Maintenance & Repair Scheduling

Purpose: To provide all staff access to a work order system to request repairs to building spaces.

Procedure: The District utilizes a web-based work order system to request, prioritize, perform, and record all maintenance repair requests for all district buildings and grounds. Head custodians or designees enter their requests directly into the system, School Dude.

The work order must be approved by the Director of Buildings and Grounds (or Supervisor) before performing any work. The work orders will be performed in the following priority order:

1. Emergency—An emergency is a situation that poses an imminent threat to the health or safety of school property occupants and requires the immediate delivery of goods or the performance of services. Normal purchasing procedures may be waived in an emergency (Refer to 7.2 Classifying Purchases in this manual).
   1. An actual or imminent emergency must require the immediate delivery of the goods or the performance of the service.
   2. Within three days, the superintendent shall inform the Executive County Superintendent of the nature of the emergency and the estimated needs to respond to it.
   3. The emergency purchasing procedures may not be used unless the need for the goods or the services could not have been reasonably foreseen.
   4. The contract shall only cover the necessary tasks to alleviate the emergency.
2. Safety—A safety issue exists when it could injure any occupant of the building. Examples would include broken handrails, steps, etc.
3. High Priority—A work order should be categorized as high priority if the situation violates laws, regulations, or board of education policy. Examples would include broken heaters in winter, boiler repair, and any issues affecting the delivery of instruction.
4. Medium Priority—A work order should be categorized as a medium for general repair work on an existing system that no longer works, such as a leaky faucet or light ballast out. The Medium category also includes items included in the annual Comprehensive Maintenance Plan and the district’s Strategic Plan.
5. Low Priority– A work order should be categorized as low for requests that are new items, such as a new shelf or cosmetic improvements.
6. Scheduled – Preventive maintenance.

Work orders within each priority category should be completed in chronological order. Any updates to work orders should be noted in a timely manner. The Director of Buildings and Grounds may group work orders to complete them efficiently.