FACILITIES MANAGEMENT

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FACULTY/STAFF > DEPARTMENTS & OFFICES > FACILITIES MANAGEMENT > SERVICES
Entry Policy for Residence Hall Service Providers

The University and the staff of the Office of Residence Life reserve the right to enter student rooms for maintenance repairs, during an emergency, to protect life or property from imminent injury, if there is sufficient reason to believe that a violation of University policy is occurring in the room or for any other reasonable purpose.

One of the primary responsibilities of the university is to protect the health and well-being of the resident students at Robert Morris University. The following policy has been developed in an effort to safeguard the wellbeing of resident students and their belongings while providing them with the highest level of service possible with regard to repairs, routine maintenance, and other building services. For safety and security purposes, Residence Life Staff and University Police Officers have access to the residence halls and rooms 24 hours a day, 7 days a week.

Time of Service

Non-emergency work will generally be conducted within assigned student spaces, including student rooms, apartments, or suites, between the hours of 9:00 a.m. and 9:00 p.m. Emergency service calls may be conducted at any time as deemed necessary and appropriate.

Work in the common areas of buildings including lobbies, stairwells, corridors, mechanical rooms, etc. may be completed at any time. However, careful consideration will be given to the times of this work and the noise or other disruption it may cause for residential students.

Notification of Service

For routine scheduled maintenance and repairs in student rooms, restrooms, suites, or apartments, the resident students will receive a 48 hour advance notice. This notice will be provided by:

  1. Email message from the Operations Center to students
  2. Email notification to the Office of Residence Life

For routine scheduled maintenance and repairs in common areas (lobbies, stairwells, corridors, mechanical rooms, restrooms), the resident students will receive a 48 hour advance notice. This notice will be provided by:

  1. Email message from the Operations Center to students of that floor, suite, and/or building and
  2. Email notification to the Office of Residence Life

For maintenance or repairs in student rooms, suites, or apartments provided as a result of a maintenance request submitted by a student, no notification is required.

For regularly occurring services (vending machine replenishment, bulletin board updates, etc.) completed in the common areas only, prior notice will not be required.

RMU Personnel Providing Services in the Residential Facilities

RMU staff entering the residence halls for the purpose of providing service to students in the course of their job responsibilities may do so unaccompanied and in keeping with the Time of Service and Notification of Services Guidelines. This includes entry into both assigned student spaces and building common areas. All RMU personnel should be in uniform and/or able to provide RMU identification at all times while in the residential facilities.

Individual supervisors of various campus departments providing services within the residential facilities may set forth additional guidelines with regard to staff entering the residence halls. If such guidelines include the use of a staff escort while in student rooms, apartments, or suites, it shall be the responsibility of that department to provide escort personnel.

Verification of Maintenance or Repairs to Student Rooms, Suites, Apartments

RMU staff entering assigned student areas such as rooms, apartments, or suites may obtain keys from their supervisor or the Operations Center as deemed appropriate. Caution will always be taken when keying into an assigned student area. Personnel will:

  1. Knock and give students the opportunity to provide access prior to using master keys to gain entrance.
  2. If students do not answer, personnel should knock again, wait, and knock a third time while keying and announcing who they are (For example, “Maintenance – keying in.”), and then key into the space. Residence Life knocks twice and announces before knocking a third time and keying in.
  3. If maintenance is being provided in a traditional hall student room, leave the student’s door open and place a notification tag on the door handle. 
  4. If maintenance is being provided in a suite or apartment common space, leave the main door open and place a notification tag on the door handle indicating that "Maintenance Is Here."
  5. If maintenance is being provided to a suite bathroom or individual bedroom, keep the main door closed, place a sign on the outside of the door indicating the "Maintenance Is Here."

Upon completion of work in a traditional hall student room or common area of a suite or apartment:

  1. Leave a Completion of Maintenance form on front suite door indicating that work was completed. The form should include date, time, work performed, time completed, name of maintenance employee.
  2. Secure the door.  The door will be locked even if it was unlocked when maintenance arrived. 

Upon completion of work in an individual bedroom of a suite or apartment:

  1. Leave a Completion of Maintenance form on main front suite door indicating that work was completed, and in which room. The form should include date, time, work performed, time completed, name of maintenance employee.
  2. Secure the door. The door will be locked even if it was unlocked when maintenance arrived. 

Outside Vendors/Contractors Providing Services in the Residential Facilities

Outside vendors/contractors, defined as any non-RMU employee, providing services within the common areas, student rooms, suites and apartments may do so in keeping with the Time of Service and Notification of Service Guidelines.

Vendors/Contractors must:

  1. Sign-in at the Operations Center within the Facilities Service Center.
  2. Obtain an RMU Vendor ID Badge which will be visibly displayed at all times while on campus.
  3. Be escorted by a Robert Morris University staff member at all times when in assigned student spaces (rooms, apartments or suites).
  4. Abide by the Time of Service and Verification of Maintenance and Repairs to Student Rooms, Suites or Apartments.
  5. Return to the Operations Center to sign out, return Vendor ID Badge, and report the status of the maintenance or repairs.

If service providers will be working in the residence halls for an extended period of time, ID badges and keys must be signed out daily with the Operations Center. RMU vendor ID badges and key rings should never leave campus.

Services Provided When Residential Facilities are Not Occupied by Students

During periods when the residential facilities are not occupied by resident students or their belongings, services may be provided at the discretion of the Facilities Department in communication with the Office of Residence Life. This may include, but is not limited to academic break periods, end of semester, end of academic year or when scheduled move out dates have passed. In the interest of safety and security, master keys however will still not be issued to non-RMU employees. University employees, as designated by the Facilities Department, will provide any vendors/contractors with access to areas that require a master key to gain entry, however it is not necessary that vendors/contractors be accompanied by a University employee at all times.

Emergency Situations

Emergency service calls may be conducted at any time as deemed necessary and appropriate. Outside vendors/contractors may enter the residence hall facilities escorted by Public Safety, Facilities, or Residence Life Staff. At no time should an outside vendor or contractor enter the building unaccompanied by an RMU staff member.

Regulations

Doors that have door closers or spring hinges are never intended to be held / propped open in any way.  This includes all building entrances, stairwell, mechanical, electrical and janitor’s closet doors.  Card access doors have door prop alarms installed on them to ensure they are closed and secured within the allowable time.  There are times when doors need to be propped open, removed or alarms deactivated.  To do so please contact Colonial Central to coordinate these steps.  Wood door wedges are not approved for use by the Facilities Management Department of Robert Morris University.  These door stops cause unnecessary damage to University property.

Approved commercial and in-house door stops can be picked up at Colonial Central in the Facilities Service Center.  Contractors and vendors will be issued door stops as needed upon signing in on Envoy.  Each commercial door stop comes with operating instruction, our staff can also assist in demonstrating proper use.

All Robert Morris University employees will be held accountable for any damages caused by propping doors incorrectly.