Frequently asked questions

Questions

1. What are Facilities Management’s responsibilities?
2. What are the occupants’ responsibilities?
3. How quickly will the work I request be completed?
4. Who pays?
5. How do I get approval for an on-campus outdoor event?
6. How do I report a problem with an elevator? 
7. How do I make a service request? (How do I get access to FMIS?)
8. Where can I purchase whiteboards and other items that can be attached to the walls?

Answers

1. What are Facilities Management’s responsibilities? 
   • The university is required by law to comply with numerous codes and regulations, and is both financially and legally liable for failure to do so. Therefore, any work being carried out which falls under the jurisdiction of building and fire codes and regulations must be carried out under the authority, direction and supervision of the Executive Director, Facilities Management. While the overall responsibility for provision of these services may rest with Facilities Management, the financial responsibility may not. It’s our responsibility to determine the source of funds before any work starts and to provide the necessary estimates for funding allocation. 
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2. What are the occupants’ responsibilities? 
   • University occupants are responsible for turning off lights and office equipment, closing windows, locking their doors, and securing their rooms and areas. Any permanent modifications to any room or area require the prior approval of Facilities Management. Occupants are expected to use bulletin boards for posting information. These have been provided in general areas. We rely on building occupants to report maintenance problems and equipment failures. 
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3. How quickly will the work I request be completed? 
   • All requests are reviewed by the Operation department, who identify emergency and high priority requests. Emergency requests are given the highest priority and acted on the day requested. We do our best to address all high priority requests with the available resources. Please clearly identify any time requirements in your work request and provide as much lead time as possible for competition.
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4. Who pays? 
   • Most university departments: There is a landlord/tenant-like relationship between Facilities Management and most departments at the university. As landlord, we’re responsible for providing and maintaining an appropriate environment and basic building services at no cost. As tenants, departments are responsible for funding discretionary work like modifications and aesthetic upgrades. We maintain open areas such as lobbies, corridors and general classroom space. Ancillary departments and agencies: We have special cost-sharing arrangements with ancillary departments and agencies. If you have any questions about cost sharing, please contact the Customer Service desk at 250-721-7616 or by email at facman@uvic.ca 
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5.  How do I get approval for an on-campus outdoor event? 
   • Contact Student and Ancillary Services. Information and booking form available at: stas.uvic.ca/bookings
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6. How do I report a problem with an elevator? 
   • If you are stuck in a elevator use the emergency phone in the car to contact Campus Security. If you receive notification of a malfunctioning UVic elevator, with people trapped inside, call Campus Security immediately at 250-721-7599. For any other elevator problems contact Facilities Management at 250-721-7616 during normal working hours or submit a Service Request through the FAMIS system.
     Please tell us: 
     • Building Name
     • Elevator Number (posted outside of each elevator)
     • Possible entrapment of people
     • Description of problem
     • Location of elevator car if stopped on a particular floor
     • Your name and contact information. 
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7. How do I make a service request? (How do I get access to FMIS?)
   • Send an email to fmisadministrator@uvic.ca, including: 
     • department administrator’s name
     • your name
     • Netlink ID
     • email address 
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8. Where can I purchase whiteboards and other items that can be attached to the walls?
   • Whenever a product is installed, there is assurance that the product meets UVic Standards of Accessibility, Ergonomics, and Product Warranty.  For this reason, Facilities Management only installs UVIC Standard whiteboards, chalkboards, bulletin boards, and tack boards.
   • With any item installed in the office, it’s important to adhere to the UVic Standards so that all offices have the same quality products and each space presents the same “look and feel” to the public, staff, and students.  Our commitment to the UVic community is that everyone receives those same quality products for their space requirements.
   • The Interior Planning and Logistics team oversees the changes in physical layout of the office including the installation of whiteboards, tack boards, chalk boards, coat hooks or office furniture. Service can be requested using FMIS.