System Management - Office

C.E.S.P. 3-15: Operating Policies for State Extension Office Complex

Date Revised: 6-20-2014

Summary: To establish operating policies for the state extension office complex, buildings and grounds.

Building Maintenance

The director of the physical plant is designated as the building manager.

The director of the physical plant is responsible for all building and grounds maintenance operations.  Maintenance problems should be reported to the office of the director of the physical plant (ext. 2275).  Routine matters should be reported via electronic mail.  Report via phone only in emergencies.

Hours of Operation

The building will be open from 8:00 a.m. until 4:30 p.m. on regular business days.  Custodial personnel will be in the building until midnight on regular business days.  Prior to 8:00 a.m. and after 4:30 p.m. and on weekends and holidays access to the building may be gained only by use of a magnetic card and card readers located near the door to the right (south) of the main entrance, and the card reader located on the south (or rear) door.  All visitors must enter though the main entrance. This is the entrance facing University Avenue.

Parking

• The parking lot in front (west side) of the main building is for visitors parking, with the exception of twenty spaces that are marked for employee parking.  The employee and visitor parking are separated by a solid red line.  The employee parking is on the south end of the parking lot.  Four spaces are marked for visitors with disabilities who have appropriate authorization to park in these reserved areas.  

• Employees - Parking permits will be issued and must be appropriately displayed in the vehicle.  Parking permits can be obtained from the office of the Director of the physical plant.  Parking areas are located south of the building and between the front of the building and University Avenue, except those marked specifically for visitors.  Six spaces are marked for employees with disabilities who have appropriate authorization to park in these reserved areas, and are located in the south parking lot. 

• Secured Parking - A fenced, secured parking area located south of the main building and adjacent to the print media center is intended for University-owned vehicles and for the personal vehicles of persons traveling in University vehicles, who will be returning late or will be out overnight.  Others may obtain permission from the building manager to park overnight in this area on a space available basis.  University-owned vehicles should be parked in the secured lot at all times.

Security

Building security is handled on a contract basis by the University Police at the University of Arkansas at Little Rock.  Security officers make regular patrols of the Extension facility and are available for emergency situations when needed.  For emergency assistance, call the office of the director of the physical plant (ext. 2275).  When appropriate, the University Police may be called direct at 569-3400, but the office of the director of the physical plant must also be notified.

The South (rear) and West (near the main entrance) doors are magnetic locked doors.   You must have a magnetic card to enter these doors.  They are locked at all times.  Do not allow anyone to enter the building through these doors who is unknown to you and who is not an Extension employee.  All visitors should be directed to enter through the front entrance.

Surveillance cameras are operational on the parking lots, all external doorways and in all entry hallways on a 24-hour basis.

• Firearms - Possession of firearms in any state building or educational facility is prohibited by law.  Employees found in possession of firearms are subject to disciplinary action up to and including termination.

• Fire Regulations - Fire regulations require that certain doorways be closed at all times.  (These doors are equipped with an automatic closer.)  All personnel are expected to observe these regulations. 

• Magnetic Cards - Cards will be issued by the director of the physical plant to all faculty and to others on an as needed basis. 

• Room Keys - Keys will be issued by the director of the physical plant to all faculty and to others on an as needed basis. 

In Case Of Emergency

In case of an emergency the following steps should be taken:  

1. If it is life threatening, call 911. Notify the Physical Plant at Ext. 2275 immediately following your call to 911.

2. If someone is in a building appears to be acting strange, violent, or lost, call the Physical Plant at Ext. 2275.; If there is no response when you call the Physical Plant, call the UALR police at 569-3400.

3. If you smell smoke or gas, or see water overflowing in a building, call the Physical Plant at Ext. 2275. If there is no response, call Ext. 2250. 

4. If a circuit breaker is thrown, do NOT attempt to reset it.  Call building maintenance at Ext. 2335.  If there is no response, call Ext. 2254 and have maintenance paged.  If there is no response, call Ext. 2275. 

5. There are people unfamiliar to Extension who rent the use of our facility rooms.  Be observant and use good judgment.  All non-Extension personnel should enter through the front entrance ONLY.  Do NOT allow anyone to enter the building using your key cards or office keys. 

If something is stolen from you, contact the Physical Plant at Ext. 2275 as soon as possible.  We will assist you in contacting the police and taking whatever other action is necessary.  

Meeting Rooms/Auditorium 

Purpose: Maintain a repair and replacement reserve fund for the meeting rooms effective 07/01/05.

Extension faculty and staff use of the educational wing will be charged to their departments' Org. number and a department, grant, or indirect fund will be needed to be assigned to hold room reservations.

The Program and Staff Development Section will pick up the cost of meeting rooms/auditorium and equipment rates for in-service training.

When multiple sections use the educational wing together, they will have to decide whose budget to charge it to.

Meeting rooms/auditorium and equipment rates will be charged according to the charts below:

Equipment Rental Rates (flat fees):

Use of conference rooms located on each floor and the auditorium and meeting rooms in the educational wing must be scheduled by the receptionist. For the educational wing, priority will be given to official extension meetings. Others may use the facility on a space available basis. Appropriate fees may be charged for use by non-Extension related groups.

No food or drink is allowed in the auditorium at any time.

Meeting Room Rates

Equipment Rental Rates (flat fees):

Satellite Downlink Rates:

1. No fee will be charged for conferences scheduled and attended by Extension employees.
    

2. Non-U A campuses and partner agencies will be charged a $ 25.00 fee in addition to the meeting room rate for each half day that satellite downlink services are required.

Compressed Interactive Video Conference Rates:

1. No fee will be charged for conferences scheduled and attended by Extension employees.  
    

2. No fee will be charged to other U.A. System campuses for the use of the compressed video facilities, with the understanding that they, in turn, will not charge the C.E.S. for use of their facilities.  No technician will be provided by the C.E.S. to facilitate the conference.

3. Non-U A campuses and partner agencies will be charged $50.00 per hour for educational use and $100.00 per hour for staff meetings and other non-educational use.

4. Private businesses will be charged $200.00 per hour.

5.  Technician fees will be $20.00 per hour during normal working hours; $30.00 per hour on nights and weekends.

6. A technician must be scheduled a minimum of two weeks in advance.  Scheduling of a technician is based upon availability and is not guaranteed. 

7. Contact the Department of Information Technology at 671-2192 for compressed video use or rental.  Contact Communications and Marketing at 671-2127 for satellite downlink use or rental.

Canteen

A canteen and employee break area is located on the first floor.  Employees are expected to utilize this area for rest breaks.  The lobby area should be reserved for visitors only.  Liquids taken from the canteen area must be in a covered container. 

Coffee Cups In Hallways

The carrying of open beverage cups in hallways is prohibited.  This is necessary to protect the hallway carpets from unnecessary stains.

Refrigerators and Microwave Ovens

Extension owned refrigerators and microwave ovens are placed at various locations in the building for employee use.  Refrigerators will be cleaned each Friday.  Items left in the refrigerators will be discarded at that time.

Radios, Television Sets and Electric Space Heaters

Personal radios and television sets are permitted in private offices only.  The use of electric space heaters is prohibited.

Door Signs

Door signs identifying offices and personnel assigned are affixed by building management.  No other signs are authorized without permission from the building manager. 

Hallways, Doors, Stairways

Hallways, doors and stairways must be kept free of any obstructions that might inhibit passage.  No additional locks, hooks or attachments shall be placed upon any door or window of the building.  No items will be attached to lobby or hallway walls or doorways without permission from the building manager. 

Hanging Pictures, etc.

Pictures, certificates, plaques, etc., may be hung in private offices at the discretion of the occupant if the size and weight of the item can be supported with picture hooks or small nails.  Items requiring screw anchors, toggle bolts or molly bolts are not permitted.  Shelving may not be attached to the wall.

Plants and Flowers

Live plants are allowed in private offices and public spaces in the building.  All plants must be located inside solid containers with saucer to hold water.  Employees are encouraged to take care when watering plants to avoid spillage. 

The routine placement of live plants will not be allowed on secretarial work stations with wood surfaces.  They may be used in other locations within the secretarial work area, as long as they do not give a cluttered appearance. 

Seasonal plants and cut flowers received as gifts to secretarial staff will be allowed on work stations. 

Bulletin Boards

The official bulletin board is located in the hallway near the south entrance of the building.  Other materials may be posted on the bulletin board located in the canteen area. 

Employee Identification Cards

All faculty and staff must obtain a Cooperative Extension Service photo identification card to utilize certain services of the U.A.L.R. campus.  Cards may be obtained at the Reception Services Desk in the U.A.L.R. Donaghey Student Center.