Services A - Z

Below is an alphabetical listing of our primary services and policies. Click on the service you wish to know more about:

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Air conditioning

See the Heating, ventilating and air conditioning entry in thislisting. (back to top)

Asbestos abatement

Certified asbestos abatement professionals perform all asbestos abatement activities in accordance with Federal, State and local regulations. The Facilities Management Department will place notices in affected areas at least 48 hours prior to initiating any activities. Questions or concerns about asbestos containing materials or abatement projects should be directed to the MATC Environmental Health and Safety Office at (608) 246-6291 or via email. (back to top)

Banners

See Postings entry in this list. (back to top)

Bicycle racks

Bicycle racks are located throughout all MATC campuses. Though these racks are provided as a convenience, customers are advised that MATC is not responsible for abandoned or stolen items. Any bicycle that has been parked and locked to a bike rack for more than two weeks will be considered abandoned, reported to the Madison Police Department, and removed from the premises.

Improperly stored bicycles obstruct general access to the facilities and can create a hazards during emergency situations. For this reason, locking bicycles to fences, gratings, railings, lamp posts or any other outside structure, other than bicycle racks, is prohibited. Parking or storing bicycles inside the facilities or around entrances or exits is also prohibited. back to top)

Bulletin Boards

See Postings entry in this list. (back to top)

Building inspections

Carpeting

Carpet replacement is prioritized by condition and completed as funds permit. Re-carpeting a remodeled or reconfigured area usually is included within the original project plan. If you would like to check the status of a re-carpeting request, or would like to solicit new carpeting in your area, contact the Operations Manager via email, or you may make a Service Request online. (back to top)

Chalk and Marker Boards

See Wall-Mounted Items entry in this list.

Circuit-Breaker

Facilities Management will reset all circuit breakers when needed. If the problem is due to an occupant's inappropriate use of an electrical circuit, Facilities Management will identify the necessary corrective action. Costs associated with these actions may be the responsibility of the affected department. To have a circuit breaker reset, please contact the Facilities Engineering Services Division at (608) 246-6020. (back to top)

Clocks (setting)

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Construction Projects

See Professional Services entry in this list.

Disabled access

It is the goal of the District to provide the maximum feasible accessibility to programs and facilities by all persons. Priority is given to meeting those accessibility needs required by Title II of the Americans with Disabilities Act and the corresponding American with Disabilities Act Accessibility Guidelines (ADAAG). In addition there is an ongoing effort to identify barriers to accessibility which may not be specifically addressed in the ADAAG but nonetheless impede access to programs or facilities by persons with disabilities.

Students with specific access needs that are not met by the current design of the area should contact Student Services. Staff with access needs should contact Human Resources. These departments can authorize accessible furniture placement and other adaptive aids and then coordinated with Facilities Management to ensure that the specific need is properly addressed. If you have any concerns, questions or suggestions regarding disabled access, please contact the Operations Manager via email. (back to top)

Display Cases

See Wall-Mounted Items entry in this list.

Elevator use/maintenance

A qualified contracted service provider completes preventative maintenance service calls for all district elevators/escalators on a routine basis. To help ensure customer safety, all elevators are also equipped with emergency phones answered 24 hours a day, seven days a week. All urgent concerns regarding elevator/escalator operations should be directed to Facilities Management Engineering Services Division at (608)246-6020. All routine questions or concerns should be forwarded to Facilities Management Engineering Services Division via email: wmarquardt@matcmadison.edu. Facilities will then schedule service or repair by a qualified contracted service provider as appropriate. (back to top)

Environmental Issues (back to top)

Ergonomic concerns

Staff who have ergonomic concerns should contact the Environmental Health and Safety (EH&S) Office at (608) 246-6291 or via email. An assessment of the work space will be performed and recommendations made for improvements. If changes to furniture are required (follow link for ergonomic keyboards, monitor trays, etc) FURNITURE STANDARDS for MATC, EH&S will work with Professional Services to facilitate those changes. In general, costs associated with furniture changes will need to be funded by the requester's department. (back to top)

Event Scheduling

Event - Meeting Room Scheduling Use this form when to request the following meeting rooms: 142ABC, 141A, Boardroom 122/130 or 129BCD (back to top)

Faculty Office

Transfer Request Form (back to top)

Fire protection

Facilities Management is responsible for all building equipment required for fire and life safety such as fire detection, prevention, control and suppression systems. All systems are inspected and tested regularly. However, please report immediately any potentially hazardous or unsafe condition or concern to the Facilities Security Services Division at (608)243-4357 and they will dispatch personnel to resolve the situation as appropriate.

If a fire does occur, remember to following emergency steps:

1. If a fire is suspected and you have not heard an alarm, activate the fire alarm pull box and evacuate the area.
2. Call 9-911and describe location of fire. (Note: At most campus phone you must dial "9" first to access an outside and then dial "911" for emergency assistance; emergency numbers are posted at each District phone so check at the phone you are using.)
3. Contact the Facilities Security Office (608) 243-4357 or the Campus Administrator Office.
4. When a fire alarm is activated, the building must be evacuated. It is necessary to exit the building immediately. When exiting the building, use stairwells. DO NOT use the elevators.
5. Remain outside the building until an "all clear" has been given by Administrative Personnel.

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Fume exhaust fans

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Furniture/furnishings

Furniture ordering for all District buildings, whether instructional areas, public spaces or office and support spaces is done through Professional Services consistent with District Standards. A District fund is maintained to pay for capital furniture for new construction, major remodeling or upgrade of sub-standard office areas. Enhancements or additions to existing office spaces, minor reconfiguration or replacement or upgrade of instructional furniture must be funded by the department. All non-capital furniture is funded by the department.

Contact the Facilities Space Planner via email for assistance in selecting, ordering and budgeting for furniture.

If furniture needs to be assembled, repaired, moved or disposed of, you may make a Service Request online. (back to top)

Glass cleaning

Facilities Management custodial unit will wash partition glass inside offices upon request. You may make this request by submitting an online Service Request or sending a paper work request form to Facilities Management (Truax room 118). (back to top)

Graffiti

Graffiti should be reported to Facilities Management for removal as soon as it is discovered. Please submit an online Service Request or send a paper work request form to Facilities Management (Truax room 118). Facilities management will make every effort to remove it as soon as possible. (back to top)

Hazardous waste Mgmt disposal

Hazardous waste disposal, procedures and policies are coordinated through the Environmental Health and Safety (EH&S) Office. Please do not dispose of hazardous waste in receptacles, containers or dumpsters provided for normal, day-to-day refuse collection.

By law, items such as batteries, computers, TV, copiers, lamps, electronic parts are considered hazardous waste and must be recycled or disposed in accordance with DNR and Federal regulations. In addition, lab solvents, waste oil, antifreeze, electronic parts, and all chemicals must be disposed or recycled in accordance with DNR and Federal regulations. For more information on what is a hazardous waste, hazardous-waste policies and procedures you may use the EH&S Hazardous Waste/Recycle Website or contact the EH&S Office at (608) 246-6291 or via email. (back to top)

Health and Safety

Occupational Health and Safety needs for the District is managed by the Environmental Health and Safety (EH&S) Office. This includes, but is not limited to, chemical safety, biological safety, emergency preparedness, hazardous materials management, hazardous waste management, medical surveillance, personal protective equipment consultation, office safety, ergonomics, etc. For more information on Health and Safety services, resources and policies and procedures you may use the EH&S Website or contact the EH&S Office at (608) 246-6291 or via email. (back to top)

Heating, ventilating and air conditioning (HVAC)

Heating: Building heating systems are maintained by Facilities Management. The standard heating season in Wisconsin is considered mid-September to mid-May. During this time, heat is provided to maintain interior temperatures within the range of 68 and 72 degrees Fahrenheit, during operating hours (as per the MATC IAQ Committee recommended guidelines). Please contact the Facilities Engineering Services Division via email if you have any questions regarding these systems or 246-6020 if you experience considerable comfort level variation in your area. (back to top)

Ventilating systems: Warm and cool air distribution is facilitated by forced air delivery/ventilation systems. These systems have fresh-air intake and are calibrated to conserve energy and optimize occupant comfort levels while maintaining compliance with state codes. Please contact the Facilities Engineering Services Division via email if you have any questions regarding these systems or 246-6020 if you experience considerable comfort level variation in your area. (back to top)

Central air conditioning: Central air-conditioning systems are maintained by Facilities Management. During the air-conditioning season, between mid-May to mid-November, cooling is provided to maintain adequate comfort levels during operating hours within the range of 74 and 78 degrees Fahrenheit (as per the MATC IAQ Committee recommended guidelines). Please contact the Facilities Engineering Services Division via email if you have any questions regarding these systems or 246-6020 if you experience considerable comfort level variation in your area. (back to top)

Interim seasons: During transitional periods, between the heating and cooling seasons, building occupants may experience some environmental discomfort over which Facilities Management has little control. Though the heating and cooling systems are more than capable of mediating Wisconsin's extreme temperature conditions, when changes outside are rapid and unexpected, our systems are unable to respond as quickly as these types of conditions may warrant. Therefore, please be advised that there may be some brief variance in temperatures during these unseasonable conditions. Subsequently, during transitional seasons, we strongly recommend dressing in layers of clothing so that building occupants are prepared for times of less than adequate comfort levels. (back to top)

Hot and cold calls

See Heating, ventilating and air conditioning entry in this listing. (back to top)

Indoor air quality

PROCEDURE FOR REPORTING IAQ Concerns:

1. Call (608) 246-6020. (When staff are not in the office, an answering service will respond.)
2. Identify:

• Your name
• Telephone number
• Exact location of the problem area
• The problem, describing it as concisely and precisely as possible
• If the problem requires immediate attention

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PROCEDURE FOR RECEIVING AND FOLLOWING UP:

A mechanic will:

1. Be paged if it requires immediate action. If it does not require immediate action, a mechanic will pick up the work order form and investigate the problem. (All problems are logged and kept on file, including the one you are reporting.)
2. Check the building automation system and equipment rooms to determine if a general system adjustment will solve the problem.
3. Visit the room(s) or area(s) to observe and discuss the problem if the system adjustments are not effective.
4. Send to you a message regarding the problem and corrective steps taken. (back to top)
   

NOTE: Problems that do not require immediate action can be addressed by completing the work request form found in each room (or you may complete a Service Request online).

Ongoing and unresolved Indoor Air Quality problems of concern can be reported to the MATC Indoor Air Quality Committee:

Cynthia Eghbalnia, Bob Fumuso, Dennis James, Janet Kelly, Joe Lowndes, Wes Marquardt, Will Strycker,

Also check out theMATC IAQ Committee Webpage: note this link will open up a new window to view the IAQ Committee Webpage; just close that window when you are done and this will get you back to the Facilities Webpage.

Interior design

Interior design services are available through Professional Services by contacting the Space Planner via email, or you may make a Service Request online. (back to top)

Keys-locksmith service

Building Locks: Basic exterior and interior door-lock services are provided by the Facilities Management SecurityDivision which maintains a database of key codes, lock codes and assignment of keys for all district buildings. Security distributes and replicates keys and repairs mechanical locking systems. Contact Security at (608) 246-6030 to request emergency door unlocking. To request general lock services please submit an online Service Request or send a paper work request form to Facilities Management (Truax room 118). (back to top)

Key Requests: All key requests for new keys are made by staff through their Instructional Division offices or non-instructional department offices who will request keys through Facilities Management. Key requests may be submitted via our online Service Request or send a paper work request form to Facilities Management (Truax room 118). Facilities Management will then notify requesters when keys are available. Some district rooms are provided with key-pad controlled locks. For access to those rooms contact the department responsible for scheduling of that room. (back to top)

Notice: The District is currently replacing all district-wide key locks with a new, state-of-the-art card access system. Over the next three years all of the locks in the district are scheduled to be converted from key-operated to card-operated locks that will be accessed by the "One-Card" system. Your area will be notified when that conversion is to occur.

Furniture Locks: Lock services for desks, modules, files and cabinets are provided by Operation Services which maintains master keys and replacement keys for most district-standard furniture. Keys are not available for non-district-standard furniture. For emergency access to locked units contact the Operations Services Manager at (608) 243-4020. For routine repair or replacement of locks please submit a Service Request online or send a paper work request form to Facilities Management (Truax room 118). (back to top)

Land care

Turf, flowerbeds, trees and shrubs on the MATC campuses, as well as small and medium sized landscape projects are coordinated, serviced or maintained by the Facilities Operations Division. During the winter months, this group is responsible for snow removal on the campus's sidewalks and streets. Services such as snow plowing, cutting of trees/shrubs are contracted as appropriate. Please contact the Facilities Operations Division if you have any questions regarding these services.

Thousands of students, faculty, staff and visitors use the District campuses daily. Everyone needs to play a role in keeping the campus grounds and buildings free of litter, graffiti and abuse. Please do your part. Contact the Operations office with any concerns regarding land care. (back to top)

Lights

Facilities Management is responsible for maintaining all district interior and exterior lighting.

Interior Lighting: The Facilities Management Operations Division is responsible for lamp replacement in all public areas, classrooms, support areas and offices. For lamp replacement or repair of malfunctioning please submit a Service Request online or send a paper work request form to Facilities Management (Truax room 118). (back to top)

Office Task Lighting: In most cases office task lighting has been built into the furniture modules. For special office task lighting needs contact the Space Planner via email, make a Service Request online or send a paper work request form to Facilities Management (Truax room 118).

Lighting Upgrades: Engineering will provide assistance with resolving lighting problems, repair of light fixtures, or upgrading existing lighting. Upon request Engineering will determine appropriate lighting improvements, costs and funding sources. To request a lighting upgrade please submit a Service Request online or send a paper work request form to Facilities Management (Truax room 118).

For general questions regarding lighting please contact the Facilities Engineering Manager via email

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Moving services

If you need furniture or office equipment moved, or if you wish to dispose of furniture, contact the Operations Manager via email, submit a Service Request online or send a paper work request form to Facilities Management (Truax room 118). (back to top)

Painting

Painting is prioritized by condition and completed as funds permit. Remodeled or reconfigured area usually is included within the original project plan of the remodeling or reconfiguration work. If you would like to check the status of a painting request, contact the Operations Manager via email. If you would like to solicit painting in a specific area, please submit an online Service Request or send a paper work request form to Facilities Management (Truax room 118). (back to top)

Parking, Staff

Questions regarding parking (staff, student or visitor) can be directed to the Operations Office parking staff, room 118 (246-6031). Staff have the ability to apply for parking online; student online application is currently under development. . (back to top)

Pesticide - Herbicide control

Pest Control: Facilities Management maintains annual contracts with professional exterminating companies. As a preventative measure, these vendors routinely treat areas where problems occur repeatedly. Our pest control professionals follow an integrated Pest Management (IPM) practice to minimize the amounts of chemicals used on the campus. Whenever insect, rodent or other pest problems are a concern, contact the Operations Manager via email

Lawn Care: Facilities Management maintains annual contracts with professional lawn care contractors for applications of weed control and fertilizers. The contractor takes appropriate precautions when applications are made in order to minimize any possible negative environmental impact (including drift and runoff). In addition, we try to use products that have minimal environmental toxicity and environmental persistence (easily degraded by soil microorganisms). Applications of weed control and fertilizers are made on an "as needed basis" with regards to environmental, esthetics and lawn and shrubs health issues. Our grounds care program is continually developing to maintain maximum lawn care benefits in tune with current environmental awareness and care. We are now transitioning between a program which automatically applies "weed and feed" according to a calendar routine to a program which applies only those products needed to nurture our turf in amounts and selections as designated by certified soil samples and recommendations from our turf consultant. Any questions regarding applications may be forwarded to the Operations Manager via email. (back to top)

Pictures

See Postings entry in this list. (back to top)

Professional Services

How do I access Professional Services? To request services for construction or remodeling projects, contact the Architect via email or visit the Professional Services Website. For furniture ordering contact the Space Planner via email or you may make a Service Request online. A project manager will be assigned to your request and will answer your questions about services and guide you through the steps necessary to initiate and complete your request.

Who do I call with concerns about construction or remodeling projects? Please contact your project manager with any concerns about contractors, quality, or schedule. (back to top)

Posters

See Postings entry in this list. (back to top)

Postings

As a result of a joint effort between Facilities, Student Services and Institutional Advancement a new set of guidelines has been developed and is being implemented related to the posting of materials throughout and within our district's facilities. These guidelines incorporate methods of effective communications, best practice, safety and code compliance, and aesthetics.

General Guidelines: Postings may ONLY be placed on designated boards, areas, or surfaces. ALL other postings shall be removed. Building entrance and exit areas are reserved specifically for emergency information related to building or weather conditions, or any other information that may affect operations of the facilities, or health and safety of building occupants. Such notices shall only be posted by Facilities authorized staff. Postings on designated and general purpose boards shall contain an "approved by xxx" stamp where "xxx" is the group or department responsible for that board/cabinet.

Priority shall be given to class and course related information, program offerings and student related instructional information. Areas directly adjacent to division offices, faculty offices, union offices, classrooms and labs shall be reserved for information relative to those respective adjacent areas, i.e., faculty office hours, grades, course or lab information directly related to that lab/classroom/office, or union bulletins, etc.

Postings fall into three categories: those placed on bulletin boards and other designated surfaces, inside glass cabinets, and banners placed on banner strips.

The use of duct tape, staples, nails, or any other fastener resulting in damage to surfaces shall not be used. Tape specifically designed for postings is highly recommended and available through the Facilities office.

Bulletin Boards:

Types: There are three (3) types of bulletin boards:

1. Off Campus Events: Limited to events in and around the community, these boards shall consist of an open style cork or tackable surface type construction.
2. General Purpose: Will be limited to MATC-sponsored events only, use of these boards shall be by approval of the Student Life Office for club-sponsored events and by the Facilities office for all other uses. Examples of these events include, but are not limited to course offerings, conferences, seminars, meetings, bake sales, club meetings, athletic events, theater events, and public hearings. These boards shall consist of glass locked cabinets accessible by Student Life for club-sponsored events, and Facilities staff for all other uses.
3. Designated Boards: Shall be assigned to and used by specific groups to promote their activities. Examples of these groups include but are not limited to Classifieds, Employment Opportunities at MATC, Employment Outside MATC, Women’s Information, Labor Laws, Men’s Information, Commuter Information, and Student Organizations such as Student Senate, Phi Theta Kappa, PAC, Clarion, Volunteer activities, Minority Issues, Gay, Lesbian and Bisexual issues, Health and self-improvement, Performing Arts, Fitness/Intramurals/Wolfpack/Athletics; these boards may be either of a tackable surface type or enclosed case, depending on location for fire rating and/or requesters preference.

Placement and Cost: Placement of boards shall be determined by the Facilities department. Location criteria shall be based on fire code requirements, aesthetics, and access to information contained on postings/boards.

The cost of boards, including installation shall be at the expense of the group requesting the installation, and shall be coordinated through the Facilities office. The type and size of board shall be in accordance with standards as established by the district architect.

Approval:

1. Off Campus Events: All postings shall be on a first come-first serve basis, no approval is required, postings shall be removed after event date, postings that are in violation of Federal or State laws, City ordinances, Board Policy, or Code of Conduct shall be removed. The district reserves the right to remove any/all postings without notice.
2. General Purpose: All postings shall be related to an MATC sponsored event. Each posting for a student sponsored event shall contain the name of the sponsor and be pre-approved by the Student Life Office with date stamp. General purpose, glass enclosed cabinets shall also be installed and maintained by the Facilities department at locations close to major entrances. These enclosures shall be comprised of a listing of events referred to as "AT MATC THIS WEEK". This shall consist of a listing of any/all MATC-sponsored events scheduled within that particular MATC facility that week. It shall consist of a title of the event, time, date and location of the event and sponsoring group. Those wishing to have their event included in this listing need to provide the required information to the Facilities office no later than the Friday prior to the scheduled event, for Madison locations, and to the administrative office at each regional campus in accordance with each location’s procedure.
3. Designated Boards: Each department/group wishing to install a designated board shall submit a written request to the Facilities office RM. 118 Truax. The request shall include the size and type of board desired, name of the group, desired location of the board, and name of individual sponsoring the group (Must be an MATC employee). Approval shall not be denied if board meets all criteria and guidelines as established by this procedure. Appeals shall be submitted to the Vice President-Administration for final decision.

Tack Strips:

Placement: The placement and use of tack strips is for the exclusive use of fire-rated banners. The placement of these strips shall be determined by the Facilities Administrator. Banners shall be limited to MATC sponsored events, student activity notices, or general instructional information such as registration, final grades, etc. Events shall have a specific start date/time and end date/time. Banners shall not be installed any earlier than four weeks prior to the event. Exceptions may be allowed in the case where four weeks is not enough notice to effectively communicate the event.

Approval: Content of banners shall be approved by the designated staff person within Student Life. Fire rating of banners will be reviewed and approved as appropriate by the Facilities architect or designee. Banners shall be hung by the Facilities or Student Life staff to ensure banners are hung in a safe and acceptable manner as prescribed by the Facilities Administrator or designee.

Posting of signs, notices, posters or any other materials not in accordance with these procedures will be subject to removal without notice. Comments, questions, or concerns regarding these procedures should be addressed to the Facilities office, Rm. 118B Truax for review and/or response as appropriate.

For assistance in ordering or mounting the above items, contact the Operations Manager via email, or submit a Service Request online or send a paper work request form to Facilities Management (Truax room 118). (back to top)

Public Corridors

Public corridors are required by building codes to be maintained in a safe condition for exiting. Placement of any materials in public corridors that would reduce the safety of corridors will not be permitted. In general, no equipment, materials, paper or other combustible materials may be placed in stairways or fire exits. Questions on what may be placed in any public corridor or space should be directed to the Facilities Director via email. (back to top)

Recycling

Everyone has a responsibility to recycle to help preserve our natural resources. At MATC, we have minimized the amount of effort required to actively recycle by contracting with a vendor that receives commingled recyclables. We may commingle recyclable paper, cardboard and newspaper. We many commingle aluminum, glass, plastic and tin. Containers are provided for each type of recycling. Please do not mix paper recyclable with plastics and metal or mix trash with recyclables.

We recycle surplus furniture and equipment to the extent possible through donations to public, non-profit institutions and the annual surplus property sale. See Surplus Furniture and Equipment entry in this list or more information. (back to top)

Remodeling Projects

See Professional Services Project Status entry in this listing. (back to top)

Signs

Facilities Management is responsible for producing, procuring and maintaining exterior and interior building signage consistent with District signage standards. All interior room and directory signage is produced in-house by maintenance personnel. All other signage is contracted to a private service provider. To request signage, contact Space Planner via email, or you may make a Service Request online.
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Space planning

Professional Services provides consulting services to departments to help determine more efficient and cost-effective space utilization. To access Space Planning services contact the Architect via email, or you may make a Service Request online. (back to top)

Special events (back to top)

Storage of equipment and materials

No equipment, furniture or materials of any sort may be stored in stairways, public corridors, exit access aisles or placed to obstruct fire exits. Departments are required to store materials within space assigned to the department. A limited amount of District storage space is available for storage of instructional aids, equipment and materials that are only used on a seasonal basis or records that are required to be archived for a given period of time. Owners of improperly stored equipment or materials will be required to remove them promptly. Items that have not been removed in a timely manner will be removed by Facilities Management and taken to a designated area for retrieval by the owners. To request storage space outside of the department contact the Architect via email, or you may make a Service Request online.
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Surplus furniture and equipment

Disposal/Surplus: Departments wishing to dispose of surplus furniture, instructional or other equipment should contact the Operations Manager via email, or submit a Service Request online. Operation Services will then assess the surplus items and reallocate, surplus to outside users or dispose of these items. Since District storage space is limited, only small amounts of surplus furniture and equipment are retained for allocation. Furniture and equipment not meeting District standards are not retained or reallocated.

Acquiring: Requests for surplus furniture should be directed to the Space Planner via email, or you may submit a Service Request online or send a paper work request form to Facilities Management (Truax room 118). (back to top)

Utility outages (back to top)

Ventilating systems

See the heating, ventilating and air conditioning entry in this listing. (back to top)

Wall-mounted Items

See Postings entry in this list. (back to top)

Waste management (back to top)

Window treatments

The District has a standard for window blinds. Window blinds are funded by the department. For assistance in ordering, installing and repairing window blinds contact the Operations Manager via email, make a Service Request online, or send a paper work request form to Facilities Management (room 118 Truax).
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Window washing

See the glass cleaning entry in this listing. (back to top)