Frequently Asked Questions

Work Orders

Have you received my work order?

What does my work order status mean?

Status Description

CA	Cancelled (Closing comments will explain why the work order was cancelled)
CD	Construction Department (Work order is to be addressed by the Construction Department, not Facilities. Facilities Services will notify Construction of the work order request).
CL	*Closed* (Review closing comments to read details on the completed work)
DF	Deferred (Postponed, or put off for a later time. Review the closing comments for more details.)
DP	*Duplicate* (The work order was marked duplicate because there was more than one submission.)
HOLD	On hold for authorization (Request needs to be discussed and decided by Management before passing on the work order to a Foreman.)
IP	In progress (Work order has been assigned to a mechanic by the Foreman, and repairs are in progress)
PI	Requires more information (Work order is missing details and/or pictures. An email/call has been made requesting the details from the work order requester).
RC	Ready to close (The work order is being reviewed by the Manager/Foreman for completion).
S	Scheduled (The work for repairs has been scheduled.)
SRN	*Site Response Needed* (Awaiting the site's response to proceed with the work order)
WF	Foreman is reviewing the work order (Foreman is in the process of reviewing and assigning the work order.)
WFS	Requires the attention of the Field Supervisor (Field Supervisor(s) are in the process of assigning the work order.)
WP	Waiting Parts (After assessing the work order, parts are needed and Facilities is in the process of ordering/receiving.)
WV	*Waiting for Vendor* (Facilities is in contact with a vendor, we are waiting for a pending action, such as scheduling, walk-throughs, and fingerprint clearances.)

When will my work order be completed?

What is the difference between a Work Order and Facilities Improvement Project Request (FIPR)?

Repairing or replacing existing equipment or building conditions is considered routine maintenance and should be submitted as a work order. Any proposed modifications, additions, removals, or changes in use of space beyond general maintenance should be submitted as an FIPR.

Please review the Appendix shown on the Facility Improvement Project Request page for examples of work orders versus an FIPR.

Keys

How do I request a key(s)?

How do I request an access ID card/Key fob?

Access ID Card

District employees whose work location is the District Office (Marengo building) or the Transportation department are issued access ID cards/key fobs.

Marengo building employees:

HR will provide the security booth with an approved photo ID badge request form
After your photograph is taken at the security booth, it will be printed on a programmed ID card
Once the ID is programmed, Facilities will email you to arrange a pick-up

Key Fob

Transportation employees:

Submit a work order requesting a key fob, include: name of recipient and title

How am I notified my key(s) are ready for pickup?

How do I report my lost/stolen keys?

All lost or stolen key(s) should be reported immediately to the District's Safety Coordinator, Michael Barbara, and Facilities Services ([email protected]) via email.

Additionally, please submit a work order that includes the previous key number and request a replacement. Attach a copy of the key issuance form to the work order and include the written statement. (Please obtain a copy of your issuance form from the Office Manager or Key Box Holder)

Note: Key replacements will be issued once the fees related to the lost key(s) have been paid.

How do I pay for my lost key(s)?

Utilities

How can I be notified of utility shutdowns?

In the event of a utility failure, who do I contact?

Please call the Facilities Services Office at extension 6500 and report the nature and location of the failure.

Facilities personnel will be dispatched to the scene to take immediate steps to safeguard life and property. An accurate appraisal of conditions will be made, and equipment and/or personnel needed will be determined.
Facilities personnel will assess the effects of the failure and estimate the impact on facilities and personnel.
Facilities Services will notify all appropriate personnel of the utility failure and provide updates.

I smell natural gas. Who should I contact?

Elevators

Are the elevators safe to ride?

If I am trapped in an elevator, what should I do?

First, please stay calm. Press the elevator "HELP" button and let the operator know you are trapped. They will dispatch a technician immediately as well as notify the district's elevator contact.
If you have your cell phone on hand, please contact your Site Admin, who should, in turn, call the district's contact.
If you are unable to reach your Site Admin by phone, push the "ALARM" button to sound the alarm and notify people outside that you are stuck in the elevator.
Do not call 9-1-1 unless you are in immediate danger (e.g., physical harm, medical emergencies, etc.)

It takes time for an elevator technician to travel to the problematic elevator. Some elevator rescues might take minutes; other times, it may take longer for the technician to travel to the site and troubleshoot the problem. If the district's contact arrives at the site first, the technician will provide them with directions to assist in getting the person out.

We understand how unpleasant and unsettling entrapments are, and do everything in our power to avoid them and respond to them sensitively and quickly when they do occur.

Who maintains the elevators on campus?

Facilities Services oversees the elevators within the Alhambra Unified School District. Facilities Services administers the maintenance contract with Elevator Security Systems. Please report ANY elevator problem, and we will respond to the calls immediately. If you are aware of a problem with an elevator on campus, please contact Facilities Services, Monday through Friday, 6:30 a.m. to 4:30 p.m., and submit a work order.

Facilities Services and our vendor, Elevator Security Systems, take elevator safety and reliability very seriously.

Furniture Request(s)

How do I request for new or replacement furniture?

Services (Custodial, Grounds, and Maintenance)

When does the grounds crew support our school site?

Does Facilities Services provide tables and chairs for school events?