Updated June 30, 2005
For more information, contact: Ms. Betsey Creekmore, Associate Vice Chancellor
Building representatives for campus facilities provide an essential communications link between building users, the UTK Facilities Services Department, the institutional space and facilities function, and the campus central administration. In buildings in which space is assigned to several units, building representatives are encouraged to identify a small advisory group to assist in problem identification/resolution and information dissemination.
The building representative serves as the avenue for notification of building occupants about special or emergency situations, advises the Executive Director of Facilities Services on matters related to custodial service and maintenance needs, and helps to ensure that the University's Facilities Database correctly reflects assignment of space.
A list of building representatives and their home telephone numbers is included in the UTK emergency plan, in case an emergency occurs during non-business hours. Home telephone numbers are not otherwise distributed.
Student groups that wish to sell or distribute items in or on the grounds of University buildings are, under the policy of the Office of the Dean of Students, required to obtain permission so to do from the building representative before the Dean of Students' Office will approve the activity. The University's fiscal policies and procedures require that no other type of sale, distribution, or solicitation may be conducted within or on the grounds of University facilities without the express permission of the Chief Business Officer.
Building representatives are informed by the Facilities Services Department of scheduled disruptions of building services (e.g., power, elevator service, steam, or water); emergency situations which may affect or have affected building services, with estimated time of restoration of service; and scheduled disruptive maintenance, such as painting or carpet replacement.
Building representatives are informed by the Associate Vice Chancellor of approved renovations or extraordinary maintenance work; changes in assignment of space; and the status of capital maintenance or capital outlay projects for which state funding has been requested. Building representatives recommend to the appropriate dean or director needed items relating to the building as a whole, and to common spaces (hallways, general purpose classrooms, commons areas, bathrooms, etc.). The dean or director then considers the recommendation for inclusion with the college or division priorities for funding or recommends the item(s) to the appropriate vice chancellor for consideration. Examples of such recommendations include: policies for building general access or use; timing of renovations; and safety policies or procedures.
Through the work order and "Special Request" (PP-28 Form) processes, the building representative brings to the attention of the Facilities Services Department areas in which special maintenance or custodial needs exist. Such items include: needed replacement of worn-out chalkboards, broken fixed seating in classrooms or lecture halls; leaks of roofs, plumbing, or air conditioning; development of cracks in walls, ceilings, or floors; repeated problems with elevator service; burned-out light bulbs or tubes; loose or damaged ceiling tiles; bug or rodent problems; problems with exterior (or interior) general use doors; problems with windows; problems with electrical service; problems with heating/air conditioning.
Building representatives are senior faculty or administrators. A senior support employee is also often named as a secondary contact, in case the building representative is unavailable. In buildings whose function is wholly or predominantly academic, the building representative is appointed by the dean whose college is assigned the preponderance of space within the facility, with the concurrence of other deans whose units have space assigned within the facility.
The appropriate dean, vice chancellor or vice president appoints building representatives for administrative and auxiliary buildings.
Building representatives are appointed in the Fall, and a general update of the listing of Building Representatives available through the Space and Facilities' world wide web site is subsequently made. The web site information is additionally updated as modifications and corrections are received in the Office of Space and Facilities.
Current List of Building
Representatives
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