Work Orders & Forms
Maintenance and Plant Operations
"Efficient and Effective Services"
The following are tips which will aid the Maintenance Department and Plant Operations in providing better and more prompt service to your campus.
- Maintenance vs. Capital Improvement. Understand the Maintenance Department is responsible for the repair and upkeep of buildings, equipment, and systems that are existing and in place. We are not authorized to make additions to or modifications of your campus without administrative approval and funding.
- Provide a brief description of the problem and its location. Use the electronic work order system to submit work requests to the Maintenance department. Authorized users are located at each campus or facility.
- Not all Work Requests should be submitted to the Maintenance Department. Before submitting work requests, be sure which department is responsible for the problem and determine if the district is able to accommodate your need(s). As always, if you are unsure, call Maintenance/Plant Operations for advice.
- Emergency Work Requests should be called in immediately. The trick here is deciding what is an emergency and what is not. Threats to life and safety, issues affecting security, or conditions that interfere with instruction qualify as emergencies. Remember that we only have 1 person to monitor our incoming lines. Consequently, during periods of heavy use, they will be very busy.
- Be sure to include all necessary information. Describe the problem and its location. Be as specific as necessary so that our craftsmen can locate the problem without bothering anyone at the campus.
- Before calling in or sending a work order request, check for any obvious causes and/or solutions.
- Be brief. Because we are taking calls from 50+ locations, we would appreciate your cooperation by providing us with only the necessary information.
- Be timely. Because most of the maintenance staff works from 7:30 A.M. to 3:30 P.M., report problems that require immediate attention as soon as possible.
- Maintain a work order request log sheet. Keeping a list of work requests will enable you to quickly and easily keep tabs on the status of repairs to your building. Electronic work order system users are also able to query the system for work requests they have submitted to ascertain their status.
When in doubt, call. We are here to be of assistance to you. If you have any questions or concerns, do not hesitate to contact us at 910-735-2277.
Frequently Asked Questions and Answers
Are there different types of work orders?
Yes! There are two types of work orders.
General Maintenance Work Orders-Repairs or General Maintenance to Facilities*
Preventative Maintenance is scheduled work performed on the mechanical, electrical and structural portions of our facilities. Work is scheduled on a periodic basis and includes cleaning, painting, inspecting and adjusting buildings and grounds systems to prevent failure and problems.
Corrective maintenance is the repair or replacement of defective or malfunctioning components.
Configuration Change Requests-Modifications or changes to existing Facilities
Improvements and Upgradesare additions or upgrades to existing facilities that does not fall under general or regularly scheduled maintenance.
*Facilities–Consists of building interiors, exteriors, and equipment that is not working properly or needs repair.
What building components and equipment will the Maintenance Department repair?
The Maintenance Department is budgeted to provide basic maintenance, repair and operational functions to enhance the District's physical environment. The Department will repair building components that were originally furnished and part of the initial construction or was added later as a part of an approved capital expenditure. The staff will repair equipment if it was originally installed with the building and if it would stay with the building in the event that the department using the equipment moved.
Items the Maintenance will not repair?
The Maintenance Department is not staffed, equipped or authorized to repair computers, telephones, furniture (desk, chairs or file cabinets) personal or educational equipment.
Maintenance or Renovation- What's the difference?
Anything that extends or changes the facility is a renovation; for example, the addition of a new electrical outlet would be considered a renovation. The repair of an existing electrical outlet would be considered maintenance.
Note: The Maintenance and Plant Operations Department strongly encourages the submission of work orders using our online system. Work orders can be requested by email, phone call or written request—however, this is not encouraged. The online work order system allows authorized users to submit work orders as needed without calling the Maintenance Department. The user will be able to see the status of the work request and any information provided by the Department. All requests need to be as descriptive as possible: the exact location, description of work needed and name of person contact.