Work Order Requests
Gadsden State uses a computerized work order system (FixIt) for maintenance and emergency repairs. It is designed to be fast and user-friendly,
and allows you to see the status of your work request at any time. Please utilize this request system for all needs associated with our Physical Plant functions including repairs,
key and lock issues, cleaning services, and moving/office relocations. It is important that you take a moment and read the information below to successfully submit a work order request
for maintenance and custodial needs.
Our dedicated staff will respond as soon as possible to address any repairs or custodial concerns. Please be patient as we receive many work orders
and prioritize them according to urgency. Goods and services are provided by the generation of work order requests. The work order system allows our employees to respond to all service
requests in a timely manner. It also gives our faculty/staff (end users) a method of tracking and monitoring the status of the service requested.
If you have several issues to report
(i.e. toilet stopped up, ac not working, blinds broke) you need to submit three work orders. Why? Because each of these issues are sent to different trades staff (i.e. plumbing technician,
HVAC technician, carpenter). Be clear and specific when reporting the issue.
Work Order Priorities and Information
Maintaining the infrastructure, buildings, and grounds of the Gadsden State Community College campuses is an enormous task. We receive roughly 1500+ work requests every year. In order to
give appropriate attention to all requests, we assign each work order a priority levels based on the stated need for the work. The potential impact and overall resources involved in completing
the work is relative to the urgency of the request when compared to other outstanding requests.
- Emergency Assistance (your emergency is our routine) – This work is required to provide or restore adequate service to a facility, to eliminate hazards to life or health, or to protect
valuable property from imminent damage. Examples are an electrical power failure, a break in a water line, an overflowing toilet, a failure in the campus heating/cooling system, or broken
windows. These requests take precedence over all other requests.
- Urgent – This is work demanding prompt attention to supplement emergency repairs or to prevent a subsequent emergency. This work is required to prevent or correct a breakdown of essential
operations or to improve the operating performance of a necessary system-for example, malfunctioning heating, cooling, plumbing (continuously running toilets), electrical and elevator systems,
and problems affecting the security of facilities. Also, there is date-sensitive work that is required to prepare for or to accommodate University-sponsored and calendar scheduled events require
advance planning, cooperation between trades, with extensive communication and preparation with the customer. Examples are table and chair set-ups for one-time events, athletic field preparation
for scheduled games, and graduation ceremony preparations.
- Routine/Scheduled Maintenance and Operations (Your routine is our pleasure) – This is work that is required to continue the successful operation or prevent further degradation of the facility,
facility subsystem, or general campus infrastructure. Routine work can take several weeks to several months, depending on the nature of the work, parts availability and the technical trade involved.
Examples are repairing or replacing door hardware; patching and repainting; checking, inspecting, and servicing that does not immediately threaten the accomplishment of the College’s mission. Our
ability to accomplish this work depends on the availability of funds and manpower required to complete the request. We will let you know if a particular request cannot be met because of high costs or personnel requirements.
- Grounds (Because appearances matter) – This includes requests for landscaping, pruning and trimming, mowing, irrigation, herbicide and pesticide application as per our current bid. Services would also include outdoor
litter control and trash collection.
- Custodial and Housekeeping (In case we miss a spot) – This includes requests for dusting/disinfection, restroom cleaning, floor care, waste removal, and request for supplies.
- Events (We do this in our sleep) – These services include the setting up and taking down of tables, chairs, podiums, etc. Please attach a diagram for set-ups.
- Pest Control – This is for pest control issues to be reported so that we can notify and arrange for services per our current bid. (Please see pdfs for pest control information for food service areas and non-food service areas.)
- Moving Services – This scope of a request will require a completed and approved Move Request Form to be attached to the work order request. Please submit that request at least 10 working days prior to the requested move date.
You are asked to also provide diagrams and drawings as necessary and attach those to the work order. Moves will be scheduled on or as close to the requested date as possible. Large moves will require advanced planning to schedule
resources. Please note: ONLY College owned properties will be moved, no personal items. And the contents of all file cabinets, desks, and bookcases must be emptied and packed prior to your move date. Label everything clearly with
name and new locations. A successful move is best achieved by good planning. (Please see pdf for Move Request Form.)
If you are the Custodian of an inventory item or asset that has been approved to be moved to another location
or if you are requesting that it be carried to Surplus, a Transfer Request Form must be completed, a FixIt Ticket created, and the completed and approved form attached to that work order. The ticket will NOT be processed without the
approved form attached. (Please see pdf for Transfer Form.)
- Key/Lock Management – Key issuing needs to be approved by the Dean and then a request put on by them. Lock/Door repairs need to be reported to and a ticket can be entered by the Building Representative.
