UTHSC Facilities Connection - Newsletter February, 2019

THE

FACILITIES CONNECTION

FEBRUARY 2019

FACILITIES PROJECT SPOTLIGHT 920 MADISON BUILDING, 9TH FLOOR

INSIDE THIS ISSUE

Laura Mooney, Project Manager

Facilities Project Spotlight . . . . . . . . . . 1

Renovation is underway on Suite 901 for the College of Medicine. We are adding a new opening to the suite. All new furniture will be added to the space once renovation is complete. Facilities HVAC, electrical, painters, and carpenters, along with IT have been working on the project.

2018 Performance Reviews . . . . . . . . . 2 Auto Accident Reporting. . . . . . . . . . . 2 Campus Safety . . . . . . . . . . . . . . . . . . . . 3 February Birthdays. . . . . . . . . . . . . . . . . 3 Key Lock & Control Management . . 4 Archibus End User Training . . . . . . . . 4 Employee Spotlight. . . . . . . . . . . . . . . . 2

FACILITIES ADMINISTRATION TEAM uthsc.edu/facilities Emile David

Associate Vice Chancellor

Kenneth Bradshaw

Director, Facilities Services

Kimberly Moore

Admin. Director of Facilities Business Office

Allen Barton

Superintendent, HVAC

Edwin Jeffres

Superintendent, Custodial Services

Daniel Hutchinson

Superintendent, Mechanical Services

Jeff Fields Superintendent, Logistical and Recycling Services, Automotive Shop

Whit Sutton

Energy Manager

Scott Campbell

Safety Officer (Emergency Mgmt/Safety)

Carla Griffin

Administrative Services Assistant

Rosie Davis

Administrative Specialist III

DID YOU KNOW? The University of Tennessee is an EEO/AA/ Title VI/Title IX/Section 504/ADA/ADEA/V institution in the provision of its education and employment programs and services.

The Facilities Archibus Maintenance, Key/Lock, and Motor Pool request forms can be found on our website? Visit us at: uthsc.edu/facilities

THE

FACILITIES CONNECTION

FEBRUARY 2019

FACILITIES ADMINISTRATION SPOTLIGHT

CAMPUS PROJECTS, EMPLOYEES AND EVENTS SPOTLIGHT ON EMPLOYEES Hyman and Dunn Buildings

Campus projects keep facilities employees busy. Below left: Plumbers Anthony Williams and Elzie Rosebud work on installing a toilet in the men’s restroom in the Hyman building.

Below right: New paint and carpet has been added in the Pediatric Waiting Room in the Dunn building. Carpenters Marcus Mayes and Marlo Washington, painters Todd Chambers and Rickey Howell and flooring specialist David Wade all worked on the project.

INFORMATION SECURITY TIP

Written by Mary Madeksho, Information Security IT wants you to be aware with security tips sent to the campus. Please be reminded to be suspicious of people you don’t know who ask for sensitive information. “Social engineers” uses lies and manipulation to trick people into giving away sensitive information, such as user names, passwords, and credit card numbers. Don’t fall for it!

Always maintain a healthy sense of skepticism when dealing with unknown individuals, especially if they ask for any internal or sensitive information.

THE UTHSC FOOD COURT IN THE MADISON PLAZA IS NOW OPEN!

AUTO ACCIDENT REPORTING REQUIREMENTS

Kimberly Moore, Admin. Director Facilities Business Office Risk Management regulations require that the State of Tennessee Auto Accident Call Center is contacted if a state employee is involved in an auto accident while driving a state vehicle, rental or your own vehicle while in the course of your employment. This call is required only for accidents involving two or more parties, where one party is a citizen or a citizen’s vehicle. A call is not required if damage is to the state vehicle only. If you are involved in an accident under these circumstances, you are to follow the instructions below: 1. Do not leave the scene. Be prepared to communicate all details of the incident to the State’s adjuster.

2. Call emergency services (911 or police non-emergency number) as needed.

3. Take at least four (4) photos of both vehicles, license plates, parking situation, insurance card for other party, and any notable unrelated damages. Include photo of the other party, if applicable.

4. Call the State of Tennessee Auto Accident Call Center at (855) 253-0629. Immediately to report the incident, then call your supervisor and follow your department’s applicable procedures.

5. Do not admit fault in the accident or promise coverage or reimbursement to anyone.

More information regarding this requirement will be distributed to the campus at a later date. If you have questions please contact Facilities Administration at 901.448.5661.

2018 PERFORMANCE REVIEWS

Written by Demetriss Gilliam, Compensation Analyst It’s time for staff performance reviews. The 2018 performance evaluation period reviews work performance and conduct January 1, 2018 and December 31, 2018.

Every non-faculty staff exempt and non-exempt employee working for the university will be included in the 2018 performance review process, unless they are within their 6-month probationary window. All staff exempt and non-exempt employee’s evaluations are due to Human Resources no later than Friday, March 29, 2019.

This evaluation process is critical to the overall success of the university as we encourage communication between supervisors and employees. It is expected that all employees will receive performance feedback from their immediate supervisor during this evaluation period.

To support your efforts, staff performance review forms have been placed on the Human Resources website accessible at http://uthsc.edu/hr/performance_evaluations.php.

The department is required to provide Human Resources with the Summary Form. All other tools or assessments for employees and/or managers should be maintained in the department file. Available training dates are also located on the HR website at http://uthsc.edu/hr/compensation/ index.php for your convenience.

If you have specific questions or concerns, contact the Compensation Department in the Human Resources Office at 901-448-5601 or hrcompensation@uthsc.edu.

CAMPUS SAFETY

CELEBRATION TIME!

Scott Campbell, Campus Safety Officer Ergonomics is defined as relating to or designed for efficiency and comfort in the working environment. Ergonomic hazards include themes such as repetitive movement, manual handling, workplace/job/task design, uncomfortable workstation height and poor body positioning. Injuries can occur with prolonged exposure to ergonomic hazards, but can be prevented.

Ergonomic hazards are found in the office areas and on the job site. Common hazards for the office: worn out chairs, poor posture, prolonged periods of sitting, and lack of general movement or stretching of muscle groups. Common hazards on the job site: Heavy, frequent lifting along with repetitive tasks, hand intensive work, and poor postures are contributors.

Taking routine breaks help reduce the muscle tension that happens when muscles remain fixed in one position for too long. Muscles that remain in a static position will experience fatigue more easily and have decreased circulation making the individual uncomfortable and tasks more difficult. Every thirty minutes, make sure to look away from the computer to give your eyes a rest. At this time, break from typing and do some gentle stretches for your hands and shoulders. Every hour, stand up and move around as this allows you to rest from the static position and exercise different muscles, allowing you to feel less tired and more focused. Take care of you!

WELCOME NEW EMPLOYEES Michael Nelson Construction Supervisor Martin Orozco HVAC Services

PROMOTIONS Glen Dawkins Promoted to Bio-Med Supervisor

Solomon Green Promoted to FT Groundskeeper

FACILITIES ENERGY SERVICES Whit Sutton, Energy Manager

Thermal Comfort- Air Temperature Probably the biggest influence on your thermal comfort, is air temperature, which is the most influential element of thermal comfort. The temperature is by far the greatest factor to overcome in your comfort, specifically if it is way too high or too low.

How the difference in air temperature effects your thermal comfort is pretty obvious.

Moreover, the air temperature is a factor you may have some personal control over.

Generally when one is too hot or too cold, they go looking for the thermostat. Adjusting the thermostat may have several undesired effects. They are: 1. Wasted energy as the HVAC systems try to adjust 2. Extra wear and tear on the mechanical systems 3. Loss of thermal comfort to others in the building

HAPPY BIRTHDAY! FEBRUARY BIRTHDAYS Patricia Bolden Emile David Parish Guy Mary Branson Mark Clayton Stanley Tyler Barry Dortch Derek Webb

Within a given area, a certain air temperature may be fine for one individual, but too hot or cold for another.

Stevenson Patton

Since the University’s HVAC systems strive to maintain a constant temperature in the buildings, changing the thermostat can be problematic for the greater good. There is another way you have control over the air temperature. The type of clothing you wear probably has the most influence on your thermal comfort as far as temperature goes.

As simple as it sounds, dress for the area you work in. You know from experience that some areas within the same space, at different times of the year, can be either too hot or too cold due to many factors. Dressing to accommodate anticipated temperature differences will not only keep you more comfortable, but will also have no effect on other workers comfort, energy, or mechanical usage. Strategies for dressing for comfort include dressing in layers, keeping a jacket or sweater in your work area, or wearing certain fabrics such as cotton for hot weather or wool for cool weather.

Mon Gurung

Next time you go for the thermostat to try to make yourself more comfortable, keep our mechanical systems, our energy usage, and your co-workers in mind and dress to keep yourself comfortable.

James Hancock Sandra Wiggins Ronnie Coburn Michael Nelson Everlina Taylor Dorothy Dunbar Sandy Boone Venita Harrell Kevin Wilson Tiffany Presley

THE

FACILITIES CONNECTION

FEBRUARY 2019

NEWS YOU CAN USE...

KEY AND LOCK CONTROL MANAGEMENT Key and lock control management is under Facilities Administration. If you need to turn in, transfer, have new keys issued, or have locksmithing needs do the following: 1) Complete a request form found on the facilities website under the key control tab (https://www.uthsc.edu/ facilities/key-control.php).

2) Attach the form to an Archibus work order request (link found at the bottom of each page of Facilities website).

We are located in the Physical Plant Building (room 224). Office hours are 7:45 am – 4:45 pm, Monday through Friday. For further assistance, please call 901.448.4001.

ARCHIBUS END USER TRAINING

Written by Lacy Scott, Facilities IT Administrator In an effort to expedite training and access to the Archibus system, you can now download the Requestor Training Powerpoint presentation from the facilities web page, www.uthsc.edu/facilities.

Under the Facilities Administration link, click on the Archibus Training link.

From there, you will view a download link for “Archibus Requestor Training” in the “Customer Guides” section. When you click on this link, it will provide the ability to download the Powerpoint to your computer. Once downloaded, open the Powerpoint, click “slide show” and then click “From Beginning”. This will launch the Powerpoint, with narration, to allow you to view and hear the instructions for entering a request. After viewing this information, you can send an email to, archibus@uthsc.edu, to obtain access to the system.

There are other PDFs on the training site that will provide instruction on various other aspects of the system, however, this Powerpoint is strictly for entering request(s) into the system.

If you have questions please contact Lacy Scott, 901.448.2223 or lacescot@ uthsc.edu.

IT IS NOT OUR DIFFERENCES THAT DIVIDE US, IT IS OUR INABILITY TO RECOGNIZE, ACCEPT AND CELEBRATE THOSE DIFFERENCES. - AUDRE LORDE

OUR MISSION The Facilities Services Department is responsible for the basic operation and continuous maintenance of the physical properties of The University of Tennessee Health Science Center.

FORGIVE EVERYBODY. IT’S ONE OF THE GREATEST GIFTS YOU CAN GIVE YOURSELF, TO FORGIVE. - MAYA ANGELOU

UPCOMING OFFICIAL UTHSC HOLIDAY CLOSING April 19, 2019 Spring Holiday

May 27, 2019 Memorial Day

For more information, please contact: Facilities Administration | 201 East Street | Suite 113 phone 901.448.5661

uthsc.edu/facilities

THE UTHSC CAMPUS IS OUR #1 PRIORITY! The Facilities Administration department at UTHSC has the overall responsibility of all facilities activities, including basic operations, buildings systems maintenance, logistics, grounds, transportation, custodial services and continuous maintenance of the Health Science Center of The University of Tennessee.