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P619: BUILDING MANAGER PROGRAM

Issued by:
Offices of the Provost and Senior Vice President for Academic Affairs, Senior Vice President for Health Sciences/Dean, School of Medicine, Senior Vice President for Administration, and Vice President for Student Affairs
Approved:
September, 2013

This policy defines the Building Manager's responsibilities and the administration of the Building Manager Program. This policy applies to all buildings on Stony Brook University campuses. Building Managers are the main contact for all building-related activities within their designated buildings as defined in this policy. The Building Manager responsibilities listed in this procedure also apply to other titles used by other entities, i.e. Campus Residences uses Facility Manager titles.

Procedure

I. Building Manager Titles
Stony Brook uses the following titles to differentiate between assignments based on the size and number of the buildings, the use and complexity of buildings, or the effort that may be required to perform the duties.
a. Building Manager: This title is used for individuals who have assignments and broad responsibilities in larger or more complex buildings that have laboratories, studios, shops, auditoriums, lecture halls, multiple classrooms, complex building mechanical systems, or facilities that are used for large public gatherings. It may also be used for individuals with responsibilities for multiple buildings.
b. Building Coordinator: This title is used for individuals who have assignments and responsibilities in buildings that are simpler and used primarily for administrative or academic office functions.
c. Alternate Building Manager/Building Coordinator: These titles are used for individuals who serve in the absence of the Building Manager or Building Coordinator.
d. Facility Manager: This title is used for Campus Residences for individuals who are responsible for a group of buildings, and are also part of the physical plant administration. The Facility Manager is responsible for all building related activity and has direct supervisory authority over the maintenance, custodial and contract labor who maintain them.
II. Building Manager Appointments
a. Building Managers are nominated by either Department Chairs or Directors and are appointed by the Provost and Senior Vice President for Academic Affairs, or Senior Vice President for the Health Sciences/Dean, School of Medicine, or Senior Vice President for Administration, or Vice President for Student Affairs.
b. The Building Manager should be an occupant of the building for which he/she is appointed, (in some cases a number of buildings can be grouped together under one Building Manager).
c. A Building Manager must have working knowledge of practices, standards, and building codes or know which subject matter experts to consult, to resolve any issue or concerns related to their building.
d.Alternate Building Managers will also be appointed to assist the Building Manager with his/her normal course of work, depending on the needs of the building.
III. Facility Manager Appointments
a. The Facility Manager is a full time professional position reporting directly to the Director of Residential Operations and/or his designee. The Director of Residential Operations or his designee is responsible for the hiring process and annual performance evaluations of each Facility Manager.
b. The Associate Director of Residential Operations will take on the responsibility of Facility Manager in the absence of the Facility Manager.
IV. Building Manager and Facility Manager Responsibilities
a. Coordinate project-related issues affecting the building.
b. Be cognizant of building programs to ensure proper coordination with building systems and occupants.
c. Be knowledgeable of the University policies related to building management (e.g. smoking, posting information, key control, use of facilities, etc.) and inform building occupants of procedures.
d. Be the single-point of contact for all activities scheduled in the building and awareness of classroom and lab use, and notify all building occupants of special events and activities scheduled in the building.
e. Coordinate and communicate operational issues with building occupants for construction projects, maintenance tasks, utility shut downs, IT wiring and activities, and office moves in the building.
f. Update the Alternate Building Manager on any unusual building problems and inform him/her in advance of any planned absences.
g. Communicate with Facilities and Services to make them aware of building occupants’ needs, including services, maintenance, and renovations.
h. Provide assistance to building occupants to ensure effective operations in the building’s labs, classrooms, and offices in support of University goals.
V. Coordination with other departments
a. University Police Department (UPD) and Emergency Management
i. Assist with the implementation of the Safety Warden Program including recruitment of volunteers, ensure they receive training, coordinate exercise drills with UPD and Fire Marshals, and maintenance of safety warden equipment, including radios, vests, etc.
ii. Coordinate with UPD for non-routine events within their facility requiring the opening of doors of non-registrar spaces.
iii. Notify UPD of events that may require additional support due to size, parking concerns, or other similar issues.
iv. Coordinate with the Office of Access Control for repairs of locks, building alarms, cameras and access doors.
v. Ensure compliance with requirements in the Emergency Management Plan for the assigned building.
vi. Report all fires and other emergencies and/or hazardous conditions to University Police (911 from any campus phone or 632-3333).
b. Environmental Health and Safety (EH&S)
i. Report potential safety hazards in buildings and assist building occupants with relocation deemed necessary by EH&S.
ii. Assist building occupants in response to campus emergencies, e.g. fires, power outages, floods.
iii. Participate in regulatory compliance inspections as required.
iv. Assist with the scheduling of fire drills and safety inspections.
v. Notify building occupants about service interruptions (e.g. HVAC, lighting, water, electric, gas, etc.) that could affect laboratory operations and/or the use of safety equipment such as fume hoods, safety showers, eye washes or other departmental operations.
c. Campus Operations and Maintenance (COM)/ Stony Brook Medicine Facilities and Plant Operations (SBMFPO)/Campus Residences
i. Serve as primary contact for the maintenance of building systems and project activity relating to the building and occupants.
ii. Perform tours of building common areas to identify areas in need of repair or attention.
iii. Respond to complaints and perform initial investigation of building issues (heating/cooling comfort, lighting, unusual odors, noises, etc.).
iv. Assist with coordination and notifications when utility outages are requested and scheduled.
v. Notify COM or SBMFPO or Campus Residences, as appropriate, when building projects, office moves and/or changes or rearrangements of space is scheduled.
vi. Serve as primary contact for off-hour emergencies involving building systems, coordinate with COM or SBMFPO or UPD Office of Emergency Management or Campus Residences, as appropriate, for all off-hour emergencies relating to buildings and grounds.
vii. Ensure “call-in lists” for lab areas and operations are current.
d. Campus Planning, Design and Construction (CPDC)/ SBMFPO/Campus Residences
i. Serve as primary contact for all construction within building and adjacent grounds.
ii. Initiate all Project Requests for building occupants in accordance with the University Policy on Alterations to Stony Brook University Facilities Policy 617.
iii. Serve as a member of the campus committee during the design phase for capital projects and attend capital project progress meetings for work within their building.
iv. Notify all interested and concerned parties of projects getting ready to start.
v. Advise CPDC or SBMFPO or Campus Residences, as appropriate, of any changes in building use so that the space allocation database can be updated.
e. Conferences and Event Services
i. Serve as primary contact for all events within the building and adjacent grounds.
VI. Administration of the Building Manager and Facility Manager Program
a. The Building Manager and Facility Manager’s name, telephone extension, and pager number should be prominently displayed at the building’s main entrance.
b. Building Managers and Facility Managers shall maintain a list of names and phone numbers of key personnel. This list will be included in the Building Emergency Plan.
c. Building Managers and Facility Managers shall attend required training on building systems and safety requirements, as established by CPDC, COM, EH&S and SBMFPO.
d. Building Managers and Facility Managers shall attend the bi-monthly University Operations meetings.
VII. Building Manager and Facility Manager Training
The following training courses offered by Environmental Health & Safety are considered the minimum training required of all Building Managers. The programs marked with an asterisk (*) are available on-line. Additional training may be required based on the Building Manager assignment and specific responsibilities for the building or area that they serve. Please visit the EH&S Training website for a complete list of courses and materials, and to find out how to register or take an on-line class (http://www.stonybrook.edu/ehs/training/).
a. EFS 001: General Fire Safety
b. EFS 002: Fire Safety Warden Program
c. EFS 003: Fire Extinguisher Training
d. EIH 001: Asbestos Awareness
e. ELS 008: Laboratory Safety - Lab Safety Awareness for Non-Lab Staff
f. ENV 006: Universal Waste Management*
g. EOS 004: Occupational Exposure to Bloodborne Pathogens*
h. EOS 018: Hazard Communication / Right-to-Know*
i. EOS 021: Food Safety
j. ERS 010: General Radiation Awareness*
VIII. Related Policies/Documents:
a. University Policy 618: Alterations to Stony Brook University Facilities
b. Environmental Health & Safety Policies
c. University Policy 107R: Public Assembly
d. University Policy 601: Guests/Visitors: Use of Facilities and Programs
e. SUNY Office for Capital Facilities Guidance Document

Inquiries/Request:

University Facilities Operations
126 Service Building
(631) 632-4640

Office of the Provost
407 Administration Building
(631) 632-7000

Stony Brook Medicine Facilities and Plant Operations
L-1, 140 Health Sciences Center
(631) 444-3722

Residential Operations
Campus Residences: G Quad Offices
(631) 632-6750


Created by Application Support for Administration
University Policy Manual @ Stony Brook University