School Maintenance Request Procedure

I. Introduction

Our School Maintenance Request Procedure is designed to ensure that all maintenance needs within our school facilities are addressed promptly and efficiently. This procedure outlines the process for submitting maintenance requests, the types of requests that can be made, and the steps involved in processing and completing these requests. By implementing this procedure, we aim to maintain a safe, clean, and functional environment for our students, staff, and visitors.

II. Types of Maintenance Requests

A. Routine Maintenance

Routine maintenance includes regular tasks that help to keep our facilities in good condition. This includes:

• Cleaning of classrooms, hallways, and common areas

• Changing light bulbs and replacing air filters

• Repairing minor plumbing issues (e.g., leaky faucets)

• Checking and maintaining HVAC systems

B. Emergency Maintenance

Emergency maintenance requests are for urgent issues that require immediate attention to ensure the safety and security of our school community. This includes:

• Plumbing leaks or burst pipes

• Electrical issues (e.g., power outages, exposed wires)

• Gas leaks

• Structural damage (e.g., roof leaks, broken windows)

C. Major Repairs or Renovations

Major repairs or renovations are larger-scale projects that require planning and coordination. This includes:

• Roof repairs or replacement

• Flooring repairs or replacement

• Renovations to classrooms or other facilities

• Upgrades to infrastructure (e.g., electrical, plumbing)

III. Maintenance Request Submission

A. Online Form Submission

To submit a maintenance request online, follow these steps:

1. Visit our school website and navigate to the maintenance request page.

2. Fill out the online form with the following information:

• Your name and contact information

• Location of the maintenance issue (building, room number)

• Description of the issue (include details such as type of problem, severity, and any relevant information)

• Urgency of the request (routine, urgent, emergency)

3. Submit the form. You will receive a confirmation email with a tracking number for your request.

B. Phone or Email Submission

To submit a maintenance request by phone or email, follow these steps:

1. Call our maintenance hotline at [phone number] or send an email to [email address].

2. Provide the following information:

• Your name and contact information

• Location of the maintenance issue (building, room number)

• Description of the issue (include details such as type of problem, severity, and any relevant information)

• Urgency of the request (routine, urgent, emergency)

3. A maintenance staff member will log your request and provide you with a tracking number for your request.

IV. Request Processing

Upon receiving a maintenance request, our maintenance team will assess the nature and urgency of the request. For routine maintenance requests, a schedule will be created based on the priority of the issue and the availability of resources. Requests for major repairs or renovations will undergo a review process to determine the scope of work and the budget required. Once a request is processed, the requester will be notified of the expected timeline for completion.

V. Emergency Maintenance

Emergency maintenance requests are given the highest priority and are addressed immediately. Upon receiving an emergency request, our maintenance team will dispatch a technician to assess the situation and take immediate action to resolve the issue. Communication with the requester and relevant stakeholders will be ongoing to provide updates on the status of the emergency repair. Once the emergency is resolved, a follow-up inspection may be conducted to ensure that the issue has been fully addressed.

VI. Scheduled Maintenance

Scheduled maintenance involves planned activities to maintain and improve the school facilities. This includes routine inspections, preventive maintenance tasks, and minor repairs. These activities are scheduled in advance based on a maintenance calendar and are aimed at ensuring the long-term functionality and safety of our facilities.

VII. Approval and Authorization

For major repairs or renovations, approval and authorization are required before work can commence. This process involves submitting a detailed proposal outlining the scope of work, budget requirements, and timeline for completion. The proposal is reviewed by the appropriate stakeholders, such as the school administration and the finance department, to ensure that it aligns with the school's priorities and budget constraints.

VIII. Maintenance Execution

Once a maintenance request is approved and authorized, the maintenance team will proceed with executing the necessary repairs or renovations. This involves assigning tasks to maintenance staff or contractors, supervising the work to ensure quality and compliance with safety regulations, and completing the work within the specified timeline.

IX. Follow-Up and Feedback

After the completion of maintenance work, follow-up and feedback are important to ensure that the issue has been fully resolved and that the requester is satisfied with the work. This may involve conducting a post-maintenance inspection, soliciting feedback from the requester, and addressing any outstanding issues or concerns.

X. Review and Update Procedures

Our maintenance request procedures are regularly reviewed and updated to ensure their effectiveness and relevance. This includes gathering feedback from stakeholders, evaluating the efficiency of the procedures, and incorporating lessons learned into updated procedures. By continuously reviewing and updating our procedures, we aim to improve our maintenance operations and better meet the needs of our school community.

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