Purpose: To provide all staff with 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 designee enter their requests directly into the web-based work order system, School Dude.
The work order must be approved by the Director of Buildings and Grounds before any work is performed. The work orders will be performed in the following priority order:
A. Emergency – An emergency is a situation that poses an imminent threat to the health or safety of occupants of school property which requires the immediate delivery of goods or the performance of services. Normal purchasing procedures may be waived in the event of an emergency.
1. An actual or imminent emergency must exist requiring 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.
B. Safety – A safety issue exists when the issue could lead to the injury of any occupant of the building. Examples would include broken handrails, steps, etc.
C. High – A work order should be categorized as high if the situation is in violation of laws or regulations or board of education policy. Examples would include broken heaters in winter, boiler repair, and any issue affecting the delivery of instruction.
D. Medium – A work order should be categorized as medium for general repair work of 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.
E. Low – A work order should be categorized as low for requests that are new items, such as a new shelf or cosmetic improvements.
F. Scheduled – Preventive maintenance.
Within each priority category, work orders should be completed in chronological order. The Director of Buildings and Grounds may group work orders in order to complete them in an efficient manner.