows. Our primary responsibility is maintaining instructional equipment and the
building systems that assure a quality learning environment.
If you purchase equipment for your site directly from Tucson or mail-order vendors, please
check with one of our trade shop Crew Chiefs for recommendations on manufacturers that
we have found to produce high quality products, (see 2.1 for numbers). If you purchase a
product commonly used in the District, it is likely that we will have the parts, manuals and
training that will allow us to service it efficiently.
10.4
ASSA Key System
The new key system for T.U.S.D. has been in place in some schools for 3 years now. After
input from various administrators, it was received in a favorable manner, achieving the
initial goal of securing the District's personnel and assets.
A brief overview of why the system was initiated is included below:
1.
2.
3.
The keys themselves are not capable of being duplicated by anyone other than the
T.U.S.D. locksmith shop. An agreement with ASSA guarantees that the unique
key blank will not be available within North America.
The overall size and shape of the ASSA key eliminates a past continual problem of
key breakage within the district, and the resulting maintenance required to repair it.
The system is based on the concept of site-based management, meaning the
Principal or their designee are the only ones authorized to sign for keys for their
respective schools. This gives the administrator the ability to limit access to areas
within their responsibility, and be aware of who has access to these areas.
After a key control meeting was held in April, 1991 with top T.U.S.D. administrators,
certain guidelines were established for the new key system to protect the substantial
investment the district has spent on the initiation of the key system. The guideline with the
most impact was the decision that no school master keys are to be taken off the school/site
property.
This required the planning of how to allow certain groups and employees access to the
schools/sites. The concept of the key cabinet was implemented. At each school, there will be
the following key cabinets (keykabs) installed:
1.
2.
3.
School vault keykab: This key cabinet will be located within a secure room, as
designated by the Principal. All the keys required to gain access within the school
will be located here. Also, this is where the administration will place their school
mastery at the end of the day, and retrieve upon arrival at school. The school
faculty/staff will be issued an access key which will fit designated exterior doors to
allow access to the school at the discretion of the Principal.
School custodial keykab: This key cabinet will be located within a designated
custodial closet. This is where the custodians will leave their master key to the
school and retrieve it upon arrival to school. Also, this is the same keykab that
roving custodians will utilize when covering for sick or vacationing custodial
staff. They will use the same master key as the normal custodial staff. Custodial
staff will also have a designated door which will allow access into the school.
School maintenance keykab: This key cabinet is normally located within the
office area. Maintenance personnel have access to this key box, which has the
master keys for the school/site to allow Facilities Management to conduct repairs as
required. Facilities personnel also have a designated entry door into the school.
(more)
10.5
With the master key being left on-site, the concept of what is called the faculty access key
was designed into the system. This particular key allows access into the main entry and
corridor doors, faculty work rooms, copy rooms, and any other faculty common areas as
designated by the Principal. This key is also issued to individuals only on the signature of
the Principal. This allows the Principal to control access to the school by faculty on an "as
required" basis.
A substantial amount of money and time has been put into the planning and initiation of the
key system. This system has numerous patents protecting the design of the system, along
with the conceptual design, allowing for the key system to continue well into the future.
Please call the locksmith shop with any questions you may have at 225-4628.
abook31.6
8/01
page 2
10.5
Page 3
Access Control
10.5
First-in/First-out Response to Routine* Work Orders
To assure equal response time to all TUSD sites, routine work orders must be performed
in the sequence that they were originally received at the work order desk. The trade shop
Crew Chiefs are responsible for dispatching workers, within their trade, to fill the oldest
work orders first.
To assist in following the first-in/first-out requirement, all Crew Chiefs receive a monthly
print-out of outstanding work orders sorted by date. All must be completed in sequence
with one exception; once a worker is dispatched to a site following first-in/first-out
priority, additional work orders must be performed at the same site regardless of their
initiation date.
Each calendar quarter, all Supervisors will receive a list of all outstanding work orders,
(for all shops under their direction), to review for compliance with this procedure.
Schools may access a listing of their open work orders online at the Facilities web site on
the TUSD Intranet.
First-in/first-out response to routine work orders is legally required of TUSD.
* Routine work orders, (Priority 3), are those that do not fall into these categories:
Emergencies: Safety, threat to life or major damage to a facility
Priority 1: Urgent - affecting the teaching process, health or non-emergency
safety, ADA compliance work
Priority 2: Preventive maintenance.
Cbook13.doc 8/02
10.6
PROPERTY AND FURNITURE CONTROL
Standard TUSD Signs and Stock Number Listings
The following pages consist of the description of the approved standard TUSD signs and
stock numbers.
All requests to have a standard sign created must be submitted in writing by TUSD mail,
email or fax to Property and Furniture Control or the Fixed Asset Management Office.
All requests will be review by the Crew Chief of Property and Furniture Control.
A work order will be initiated and the sign will be created and installed on a first-in, firstout basis by the appropriate shops.
Please review this standard TUSD sign list prior to ordering a “customized” sign.
Customized signs may only be created for the requesting site upon receiving complete
funding approval by the Director of Facilities Management for all labor and materials.
Security System Tips
The following information will help you make your school security systems (intrusion
alarms) as effective as possible by reducing or eliminating preventable false alarms. As an
initial step, your staff should be aware of the proper entry procedures; such as having the
proper key to the alarm box, knowing where it is, how it works, and the necessity of calling
the security office for all non-routine entries.
Most TUSD security systems utilize infrared motion detectors. These devices detect burglars
by detecting a change in infrared heat energy caused by body movement. We basically use
two types of detectors, wall mount and ceiling mount. Usually the ceiling types are installed
in corridors and wall types are used in classrooms and offices. The most common problems
we have with motion detectors are inanimate objects moving in front of them, such as
holiday decorations, balloons, mobiles, and hanging artwork. Any airflow will cause the
objects to move, creating false alarms. Heating and cooling air handlers (that can be
manually shut down) should be turned off every night before arming the security system.
Drafts from open windows and doors can also cause problems. A few precautions can help
eliminate a majority of false alarms, such as properly fastening artwork on walls and
corridors and not hanging mobiles or balloons in front of detectors. Objects may be hung
from ceilings in classrooms and offices if a distance of 20 to 25 feet from the detector is
maintained. Provided they are not in violation of fire safety codes.
Another common problem we have with security systems is user error alarms. On a national
scale, user error is the #1 cause of false alarms and TUSD is no exception. These include
such things as entering and exiting alarmed areas of the school without reporting your entry
to the security office. Also, if when arming a system a malfunctioning zone (zone light lit) is
notices it should be called in to the Department of School Safety at
512-3080 prior to arming the systems.
All forms of false alarms generate the dispatch of a security agent. If the agent can't
determine the cause of an alarm, (staff, faculty, or contractor has left the site), it is considered
a malfunction or false alarm. It is very possible that we could have an agent responding to a
"user error" or false alarm at your school while delaying his or her response to an actual
burglary at another site.
Electronics/security Department every morning reviews reports from the security office. It is
likely that the security technician is aware of a system malfunction before the site staff, and
will generate a work order for the repair. It is not necessary to call in a work order when
you receive a security system malfunction notice - the notice will also appear on the security
log that we review. If you have any questions about your alarm system or would like an
inservice for your staff, please call Electronics/security at 225-5465 and we will set up an
appointment at your site. For other site security issues, call the Department of School Safety
at 584-7676
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