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Operational Guidelines

Introduction

Common ground rules define how we work and lay a foundation for a good working environment. These guidelines outline basic expectations. The guidelines do not replace existing University, State, or Federal policies or law. Additionally, the guidelines are not inclusive of all work expectations or policies/procedures, which you are required to follow. For further clarification, please see your immediate lead or manager.

Timeliness

The Facility Services Department defines the work schedule for staff. Employees are responsible for starting work on time and for following their assigned work schedule. Our productivity and ability to work effectively as a team, require timeliness.

• Employees should be at their assigned work place (shop, office, etc.) and prepared to work when their shift begins.  
• As uniforms should be left at work, 5 minutes are provided in the morning to put on work attire.
• If you anticipate being late, call Work Control, x4601. 
• If you need to leave work before your shift ends, advise Work Control, x4601.
• For time reporting, use the time posted on the desk phone as the official department time.
• For emergencies, contact your lead or manager as soon as possible.

Leave

The Facility Services Department uses AiM to request time off.  All leaves (except emergencies) require as much advance notice as possible, including doctor's appointments and vacations. Submit all leave requests via AiM.  

Leave requests require notice; see your union contract for specific requirements.

• All vacation leave remains subject to approval by your manager.
• Exceptions to this guideline will occur due to emergencies and personal issues.
• See your manager for immediate consideration of special issues.

Note: During the first week of each semester and the university commencement ceremonies, most leave cannot be approved. Please consider this when planning your vacations.

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Time Recording

Within the Facility Services Department, various processes exist for recording time worked.

• All Unit 5 and 6 employees' record their time worked at the end of the next working day.
• At the end of each month, employees verify and submit their leave time on the Absence Report.
• Accurate reporting of leave time remains the responsibility of the employee.

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Call In Sick / Emergency / Other Immediate Leave

To help us with scheduling, you must call your manager before your shift begins to advise him/her of your absence.

• Know your lead's and/or manager's cell number, so you can leave a message at any time.
• Call or leave a message at 760-750-4600 to notify the department of an unplanned absence.
• You must call in daily to report sick leave unless pre-approved by your manager.

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Overtime

All overtime must be pre-approved by your manager and coordinated through the lead. All overtime must be reported.  See your union contract for specific requirements.

• All overtime must be reported on the form for "Additional Hours, Overtime & Call Back Authorization."
• When your shift ends, leave the worksite unless you have approval for overtime.
• Any second jobs on campus must be reported and pre-approved.
• Any overtime that is not pre-approved but worked will result in progressive discipline.

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Breaks

All breaks are contractual.

• Staff working 6 or more hours a day enjoy two rest periods of 15 minutes each.
• Employees are entitled to take a rest period of 15 minutes for each half-day (4-hour period) worked.
• The first rest period occurs midway in the morning and the second rest period occurs in the afternoon after lunch.
• All breaks begin the moment you stop working and resume when you have started your work. If you travel to a break area, include travel time as part of your break time.
• Breaks should occur around two hours after beginning work and two hours after lunch.
• If an employee cannot take a rest period due to work requirements, the lead or manager may reschedule the rest period.
• Employees are paid during these rest periods and may need to respond to calls.
• Do not combine rest periods with lunch.
• Rest periods may not serve as a reason to be 15 minutes late in the morning or as a reason to leave 15 minutes before the shift ends.
• Your lead or manager may assign specific times for the rest periods or may allow you to use them at your discretion while you work.

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Lunch

Staff, working 6 or more hours a day, receives a lunch period for 30 to 60 minutes a day. Your lead/manager will schedule your lunch in consideration of your work.

• Lunchtime is not paid time. Lunch shall be at or near the middle of the work shift.
• Employees in Unit 6, who have a 30 minute meal period, when appropriate, shall be permitted a clean-up period of 10 minutes.
• Staff may not work through their lunchtime unless warranted by special circumstances. Such circumstances require the pre-approval of your lead or manager.
• All changes to your lunch schedule must be approved by your lead or manager.
• We encourage you to get away from your work area during lunch, so you have a chance to relax.
• Some meetings and project or teamwork, may require you to adjust your lunch to occur concurrently with the meeting/team/project group.

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University Vehicles

University vehicles are only intended for travel related to work functions. You must have a valid driver's license and attend the vehicle safety training provided by Cal-State San Marcos Police department.

• Demonstrate courtesy when driving these vehicles.
• The law requires you to use your safety belt at all times, while driving a university vehicle.
• Pay particular attention when backing up, especially on campus.
• Do not drive the vehicle off campus for personal use.
• Report any vehicle problems to the Lead Auto Shop Mechanic and to your lead or manager immediately via email.
• The vehicle represents you and our department on campus. Keep your vehicle clean and orderly.
• Drive safely.
• Lock and secure the vehicle at the end of your shift.
• Smoking in vehicles is prohibited.
• Taking campus vehicles to your personal vehicle is prohibited.

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Cell Phones

Cell phones are provided so you can conduct university business.

• Reimburse the university for all personal calls made on the cell phone/Nextel.
• Personal cell phones shall be used during break and lunch times except in emergencies.
• Keep work phones turned on and accessible until the end of the shift.

Safety in the Workplace

SAFETY CREED:  No job is so important and no service is so urgent that we cannot take the time to do our work safely.

Follow processes and procedures and abide by all safety policies. Do not jeopardize or compromise your safety, the safety of your fellow employees, or that of the campus.

• Employees are required to attend all scheduled safety training.
• You must sign in for all training.
• Use safety equipment glasses, gloves, shoes, facemask, and any other devices the conditions require.
• Report all unsafe conditions immediately to a manager and make the area safe if possible.

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Uniforms / Dress Code

Uniforms are provided for Unit 5 and Unit 6 employees.  Per the Unit 5 CSUEU Collective Bargaining Agreement, all Unit 5 employees are required to wear provided uniforms. The SETC Collective Bargaining Agreement for Unit 6 employees states that safety equipment, when provided, must be worn.  However, participation in the uniform program is voluntary for Unit 6.

• You must wear uniforms if you participate in the program.
• Wearing uniforms promotes campus safety and identifies you as a Facility Services Department employee.  When you are in uniform, campus employees are assured that you are authorized to enter buildings.
• The uniforms are provided for use on the job. Do not use the uniforms for personal use or wear them off duty.
• Remember, as employees, you represent the department, so keep your uniforms in good repair and condition with the assistance of our uniform vendor.
• Keep your uniforms in campus lockers.  Time is provided daily for changing.

When a Unit 6 employee elects not to wear a uniform, the following Facility Services Department Dress Code must be observed:

• Collared shirts are required. A t-shirt may be worn underneath a collared shirt; however, the collared shirt must be buttoned.
• Blue-jeans, slacks, or shorts may be worn.
• Garments must be clean and in good repair.
• All safety equipment requirements still apply.

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Teamwork

We value our relationships with one another. Working together as a team fosters dignity and respect.

• Many projects will require working together as a team.
• You are encouraged to value the differences and value the university's vision and goals.
• Refrain from gossiping or using vulgar language. Neither belongs in the workplace.
• All employees are to treat each other with respect.
• Employees are expected to conduct themselves in a courteous and professional manner in all dealings with their fellow employees, students, and the public.
• Employees are expected to project a positive and professional image.
• Employees are to conduct themselves in a manner that will reflect credit upon themselves and the university.

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Injuries / Emergencies

For everyone's safety, you must report injuries and accidents immediately.

• Call your manager first. 
• University Police Department can be reached on a campus phone at 911 or from your cell phone: 760-750-4567.
• Report all accidents - even if there are no injuries, immediately to your manager.
• Within 24 hours, you must complete the Employee's Claim for Worker's Compensation.
• Management will contact Risk Management and complete the Injury, Illness, and Prevention report. Management may also transport the injured employee to the Palomar Pomerado at 120 Craven Road, Suite 207, San Marcos, CA.
• Failure to report accidents and injuries may result in disciplinary action.
• If the physician defines restrictions, then the employee will provide these written restrictions to the university before beginning work. Human Resources will develop a transitional work plan.

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Building Security

Our customers are important.

• Do not enter private offices without having a reason and knocking first.
• Announce yourself as a CSUSM maintenance person.
• If the door remains locked, knock again, announce yourself again, and only enter once you are sure there is no one in the office.
• Use these procedures to demonstrate courtesy to all of our customers.
• Do not enter areas unrelated to your work. Your work areas should correspond to service/maintenance work requests.
• Secure your work shop(s) and vehicles at the end of your shift.

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Fumes

Many people on campus are sensitive to various odors and toxins.

• Do not paint without posting a 48 hour notice.
• Painting will generally be done the last two days of the work week.
• A request for posting must be emailed to facilities@csusm.edu.
• Do not use bug sprays or insecticides in offices or public areas.