Glossary of services

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A

Accessibility (ADA) – is responsible for the removal of physical barriers for the disabled, including, students, faculty, staff and visitors to the University. Accessibility is to University programs and events as a Title II institution and does not require full accessibility to all University buildings. For more information, visit the UVA ADA Coordinator website.

A/E – abbreviation for architect and engineer, or architectural and engineering services. The A/E provides professional services procured by the Facilities Planning & Construction Contract Administration division to design renovations and new buildings.

Arboretum and Landscape Committee – the UVA Arboretum and Landscape Committee is charged by the UVA Office of the Executive Vice President with exercising broad general oversight of the University’s landscape planning and its general condition, including its ongoing grounds maintenance programs. The committee advises the executive vice president/chief operating officer, through the Office of the Architect for the University, concerning all matters related to landscape andsite development (including changes to the Landscape Master Plan and development of site design guidelines for new facilities). For more information, contact any committee member with your input, questions and concerns regarding the University grounds and landscape.

Architectural services – are provided by the Facilities Planning & Construction Contract Administration division in Facilities Management and are used to design renovation and new buildings. For more information about hiring a contract architect or to request in-house design services, contact Joe Phillips, design services manager.

B

Billing – The Facilities Management bill is a summary of charges to all customer accounts for the preceding 30-day period. For questions contact Martha Creasy, billing and payroll manager. Utilities billing questions should be directed to Debbie Thacker, financial operations manager.

Building codes – prescribe building regulations to be complied with when constructing, repairing, maintaining and changing the use of buildings and structures. For more information, please send inquiries to the building permit request email.

Building permits – Work on University buildings and structures is required by Virginia law to have building permits prior to the start of work. Project permits are a special category of building permit for other than major alterations. The state of Virginia has granted project permit approval authority to several professionals within Facilities Management. The Chief Facilities Officer also has been granted unlimited building permit authority by the state of Virginia. For more information, please send inquiries to the building permit request email.

C

Cabinetry construction – and installation of casework, cabinets, furnishings, shelving, storage, historic mold/trim and paneling are offered by Facilities Management Project Services.

Capital construction projects – expected to cost over $1 million require capital expenditure authority from the Board of Visitors (BOV) and also from the state if general funds are requested. Capital projects are submitted to the BOV in the University’s ten-year capital plan and to the state legislature for appropriation of general funds. All capital projects are subject to the UVA Higher Education Capital Outlay Manual (HECOM). For information on initiating a capital construction project and the University’s ten-year capital plan, contact one the the Facilities Planning & Construction division directors.

Carpentry construction – and repair of walls and ceilings to include sheetrock, base support for plaster, drop ceilings, wooden flooring, historic renovation and roof structures. To request service, submit an online service request form.

Central/Art Zone – is a multi-trade division responsible for the maintenance and support of buildings in a geographic area extending north to south from the Rotunda to the South Lawn complex and east to west from Hospital Drive to McCormick Road. Also included is the area encircled by Rugby Road, University Avenue, Emmet Street, and University Circle. The zone works well for the customers as they can coordinate all their work through one focal point and get more immediate feedback. For more information, contact Ryan Taylor, Central/Art Zone zone manager, at (434) 982-5910 or rd4ct@virginia.edu. To request service, submit an online service request form.

Classroom Improvement Program – is a joint effort between the provost, Information Technology and Communication (ITC), and Facilities Management. The provost determines classroom improvement needs and priorities (based largely on input from the deans) then works with Facilities Management to design and construct the improvements with ITC providing technology enhancements and support staff. For more information, contact Shaun Farrell, Maintenance Systems engineer.

Code review – codes exist to enhance the safety of people and property. The University Building Official oversees the application of building codes to University facilities. All reviews provide for conformance to national and state codes/standards and engineering principals and procurement/detailing per HECOM/CPSM and facilities design guidelines, and to applicable codes of the Virginia Uniform Statewide Buildings Code(VUSBC). For more information, please send inquiries to the building permit request email.

Contracts – for materials and services needed to support the ongoing mission of Facilities Management. No additional quotes are required when using UVA vendors, but competition among the vendors can yield greater price discounts. For more information, visit the UVA Procurement contracts webpage or contact John Gerding, UVA Procurement manager.

Construction bids – are submitted to the Facilities Planning & Construction Contract Administration division. For more information, contact Martin Best, Contract Administration manager.

Construction contracts – formal contracts for construction projects are prepared by the Contract Administration division. Contracts and change orders are filed in this office as well. For more information, contact Martin Best, Contract Administration manager.

Construction management – is the management of construction contractors, coordination of construction activities, assurance of quality construction, management of construction changes to meet requirements, securing necessary occupancy permits, coordinatin of final fit-outs and occupancy of completed construction. For more information, visit the Facilities Planning & Construction web section.

Custodial services – include trash collection, sweeping, dusting, vacuuming, polishing floors, cleaning and supplying rest rooms. For more information, visit the Custodial Services webpage.

Customer relations – networking, exceptional customer care, effective communication — these are the focus of Facilities Management’s customer relations managers. Facilities Management hosts semi-annual facilities coordinator meetings, which provide opportunities to network with customers, disseminate information and discuss topics relevant to the preservation of the University Grounds and buildings. For more information, our customers are encouraged to contact one of Facilities Management’s customer relations managers:

Dennis Bianchetto
Phone: (434) 243-1092
Email: dmb4u@virginia.edu

Reggie Steppe
Phone: (434) 243-2442
Email: rs9x@virginia.edu

Customer service – is provided for members of the University and UVA Health System community who use Facilities Management services. For more information, academic customers may contact:
Academic customers
Brenda Buttner, customer service manager
Phone: (434) 982-4626
Email: bdb9s@virginia.edu

Health System customers
Vinnie Vawter, executive secretary senior
Phone: (434) 924-8595
Email: vmv2s@virginia.edu

Online service request form »

D

Design services – are provided by the Facilities Planning & Construction design group, a small in-house architectural office whose primary goal is to serve the University with cost-effective and innovative solutions. The architectural and engineering services develop solutions to facility problems and requirements in accord with state law and codes and develop detailed documentation for constructing the solutions. The design services staff is comprised of licensed architects and designers with professional affiliations in the AID, ASID, BOCA and CSI. For more information, contact Joe Phillips design services manager.

Digging/excavation permits – ensure that UVA complies with state and federal law and MISS UTILITY requirements. The permits also serve to help minimize unscheduled disruptions of utilities and communication services to University buildings that are at risk whenever excavations including trenching, driving, scooping, tunneling or any hand or machine digging occur. Download a permit or for more information, contact Cheryl Gomez, Facilities Management Operations director.

E

Electrical services – include electrical outlets, circuit panels, power to installed equipment, conduit emergency circuits, UPS, transformers and clean power within buildings. To request service, submit an online service request form.

Electrical maintenance – and repairs in academic buildings are provided by Operations and by Health System Physical Plant (HSPP) in health system buildings. To report electrical problems, contact one of the following service desks:
Academic service desk – (434) 924-1777
Health System service desk – (434) 924-3053

Elevator maintenance – and repair services in are provided by the Facilities Maintenance division of Facilities Management. To report elevator problems, contact one of the following service desks:
Academic service desk – (434) 924-1777
Health System service desk – (434) 924-3053

Emergency service – around-the-clock access to emergency response is available upon receipt of an emergency service call to the Health System Physical Plant (434-924-2267) or academic customer Service Desk (434-924-1777). An emergency is any situation that suddenly threatens significant injury to life or property or disrupts University programs. An emergency response may require calling University staff in from home or having contractors come from other parts of the state. Facilities Management’s extensive inspection, preventive maintenance and systems control programs greatly reduce the number of emergencies.

Engineering services – are procured by the Facilities Planning & Construction Contract Administration division for projects involving structure, utilities, etc. For more information, contact Kathy Yarmey, contract administrator for Professional Services.

F

Facility Design GuidelinesFacility Design Guidelines is published by Facilities Management and includes standards which are specific or unique to all University construction projects. Guidelines are updated periodically to remain current. For more information, visit the Facility Design Guidelines webpage or send inquiries to the building permit request email.

Facilities Maintenance division – focuses on making sure the University’s buildings and their systems are operating properly and providing the optimum physical environment in support of educational, research and public service activities. For more information, visit the Facilities Maintenance webpage.

Facilities Planning & Construction – provides facility planning, design, contracting and construction services. For more information, visit the Facilities Planning & Construction web section.

Facilities purchasing – is a service area of UVA Procurement Services. This department is responsible for the procurement of the products and services necessary to support Facilities Management’s mission. Contact a Facilities Purchasing staff member for more information.

Facility Assessment Program – Facilities Management administers several programs that include periodic inspections of buildings and their components. This information is used to plan work and compose a statistical picture of the condition of University facilities. For more information, contact Shaun McCready, maintenance program manager.

Facility coordinators – are staff members appointed for each school, department or building by the dean or department head, to coordinate the provision of services with Facilities Management. Coordinators for each building are searchable on the building and space infomation webpage.

Facility information – UVA Space Management maintains records and provides information concerning the University's buildings and land holdings, including space utilization. Such information as building data (square footage, age, number of floors, etc.) and individual room use by University department and home code is available by searching the facility database or contact Joann Im, assistant director for Space Management, for additional infomation.

Fire extinguishersNational Fire Prevention Association code item 10 determines the location, etc. of portable fire extinguishers. Fire extinguishers require initial purchase and placement and are subject to monthly inspections and to periodic recharging and hydrostatic testing. New extinguishers are funded by individual University departments and can be requested by submitting an online service request form. For more information, contact:
Academic – Matt Acree, fire systems senior supervisor
Health System – Vinnie Vawter, executive secretary senior
Housing and faculty residences – Gerald Drumheller, fire marshall

Fire systems – Fire and life safety systems are installed to protect occupants. These systems include sprinkler, detection and alarm systems (heat and/or smoke). For more information, contact Matt Acree, fire systems senior supervisor.

Furniture maintenance – repair and upholstering services are provided by Facilities Management Project Services. To request furniture services, please submit an online service request form.

G

GeoSpatial Engineering Services Archival Resources – is located on the lower level of the Leake Building at 575 Alderman Road. Archival Resources currently holds architectural and engineering drawings and specifications for current and completed construction projects for all University-owned buildings and the infrastructures that serve them. This amounts to a collection of more than 75,000 drawings and 8,000 specifications, studies, maintenance manuals, shop drawings and construction submittals. The collection also contains numerous maps and aerial photographs of the University Grounds, Charlottesville and Albemarle County. In addition, there are many general reference manuals such as Historic Preservation Resources, FP&C Design Guidelines, Facility Audits and University master plans available. Archived material is available in digital format to contracted architects and engineers as well as to students and others with legitimate research interests. For more information, visit the Archival Resources website.
Online document catalog »

Grounds Improvement Fund program (GIF) – The purpose of the GIF program is to fund projects that enhance the University Grounds. Examples of GIF projects include street improvements, sidewalks, bicycle facilities, landscaping, lighting, signs, site furnishings and public art. It is expected that a typical GIF project will be of benefit to more than a single campus user, group or building. The fund is intended to supplement, not replace, the landscape budgets associated with capital projects. It also excludes items of normal, deferred or planned maintenance. Contact the Office of the Architect for more information.

H

Heating, Ventilation and Air Conditioning (HVAC) – maintenance and repair in academic buildings are provided by Operations and Health System Physical Plant (HSPP) for health system buildings. For HVAC problems, submit an online service request form.

Historic facilities maintenance –the Facilities Maintenance division provides specialized maintenance services to the Academical Village and other historic buildings throughout Grounds. To request service, please submit an online service request form.

HousekeepingCustodial Services provides services including trash collection, sweeping, dusting, vacuuming, polishing floors, cleaning and supplying rest rooms. For more information, visit the Custodial Services webpage.

I

Inspection programs   Facilities Management administers several programs that include periodic inspections of buildings and their components. This information is used to plan work and compose a statistical picture of the condition of University facilities. For more information, contact Shaun McCready, maintenance programs manager.

K

Keys – Facilities Management’s locksmith shop is responsible for keys, lock repair, lock replacement, re-keying, masterkeys and locksmith records for all University buildings except housing and Newcomb Hall. For more information, contact Gene Bellomy, locksmith manager.
Find out how to request key and lock service »

L

Landscape services – provided by Facilities Management’s Landscape division, include a full range of landscape maintenance and installation services such as mowing, tree maintenance, turf maintenance and soil conservation. Plantings and tree removal are determined by the University’s Arboretum and Landscape Committee. For further information, contact Rich Hopkins, landscape supervisor.

Leased facility services – are available from Facilities Management for space leased by the University. Provided services are decided as part of the lease negotiations and are typically spelled out in the lease contract. Funding for normal operation and maintenance services is also arranged as part of the lease negotiation. Facilities Management can also accomplish minor and major work for University occupants in leased facilities provided the leasor’s and code officials approve the changes. It is helpful to remember that leased facilities are under the building code jurisdiction of the city or county in which they are located. For more information, visit the UVA Real Estate and Leasing Services website.

Light replacement – for installed light fixtures, fixture repair/replacement and installation. To request light fixture repair/replacement, please submit an online service request form.

Lighting repairs – and bulb replacement in academic buildings are provided by Operations and by Health System Physical Plant (HSPP) in health system buildings. To request lighting repairs and/or bolb replacement, please submit an online service request form.

Lighting upgrade projects – conserve energy by replacing old, inefficient building lighting systems with state-of-the -art lighting systems. Electrical savings from 15 to 30% can be expected with the added benefit of improved building environment. For more information on how UVA is conserving energy, visit the Facilities Management Energy & Utilities department webpage.

Locksmith shop – is responsible for keys, lock repair, lock replacement, re-keying, masterkeys and locksmith records for all University buildings except housing and Newcomb Hall. For more information, contact Gene Bellomy, locksmith manager.
Find out how to request key and lock service »

M

Master keys – many of the University’s facilities are incorporated in the University’s master key system. Master keys are provided, upon authorization by the appropriate vice president, to certain University employees to allow entry to a number of buildings or rooms within a building. For more information, contact Gene Bellomy, locksmith manager.
Find out how to request key and lock service »

McCormick Zone – is a multi-trade division responsible for the maintenance and support of buildings in a geographic area that includes the SEAS facilities, Gilmer and Chemistry. The zone works well for the customers as they can coordinate all their work through one focal point and get more immediate feedback. For more information, contact Randy Cambell, zone manager, at (434) 924-4044 or rac2f@virginia.edu.

Minor work – is a work type that covers a wide variety of customer funded work. It is rare for minor work to require architectural or engineering services. Examples of minor work range from making a key to a complete office facelift. For more information, contact Mark Webb, Work Management director. For health system facilities, contact Vinnie Vawter, Health System Physical Plant senior executive secretary.

Moving/relocation services – for the convenience of the University community, Facilities Management rents the truck and crew to assist with special departmental moving/relocation of furniture, records and office equipment. For more information, visit the moving and relocation services webpage.

UVA Facilities Management service rates 2016-2017 »

N

New buildings and capital construction projects – expected to cost over $1 million require capital expenditure authority from the Board of Visitors (BOV) and also from the state if general funds are requested. Capital projects are submitted to the BOV in the University’s ten-year capital plan and to the state legislature for appropriation of general funds. All capital projects are subject to the UVA Higher Education Capital Outlay Manual (HECOM). For information on initiating a capital construction project and the University’s ten-year capital plan, contact one the the Facilities Planning & Construction division directors.

Newcomb Zone – is a multi-trade division responsible for the maintenance and support of buildings in a geographic area encircled by McCormick Road, Emmet Street and University Avenue. The zone works well for the customers as they can coordinate all of their work through one focal point and get more immediate feedback. For more information, contact Shawn Ragland, Newcomb zone manager, at (434) 924-8809 or rsr2d@virginia.edu. To request service, submit an online service request form.

North Grounds Zone – including housekeeping, is a multi-trade division responsible for the maintenance and support of buildings in a geographic area north of the main grounds. The zone works well for the customers as they can coordinate all of their work through one focal point and get more immediate feedback. For more information, contact Gary Wood, North Grounds zone manager, at (434) 924-3752/(434) 981-3546 or gww@virginia.edu.

P

Painting – services are typically provided by contractors with the procurement and project management coordinated by Project Services. It is important to note that much of the paint at the University contains lead and paint preparation work can disturb asbestos. Lead and asbestos are hazardous material and must be handled following careful procedures to avoid contaminating large areas. Before undertaking any painting at the University, contact:

Academic facilities
Mark Stanis, Project Services director

Health system facilities
Vinnie Vawter, HSPP senior executive secretary

Pest control services – are available from Facilities Management. Please submit an online service request form.

Plumbing services – consists of building water, sewage, and drain lines maintenance, repair and installation. For more information, contact one of the following service desks:
Academic service desk – (434) 924-1777
Health System service desk – (434) 924-2267

To request plumbing services, please submit an online service request form.

Predictive maintenance – uses on-going measurements, such as infrared temperature inspection or oil analysis, to monitor equipment condition and to determine the optimal time and type of service. The idea is to provide service only when needed to maintain system performance; and, to provide a history of equipment performance. For more information, contact Mark Webb, Work Management director, for academic facilities. For health system facilities, contact Vinnie Vawter, HSPP senior executive secretary.

Preliminary Investigation Report (PIR) – a service provided by Facilities Planning & Construction (FP&C) to make preliminary determinations of scope, cost and feasibility of a capital project for budget purposes. This service may be requested by submitting an online service request form. A PIR is recommended for each capital project.

Preventive maintenance – is a high priority service in our approach to comprehensive maintenance programs. Preventive maintenance is an effective method of avoiding potential failure of facilities equipment and systems. Through an automated inventory and scheduling system, work crews are assigned to perform inspections, adjustments, cleaning and routine service on virtually all facility-related major equipment and systems. For more information, contact Mark Webb, Work Management director, for academic facilities. For health system facilities, contact Vinnie Vawter, HSPP senior executive secretary.

Procurement – is a service area of UVA Procurement Services. This department is responsible for the procurement of the products and services necessary to support Facilities Management’s mission. Contact a Facilities Purchasing staff member for more information.

Project management – includes the management and execution of programming, planning, design and construction of all University facilities. The Facilities Planning & Construction department offers project management services for capital projects.

Project permits – work on University buildings and structures is required by Virginia law to have building permits prior to the start of work. Project permits are a special category of building permits for other than major alterations. The state of Virginia has granted project permit approval authority to several professionals within Facilities Management. The chief facilities officer also has been granted unlimited building permit authority by the state of Virginia. For more information, contact Annette Cyphers, director of Facilities Planning & Construction.

Property leasesUVA Real Estate and Leasing Services is responsible for assisting University vice presidents find adequate lease space, in effect acting as the University real estate broker. UVA Real Estate and Leasing Services department also prepares and reviews leases and license agreements, maintains lease records and coordinates lease payments. For more information, contact Charlie Hurt, director, at (434) 982-5914 or cwh4cm@virginia.edu.

Project Services – performs multi-trades improvements and alterations for departments throughout the University. A scheduling and estimating group provides cost estimates and construction schedules. Project Services performs general carpentry, electrical, masonry, sheet metal, painting, cabinetry, plumbing, signs and asbestos removal work. For more information and to request an estimate, visit the Project Services webpage.

Public address systems – Facilities Management rents public address systems for the convenience of the University community. Submit an online service request form or contact Matt Acree, fire systems senior supervisor, for further information.

Purchasing – is a service area of UVA Procurement Services. This department is responsible for the procurement of the products and services necessary to support Facilities Management’s mission. Contact a Facilities Purchasing staff member for more information.

R

Real Estate and Leasing Services – is responsible for management of the University’s space inventory, both on and off grounds, to support achievement of the institution’s strategic goals and objectives. The office reports directly to the vice president for management and budget. For information, please visit the UVA Real Estate and Leasing Services website or contact Charlie Hurt, director of UVA Real Estate and Leasing Services.

Recycling – is the act of diverting materials that can be made into a product of the same (e.g. aluminum, paper) or lesser value (e.g. plastic, cardboard) from the waste stream and sending them to a facility where they can be reprocessed. Currently, UVA is recycling 42 percent of its waste stream. For more information, visit Facilities Management’s Recycling division webpage.

Renovations – as part of the Operations & Maintenance department, Project Services offers professional trades — carpentry, mason plastering, electrical, plumbing, HVAC, cabinetry and upholstery — for remodeling existing or building new spaces throughout the University and the health system. The first priority of Project Services is to give customers quality, timely and cost effective service. Project Services offers free estimates for your project needs. For more information, visit the Project Services webpage.

S

Safety Program – the Office of Health & Safety (OHS) staff communicates regulatory requirements to Facilities Management’s cost centers and assists the cost centers with compliance of these requirements. Routine-level safety inspections are performed on Facilities Management assigned spaces, every accident is investigated to determine severity and cause, and recommendations are made to prevent future accidents. For more information, visit the Facilities Management OHS webpage.

Service bulletins – contain important general information concerning Facilities Management service of any nature and is circulated through a formal series of Facilities Management Service Bulletins.

Service requests – are given a work order number for identification and are sometimes called work requests. To request service, please submit an online service request form.

Sidewalk permits – are required anytime a vehicle is on the sidewalk of University Grounds. Operators are required to leave a 36-inch clearance on the sidewalk for handicap accessibility. Permits are issued if there is no other option for accomplishing work at a jobsite and if the work requires ready access tools at the work site. Permits are listed as delivery/pickup only. If a vehicle stays on the grass for an extended length of time, University Parking and Transportation may ticket the vehicle. For an application and approval or further information, call (434) 924-1777 for academic areas and (434) 982-3246/(434) 924-8595 for the health system areas.

Signs – must meet University, HS, ADA and architectural guidelines. To request sign service, please submit an online service request form. Facilities Management sign catalogues are available upon request.

Snow and Ice Control Plan – Facilities Management has the primary responsibility for snow and ice control operations for the University. This plan establishes basic priorities for the conduct of these operations; prescribes the organization, control and communications procedures; and assigns specific responsibilities. For more information, contact Rich Hopkins, Landscape superintendent.
Snow and Ice Control Plan »

Special event setup and support – includes moving, power, sound system, grounds, stage, ramps, steps, permits, setup, tables, chairs and other logistical support necessary for special events. For more information, contact Rich Hopkins , Landscape superintendent. To request special event services, please submit an online service request form.

Structural Inspection Program – Facilities Management administers several programs that include periodic inspections of buildings and their components. This information is used to plan work and compose a statistical picture of the condition of University facilities. For more information, contact Shaun McCready, maintenance program manager.

Systems Control Center – at Facilities Management provides 24-hour per day, 365-days per year central monitoring and control of fire, security and HVAC systems in many of the buildings at the University through its Building Automation System (BAS) as well as monitoring elevator phones. The Center also provides work reception coverage for the University outside of normal working hours. For more information, visit the System Control Center web section.

T

Technology & Innovation – oversees the development, support, and maintenance of computerized information systems in Facilities Management. For more information, visit the Technology & Innovation webpage.

Tent permits – a tent permitting application must be submitted to Environmental Health & Safety. To obtain a copy of the application and tent permitting procedures, review the Office of Environmental Health and Safety’s (OEHS) Tent Use on University Property policy or contact Gerald Drumheller, UVA fire marshall.

Temporary buildings – trailers or other temporary frame structures on the University grounds require a building permit as well as state-mandated reviews and approvals to obtain a Certificate of Use and Occupancy. Please email inquiries to the building permit request email.

Trash – is that portion of the waste stream which cannot be reused or recycled. For more information, visit the Facilities Management Recycling webpage.

Tree replacement program – plantings and tree removal are determined by the University’s Arboretum and Landscape committee. For more information, contact Rich Hopkins, landscape superintendent.

U

University Building Official (UBO)  is the state appointed code official for the University. Codes exist to enhance the safety of people and property. The UBO oversees the application of building codes to University facilities. All reviews provide for conformance to national and state codes/standards and engineering principals and procurement/detailing per HECOM/CPSM and facilities design guidelines, and to applicable codes of the Virginia Uniform Statewide Buildings Code(VUSBC). For more information, visit the University Building Official website.

Upholstery repair/replacement – are services for upholstered furniture. For more information, contact Mike Gibson, Project Services senior trades supervisor. To request upholstery services, please submit an online service request form.

Utilities – are managed by Facilities Management’s Energy & Utilities department. Problems should be reported to the service desk at (434) 924-1777 or submit an online service request form.

Utility outages – construction or renovation often involves the need to shut down a utility or building system to enable system replacement or extension. Procedures are in place for planning service outages, responding to unscheduled system interruptions or failures, and contacting key individuals in buildings or departments concerning the outage. Visit the utiliy outages webpage for an up-to-date list of utility outages.