Building coordinators are designated liaisons to Facilities Operations and Development (FOD) on behalf of the academic, administrative or research building they represent. Although they are not FOD employees, they serve as a primary resource for facilities services.
Coordinator responsibilities include working with the FOD zone leaders to improve building services and conditions, including its environmental, electrical, plumbing, elevator and related systems. The building coordinator also coordinates issues reported by building occupants and works with Service2Facilities when repairs are needed.
Building Coordinator Guide
Role Overview
As a building coordinator, you need to:
- Work in or near the building.
- Have an interest in the physical environment of the building and campus.
- Become familiar with building entrances, access controls, doors and key systems.
- Become familiar with the building, occupants, special department equipment, labs and research areas.
- Work closely with building occupants and users to communicate needs, requests and recommendations to FOD.
- Work with FOD to communicate to occupants information related to building outages, construction disruptions, energy conservation measures and other matters related to building operation.
- Maintain updated building coordinator service request signs throughout building.
- Become familiar with the various services provided by Facilities Operations and Development or is willing to investigate a needed service for building occupants.
- Be interested in learning and understanding university procedures related to facilities operations and management even if you do not have a maintenance or facilities background.
- Provide regular feedback to FOD to assist in improving services and participates in annual and quarterly meetings to learn more about their services and initiatives.
Primary Contacts
- FOD Operations maintenance and building services are divided into two service districts: Academic and Wexner Medical Center. The Academic District has five zones. Zone maintenance technicians are considered first responders and will be the first to look at or respond to a work order. If the technician can resolve or fix the issue it will remain within the zone.
- Submit facilities requests to Service2Facilities (S2F) online for routine requests or by calling 614-292-4357 (HELP) for urgent requests.
Submitting a Routine Service Request
- Submit routine facilities requests to Service2Facilities (S2F) online. Emergency or urgent and date specific requests must be made by calling 614-292-4357 (HELP).
- Once Service2Facilities obtains all the necessary information from you, a work request number is generated, and an auto e-mail is generated back to you and the requestor acknowledging receipt of the work request.
- The work request is received by the appropriate zone(s) and the zone leader evaluates the request and assigns a technician. The work request is updated to reflect “Active - Scheduled” and an auto e-mail update is sent to you. Once the work is completed and the work request is updated to reflect “work completed” a final auto e-mail update is sent to you.
- If the zone technician determines the work is beyond the scope of the zone, a new work order to a central shop (HVAC, Plumbing, Electrical) will be generated. If zone closes the original (parent) work order before the work is complete, that’s because it was sent to another shop.
Service Request Status Overview
- Pending – Entered into the CMS system, not yet accepted
- Active Scheduled – Work Order has been assigned to a technician
- Reschedule – Technician or supervisor reschedules the work order
- Pending Review - Technician notes issues, parts/material needed for supervisor review
- Awaiting Planning – Work order sent to planner to order part/material
- Planning / Parts Ordered – Planner has placed an order for requested parts/material
- Refer to Central Shop – Requires skilled trades – plumbing, HVAC, mechanical or electrical
- Complete – Work order has been completed
Resources
- Email receipts for each work request created for your building
- Dashboard link to all work requests in the building
- Semesterly meetings with information relevant to your role as building coordinator
- Annual meetings about policy and service level updates
- Frequent opportunities to provide feedback through surveys and focus groups
- Easy access to the FOD’s Submit a Request webpage
- Visit the FOD Operations webpage for additional resources.
Updating the Building Coordinator Contact List
If you would like to make changes or updates to the contact for your building, please submit a signage request (instructions below). If no signs are needed but you would like to update the contact list online, please submit a request and indicate "no signs needed."
Ordering Building Coordinator Signs
What is a building coordinator sign?
The building coordinator sign displays your name, phone number and email address as a contact for building information, concerns, and repairs that need to be addressed in or outside your building. Here are some examples of items that may be reported to building coordinators:
- The faucet in the restroom is leaking or does not work
- The entry door to the building has a broken glass or assisted opener does not work
- The power is off in part of the third floor
- Flooring is damaged in the lobby area and is a hazard for people entering the building
- The exterior building sign is missing or damaged
Where are the current building coordinator signs in my building?
You will need to walk through your building to locate the signs and do a sign count for replacement. Signs in buildings are typically located in the following locations:
- Adjacent to elevators
- Above drinking fountains (if your building does not have and elevator)
- Lobby area in visible area
- Exits from the building in common spaces
How can I order new building coordinator signs for my building?
To initiate your request, please go to S2F Service Request and click on the “Submit a Request” button. When placing an order for new service request signs for your building, you will need to provide the following information.
- Under “Select a Category” please select "New Building Coordinator Signs:
- Building name / room number for delivery of new signs
- Quantity needed for the building, minimum 1 per floor
- Your name, phone nmber and email address
How can I obtain the new signs?
After you submit the request to S2F your order for the new signs will be delivered directly to you for installation. The signs will be simple wall clings that are “peel and stick” 8 ½” x 11” signs and will replace the old building coordinator signs in your building.
How should I install the new signs?
The signs can be installed on block, brick, wood or drywall surfaces, however smooth surfaces work best. Please consider the following:
- The height of the sign should be no higher than 60” to the top and no lower than 48.”
- Fold the backing down 1-2” from top and press to the wall at desired height. Then remove the remainder of the backing and firmly press to wall and throw backing away.
- Make sure all old building coordinator signs are removed in the building.
Who should I contact for questions?
Please contact service2facilities@osu.edu for questions about the building coordinator signage. For guidance on signage placement, contact University Signage at signage@osu.edu or call 614-247-4587.