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Physical
Plant Home Page
Section 260: Physical
Plant Division
I. GENERAL
This section describes
the wide range of Physical Plant Division services and outlines basic business
procedures. To address questions not answered below, call the appropriate
department office or click on the links for additional information (addresses,
contacts, service hours, fax and telephone numbers, service details, etc.)
II. SERVICE DESCRIPTIONS
- MAINTENANCE
SERVICES operates and maintains academic buildings, maintains
the utility distribution system, and performs related services.
A wide variety
of skills and materials in metal working, electrical, electronics,
plumbing, heating, ventilation, air-conditioning, carpentry,
roofing, masonry, locksmith, painting, and glazing trades are available
for departmental facilities and projects.
- ENGINEERING
AND ARCHITECTURAL SERVICES performs planning and analysis for the
Physical Plant Division, maintains construction standards and master
records of buildings and utilities, coordinates and inspects alteration
projects, and prepares plans and specifications. The department also
reviews plans for consulting architects and engineers on capital construction
projects.
- CUSTODIAL SERVICES
provides cleaning service in academic, athletic and event buildings,
locks and unlocks the buildings, operates swimming pools, replaces light
bulbs and tubes, and similar minor building maintenance. The department
also sets up special events, assembles furniture and provides heavy
trucking, labor, and equipment for certain heavy moving and delivery
services. Contact the head custodian for basic custodial service in
a building; otherwise call the department office at 355-8485.
- The POWER AND
WATER department operates the power plant, reservoir, and
wells which provide steam, electricity, and water to the main
campus. For
information on utility capabilities, call Engineering and Architectural
Services at 355-3372. To report irregular utility conditions or
utility
interruptions,
call
Physical Plant Dispatch at 353-1760.
- The RECYCLING
AND WASTE MANAGEMENT department disposes of the University's solid
waste with a goal of minimizing landfill and maximizing recycling.
- TELECOMMUNICATION
SYSTEMS manages the University's telephone, radio, broadband cable
TV, and fiber systems. See Section 280 for
details on the telephone system and directory information services.
Call 353-5515 to request service.
- TRANSPORTATION
SERVICES operates the Campus Charter Bus Service; rents and leases
sedans, station wagons, vans and trucks to departments and individuals
for University business; operates a fueling and vehicle repair station;
and maintains data, titles, and licensing for the vehicle fleet. Campus
shuttle service and special transportation services are operated by
Capital Area
Transportation Authority (CATA) at 394-1100.
III. REQUESTING SERVICES
- To request routine
maintenance services in academic buildings or report problems, call
353-1760; 24 hours a day and 7 days a week. For custodial services
in these buildings, see the head custodian, leave a note, or call 355-8485.
- The Request for
Interdepartmental Material or Service ("Service Request") form is used
to request maintenance, custodial, engineering, and telephone (Section
280) services to be paid for by the requesting department. Download
a copy or order the form from University Stores (stock #14028420).
- WORK ORDER,
PROJECT NUMBER, AND CAPITAL PROJECT NUMBER
Upon approval
of the service request, an electronic confirmation is
sent to the requesting department. Three key references included on the
work order are the:
- WORK ORDER,
PROJECT NUMBER, AND CAPITAL PROJECT NUMBER - which
appear on all documents from an approved service request to
final billing. Reference it when inquiring about a job.
- PROJECT
MANAGER - Physical
Plant's primary representative to be contacted regarding the
status of a job.
- THE REQUESTER - the
requesting department's representative regarding all aspects
of the job.
- OPEN ORDER
FOR TROUBLE CALLS
A Physical Plant
Open Order Request can be established for immediate response by Physical
Plant personnel for emergency type Physical Plant services. A separate
Work Order will be issued for each emergency call using information
received on the Open Order Request eliminating the need for a separate
service request for each "trouble call". Contact customer@pplant.msu.edu
or call 432-0250 to receive more information about this service.
- BILLING PROCEDURES
- Billing procedures
for telephone services are detailed in Section
280.
- Billing charges
for all other departmental services are itemized on the Physical
Plant Online Customer Statement and in AIS Docviewer.
- CUSTOMER INQUIRIES
- To get answers
regarding the status of a job, contact the PROJECT MANAGER listed
on the ELECTRONIC CONFIRMATION or call 353-1760.
- Send billing inquiries
to (customer@pplant.msu.edu) or call 432-0250.
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Section 221: MSU
Office of Recycling and Waste Management
88 Service Rd. * MSU
Recycles! Hotline 355-1723
I. FUNCTION
The MSU Office of
Recycling and Waste Management provides the University community with
refuse disposal services, information, and resources to help minimize waste
of material items through waste reduction, re-use and recycling. Its programs
and services are guided by the following policy:
MICHIGAN STATE
UNIVERSITY MATERIALS RECOVERY POLICY
This policy has been
developed as part of the University's Waste Management Strategy, to allow
for the recovery of all materials generated at the University which have
a reuse or recycling value.
Purpose: To
provide a framework to guide procedures for the appropriate disposition
of all equipment, items, and non-hazardous materials which are no longer
needed by the current user, yet have a residual value to the University.
Policy: All
items acquired by University departments, regardless of the source of
funds, are under University control and subject to the disposal procedures
below:
- Inventoried
Equipment (initial cost $5000 or higher) shall be disposed of in
accordance with the options listed in Section
300., "EQUIPMENT TRANSFER NOTICE". For more complete information
about equipment at Michigan State University, see Section
224., "INVENTORY DEPARTMENT" or call Inventory at 355-0357
x 247.
- All Other Equipment,
Supplies, and Non-Hazardous Materials, no matter the size or quantity,
are subject to the following procedures for determining how to dispose
of them. Before placing materials in a waste container...
- Evaluate the
item for potential continued departmental use either through repair
or use by other units or staff.
- If no internal
use is found, consider placing a free "classified ad" in the "Budget
Booster" Newsletter (see Section
222.) for sale, trade or gift to other departments.
- Most items,
if not used internally or transferred directly to another department,
should be sent to the MSU Surplus Store for sale to other departments
or the public. Call Surplus at 5-0364 for a determination of whether
the item is appropriate for Surplus pick up and resale.
- If items are
determined to be inappropriate for sale or trade, such as scrap
paper, metal, wood, plastic or other recyclable "waste" materials,
you will be referred to the MSU Recycles! HOTLINE staff
for the latest information on the University Recycling Program
available for these types of materials. Such items must be recycled
through the system in place at that time as advised by the Office
of Recycling and Waste Management. In no instance should surplus
items or materials be picked up by or delivered to off-campus entities,
unless otherwise directed.
- Hazardous Materials.
It is the releasing department's sole responsibility to dispose of hazardous
materials in accordance with university policy. Call the Office of Radiation,
Chemical, and Biological Safety (ORCBS) for more information at 355-0153.
II.
SERVICES
The Office of Recycling
and Waste Management currently provides services in Refuse (trash)
Disposal, Recycling, and Waste Reduction to help you comply with these
policies.
- Refuse Disposal:
Effective 1/1/99, the Office of Recycling and Waste Management is
now responsible for removal of solid waste from dumpsters or compactors
at or outside campus buildings. This is done on a scheduled basis, with
special services available on call for both planned and unanticipated
events. Containers for bulk waste items which are not suitable for resale
by the MSU Surplus Store, or for recycling, are available for placement
as well. Call the Hotline at 355-1723 for service requests or questions.
- Recycling: In
response to the growing need and demand for recycling services at MSU,
the Office of Recycling and Waste Management was formed to initiate
and coordinate collection and processing/marketing of recyclable wastes.
- OFFICE PAPER
White and
Mixed paper collection is available in all academic, administrative
and most service buildings. The program works as follows:
- Free containers
are provided to all staff for each of the grades of paper collected
(use of an alternative container is acceptable).
- Faculty
and staff will take these containers to an "intermediate" container
located in centralized area in their department (usually near
copy machines, computers, mail boxes, etc.)
- Office
of Recycling staff collects the materials from there and removes
it from the building for processing and marketing.
- OTHER PAPER
Items such
as bound books, glossy brochures, purged files, etc. are also
recyclable. Call the MSU Recycles! Hotline to arrange
for a special pickup.
- MAGAZINES/CATALOGS
These periodicals
with all glossy pages are collected at different locations
throughout academic and administrative buildings in containers
provided to each building. Call for location information or to
schedule a special pick up.
- NEWSPAPERS
These are
collected in all buildings at a designated location, many with
a marked container, usually at the loading dock. Individuals and
departments are required to transport the paper to these containers.
- TELEPHONE
DIRECTORIES
Outdated
Ameritech, faculty/staff, and student directories are collected
on campus at the time of distribution of the new directories.
Call the Hotline at 5-1723 for location information.
- LASER PRINTER
TONER CARTRIDGES
Empty Toner
Cartridges will be collected for reuse by the Office Paper
recycling staff if they are placed in the original packaging and
left next to the office paper "intermediate" container.
- INK JET
CARTRIDGES
Empty Ink
Jet cartridges can be sent to MSU Recycling, via campus mail.
Please use the plastic bag furnished with the cartridge purchased
from University Stores, or call the Hotline to request one.
- SHIPPING
PACKAGING
Corrugated
cardboard cartons are collected from many receiving areas
and other campus buildings. Please call if you have large amounts
of cardboard in your building. The Office of Recycling and Waste
Management will provide containers and guidelines to follow for
preparation.
In addition,
Polyfoam "packing peanuts" only (no cups or blocks) are
collected and redistributed by University Stores for re-use by
shipping departments. Simply place in a plastic bag, and label
for Campus Mail pick up.
- RESIDENTIAL
MATERIALS
A mobile
Recycling Center is available for residents of the University
Apartments. It accepts household materials such as newspaper,
corrugated cardboard, office papers; and glass, plastic and metal
containers.
A plan for
serving the Residence Halls is also being developed.
For status
updates and further Recycling information, call the MSU Recycles!
HOTLINE at 355-1723.
- Waste Reduction
Education is
the key to solving our waste problem. Much of our waste can be eliminated
through examining purchase, use and disposal practices. The Office
of Recycling and Waste Management can provide information to faculty,
staff and students on ways to reduce the amount of waste they produce,
and how to get items either reused or recycled instead of landfilled.
The MSU Recycles! HOTLINE is 355-1723.
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Section 225: Keys
and Lock Service
I. GENERAL
- This section outlines
procedures to obtain keys to University facilities and to get various
other lock services.
- The Key Shop is
located in the Physical Plant Building, telephone 353-1760. Emergency
Service is available after regular business hours and on weekends
and holidays.
- While lock and
key service or arrangements can be initiated by a telephone call, detailed
and timely paperwork is required to maintain security.
II. AUTHORIZED SIGNATURES
- The Dean, Department
Chairperson, or a designated representative controls the distribution
and duplication of keys for their assigned areas.
- This authority
is recognized by presubmitted signatures. No key will be issued by the
Key Shop without the written approval of a unit administrator.
- Each department
or college is responsible for periodic reviews of the master list of
authorized unit administrators and must submit revised authorized signatures
to reflect staff changes.
III. KEY DUPLICATION
PROCEDURE
- Original
keys for a building and major building alterations are charged against
the construction costs. Duplicate keys are charged to departmental accounts.
- Duplicates are
obtained by presenting a completed Request for Keys (Stores stock
order #140-2548) to the Key Shop. A separate form must be prepared for
each type (code) requested (e.g., master, submaster, room key, misc
key.)
- The Request
for Keys must carry the signature of a unit administrator on the
Key Shop's master list.
- The person receiving
the keys signs both copies of the Request for Keys. The original
is returned to the department and the duplicate is retained by the Key
Shop.
IV. KEY ASSIGNMENT
- Each college, department,
or division issues keys to its personnel and is responsible for keeping
records to assure building security and control.
- The form Assignment
of Keys by Departments, (Stores stock order #140-2534) assists in
this record keeping. One completed copy should be filed in key number
sequence and one copy alphabetically by name.
- All keys should
be returned to the department when an employee transfers or leaves the
University. If any key is not returned, the department should complete
a Collection Advice form requesting the Accounts Receivable Division
of the Controller's Office to collect an appropriate amount. The amount
may vary substantially, based on the type of keys, security needs and
the cost of reestablishing security.
V. LOCK SERVICE
- Routine lock service
for doors in main campus buildings used for funded academic, research
or administrative functions is performed without charge.
- Specialized lock
service is available and charged to the appropriate departmental account.
This includes building or area rekeying, furniture lock service and
keys, combination safe work, padlocks, and other related services.
- To get routine
service, call 353-1760. To get specialized service, use a service
request,
Request for Interdepartment Material or Service. Download
a copy or order from General Stores (stock #140-2842).
VI. SPECIAL SERVICES
AND PROCEDURES
- Safe and
vault combination changes are initiated by a service request as outlined
in item V.C. above. Special procedures are used to ensure security.
- Removal of an area
or room from the master key system to provide maximum security is initiated
by a service request as outlined in item V.C. above. Since such changes
eliminate the usual custodial and maintenance service access, special
authorization and procedures are required.
- Requests for master
or submaster keys to Housing and Food Services areas require approval
from the Assistant Vice President for Housing and Food Services or the
Manager of University Housing.
- Keys to mechanical
rooms, electrical vaults, and similar areas are controlled by the Physical
Plant Division.
VII. BILLING
Key Shop charges
are included in the Physical Plant Division billing, a monthly statement
of charges for service. Entries on the billing statement reflect all charges
posted up to the statement date. Call 355-3375 with any questions concerning
monthly billings.
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Section 245:
Vehicle and Transportation Services
I. LICENSED MOTOR
VEHICLE POLICY
- Overview:
Michigan State University owns and operates
licensed motor vehicles necessary to conduct University business.
- Responsibility:
All Michigan State University licensed motor vehicles are within
the responsible purview of the Transportation Services Department, Physical
Plant Division. Transportation Services will arrange for obtaining new vehicles,
disposing and reassigning of old or surplus vehicles, securing and maintaining
the necessary titles and licenses, performing proper maintenance, maintaining
required service records, ensuring fleet safety standards, and other
required fleet management responsibilities.
- Ownership:
Passenger vehicles (i.e., sedans, station wagons, passenger vans, etc.)
may be rented daily or leased from the Transportation Services Department.
Special use vehicles, such as service trucks, may be leased or be department
owned.
- Authorization:
Daily rental or short-term lease of a vehicle requires a University
Travel Authorization approved by a dean or director. Long-term lease,
individual assignment, or a request to expand the University fleet,
requires written justification of need and approval by the Provost or
the Vice President for Finance and Operations.
- Identification:
University vehicles will bear municipal license plates, University decals
and visible unit numbers.
- Usage: Operators
must comply with University
Travel Regulations (Section 70) and must operate vehicles legally
and in a manner which does not detract from the public image of the
University. As a general policy, there is to be no personal use of the
University vehicles.
- Vehicle Service and Repair: The Michigan State
University vehicle service and repair policy is established in the interest of occupant, vehicle, and
highway safety. All university vehicles licensed for operation on public roads are required to have
vehicle maintenance and repairs performed at the Transportation Service Garage or by a licensed repair
facility that employs State of Michigan licensed mechanics and/or ASE certified mechanics. Copies of all
maintenance, repair, and safety inspection records are to be forwarded to the Transportation Service
Garage for inclusion in the central file.
II.
MOTOR POOL
The Motor Pool,
located in the Central Services Building, is open from 7:00 a.m. until
5:00 p.m., Monday through Friday.
- Daily Lease:
Customers may reserve cars, station wagons, mini-vans, vans, trucks
and other vehicles (telephone 353-5280). An approved Travel
Authorization and Emergency Contact Form and valid driver license are required to pick up a vehicle.
- A Cancellation
Fee may be assessed when vehicle reservations are not cancelled
at least 48 hours in advance.
- Long Term Lease:
Long term use of a vehicle may be arranged with a Request for Long Term
Lease of a University Vehicle (Form 0-12491). Specific questions should
be directed to the Motor Pool (353-5280).
III.
CHARTER BUS SERVICE
- General
Information: The University Charter Bus Service,
located in the Central Services Building, and is open from 7:00 a.m.
until 5:00 p.m., Monday through Friday. Those who wish to charter a
University bus should do so as much in advance as possible. Charter
bus service can be arranged in person or by telephone (353-5280), fax
(353-4510), email (trans@pplant.msu.edu),
or mail.
- A Cancellation
Fee may be assessed when charter reservations are not cancelled
at least 48 hours in advance.
IV. CAMPUS BUS AND
SPECIAL TRANSPORTATION SERVICES
- Campus bus and
special transportation services are provided by the Capital
Area Transportation Authority (CATA). Such services include daily
transit buses, evening fixed bus route service, later-evening demand
response buses, parking shuttle and paratransit buses. Questions regarding
these services should be directed to CATA. CATA is located at 4615 Tranter
Dr., Lansing, MIchigan 48910, and can be reached by telephone at 394-1100
or Fax 394-3733. Specific questions regarding paratransit bus services
may also be directed to the Resource Center for Persons with Disabilities
(RCPD), telephone 353-9642.
V. SERVICE GARAGE
The Service
Garage is located on the East side of Spartan Stadium. Office hours
are from 7:00 a.m. to 4:30 p.m., Monday through Friday. Service bay
hours are 7:30 a.m. to 6:00 p.m. Monday through Friday. Available
products include
gasoline, diesel fuel, motor oils, antifreeze, and other parts and
accessories. Available services include oil changes, lubrication,
tune-ups, front-end
alignment, vehicle washing, wheel-balancing, wrecker service, body
work, major repairs, etc. The Service Garage also sends monthly
maintenance
reminder reports to vehicle owners. Customers may schedule appointments
or arrange other services by telephone (355-1868), Fax (355-1738),
e-mail
(garage@pplant.msu.edu) or
mail.
VI. FUEL SERVICES
Michigan State University
operates 24-hour, automated self-serve gasoline and diesel fuel pumps
(located on the East side of Spartan Stadium). Questions regarding fuel
service may be directed to the Service Garage at 355-1868, Fax 355-1738
or e-mail at garage@pplant.msu.edu.
VII. INVENTORY
The Inventory Department
maintains a listing of vehicles for insurance purposes (See Manual of
Business Procedures, Section
224.)
VIII. INSURANCE
University vehicles
are covered under the
University Insurance Policy (Section 35). A copy of the vehicle registration,
current insurance information, and required vehicle accident report forms
(accident kit) should be carried in the vehicle glove compartment at all
times. Additional forms are available from the Transportation Services Department.
A supplemental collision and comprehensive Vehicle Protection Plan (VPP)
is also available from Transportation Services. Telephone 353-5280 for additional
information. This supplemental coverage enables the vehicle owner to pay
an annual fee and reduce collision deductible from $5000 to $500. Coverage
is included on Motor Pool leased vehicles.
IX. DRIVER LICENSING
AND MEDICAL CERTIFICATION
To legally operate
Michigan State University vehicles, state and federal law requires that
employees possess the appropriate vehicle operator license and, in some
cases, medical certification.
- When a person
operates a vehicle on an infrequent basis or when a vehicle is used
to assist in accomplishing assigned duties (i.e., a professor driving
to an off-campus course; a plumber driving to an assignment) it is considered
Incidental Duty and a basic Operator (driver) License is all that is
required.
- When the reason
for a person being an employee is to operate a vehicle,irrespective
of size, to perform a job or provide a service (i.e., a bus driver;
a rubbish truck operator) it is considered Primary Duty and a Chauffeur
License is required.
- State of Michigan
law requires that any person, irrespective of whether driving is an
Incidental or Primary Duty, operating a vehicle with more than 10,000
lbs. gross vehicle weight rating (GVWR) or a vehicle towing a unit with
a GVWR of 10,000 lbs. or more must carry a Medical Certificate. Supervisors
shall arrange medical certification at departmental expense through
the Olin Health Center or a University-referred physician for off-campus
employees.
- Furthermore, irrespective
of whether driving is an Incidental or Primary Duty, Federal law requires
that an employee must obtain and carry with them a Commercial Driver
License (CDL), with appropriate endorsements, if they operate:
- A single vehicle
having a GVWR of 26,001 pounds or more.
- A combination
of vehicles having a gross combination weight rating of 26,001 pounds
or more, towing vehicles not more than 10,000 pounds GVWR.
- A vehicle
towing another vehicle with a GVWR over 10,000 pounds.
- A vehicle
designed to carry 16 or more people (including the driver).
- A vehicle
carrying hazardous materials in such amounts that placarding is
required.
- Obtaining and
maintaining Vehicle Operator Licenses, Chauffeur Licenses and Commercial
Driver Licenses is a personal expense and the responsibility of the
employee. Verification of licensing and medical certification is the
responsibility of the employing department. Where the duties of a position
necessitate vehicle operator licensure and medical certification, departments
should reflect this requirement on the position requisition form to
ensure that vacancies are posted with appropriate job requirements.
Departments are also responsible for ensuring that these requirements
are met on an ongoing basis.
- Additional information
and clarification regarding licensing required to operate University
vehicles may be obtained from any office of the Secretary of State or
the Transportation Services Department, 353-5280.
X. ALCOHOL AND CONTROLLED
SUBSTANCES TESTING
Federal law
specifies that every person who operates a commercial motor vehicle and
is subject to the Commercial Driver License (CDL) requirement is also
subject to alcohol and controlled substances testing. University policy
and procedures governing such testing may be found in the Human Resources
Policy and Procedures Manual.
XI. VEHICLE LICENSING
AND REGISTRATION
University
vehicles are licensed in accordance with the Vehicle Policy and State
of Michigan law. License, registration, and title records are maintained
at the Transportation Services Department. License plates may not be altered,
removed, transferred, or destroyed without coordinating with the Transportation
Services Department.
XII. VEHICLE LEASE,
PURCHASE AND OWNERSHIP
Requisitions
for vehicle purchase should be submitted to the Purchasing Department
prior to September of each year so that the University may obtain the
maximum fleet purchase discounts available. Requests for vehicle lease
should be submitted to the Motor Pool with as much advance notice as is
possible. Questions pertaining to lease and purchase policies may be directed
to the Transportation Services Department (353-5280) and the Purchasing Department
(355-0357), as appropriate.
XIII. VEHICLE LONG
TERM LEASE OR OWNERSHIP--ADDITIONS TO THE VEHICLE FLEET
Vehicle purchases
which result in an addition to the fleet, require appropriate approval
and completion of a Request for Long Term Lease or Ownership of a University
Vehicle (Form 0-12491). Questions may be directed to the Transportation Services
Department (353-5280).
XIV. VEHICLE DELIVERY,
TRANSFER, SALE OR DISPOSAL
Delivery of
new vehicles, transfers between departments, and sale or disposal of vehicles
is coordinated by Transportation Services where appropriate decals are installed
or removed in accordance with University policy, license plates are assigned
or removed, and fleet administrative and maintenance records are updated
as required. Ownership lease and transfer of vehicles will be as specified
in para. I, Licensed Motor Vehicle Policy. University vehicles will be
sold or traded, whichever is most advantageous. Normally, sale of vehicles
will be through the MSU Credit Union
or MSU Surplus Store,
although some may be sold at State of Michigan Auction. Questions regarding
the specific process may be directed to the Transportation Services Department
(353-5280).
XV. VEHICLE SAFETY/INSPECTIONS
- University vehicles licensed for operation on public roads
are required to be serviced and maintained in accordance with Transportation Services guidelines. All university
vehicles must undergo an annual inspection by the Transportation Service Garage unless otherwise arranged by
Transportation Services. Only university departments with a full-service vehicle maintenance facility which
employ State of Michigan or ASE certified mechanics may provide repairs, maintenance, and inspections in compliance
with this policy. Michigan State University department owned vehicles stationed outside of the greater Lansing/East
Lansing area have the option of facilitating a preventative maintenance and inspection program with a licensed
repair facility in their region. All maintenance and inspection records must be forwarded to the Transportation
Service Garage for inclusion in the central files. Fax (517) 355-1738 or mail to: Michigan State University,
Transportation Service Garage, 058 Stadium Road, East Lansing, MI 48824.
- The annual vehicle inspection shall focus on areas that
directly affect its safe operation, including steering, tires, brakes, glass, lights, emission systems, horn,
and other safety related items. The licensed inspector will provide a written, signed report of all items inspected,
including the date, name of facility and inspector, vehicle make/model and identification number, mileage, along
with notations of any safety or maintenance items requiring repair. Provided there are no safety related faults, it
shall be deemed to have passed the inspection and may be returned for normal use. Correction of any safety related
item(s) as determined by the Motor Vehicle Inspection Manual must be repaired by the Transportation Service Garage
before the vehicle is released to the operating department. Unless waived, an estimate of the total cost will
be provided before repairs are performed. Vehicles assigned to departments with normal business operations outside
of greater Lansing/East Lansing area are required to adhere to this policy with a licensed repair facility in their
region following manufacturers’ guidelines for safe operation.
- Transportation Services uses manufacturers’ specifications
as well as state and federal regulations as guidelines for the Motor Vehicle Inspection Manual. A copy of the
manual is available for perusal at the Transportation Service Garage main office. An automated Preventative Maintenance
(PM) system is available through the Transportation Service Garage, which contacts designated department personnel
by email when required safety inspections, and/or oil change maintenance are due. For questions pertaining to the
PM system or scheduling information, please contact the Transportation Service Garage main office. Phone: 517-355-1868
- Failure to comply with the service, maintenance, and inspection
requirements of this program may result in suspension of driving privileges of university vehicles, increased
insurance charges, and/or loss of the University vehicle.
XVI. VEHICLE RECALLS
Manufacturer
vehicle recalls should be coordinated with the Service Garage to assure
maintenance records are updated. Departments may take the vehicle to a
dealer for repairs or request Service Garage assistance.
XVII. GASOLINE CREDIT
CARDS
Fleet purchase
credit cards are made available for use when purchasing off-campus
fuel
for Motor Pool vehicles to minimize University expense. Major oil company
credit cards for department-owned vehicles may be requested from
the Accounting
Office (355-5000). Contact Transportation Services (353-5280) to obtain
or vehicle fuel cards for use in the University 24-hour, self-service
fuel system.
XVIII. VEHICLE AND
TRAVEL EXPENSE REIMBURSEMENT
Reimbursement
for travel related expenses should be processed as outlined in Section
70 of the Manual of Business Procedures. Many reimbursements for expenses
associated with Motor Pool lease vehicles may be made immediately at the
Motor Pool. Questions should be directed to the Motor Pool (353-5280).
XIX. UNIVERSITY CLASS
FIELD TRIPS
A variety of
Motor Pool vehicles are available to lease for field trips. Field Trip
Policy is outlined in the Manual of Business Procedures, Section
25.
XX. VEHICLE SERVICE
CHARGES
Charges for
vehicle and transportation services appear on the monthly departmental
Physical Plant billing statement and the University Fund Ledger. Questions
regarding billing statements may be directed to the Physical Plant Business
and Personnel Office (355-3375).
XXI. EMERGENCY ASSISTANCE
Emergency vehicle
assistance may be obtained by telephoning Transportation Services (353-5280)
or the Service Garage (355-1868). During holidays and other than normal
office hours, requests for emergency assistance should be directed to
the University operator (355-1855). If necessary, these numbers may be
telephoned "collect."
XXII. INFORMATION
Information
and assistance pertaining to University vehicle operation or transportation
services may be obtained from the Transportation Services Department (353-5280).
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Section 280: Telephone
Service, Directory Information and Telephone Charges
I. PURPOSE OF THE
SECTION
To detail procedures
for directory information changes, telephone equipment changes and telephone
service charges.
II. GENERAL
- To maintain accurate
faculty and staff directory information listings in the Physical Plant's
University Telephone Center, see Item III below.
- For information
regarding Telecom Systems Services / Equipment, see Item
IV below, Email telesyst@pplant.msu.edu,
or call 353-5515.
- For information
on monthly telephone charges, see Item V
below, Email telesyst@pplant.msu.edu
or call 4-HELP (884-4357).
III. TELEPHONE PHONE
DIRECTORY INFORMATION CHANGES
- To update MSU telephone
directory information, go to the Human
Resources web page and click on "eHR Electronic
Transactions". Log in and go to the "Faculty/Staff/Retiree
Address System" and enter changes. Select "Contact Us"
from the log in page to obtain more information.
- Employees with MSU Net ID
may update their home address and personal information pages, including the option
to eliminate personal information from the directories.
- Address Administrators may
update the home address, personal information and business address pages, and are
not allowed the option to eliminate personal information from the directories.
IV. TELECOMMUNICATION
SYSTEMS - SERVICES / EQUIPMENT
The MSU community
expects that voice communication systems will be functional in the
event of emergencies*, will allow for a wide variety of features/capabilities
and will operate at a reasonable cost. These procedures attempt to
provide departments with steps to best ensure the success of such systems.
It is highly recommended that departments consult with MSU Telecom Systems
staff when purchasing equipment that affects voice communications.
*Emergencies may necessitate the use of Enhanced 911 (user dialing local
emergency services) or Reverse 911 (Campus Public Safety initiating a
call to a telephone number) capabilities.
- Major Repairs and General
Assistance are best addressed by calling 353-5515.
- Requests
for consulting to install, remove, replace, repair (major repairs -
see A) or alter telephone lines/systems/cabling/phones may be initiated
by submitting a Request for Interdepartmental Material or Service form
to Telecom Systems.
-
On-line----http://www.telecom.pp.msu.edu/FORM-General-Service.html
- Mail/Fax to
Telecom Systems, W110 Public Safety Building, fax number 353-6633.
You can either download a copy from web site
http://www.telecom.pp.msu.edu/PDF/GeneralServiceRequest.pdf
or order from University Stores (stock #14028420.)
- Charges for all
changes are billed to the department requesting the change on the monthly
telephone billing statement (related to recurring services) and from the Physical Plant
Division Customer Billing Statement (non-recurring).
- New campus voice
systems (such as voice over internet protocol and/or telephone systems)
must be designed with a minimum of 4 hours of continuous power in the
event of a loss of building power. This may involve a combination of
devices including: generators, uninterruptible power supplies (UPS)
and batteries. It is recommended that existing systems be redesigned
to this standard.
- New campus voice systems and major
upgrades to these systems must be designed in such a way so as to allow Enhanced 911
and Reverse 911 communications from/to each phone location. Exceptions to this
requirement may only be allowed if approved by the MSU Safety & Security Committee.
- Purchasing requires
that all telephone/voice systems are approved by Telecommunication Systems.
- Purchase and/or
installation of telephone/voice or intercom-type systems may be submitted
using a Request of Interdepartmental Material, as indicated in Section
B. In all cases, Purchasing requires that purchase of telephone/voice
systems be approved by Telecom Systems.
- Telecom Systems will arrange
installation of intercoms and related communications equipment. All installation
and maintenance costs and the scheduling for maintenance of such equipment are
the responsibility of the department requesting the service.
- Requests are first
checked to determine if the communications need can be met with existing
University wiring systems, using existing conduit and wiring.
- Conduit designated
for campus-standard telephone service wiring cannot accommodate
cables or wire for intercom or other communications equipment unless
there is excess space for future telephone needs. Conduits are provided
for campus-standard telephone service and have priority.
- Conduit and/or wiring that are added
to complete the request are billed to the account associated with the request. There may
also be costs to remove wire, as required by code.
V. TELECOMMUNICATION BILLING CHARGES
- GENERAL
Each department is responsible for reviewing the monthly, long distance call
and local call charges and verifying that the charges are applicable.
Starting with July 2007 calling period, monthly telecommunication service
statements will be available thru a secured website. Paper statements will not be
mailed. Statements can be reviewed on-line, printed and/or exported by each
department as needed to verify monthly charges. For more information, see the
'Billing' category on the Telecommunications Systems website at
www.telecom.pp.msu.edu.
Prior to the July 2007 calling period the Plant Division sent each department a
monthly telephone statement itemizing charges for use of telephone equipment, long distance,
local calls, directory advertising, broadband services, etc.
Email to telesyst@pplant.msu.edu,
or call 884-4357 (on campus 4-HELP) for billing assistance.
For more information, see Telecommunication Services Billing FAQs under the
'Billing' or 'FAQ' categories at www.telecom.pp.msu.edu.
- LONG DISTANCE CALLS
The Long Distance Telephone Record
(University Stores stock order #14027160) is one method that may be used to track
department calls. These can be made available to all persons in the department who make long distance
calls. To request
credits for long distance telephone calls:
- Mark the
questionable call(s) on a copy of the billing statement;
- Attach
an explanation, including a department contact person and their
telephone number;
- Fax the
above to 353-6633, Email to telesyst@pplant.msu.edu,
or mail to Telecom Systems (ATTN: Billing), W110 Public Safety Building.
In most cases,
long distance carriers will not issue a credit for calls originating
from a department telephone.
The department
is responsible to restrict access to staff telephones to authorized
persons only. Personal toll
calls must not be charged to University telephones.
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