Instructions for Building Coordinators

Building coordinators play an important role in campus operations. Watch the video introduction for general information about the role, and then read on for additional information and instructions.

Video Introduction for Building Coordinators

Communicating with building occupants

Building coordinators can easily send emails to all occupants within their building via their building distribution list within Outlook. To access the distribution list, click on the “To” field within an email and scroll to your building name, then select the distribution list that says “Building Occupants – [Building Name]”. Flyers on building entrances are also an effective way to communicate with occupants.

Managing public areas

Public areas include lobbies, bathrooms, elevators and hallways that are publicly accessible when the building is open. Building coordinators should ensure that events and displays in these areas are appropriate and do not impede or obstruct the normal functions and accessibility of the building. For instance, offensive or outdated material should be removed from these areas, as should overt advertisements for off-campus goods and services. Coordinators should use their best judgment to determine what is appropriate. The Office of Human Resources and the Office of Inclusion can be used as a resource for any questions.

Lost and found

Building coordinators should designate a person in their building responsible for handling lost and found items. When items in a building are found, this designee should send an email to the building occupants distribution list with a description of the item and instructions for claiming it. In accordance with Lost and Found procedures (PDF), the designee should also complete and submit a Found Property Report (PDF) in accordance with the lost and found procedures linked below. Designees should instruct individuals who have lost an item to complete and submit a Lost Property Report (PDF).

Maintenance & Accessibility

Building coordinators should keep an eye out for maintenance in public areas and report them via the online maintenance request system, which is available for both PC users and Mac users. Coordinators can direct occupants to submit their own maintenance requests via the system. Requests that are larger in scope and not listed in the online system should be made by contacting Facilities Work Control at x4-2481 or . Work Control will accept all requests regardless of type.

Accessibility issues such as broken elevators, blocked doorways, broken power door operators and broken handicapped-accessible toilet stalls should be reported immediately by calling Work Control at x4-2481. Special notice should be given if a planned access disruption will affect building accessibility for disabled persons. If possible, building coordinators should ensure alternate access for disabled persons during all access interruptions.

Emergency requests such as floods, safety issues, persons trapped in elevators, etc. should be reported immediately by calling Facilities Work Control at x4-2481.

Emergency Preparedness

Building Coordinators should work closely with the Office of Public Safety (OPS) and building occupants to develop and implement the Building Emergency Plan (BEP), communicate the location of campus automatic external defibrillators (AEDs) and serve as an information resource in the instance of emergency.

The BEP guides occupants to respond appropriately in emergency situations; OPS will consult with building coordinators to update it on an annual basis. As part of that process, building coordinators may need to solicit feedback from occupants. Coordinators must distribute electronic versions of the updated plans to occupants twice a year—at which time it also makes sense to share the locations of campus AEDs. Building coordinators should also keep hard copies of the BEP available for review.

If an emergency occurs on campus during duty hours, building coordinators should maintain their personal safety (like any other building occupant) by following the processes listed in the Emergency Resources Guide (PDF). If it is safe to do so, coordinators are asked to provide building information to emergency personnel to aid in their response. Assuming it is safe, coordinators should also help communicate information between emergency personnel and building occupants.

Building access

Building coordinators should work with the Office of Public Safety to specific access requests based on building functions and occupant needs. Access problems such as broken locks or card readers should be reported to Access Control immediately at x4-5310. For key requests, lost keys or other key concerns, coordinators should refer occupants to their departmental key coordinator (PDF).

Radio usage

Each building coordinator is assigned a radio that they should have on hand whenever in the building. When leaving the building during the workday, the radio should be left with the designated back-up. At night, it should be turned off and kept in a secure area.

Building coordinators should only communicate over the designated frequency. If there are problems with a radio, or if the radio breaks or needs new batteries, contact TUPD Sergeant Scott Rouch at x4-2446.

Space Allocation

Building coordinators should work with individuals scheduling events on campus to accommodate meetings and events, and to manage and negotiate scheduling conflicts. To help with this, building coordinators have access to a private calendar that displays all scheduled events within the master events calendar system (R25). Coordinators should monitor the calendar to stay aware of planned events. If there is a scheduling conflict, coordinators should notify involved parties of the conflict and work to reschedule or relocate the event.

Event and Conference Services staff typically manage the large gathering rooms on campus, Enrollment Services staff typically schedule classrooms, and administrative assistants typically schedule meeting rooms. That said, all campus space is the shared property of the university and should be used as such—neither departments nor individuals “own” rooms.

Back-Ups and Delegation of Tasks

Each building coordinator must select a back-up coordinator to oversee general duties in his or her absence. They may also delegate some tasks to an assistant, including scheduling rooms, reporting maintenance or accessibility problems, communicating with building occupants and coordinating key distribution. Larger tasks, such as creating and implementing the building emergency plan, should not be delegated.

The building coordinator is ultimately accountable for all of the building coordinator responsibilities, and should provide the back-up or assistant with the necessary training and information to fulfill any delegated tasks.

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