Frequently Asked Questions

What are the hours of Facilities?

The Facilities Department is open Monday through Friday from 7:30 a.m. until 4:30 p.m.

Who do I call if it is after hours?

Please contact Security at (765) 983-1400 to report any emergency related to Buildings & Grounds if it is after the normal hours of operation.

What is an Emergency and other levels of problems?

Emergencies are problems that create a safety hazard, interrupt building operations or seriously disrupt academic, administrative or College life and would require immediate attention.

Examples: Fire, major power outage, water or gas leaks, broken glass in high traffic areas, total loss of space heating in freezing weather, major equipment breakdowns, etc.

High Priority problems are less serious than emergency work, but requires repair within seventy-two (72) hours after the discovery of the problem.

Examples: Repair of broken window, drinking fountains, inoperable lighting/outlets, dripping pipes, extremely warm or cool rooms or spaces, etc.

Medium Priority problems are less serious than high priority. Completion can be expected within (10) days of receipt of the Work Order Request, depending upon the availability of manpower and supplies.

Examples: Leaking faucets, sticky doors, ballast replacement, ceiling tile replacement, etc.

Low Priority problems include all requests not falling within the other categories. Scheduling is on a “first come-first serve” basis and completion can be expected within thirty (30) days of department approved work request depending upon the availability of manpower and materials.

Examples: Repair of chairs, minor painting, installation of additional electrical outlets, chargeable request, etc.

 

Why do I have to submit a work order?

1. Because the person making a request is the best source to explain the issue at hand. You are able to offer the best discription (your office or room is to hot/cold, lights are out, window is broken, etc.). This way the request can get assigned to the appropriate trades person for service and repair.

2. Work orders are used for accountability. Once the order is received and created this is how we know what is getting done and are able to track if there are continuous problems within an area.

3. By submitting a work order request complete with you name, phone and email you put yourself into the loop and are automatically informed of the status of your request.  

Explain the Work Order Request process.

First, if there is an urgent or life safety issue call x1315 during business hours or x1400 after hours. However, even if you call to let us know of an issue, you still need to follow up with completion of the work order request.

When submitting a request for work to be done in your area the following will occur;  Upon receipt of the completed request through the computerized system you will receive email notification that the process has begun. The work order will be created and in turn assigned to the appropriate trades person (plumber, electrician, carpenter, etc.) via their ipod. They will complete the required work in the order/priority received and close the work order. At this point another email is automatically generated to update the requester of the status.

Things to remember about work orders ... Actual building/facilities work or repairs will be charged to the appropriate building account. Requests that are for the convenience, desire or comfort of the occupants such as furniture moves, hanging pictures or bulletin boards, etc. will be charged to the requesters department account. When filling out the work request please include this account number so that the correct charge can be accomplished.  

Work requests for student room furniture moves or changes (lofting kits, etc.) must be approved and submitted by the appropriate RA or AD.   

Projects: Small remodeling/improvement projects to existing facilities. All project work is to be planned and coordinated with the department making the request and the Director of Maintenance and all other trades or personnel involved. An approved account number must be provided prior.

Examples: Office remodeling, construction of bookcases and cabinets, addition of lighting or power circuits, decorative painting, etc.

I don’t have a job number but I want to check on my job, what can I provide to help?

I don’t have a job number but I want to check on my job, what can I provide to help? 
We track orders through the operation by the job number. If you don’t have a job number, then provide as much information as you can about the job. This information would be most helpful:

  • Department
  • Person who placed the order
  • How was order sent to dropped off, campus mail, submitted on-line, or sent

Where are my packages picked up and dropped off?

Most buildings have designated central receiving areas for all shipments. This is where your packages will be delivered unless a specific location is requested. Packages may also be picked up in the receiving if arrangements have been made.

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Earlham College, an independent, residential college, aspires to provide the highest-quality undergraduate education in the liberal arts, including the sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers).

Earlham College
801 National Road West
Richmond, Indiana
47374-4095
1-765-983-1200 — Main Switchboard
1-800-EARLHAM (327-5426) — Admissions