Frequently Asked Questions

Help!

What is considered an emergency?
Who is in charge of safety on campus?
How do you deal with disability accommodations and ADA compliance?
Do you lend out tools and equipment?
I’m confused. Who can I call?

Something isn’t working right.

Something’s broken in my building. Can you fix it?
How do I adjust the temperature in my office?
Which buildings have air conditioning?
Can I get a more ergonomic chair or office?

Stuff: buy, move around, surplus.

What is a Purchase Order?
How do I get a Purchase Order?
Where can I find a copy of the purchase requisition form?
Where can I buy office supplies?
How do I apply for a department credit card?
Can I purchase items from Costco?
What do I do if I don't receive the item that I ordered with a PO?
What do I do with the invoice for the item(s) I bought?
What do I do if I receive an asset tag in the mail?
How can I get some boxes moved into storage?
I need help setting up an event. Can Crew help?
What do I do if I need to get rid of an item?
What do I do if I need to get a surplus item?

I need to make travel arrangements.

What hotels are available around the university for guests?
How do I make a hotel reservation?
How do I sign up for the Corporate Travel Account?

How exactly does this all work?

What are your office hours?
How do I put in a work request?
What do I do if I can't log in?
How soon can I expect my work request to be completed?
What services are chargeable?

Help!

What is considered an emergency?
Emergencies typically include such things as health and safety hazards, imminent damage to facilities or equipment, security deficiencies, heating requests, elevator breakdowns, leaks, plumbing problems, power outages, etc. Call the Resource Center directly at (206) 296-6996 so that we may notify our staff immediately.

Who is in charge of safety on campus?
It depends, but start with Public Safety or Environmental Health and Safety.

How do you deal with disability accommodations and ADA compliance?
We make every effort to make the campus accessible. Please let us know if you have any concerns or suggestions.

Do you lend out tools and equipment?
We have one six-foot ladder members of the campus may borrow, but otherwise all tools and equipment are only for use by Facilities employees.

I’m confused. Who can I call?
Facilities Services’ main phone number is (206) 296-6999.

Something isn’t working right.

Something’s broken in my building. Can you fix it?
Most often, yes!

The situations below require an immediate response; please call us at x6996 so we can address them right away.
Blown fuses, electrical outages
Broken glass
Elevator problems
Heating and cooling adjustments
Leaks
Plumbing problems

You can also submit a work request for...
Affixing of bookcases to walls
Assistance with moving items across campus
Broken furniture
Broken or malfunctioning windows
Broken window blinds
Classroom clocks, podiums, desks, chairs
Disability access/ADA compliance
Ergonomic assessments
Evaluation of requests and complex projects
Extra garbage or recycling totes (large plastic rolling bins)
Graffiti
Hazardous material disposal
Keyboard trays
Landscaping and pruning
Light bulb replacement
Locks and keys, including doors and filing cabinets
Malfunctioning doors
Malfunctioning outlets, missing outlet covers
Masonry problems (sidewalks, paving)
Mounting of bulletin boards, art, etc.
Noisy or squeaky ventilation
Painting
Pest sightings and control
Recycling pickup
Signage, including office sign inserts
Spills and stains requiring cleaning
Surplus furniture and equipment…and more!

How do I adjust the temperature in my office?
Thermostats in your office or building can adjust the temperature within certain parameters. If your space is uncomfortably hot or cold, call the Resource Center at (206) 296-6996.

Which buildings have air conditioning?
Chardin (first floor only), Lemieux Library, Sullivan Hall Law School, Student Center, Pavilion, Wycoff Auditorium, and Pigott (auditorium and new wing only) have air conditioning.

Can I get a more ergonomic chair or office?
Ergonomic assessments are provided free of charge by Environmental Health and Safety; just put in a work request for one. Furniture must be paid for by each department, but keyboard trays are available for anyone who would like one.

Stuff: buy, move around, tag, get rid of.

What is a Purchase Order?
A purchase order is a legal contract that binds the buyer (Seattle University) to the seller for the items listed at the prices listed.

How do I get a Purchase Order?
Submit an original purchase requisition to Support Services. In most cases your order will be processed within one business day. Click here for more information.

Where can I find a copy of the purchase requisition form?
Click here and then select it from the document box on the right.

Where can I buy office supplies?
Office supplies can be purchased directly through OfficeMax Solutions. The university receives a discounted rate on all office supplies and next day shipping for most items. To sign up for an OfficeMax account or for more information, click here.

How do I apply for a department credit card?
To obtain a ProCard application, contact Support Services at x2639. Once you receive the folder, fill out the application, have it signed by the cost center manager, and return the original to Support Services. Be sure to read all of the rules and regulations regarding the card.

Can I purchase items from Costco?
Yes. The University has a business account with Costco that allows us to pay when the items are received. To check prices, log on to Costco.com's business section and browse the products. You must turn in a purchase requisition for your order, just like any other purchase. Support Services will order your items online; delivery is the next business day. There is a $20 shipping fee for orders under $250.

What do I do if I don't receive the item that I ordered with a PO?
Contact the company directly and give them the Purchase Order number. If you experience any problems, please call Support Services at x2639.

What do I do with the invoice for the items I bought?
Approve the amount the items were purchased for, write the date, budget number, PO number, and the words "okay to pay" on the invoice. Have the invoice signed by the cost center manager and turn the invoice and pink copy of the PO into the Controller's Office for payment.

What do I do if I receive an asset tag in the mail?
Place the asset tag on the item as instructed on the asset tag form. For furniture, make sure that it is in a discreet area. Fill out the form, making sure to include the model number, serial number, building, room the item will be used in most often, department that is responsible for the item, and the End User. Return the form to Support Services. For more information, click here.

How can I get some boxes moved into storage?
Enter a work request with the Resource Center . The crew will then arrange to pick up and deliver your items.

I need help setting up an event. Can Crew help?
In most situations, Conference and Event Services can handle your needs. If they cannot, contact the Resource Center to see if the Crew can assist. There may be a charge.

What do I do if I need to get rid of an item?
To surplus an item you no longer need, simply put in a work request detailing what the item is, where it is located, the condition the item is in and any asset tag numbers you have. We'll take care of the rest. To surplus a computer item, please contact the IT department at x5571.

What do I do if I need to get a surplus item?
If you want a surplus item for your office, put in a work request describing exactly what you are looking for, what size and what color it should be, as well as where you want it. Our inventory is limited, but we will try to find what you are looking for.

I need to make travel arrangements

What hotels are available around the university for guests?
We currently contract with the Silver Cloud and the Sorrento hotels. For more information on each of these hotels, please see Travel Resources.

How do I make a hotel reservation?
Fill out a Guest Form and fax it to Support Services at x2150. We will make the reservation for you and fax the form back with your confirmation number.

How do I sign up for the Corporate Travel Account?
Seattle University has partnered with the Independent Colleges of Washington to create an Egencia Corporate Travel Account. This new web portal to Egencia enables SU employees to search for flights, hotels, and rental cars with the added benefit of being able to create your own user profile and store University or personal credit card information. To sign up, click here.

How exactly does this all work?

What are your office hours?
Facilities Services is open from 8 a.m. to 4:30 p.m., Monday through Friday, although maintenance staff may work slightly different hours. In the event of an emergency after hours, please contact Public Safety at (206) 296-5990.

How do I put in a work request?
To put in a work request, go to Web Central. This page is only available on campus.

What do I do if I can't log in?
Call the Resource Center at (206) 296-6996 for assistance.

How soon can I expect my work request to be completed?
The backlog of work that is carried by each shop varies due to the type of work requested and the time it takes to complete the work. Urgent requests (safety related issues, loss of power, food preparation equipment, living and working environments, etc.) are responded to within minutes or two days depending on the particular situation. Current backlogs are:

What services are chargeable?
Maintenance of existing system is generally free while new work and program-specific requests are chargeable. If you are unsure, enter a work request. Chargeable requests may include:

• Workspace alterations including structural, electrical, lighting, floor covering, built-ins, and locksmithing.
• Fabrication of bookcases, shelving, counters, and furniture.
• Rental of any tools or equipment required to perform one-time or infrequent work requests.
• Security systems
• Painting of office areas on a more frequent basis than the regular maintenance schedule of five to seven years. Spaces may be evaluated on an individual basis due to unusual wear and tear.
• Work performed outside of the normal workweek. Labor costs are charged at time and a half (labor union contract) and apply when a requestor requires an earlier completion date than the regular scheduled work list allows. This option requires the approval of each craft/shop involved with the after-hours request as this process is of a voluntary nature.
• Any other work or non-routine request that is deemed chargeable by Facilities Operations based on current policy and budgetary considerations.