Montana State University - Office of Facilities Services
Role and Scope of Building Supervisors
A. Communication
1. The Office of Facilities Services desires to focus all requests for service to the Work Control Center through a centralized reporting network in an effort to maintain effective communications with the University community. The Building Supervisor is an integral part of this network, and is responsible for requesting repairs and renovations from the Facilities Services Work Control Center. Duplicate requests for service can be avoided by this method, and repetitive problems are more easily identified. However, the entire University community is encouraged to directly report emergency situations to the Work Control Center when they occur. A Building Supervisor, normally located within their assigned building, develops an awareness of the maintenance and repair problems particular to that facility. Building Supervisors receive notification of all Work Orders that are originated within their area of responsibility, as well as notification of Work Orders that have been completed. All Work Order requests are approved by the Building Supervisor for this purpose. This system provides a basis for communication and follow-up.
2. Building Supervisors serve as a major communication link and liaison between the Office of Facilities Services and faculty, staff, and students. Building Supervisors are provided with policy and procedural information, and serve as a resource and emissary regarding facility issues. As an example, Building Supervisors should develop familiarity with the activities that are paid for by Facilities Services versus activities that are paid for by Colleges or Departments. They can relay this information and provide guidance to building occupants regarding these types of issues, or refer them to the appropriate department within Facilities Services.
B. Utility Interruptions
Utility interruption notification is centralized to the Work Control Center within Facilities Services. Notification is relayed from the Work Control Center to each Building Supervisor who represents the areas that will be affected by any type of utility interruption. The responsibility of the Building Supervisor is to immediately relay the interruption information to all building occupants. This system hopefully ensures that all occupants are notified of planned utility interruptions initiated by outside contractors or the Facilities Services workforce.
C. Space Allocation
It is the responsibility of Building Supervisors to be the first point of contact in the resolution of interdepartmental problems and conflicts related to facility use and space allocations. Building Supervisors should be notified by occupants of potential modifications that may affect any portion of the facility for which they are responsible. Building Supervisors also assist occupants in submitting space modifications and space allocation changes for review by the Facilities Services Planning Department and the University Facilities Planning and Utilization Board (UFPUB).
Please note: This is an excerpt from the Building Supervisor's Handbook.
