Welcome to USD 383. We are glad you are here. This document was developed to provide an overview of our District Maintenance Department and should serve as a guide for current and future building administration to answer questions about proper procedures for maintenance related items. This overview will be updated periodically. We hope that you find some benefit in the information provided.

Our District Maintenance office is housed in the Keith Noll Maintenance Center located at 2031 Casement Road. Our team supports and maintains approximately 1.6 million square feet of building spaces and just under 310 acres of grounds at the District’s twenty-four locations.

We serve the following locations:

• One High School Campus – 26.7 acres
• Two Middle Schools
  • Anthony – 39.1 acres
  • Eisenhower – 33.3
• Four Small Elementary Schools
  • Bluemont – 2.9 acres
  • Ogden – 2.9 acres
  • Theodore Roosevelt – 2.9 acres
  • Woodrow Wilson with Osage parking lot – 3.1 acres
• Six Large Elementary Schools
  • Amanda Arnold – 10.3 acres
  • Frank Bergman – 9.5 acres
  • Lee – 8 acres
  • Marlatt – 10 acres
  • Northview – 15.9 acres
  • Oliver Brown – 22 acres
• Two Early Learning Centers
  • College Hill – 2.1 acres
  • Eugene Field – 3.4 acres
• Seven District Support Staff and Athletic Locations
  • Lincoln Education Center – 7.7 acres
  • Bishop Stadium – 19 acres
  • Central Kitchen – 3 acres
  • Warehouse – 4.9 acres
  • Keith Noll Maintenance Center – 3 acres
  • Robinson Education Center – 1.5 acres
  • Transportation – 3 acres
• Two vacant properties
  • Blue Township Property – 50 acres
  • Miller Ranch Property – 25.5 acres

Our full team consists of 85 full-time and part-time employees.

The custodial team consists of 69 employees covering both day and evening shifts. Our typical Day Custodian works a 6:00am-3:00pm shift (Monday-Friday), while a Night Custodian works a 3:00pm-12:00am shift (Monday-Friday). Each Custodian will clock out for an hour lunch period, usually from 9:30am10:30am for days and from 7:00pm-8:00pm for nights, unless building usage requires a flex lunch to cover an event. Two 15-minute breaks are also provided.

Below is a breakdown of our custodial team:

• 62 Full-time Custodians
• 4 Part-time Custodians
• 3 Substitute/Summer Custodian to cover absences on evening shift and to help with summer deep cleaning and grounds duties 

Our maintenance team consists of 16 employees including:

• Director
• Assistant Director of elementary and early learning sites
• Assistant Director of secondary and support services sites
• Administrative Assistant
• Maintenance Generalist
• Electricians
• Plumbers
• Carpenter
• Painter
• HVAC Technicians
• Locksmith

With multiple buildings, Administrators, and assignments, it is necessary to direct questions about facilities personnel or work requests to the correct Maintenance Representative to ensure that each situation is handled properly and in a timely manner. Below is a list of Maintenance contact information as well as the sites each is responsible for:

Jack Platt – Assistant Director of Maintenance and Facilities for Secondary Schools and Support Sites

Office Phone: 785-587-2180

Cell Phone: 785-473-XXXX

• Anthony Middle School
• Bishop Stadium
• Central Kitchen
• Eisenhower Middle School
• Lincoln Education Center
• Lincoln Education Center Gym
• Manhattan High School
• Robinson Education Center
• Transportation Services
• Warehouse Facility 
   

Troy Seirer – Assistant Director of Maintenance and Facilities for Elementary and Early Learning Sites

Office Phone: 785-587-2180

Cell Phone: 785-410-XXXX

• Amanda Arnold Elementary
• Bluemont Elementary
• College Hill Early Learning
• Eugene Field Early Learning
• Frank Bergman Elementary
• Lee Elementary
• Marlatt Elementary
• Northview Elementary
• Ogden Elementary
• Oliver Brown Elementary
• Theodore Roosevelt Elementary
• Woodrow Wilson Elementary 
   

Matt Davis – Director of Maintenance and Facilities

Office Phone: 785-587-2180

Cell Phone: 785-770-XXXX

• All District locations

As a reminder, parents, teachers, etc. shall not be directed to contact our Maintenance office directly without first proceeding through the proper chain of command utilizing the concerns matrix.

Athletic fields exist at Eisenhower Middle School, Anthony Middle School, Bishop Stadium, and Manhattan High School. Athletic fields at those locations are maintained by USD 383 Maintenance. The Athletic Director at each site is responsible for submitting a Master Library request for the first field painting of the year. This request should be submitted no later than two weeks before the first painting is required. Work order should include an event schedule, so that paint can be touched up as needed prior to events.

USD 383 Maintenance will provide the following services at the sites listed:

• Bishop Stadium
  • Clean up after events
  • Sweep and groom synthetic field as needed
  • Set up scoreboard and field for soccer and football games
  • Mow and trim within the fenced area of the stadium
  • Add sand to jumping pits as needed per athletic director Master Library request
  • Maintain and repair irrigation system on sloped areas
• Manhattan High School
  • Aerate fields annually or as needed
  • Mow practice fields
  • Paint fields - first painting and touch up/repaint as required during sports season
• Eisenhower Middle School
  • Aerate fields annually or as needed
  • Mow practice and game fields
  • Paint fields – first painting and touch up/repaint as required during sports season
  • Maintain and repair irrigation systems on game and practice fields
  • Provide cleanup assistance through building custodial team
  • Add sand to jumping pits as needed per athletic director Master Library request
• Anthony Middle School
  • Aerate fields annually or as needed
  • Mow practice and game fields
  • Paint fields – first painting and touch up/repaint as required during sports season
  • Maintain and repair irrigation systems on game and practice fields
  • Provide cleanup assistance through building custodial team
  • Add sand to jumping pits as needed per athletic director Master Library request
     

Athletic Directors/Coaches will be responsible for removing track equipment (mats, pits, etc.) from storage facilities at the beginning of the season and will also be responsible for taking these items back to storage facilities. This setup allows student athletes to assist with setting up and taking down equipment, thereby learning how to properly set up equipment while spreading the work out amongst many hands. Maintenance will provide a maintenance team member to assist with packing the equipment back into the storage area at Bishop only.

Any issues with those fields should be reported using Master Library. For emergencies at those sites, contact Jack Platt, Assistant Director of Maintenance for Secondary Schools and Support Services.

In addition to the above District owned athletic fields, several other non-district sites are used for District athletics. Those sites are Cico Park (owned by Riley County) which is used for track and field events, Warner Park (owned by the City of Manhattan) which is used for cross country events, Norvell Field (owned by the City of Manhattan) which is used for baseball, and Annenberg Park (owned by the City of Manhattan) which is used for softball, soccer, and cross country. USD 383 Maintenance provides mowing and painting of the cross-country course at Warner Park, painting of the cross-country course at Annenberg Park, and painting of the field event areas and installation of discus net at Cico Park. Any issues with those fields other than USD 383 responsibilities listed above should be addressed by contacting the owner listed.

Backflow prevention devices are located on several water systems throughout our district buildings. They are required by local codes to prevent backflow contamination of the City’s fresh potable water system. The City requires an annual inspection of each device by a certified technician. USD 383 Maintenance will coordinate the annual device inspection at the following sites for the systems listed:

• Amanda Arnold Elementary School – fire sprinkler system – Jayhawk Fire
• Anthony Middle School – HVAC, irrigation, and boiler systems – Thermal Comfort
• Anthony Middle School – fire sprinkler system – Jayhawk Fire
• Bluemont Elementary School – fire sprinkler system – Jayhawk Fire
• Eisenhower Middle School – HVAC, irrigation, and boiler systems – Thermal Comfort
• Eisenhower Middle School – fire sprinkler system – Jayhawk Fire
• Frank Bergman Elementary School – boiler system and HVAC system – Thermal Comfort
• Frank Bergman Elementary School – fire sprinkler – Jayhawk Fire
• Keith Noll Maintenance Center – boiler system – Thermal Comfort
• Lee Elementary School – boiler system, HVAC, and irrigation systems – Thermal Comfort
• Lee Elementary School – fire sprinkler system – Jayhawk Fire
• Lincoln Education Center – boiler and HVAC systems - Thermal Comfort
• Lincoln Education Center - East Gym - fire sprinkler system – Jayhawk Fire
• Marlatt Elementary School – boiler system and HVAC system – Thermal Comfort
• Marlatt  Elementary School – fire sprinkler system – Jayhawk Fire
• Manhattan High School – boiler, HVAC, and irrigation systems – Thermal Comfort
• Manhattan High School – fire sprinkler system – Jayhawk Fire
• Northview Elementary School – boiler, HVAC, and irrigation systems – Thermal Comfort
• Northview Elementary School – fire sprinkler system – Jayhawk Fire
• Oliver Brown Elementary School – boiler and HVAC systems – Thermal Comfort
• Oliver Brown Elementary School – fire sprinkler system – Jayhawk Fire
• Ogden Elementary School – boiler system and HVAC system – Thermal Comfort
• Ogden Elementary School – fire sprinkler system – Jayhawk Fire
• Theodore Roosevelt Elementary School – fire sprinkler system – Jayhawk Fire
• Theodore Roosevelt Elementary School  – irrigation system – Thermal Comfort
• Warehouse – fire sprinkler – Jayhawk Fire
• Woodrow Wilson Elementary School – fire sprinkler system – Jayhawk Fire

Since the 2008 bond projects, the district has taken a proactive approach to building safety and security; installing electronic locks, AiPhone systems, and access control systems at all District attendance centers and support sites. In June 2019, we began combining District identification badges with key access badges 3 allowing District personnel to use one badge for multiple uses. As of July 1, 2024, all employees will use their badge rather than keys, to access all doors at all District buildings.

All USD 383 employees, interns, volunteers and substitutes are required to always wear an identification badge while present in a USD 383 location unless the organization determines that identification presents a safety risk to the employee, volunteer, or substitute. The identification badge must be worn on the person’s clothing so that it is visible to other employees, volunteers, and security personnel.

When an employee or volunteer, whom the office staff/receptionist/security personnel does not recognize, arrives at the facility without an appropriate identification badge, the office staff/receptionist/security personnel will assist that person as provided below:

• A person without a badge shall present photo identification. The staff will check the name against the current employee or volunteer roster and, if the identification is verified, the staff will require the person to sign in and then issue a temporary “Employee” identification badge.
• If the staff is unable to verify employment or volunteerism, the staff will contact the person’s department or office by phone to seek verification. If employment or volunteerism is verified, the staff will require the person to sign in and then issue a temporary identification badge. If employment or volunteerism cannot be verified, the person will be denied access.
• Employees or volunteers without badges, but who are known by the staff, will be required to sign in and then be issued a temporary badge, which they must return at the end of the workday. Employees should never allow someone else to use their assigned badge. This action could result in immediate dismissal.
   

Badges – Activation, Deactivation, Expiration, Lost, or Broken

Each District employee will receive a badge when they attend New Employee Orientation at Human Resources. This badge will be active to use District time clocks and identify the individual as a District employee. The badge WILL NOT be active to operate District door access control systems on any doors within the district until completion of the following:  

• The employee should notify the Building Administrator at the building they are assigned and provide the Administrator with the last six digits of the badge number on the back side of the badge.
• The Building Administrator will need to enter the employee’s information into the building’s spreadsheet and check the boxes for required employee access levels. Items to be included on the spreadsheet are the employee’s name, employee’s badge number, and building access levels desired for the employee. 
• A Master Library request should be made, and the spreadsheet should be attached to that request.
• If an employee works in more than one building, the employee will need to check in with each Building Administrator. Each Building Administrator submits a Master Library request with the following information to have the badge activated for their building:
  • Employee name
  • Six-digit badge number
  • Access times
     

Other Badge Specifics:

• Only Building Administrators can submit badge activation requests.
• Non School Day (professional development days, workdays, etc.)
  • Some classified staff – Paras/Aides/Kitchen Staff will not have access to the building – this will be automatically programmed.
• Summer
  • Most classified staff will not have access to the building – this will be automatically programmed.
  • Teachers and 12-month staff will have access to the building and that access will follow how they first assigned their access rights. If construction is happening at a building during the summer, all summer access rights may be suspended.
• Summer Program Staff – Administrator of summer program will need to submit a Master Library request for employees to have summer access.
• Lost or broken badge
  • Report lost badge to building administrator immediately
  • Building administrator submits a Master Library request to deactivate badge
    • Request should include name of employee.
      • The employee will need to go to Human Resources to obtain a new badge.
        • A $5.00 replacement fee will be paid by the employee.
        • Employee get their picture taken and receive a new badge – the key access part of the badge is not yet active.
      • The Building Administrator submits a Master Library request with the following information to have the new badge activated:
        • Employee name
        • Six-digit badge number
        • Access level
• Misplaced badge
  • Report misplaced badge to Building Administrator immediately
  • Building Administrator submits a Master Library request to deactivate badge
    • Request should include name of employee.
  • If the badge is found, the Building Administrator submits a Master Library request to reactivate the badge.
  • If the badge is not found, the employee will need to go to Human Resources to obtain a new badge.
    • A $5.00 replacement fee will be paid by the employee.
    • Employee gets their picture taken and receives a new badge – the key access card part of the badge is not yet active.
    • Employee must bring their new badge to the building and check in with the Building Administrator.
    • Building Administrator submits a Master Library request with the following information to have the new badge activated:
      • Employee name
      • Six-digit badge number
      • Access level
• Employee Resignation/Termination
  • It is the responsibility of the Building Administrator to collect the badge and their key(s) and submit a Master Library request to deactivate the badge.
  • Building Administrators are responsible for all employee resignations/terminations. If there is a concern about Paraprofessional resignations, etc. the building administrator must have a conversation with that department/teacher to set up a formalized process.
    • For example: After talking together, the Building Administrator and Special Education Teacher have decided that when a Paraprofessional leaves, the Special Education Teacher will submit a Master Library request with the necessary information. The Teacher will also email the Building Administrator with the same information. Master Library will send an email confirmation when the process has been completed.
    • The Building Administrator must shred the badge. DO NOT THROW IT AWAY – IT MUST BE SHREDDED.
  • If a building administrator leaves or is terminated – Keys and badge MUST be turned into Eric Reid at Lincoln Education Center
  • If there is an emergency and the key access badge needs to be deactivated immediately, call Jake at 719-966-7035 and then follow up with a Master Library request.
• Badge Expiration/Renewal
  • Badges assigned to 12-month employees, certified staff, and administrators will deactivate on August 1st each year.
  • Badges assigned to classified staff who are not in the above listed groups will deactivate on the last day of school in May each year.
  • Building Administrators should submit key badge spreadsheets with non-returning staff before they leave for the summer.
  • Building Administrators should submit key badge spreadsheets with returning staff before leaving for the summer in June. The earlier these are submitted, the less chance there will be for interruptions to access when badges deactivate on August 1st.  
     

Badges - Access Levels

• District Staff
  • Custodial/Mechanical Rooms
    • All custodial and mechanical rooms are keyed/programmed to a building master key to limit access to those areas by unauthorized individuals. Storage within these spaces should be limited to maintenance and custodial items only per fire regulations. Any other storage should be removed immediately and relocated.
  • Kitchens
    • Access to kitchens districtwide should be limited to Child Nutrition personnel and other district staff approved by Child Nutrition Director. Child Nutrition will provide the necessary cleaning services as required by the health department codes.
  • IT Closets
    • Access to IT Closets districtwide is limited to IT staff and required maintenance staff.
  • Office Common Areas
    • Access to office common areas is limited to building staff and district staff requiring access.
  • Office Areas 6
    • PRINCIPAL/ASST. PRINCIPAL OFFICE
      • Access limited to Principal, Asst. Principal, Building Office Professionals, Custodians, and district staff requiring access.
    • Records/Vault
      • Access limited to Principal, Asst. Principal, Building Office Professionals, and district staff requiring access.
    • Nurse
      • Access limited to Principal, Asst. Principal, Building Office Professionals, Nurse, Custodians, and district staff requiring access.
    • Classrooms
      • Access to classrooms is limited to Principal, Asst. Principal(s), Office Professionals, Teachers, Paraprofessionals, Custodians, and district staff requiring access.
         

Traditional Substitutes

All USD 383 buildings will follow the procedures outlined below for substitute badges:

1. Substitute is welcomed at the front desk of the school.
2. Substitute will be issued a yellow lanyard with a key card and/or key.
3. Substitute will be asked to leave car keys in the office during the day and can pick them up at the end of the day when they turn in the lanyard and key card and/or key.
4. Substitute should wear the lanyard and key card and/or key around their neck and have it visible throughout the school day. The yellow lanyard with “USD 383 Substitute” is a visual clue for all in the school.
5. The principal or his/her designated office professional(s) are responsible for keeping track of all substitute badges. If a badge is lost, broken, or misplaced, the OP and/or principal should submit a Master Library immediately to deactivate that badge and order a new badge. If a new badge is issued, please only use a yellow USD 383 Substitute lanyard.

Each building will be starting the 25-26 school year the following number of badges:

• College Hill, Eugene Field, Bluemont, Ogden, Theodore Roosevelt, Woodrow Wilson – 15
• Amanda Arnold, Frank Bergman, Lee, Marlatt, Northview, Oliver Brown – 20
• Anthony, Eisenhower – 25
• Manhattan High – 35
• It is the responsibility of the principal or his/her designated office professional to make sure that those numbers are consistent throughout the school year.
• If a badge stops working, please submit a Master Library ticket so that Maintenance can check it out. Do not shred it or throw it away.

Substitute badges are programmed as follows:

• Have the following set hours of activation Monday through Friday
  • College Hill and Eugene Field – 7:00 a.m. – 6:00 p.m.
  • Elementary Schools – 8:00 a.m. – 4:30 p.m.
  • Secondary Schools (AMS, EMS, and MHS) – 7:00 a.m. – 3:15 a.m.
• Allow the substitute to enter the building from an exterior door
• Allow the substitute access to common spaces within the building
   

Long-Term Substitutes

All USD 383 buildings will follow the procedures outlined below for long term substitute badges:

• Substitute is welcomed at the front desk of the school.
• Substitute will be issued a green long-term substitute badge on a yellow lanyard.
• The Building Administrator will submit a Master Library request to have the long-term substitute badge activated. The request must include the following: Name of long-term substitute, name of teacher they will be a long-term substitute for, number of long-term sub badge, and dates of activation. Badge will be programmed to have the same access as the teacher they are substituting for.
• If the long-term substitute is substituting at multiple buildings, one long term substitute badge may be used at all locations, however it is the responsibility of the Building Administrator at each building to follow the activation process for the long-term substitute badge for their respective building.
• Substitutes should wear the lanyard and badge around their neck and have it visible throughout the school day. The green lanyard with “USD 383 Substitute” is a visual clue for all in the school.
• The principal or his/her designated office professional(s) are responsible for keeping track of all longterm substitute badges. If a badge is lost, broken, or misplaced, the OP and/or principal should submit a Master Library immediately to deactivate that badge and order a new badge. If a new badge is issued, please only use a yellow USD 383 Substitute lanyard.
• Each building will be starting the 25-26 school year the following number of long-term substitute badges:
  • Early Learning – 3
  • Elementary – 5
  • Middle Schools – 8
  • High School – 10

It is the responsibility of the principal or his/her designated office professional to make sure that those numbers are consistent throughout the school year. If a badge stops working, please submit a Master Library ticket so that Maintenance can check it. Do not shred it or throw it away.

Interns

All USD 383 buildings will follow the procedures outlined below for Intern badges:

• Intern should report to USD 383 Human Resources to have their picture taken and receive a badge.
• Intern should enter the building through the front door and sign in at the front desk.
• Intern should notify the Building Administrator at the building they are assigned and provide the Administrator with the last six digits of the badge number on the back side of the badge.
• Intern badges will not have a barcode on the back since this is only used for timeclock purposes and interns do not clock in and out.
• The Building Administrator will need to enter the intern’s information into the building’s badge spreadsheet and check the boxes for required employee access levels.
• Items to be included on the spreadsheet are:
  • Intern’s name
  • Intern’s six-digit badge number
  • Dates of activation
• A Master Library request should be made, and the spreadsheet should be attached to that request.
• Intern should return the badge to Building Administrator at the end of internship.  Building Administrator should submit Master Library for badge deactivation.
• Intern badges are programmed as follows:
  • Have the following set hours of activation Monday through Friday
    • College Hill and Eugene Field – 7:00 a.m. – 6:00 p.m.
    • Elementary Schools – 8:00 a.m. – 4:30 p.m.
    • Secondary Schools (AMS, EMS, and MHS) – 7:00 a.m. – 3:15 a.m.
    • Allow the intern to enter the building from an exterior door
    • Allow the intern access to common spaces within the building
       

All USD 383 buildings will follow the procedures outlined below for Boys and Girls Club badges:

• Boys and Girls Club Administrators
  • Boys and Girls Club COO will email USD 383 Onboarding Specialist about badge needed for new Boys and Girls Club Administrator.
  • New Boys and Girls Club employee will report to USD 383 Human Resources to have picture taken and will be issued a badge.
  • COO of Boys and Girls Club will submit employee name and six-digit badge number to Jason M. Heikes/Jason J. Heikes/Matt Davis/Troy Seirer/Jack Platt for activation via spreadsheet located in BGC Teams folder.
  • Badges will be activated for all USD 383 locations that host Boys and Girls Club programs for the following dates and times:
    • 6:45 a.m. – 8:45 a.m. - Monday through Friday
    • 3:00 p.m. - 6:30 p.m. - Monday through Friday
  • Access ends on the last day of school in May unless extended for summer use by Boys and Girls Club COO. Notification of extension should be submitted a minimum of two weeks prior to start of summer program.
• Boys and Girls Club Unit Directors
  • Boys and Girls Club COO will email USD 383 Onboarding Specialist about badge needed for new Boys and Girls Club Unit Director.
  • New Boys and Girls Club employee will report to USD 383 Human Resources to have picture taken and will be issued a badge.
  • COO of Boys and Girls Club will submit employee name and six-digit badge number to Jason M. Heikes/Jason J. Heikes/Matt Davis/Troy Seirer/Jack Platt for activation via spreadsheet located in BGC Teams folder.
  • Badges will be activated for specific USD 383 locations that host Boys and Girls Club programs for the following dates and times:
    • 6:45 a.m. – 8:45 a.m. - Monday through Friday
    • 3:00 p.m. - 6:30 p.m. - Monday through Friday
    • Access ends on the last day of school in May unless extended for summer use by Boys and Girls Club COO. Notification of extension should be submitted a minimum of two weeks prior to start of summer program.
• Building Level Boys and Girls Club Badges
  • Boys and Girls Club COO will provide the following number of building specific badges to Unit Director at each USD 383 location:
    • Amanda Arnold – 9
    • Bluemont – 11
    • Frank Bergman - 11
    • Lee – 11
    • Marlatt – 13
    • Northview – 17
    • Ogden - 5
    • Oliver Brown – 7
    • Theodore Roosevelt – 15
    • Woodrow Wilson – 5
  • Boys and Girls Club COO will submit badges via spreadsheet for activation at specific locations during the following days and times:
    • 6:45 a.m. – 8:45 a.m. – Monday through Friday
    • 3:00 p.m. – 6:30 p.m. – Monday through Friday
    • Access ends on the last day of school in May unless extended for summer use by Boys and Girls Club COO. Notification of extension should be submitted a minimum of two weeks prior to start of summer program.
  • Boys and Girls Club COO is responsible for all badges assigned to Boys and Girls Club and distributing badges at the beginning of the school year and collecting them at the end of the school year.
  • If a badge stops working, please notify Matt Davis/Jack Platt/Troy Seirer/Jason J. Heikes/Jason M. Heikes, so that Maintenance can check it. Do not shred it or throw it away.
  • Report lost badge to Matt Davis/Jack Platt/Troy Seirer/Jason J. Heikes/Jason M. Heikes immediately.
    • Report should include six-digit number of badge.

Badges – Summer

• Paras, Aides, Bus Drivers, and Bus Monitors will not have access to the building during the summer – this will be automatically programmed.
• Teachers and 12-month staff will have access to the building unless construction during the summer limits building access.
• Summer Program Staff – Administrator of summer program will need to submit a Master Library request for employees to have summer access. Request shall include employee’s name, badge number, and required access and shall be submitted two weeks prior to the program start date.

Keeping students and staff safe is one of the highest priorities and responsibilities of USD 383. We continue to find new ways to build on past improvements to make necessary improvements for the future. Two notable improvements are electronic access controls on both interior and exterior building doors and an AiPhone system at each building. The AiPhone system allows USD 383 staff to communicate with visitors via an audio/video camera without allowing visitors inside the building. The electronic access control system allows building staff to unlock the door to allow visitors into the office by pressing a button.

Exterior doors shall remain closed, locked, and latched during school hours to prevent unauthorized entry. Exterior doors are equipped with a siren to notify building administration when a door has not latched and locked correctly. No exterior door shall be propped open or have panic bars strapped/taped down to prevent the door from latching appropriately.

Burglar Alarm Systems and After Hours Sign In

All USD 383 buildings are equipped with burglar alarm systems to prevent unauthorized entry into the building after hours. It is the responsibility of each building administrator to implement and maintain an after-hours sign in/sign out procedure at their respective building to prevent false alarm calls. Most buildings already have a sign-in/sign-out sheet next to the alarm keypad at their building. This sheet should include the following column headings: date, name, time in, and time out. All individuals entering the building on non-school days or after hours should enter through the exterior door where the alarm keypad is located. They should first check to see if the alarm is armed and disarm it if needed. After the alarm is disarmed they should sign in on the sign-in/sign-out sheet and proceed into the building. When exiting the building, they should sign out using the same sheet. If no one else is signed in, then the individual should rearm the alarm and exit the building. Care should be taken to prevent rearming the alarm if the building is still occupied.

In the event that the burglar alarm is set off, the alarm monitoring company will attempt to call the main office of the building where the alarm is sounding. If the alarm is set off, proceed to the main office and answer the phone, giving the operator the passcode to cancel the alarm. Any employee with after-hours access should know how to operate the alarm and should know the passcode needed to cancel the alarm. If the main office phone is not answered, the alarm monitoring company will place a second call to the building administrator’s cellular phone. If there is no answer from the building administrator, the alarm monitoring company will continue down the emergency contact list for each building. If they reach the end of the list without anyone answering, they will call Riley County Police Department to dispatch an officer to the location.

1. Building Main Office
2. Building Administrator Cellular Phone
3. Maintenance On-Call Technician Phone
4. Maintenance 1
5. Maintenance 2
6. Maintenance 3
7. Maintenance 4
8. Maintenance 5
9. Maintenance 6
10. Maintenance 7
11. Maintenance 8
12. Maintenance 9
13. Maintenance 10
14. Maintenance 11
15. Riley County Police Department

Questions regarding the operation of your building burglar alarm system should be directed towards the Assistant Director of Maintenance who oversees your respective building.

Our district uses capital outlay funds for a variety uses, whether it be new buses at Transportation or computers/tablets for our Technology Department. These funds are also utilized by our Maintenance Department for capital improvement projects at all District locations. Some examples of capital projects are; furniture, roof replacement, HVAC replacement, plumbing repair, masonry repair, parking lot repair, sidewalk repair, asbestos abatement, electrical upgrades, new custodial/maintenance equipment, window and door replacement, floor covering, fencing, and security upgrades. Most of these major building improvements are on a schedule to be entered into the capital outlay budget when they are nearing the end of their useful life. If building administrators have a specific capital outlay project they would like to submit for their respective building, they will need to fill out the necessary REQUEST FOR BUILDING CAPITAL OUTLAY request form and return to the Director of Facilities and Maintenance no later than February 1st, to have it considered for the upcoming fiscal year.

Mounting Items to Doors and Walls – Damage Repair

With approximately 1.6 million square feet of building space and just under 310 acres of grounds, the assessed values of our district facilities as of June 2019, total just over $257 million dollars. Care should be taken when attaching items to walls or doors to ensure that it will not result in damage to the surface. Repairing of damaged surfacing accounts for a significant number of maintenance requests generated each year. This damage is preventable by following a few basic rules.

• DO NOT USE any glue or hot glue substance to affix items to any building surface.
• DO NOT USE duct tape or any other tape material to affix items to any building surface.
• DO NOT USE staples to affix items to any building surface.
• DO NOT permanently affix items to walls (ie: tiles)
• DO USE tack strips or bulletin boards to display items.
• DO USE painter’s tape that is safe for painted and sheetrock surfaces to affix light items to building surfaces.

For our custodial team, the number one request is mess cleanup/carpet staining. In effort to reduce these requests, we ask that everyone follows a few basic rules listed below:

• DO NOT USE any paint or dye substance on top of a carpeted area. If this must be done, protect the flooring with a plastic barrier or tarp of adequate size to keep the carpet safe.
• DO NOT USE any paint or dye substance in any gym area. If this must be done, protect the flooring with a plastic barrier or tarp of adequate size to keep the floor covering safe.
• DO NOT USE playdough, slime, or any similar substance on top of a carpeted area.
• DO USE spill proof containers when transporting staining liquids over carpeted areas.
• DO USE tarps, plastic and other materials to protect building surfaces from staining.

If a mess is made, the individuals who made the mess must clean it up. They shall notify the building custodian immediately if they need additional guidance or assistance with clean up. In the event of a carpet stain, the building custodian shall be notified to help with the proper cleanup.

We would ask that students and teachers take just a few seconds at the end of each day to pick up pencils, papers, crayons, etc. within their classrooms. This helps our custodial staff to be more efficient as they are cleaning the buildings, which will allow them to provide students and staff with a much cleaner building.

Painting

It has not been the practice of Maintenance to repaint entire buildings each year, though this is something that is being explored for the future. During the 2018 bond, a list of paint colors for each building will be established to maintain consistency. No colors except for those listed for each school will be approved for use.

Personal Property and Household Appliances

Each building has an area designated for a staff breakroom/lunchroom. This area should be the only area where appliances such as refrigerators, microwaves, coffeemakers, toaster ovens, etc. should be located. Other personal appliances in other areas of the building shall be removed immediately. Under no circumstances should open flames or candles be used in any district owned facility except in designated spaces as required for instructional purposes.

Room Reconfiguration

Rooms were designed using a specific layout during the 2008 bond improvements. Those layouts will provide some flexibility for classroom configuration. Requests for modifications to electrical outlets, marker boards, cabinetry, casework, or other non-movable items to reconfigure rooms based on personal preference will be denied. Installation of new approved technology within those spaces shall not be considered personal preference.

Space Heaters

Non-District owned or supplied space heaters will not be allowed in any District buildings. In the event of an HVAC equipment failure in the heating season, Maintenance will provide space heaters to prevent infrastructure damage to District owned facilities. Every effort will be made to provide sufficient heating for building occupants as well, but relocation of specific building occupants may be required in certain instances.

Classroom Furniture

No household, non-school type furniture will be allowed to be brought into the school. This is for sanitary reasons and for keeping pests out of our buildings. Non-porous furniture also allows for easy cleaning and sanitization. Each attendance center should be equipped with the correct number of student desks and chairs. Maintenance does have a supply of new student desks and chairs for elementary schools in the event additional furniture is needed. It shall be the Building Administrator’s responsibility to relocate excess furniture from their respective building to another district location as needed.

Composting

Composting will not take place on any District owned or operated property.

Grounds Modifications

Our maintenance and custodial team works hard to accomplish our mission of maintaining our facilities and grounds so that full educational use can be made of them at all times. Because we have a limited staff, we require low maintenance or no maintenance materials to reduce the amount of time required to maintain our grounds and facilities. We also require prior approval for any additions or modifications to District buildings or grounds to ensure that they do not create any maintenance or safety issues and to ensure that they will be maintained into the future. If you have a plan for a modification or addition to any district property, the REQUEST FOR MODIFICATION OR ADDITION TO BUILDING AND GROUNDS FORM must be filled out, submitted, reviewed, and approved by our District Facilities and Growth Committee, before any plan is enacted. This is a requirement for any modification or addition. A few examples of such items are gardens, flowerbeds, tree planting, shrubbery, greenhouses, landscaping, playgrounds, trails, etc. These are just examples and do not identify a full list of all possible items requiring approval. You can find the required documents below and also in the Maintenance section of the District SharePoint drive under All Staff.

Trees Or Shrubs

If you are planning to plant trees or shrubs on any district property, you will need to complete a REQUEST FOR MODIFICATION OR ADDITION TO DISTRICT GROUNDS REQUEST FORM. You will also need to follow several steps to make sure they are planted where they can thrive and not create any maintenance issues or cause any issues with any underground utilities and drainage. Please see the outline below.

• Request a meeting with Facilities and Growth Committee to present proposal.
• Develop the plan for your building
  • When will the project begin
  • Who is responsible for oversight of the project
  • Where will the trees/shrubs be planted
  • When will the trees be planted
  • Who will care for and water the trees/shrubs after they are planted (adding this duty to custodial or maintenance staff is not an option)
• Call Dig Safe to mark underground utilities
• Contact Dr. Mike Ribble at IT Services about any fiber optics locations at your building
• Contact Matt Davis at Maintenance about maintenance related issues
  • Underground utility locations that Dig Safe does not mark
    • Placement should be where the mature canopy grows no closer than 20’ from underground lines
  • Underground drainage locations installed by district
    • Placement should be where the mature canopy grows no closer than 20’ from underground lines
  • Conflicts with above ground utilities
    • Placement should be where the mature canopy grows no closer than 20’ from overhead lines
  • Spacing from objects and buildings to allow access of mowing machines
    • At least 8’ of clearance is needed for the small mower, taking into consideration the size of the mature trees
    • At least 20’ of clearance is needed for the large mower, taking into consideration the size of the mature trees
    • Large/Tall trees with large root systems should be no closer than 35’ from the building to prevent roof damage, storm damage, and debris on the roofs

Gardens

If you are planning to plant a garden on any District property, you will need to complete a REQUEST FOR MODIFICATION OR ADDITION TO DISTRICT GROUNDS REQUEST FORM. You will also need to follow several steps to make sure they are planted where they will not create any maintenance issues or cause any issues with any underground utilities and drainage. Please see the outline below.

• Request a meeting with Facilities and Growth Committee to present proposal.
• Develop the plan for your building
  • When will the project begin
  • Who is responsible for oversight of the project
  • Where will the garden be planted
  • When will the garden be planted
  • Who will care for and water the garden after it is planted (adding this duty to custodial or maintenance staff is not an option)
• Call Dig Safe to mark underground utilities
• Contact Dr. Mike Ribble at IT Services about any fiber optics locations at your building
• Contact Matt Davis at Maintenance about maintenance related issues
  • Underground utility locations that Dig Safe does not mark
    • Placement should be no closer than 5’ from any underground lines
  • Underground drainage locations installed by district
    • Placement should be no closer than 5’ from any underground lines.
  • Conflicts with above ground utilities
    • Placement of tall garden plants should be no closer than 20’ from overhead lines
  • Spacing from objects and buildings to allow access of mowing machines
    • At least 8’ of clearance is needed for the small mower, taking into consideration the size of the mature plants
    • At least 20’ of clearance is needed for the large mower, taking into consideration the size of the mature plants 
       

Playground/Trails

If you are planning to add any playground equipment or trails to any District property, you will need to complete a REQUEST FOR MODIFICATION OR ADDITION TO DISTRICT GROUNDS REQUEST FORM. You will also need to verify that the proposed location will not create any maintenance issues or interfere with any above or below ground utilities. Stamped drawings from an architect or engineer verifying ADA compliance and other City zoning requirements are being met will also be required. Please see the outline below.

• Request a meeting with Facilities and Growth Committee to present proposal.
• Develop the plan for your building
  • When will the project begin
  • Who is responsible for oversight of the project (some projects may require and architect of engineer)
  • Where will the project be located
  • The maintenance and upkeep of additions such as walking trails or added landscape will become the responsibility of the building principal and will need to paid for from the building fund or PTO fund (adding this duty to custodial or maintenance staff is not an option).
• Call Dig Safe to mark underground utilities
• Contact Dr. Mike Ribble at IT Services about any fiber optics locations at your building
• Contact Matt Davis at Maintenance about maintenance related issues
  • Underground utility locations that Dig Safe does not mark
    • Placement should be no closer than 5’ from any underground lines
  • Underground drainage locations installed by district
    • Placement should be no closer than 5’ from any underground lines.
  • Conflicts with above ground utilities
    • Placement should take into consideration location of above ground utilities and should not interfere with utilities.
  • Spacing from objects and buildings to allow access of mowing machines
    • At least 8’ of clearance is needed for the small mower.
    • At least 20’ of clearance is needed for the large mower.
       

Irrigation Systems

Over the years, PTO’s and Building Administration have installed irrigation systems at various district sites. Those systems are the responsibility of the Building Administrator to maintain. Maintenance will schedule and pay for the yearly backflow preventer inspection required by the City of Manhattan, but any additional maintenance/repair work will be the responsibility of the Building Administrator. Maintenance will only maintain/repair irrigation systems for athletic fields due to safety. Those locations are Manhattan High School, Eisenhower Middle School, Anthony Middle School, and Bishop Stadium. Questions about contractors who can perform maintenance on irrigation systems should be directed towards the Assistant Director who oversees your building.

Custodial Services Requests for District Events

On days when school is in session, the normal schedule for daytime custodians is 6:00a.m.-3:00p.m., Monday through Friday, the normal schedule for evening custodians is 3:00p.m.-12:00a.m., Monday through Friday, and the normal schedule for our maintenance team is 7:00a.m.-4:00p.m., Monday through Friday. During the summer, multiple members of our team work different hours than their normal school year schedule.

If custodial services are needed outside of normal scheduled work hours for USD 383 events; plays, concerts, carnivals, etc., the Building Administrator should submit a Master Library request. This request should be submitted a minimum of one month prior to the event and should include date, area used for event, and the times of the event.

As mentioned above, the normal schedule for custodial/maintenance staff is Monday through Friday. Efforts should be made to schedule events within that timeframe to avoid unnecessary overtime.

Custodial Supplies

Items needed for custodial cleaning such as cleaning chemicals, nitrile gloves, paper towels, toilet tissue, hand soap, can liners, etc. are purchased by Maintenance. Orders for custodial cleaning will be submitted to Maintenance by building custodians and will be entered by Maintenance office professional. These orders are will be made on a monthly schedule.

Electronic Door Access

All USD 383 attendance centers are equipped with programmable electronic lock systems controlled using the Lenel Scheduling Software Program. The Lenel software is not preinstalled on District computers. It is the responsibility of each Building Administrator to submit a Master Library request to have the software installed. Lenel software installation is limited to the devices assigned to the Building Administrator and his/her designated Office Professional only.

Each Building Administrator or his/her designee is responsible for programming exterior doors for afterhours events using the Lenel Scheduling Software. Training on the software will take place when the technician installs the program on the device. If additional training is required at any time, please submit a Master Library request for training.

• After-Hours Events at Elementary Schools, Middle Schools, High School, and Early Learning Sites
  • Any door times for after-hours events will need to be entered by the Building Administrator or designee at each location using the door software installed on their designated computer. If after-hours events are cancelled, it is the responsibility of the Building Administrator to cancel any door times that were programmed for that event.
  • If after-hours events are cancelled, it is the responsibility of the Building Administrator to cancel any door times that were programmed for that event.
• Summer Programs at Elementary Schools, Middle Schools, High School, and Early Learning Sites
  • It is the responsibility of the Building Administrator to program door schedules for summer programs and events taking place in their respective buildings.
     

Locks and Door Programming

All District attendance centers are equipped with electronic exterior lock systems.

• Elementary Schools, Middle Schools, High School, and Early Learning Sites
  • Any door times for after-hours events will need to be entered by the Building Administrator or designee at each location using the door software installed on their designated computer. If you need the door software installed on your computer or a tutorial on how to operate the system, please submit a Master Library request.
  • If after-hours events are cancelled, it is the responsibility of the Building Administrator to cancel any door times that were programmed for that event.

Emergency Calls

If a maintenance emergency arises during normal working hours (7:00am-5:00pm) Monday-Friday, please contact the Maintenance office at 785-587-2180. If a maintenance emergency happens after hours, the Building Administrator should contact our on-call technician phone at 785-340-XXXX. If you do not get an answer, then call the Assistant Director assigned to the building where the emergency is located.

Emergency Shutoff Locations

A map of emergency shut off locations within your building should be filed in the emergency book located in the building main office. This map should define locations for water, electrical, and gas shut offs. In the event of an emergency, first responders may ask for these locations, so please familiarize yourself and office staff/lead staff with these locations. Untrained personnel shall never attempt to turn shutoffs on or off.

All individuals requesting to use USD 383 facilities must submit a Facilities Use Request using ML Schedules. 

Facilities Use Requests are updated in the fall of each year to reflect changes in hourly rates for personnel and utility usage.

As stated on ML Schedules, school facilities may be made available to youth or community groups between the hours of 5:00 p.m. and 10:00 p.m., Monday through Friday during the school year. If school is not in session or is cancelled due to inclement weather or other emergency event, the facilities use request shall also be cancelled for that date.

District usage shall take first priority over any outside facilities use request. Manhattan Parks and Recreation Department use will take second priority over any other non-district related facilities use request. Manhattan Parks and Recreation Department may also reserve district buildings for weekend usage when approved by the Education Center and Director of Maintenance.

With the exception of Manhattan Parks and Recreation Department events, each Building Administrator is responsible for securing staff to cover the event. Once staff is secured, the Building Administrator should approve the request in ML Schedules. Once approved by the Building Administrator, the request is automatically sent to the Assistant Director and Director of Maintenance for approval. If approved by Maintenance, the requestor will be notified of the approval, and billing will be generated within ML Schedules and automatically sent to the Business Operations Department for billing.

Building Administrators are responsible for making sure that all Facilities Use Rules and Regulations are followed. Building Administrators should share events and requirements for setup/teardown with building personnel tasked with those duties. It is the responsibility of the Building Administrator to schedule events 17 with their custodial team and Assistant Director of Maintenance and program doors to be unlocked as necessary for the event. Blocking exterior doors open or taping down panic bar is not an acceptable practice.

The following steps for facilities use requests must be followed:

• Facilities use request form submitted to school building administrator via ML Schedules.
• The Building Administrator approves or denies the request on ML Schedules.
  • If denied, the Building Administrator contacts the requestor to let them know.
  • If approved by the Building Administrator, ML Schedules will automatically send the request to the Assistant Director and Director of Maintenance for their approval.
• The Director of Maintenance will approve/deny/comment on facilities use request. If approved by Maintenance, the requestor will be notified of the approval, and billing will be generated within ML Schedules and automatically sent to the Business Operations Department for billing.
• The Building Administrator is responsible for communicating denial to facilities use requestor.

Fire Alarm Inspections and Violations

All USD 383 buildings are inspected annually by Manhattan Fire Department or the Kansas State Fire Marshal. These inspections are required by law to ensure the safety of all building occupants. Typically, these inspections are performed during school hours. The fire inspector will report to the building unannounced and will identify himself/herself and the jurisdiction represented. They will require a representative from the building to accompany them on their inspection. Typically, this individual is the Building Administrator and/or Building Custodian. This is done so that any deficiencies found can be explained and any minor deficiencies can be remedied while the inspector is on site. There are a multitude of safety items that inspectors look for, but here are just a few of the most common that we see and the district personnel responsible for resolution.

Maintenance Related Deficiencies – Maintenance Director

• Failure of exit and emergency lights
  • These are battery powered lights are used in an emergency situation to light an exit path for egress.
• Incomplete/Inadequate testing log of emergency and exit lights
  • These lights must be tested monthly (30 seconds) and yearly (90 minutes) by custodial/maintenance personnel
  • Logs should be kept in the emergency book in the main office
  • These violations usually are a result of custodial turnover and unknown location of logs
• Ceiling tiles missing in hallways
  • Usually due to roof leaks
     

Building Procedural Deficiencies – Building Administrator

• Use of extension cords other than for temporary use.
• Power cords and/or IT cords spanning across any walking spaces or paths of egress creating a trip hazard.
  • Power and/or IT cords should be used where they will not create a trip hazard.
• Use of unprotected/non-code compliant power or IT cords spanning from the room into the ceiling or walls between rooms.
  • Cords used in any room shall be entirely visible within the room and shall not enter into any ceiling space or wall cavity unless it is encased in conduit installed by qualified personnel.
• Installation of inserts inside of ceiling lighting fixtures.
  • These should be removed immediately
• Items that are not maintenance or custodial related stored in mechanical/custodial rooms.
• More than 20% of walls/doors covered with combustible material (artwork/paper)
  • No more than 20% of doors or walls should be covered by combustibles
• Impedance of egress
  • Storage of items in hallways/corridors reducing egress path to less than 72”
• Blocking access to electrical panels
  • A clear path of no less than 30” wide x 36” deep x 78” high is required to access each electrical panel.
• Daisy chaining surge protectors/multi-tap electrical connectors
  • Plugging one surge protector into another surge protector is not permitted
• Doors
  • Kiln room doors should be closed at all times.
    • Doors to any room entering into the hallway must be closed when not in use.
    • No door stops/wedges should be used to block open fire doors.
• String lighting or holiday lights
  • No use of string or holiday lighting will be permitted.
• Hanging items from ceiling
  • No items should be hung from the ceiling.
• Storage of items too close to the ceiling
  • Storage of items is not permitted within 2’ of the ceiling

Fire Alarm Testing

Each year we are required to use a third-party agency to test our fire alarm systems at each building. This is typically completed on or about the second week in July to limit the disruption of summer programs within the buildings. During these inspections it is necessary for the testing agency to sound the fire alarm for a significant amount of time to test all audible and visual components of the system. Maintenance will schedule these inspections and will notify Building Administrators of the schedule. IMPORTANT NOTE: Anytime a fire alarm is sounding, everyone should evacuate the building just as if it were a real fire alarm. During this time, no one other than the testing agency and District personnel should be inside the building.

IMPORTANT NOTE: Anytime a fire alarm is sounding, everyone should evacuate the building just as if it were a real fire alarm. During this time, no one other than the testing agency and District personnel should be inside the building.

Fog Machines (including CO2/dry ice/carbon dioxide), Fog Generators, Hazers, Smoke Machines, and any other like appliances are prohibited to be used within any USD 383 building. In addition to causing issues with district fire alarm systems, the product generated by these machines leaves a residue on floors, walls, ceilings, and other surfaces that is slippery and is difficult to remove.

Health Department Inspections

Whole building inspections are performed annually by the local Health Department. Historically, these inspections take place in the summer during the month of July. These inspections are similar to fire inspections as they are unannounced. The inspector will report to the main office, identify himself/herself and the jurisdiction represented. They will generally request either the Building Administrator or Building Custodian to accompany them on their inspection. Some examples of previous deficiencies and the district personnel responsible for resolution are:

Maintenance Related Deficiencies – Maintenance Director

• Ceiling tiles missing in hallways
  • Usually due to roof leaks
• Light bulbs that need to be replaced
• Trip hazards – uneven flooring
• Emergency lighting functionality
• Missing switch or outlet plates
   

Building Procedural Deficiencies – Building Administrator

• Use of extension cords other than for temporary use.
• Installation of inserts inside or outside of ceiling lighting fixtures.
  • These should be removed immediately as they reduce required lighting levels.
• Items that are not maintenance or custodial related stored in mechanical/custodial rooms.
• Frayed electrical cords
• Daisy chaining surge protectors/multi-tap electrical connectors
  • Plugging one surge protector into another surge protector is not permitted
• Personal lighting appliances within the buildings that do not have protection over light bulbs
  • Any lamps/lighting sources must be removed.
• Improperly stored chemicals
• Personal appliances such as coffee pots, microwaves, and refrigerators not in breakrooms.

HVAC Systems and Setpoints – Energy Consumption

The District budgets $1.35 million for electricity and $175,000 for natural gas annually. During the 2008 bond renovation projects, new HVAC systems and controls were added to most District buildings. These new control systems allowed us to set up occupied schedules for HVAC equipment and make adjustments to HVAC systems remotely from any PC within the District network. Having better control of our HVAC systems helped us immensely when our funding was cut during 2015, by allowing us the ability to lock HVAC set points at each building to reduce energy consumption. The set points that were established and approved by the Budget Advisory Committee and Budget Steering Committee in 2015 were 68° for heating mode and 74° for cooling mode. Please know that with any HVAC system and change in heat load some areas may experience up to a 3°+/- deviation from the established set points. Requests for room temperatures to be adjusted away from the set points listed will be denied unless they are necessary to meet special education requirements. With the implementation of the set points the district saved just over $235,000 in electrical costs during the 2015-2016 school year. This cost savings has remained fairly consistent in the years since as the set points have stayed the same.

HVAC Equipment Failures

District Facilities and Maintenance will maintain all HVAC systems throughout the District to ensure they function properly when needed. Commonly used spare components will be stocked, so that repairs can be made as quickly as possible to minimize downtime due to equipment failure. There may be times where HVAC systems are unable to be repaired due to component availability. If the equipment failure is during the cooling season, Maintenance will provide box fans for air circulation. If the equipment failure is during the heating season, Maintenance will provide space heaters to prevent infrastructure damage to District owned facilities. Every effort will be made to provide sufficient heating for building occupant comfort as well, but relocation of specific building occupants may be required in certain instances.

HVAC After Hours Requests

Our HVAC systems throughout the District are scheduled to be in operation during the hours of a normal school day. If HVAC systems are needed outside of that time for after-hours events, a Master Library request must be submitted no later than two weeks prior to the date needed. This request should include the date of the event, start and end times of the event, and the room(s) where the HVAC is needed.

Space Heaters

Non-District owned or supplied space heaters will not be allowed in any District buildings. In the event of an HVAC equipment failure in the heating season, Maintenance will provide space heaters to prevent infrastructure damage to District owned facilities. Every effort will be made to provide sufficient heating for building occupants as well, but relocation of specific building occupants may be required in certain instances.

Building key checkout and control is essential to school security. Only Building Administrators can submit key requests and each Building Administrator must do a key inventory each May when employees check out for the school year. Key inventory must be entered in a spreadsheet as shown below and attached to a Master Library request:

• Building Name: _________________________________________________
• Building Administrator Name: ______________________________________
• Employee Name, Position, Teacher Key Serial Number, Exterior Key Number Turned In,  Any other USD 383 Key

Principals will be required to sign off on this when they turn in their end of year checklist.

Procedure and Steps

Below is an explanation of specific keys and who they may be assigned to:

• Building Exterior/Master Keys
  • Will only be assigned to the following district personnel:
    • Designated District Level Administrators
    • Building Principal
    • Building Assistant Principals
    • Building Office Professional
    • No one else will be issued an exterior/master key
• Athletic Facility Keys
  • Will only be assigned to the following district personnel:
    • Principals associated with the athletic facility
    • Athletic Directors associated with the athletic facility
    • Coaches/Rule 10 Coaches
       

Other Considerations

If a key is lost or stolen, a Master Library request shall be submitted by the Building Administrator responsible for the employee who lost the key. The request should include the key number and name of the employee who it was assigned to. Every attempt to locate the key shall be made, but in the event the key is not found, a Master Library request shall be made by the Building Administrator for a new key. This request shall include the employee's name and key needed. One Master Library request can be made to include the lost key notification and the new key request. 

Access to kitchens districtwide shall be limited to Child Nutrition staff and other district staff approved by the Child Nutrition Director. Child Nutrition will provide the necessary cleaning services as required by the health department codes.

All custodial and mechanical rooms are keyed to a building master key to limit access to those areas by unauthorized individuals. Storage within these spaces should be limited to maintenance and custodial items only per fire regulations. Any other storage should be removed immediately and relocated.

The District spends a significant amount of money annually on pest management at all District locations. In an effort to help reduce pests and prevent attracting new pests into our District spaces we ask that storage of food stuffs be limited to kitchen areas or breakroom/lunchroom spaces. We also ask that dirt, rocks, tree branches, grasses, etc. not be brought into District buildings as these items can introduce pests. Food composting or composting piles are not permitted on District owned property.

Pyrotechnics use in places of public assembly is defined under state statute 31-170 and is prohibited in in any building which is a place of public assembly. Additionally, pyrotechnics are regulated under NFPA 1126 in the City of Manhattan and their use presents a fire hazard. The use of pyrotechnics, regardless of type, are prohibited within USD 383 buildings and/or grounds.

District Maintenance is responsible for providing trash service at each District site. This service is currently provided by Howie’s Trash Service. Trash dumpsters are picked up at a frequency between one and five 30 times weekly based on usage at each site. District Maintenance does not oversee any recycling within the District. Custodial/Maintenance staff will not be responsible for collection of recyclables. Any recycling program within the District will be funded independently from the budget line used for District trash service. Code requirements for dumpster screening etc. should be followed for recycling. Those requirements can be found on the City of Manhattan website. Dumpster screenings or fencing additions would be considered a modification or addition and would need to be approved by the District Facilities and Growth Committee.

The SDS and MSDS library is maintained by the Maintenance Director. It is accessible in the Maintenance section of the District SharePoint drive under All-Staff. If a new product that is not on the list is introduced into a building, it is the responsibility of the person introducing that new product to submit the SDS sheet to the Director of Maintenance via pdf document for inclusion into the SDS library.

Summer Building Access

District employees who are not on contract during the summer should be encouraged to limit access to spaces during the summer months to allow custodial/maintenance staff adequate time to perform deep cleaning and maintenance tasks. At times, keycard access to specific buildings may be shut off or limited for safety reasons due to construction within specific buildings.

Summer Cleaning

With over 1.6 million square feet of building spaces to deep clean each summer and a multitude of summer programs to work around, our custodial team does encounter some challenges. Please be mindful of the work that this team does during the summer, by encouraging building personnel who are not on contract over the summer to limit their occupancy of the building during this time period.

Summer Programs

With a good majority of our District locations being used throughout the summer, it is the responsibility of the Building Administrator to submit Master Library requests for individuals who will need access to District buildings during that time. A few examples of these individuals may include; Kitchen Staff, Library Staff, Office Staff, etc. In addition, Building Administrators should submit a building floor plan showing dates and times of building spaces being used for programs over the summer. This must be sent to the Assistant Director of Maintenance for your respective building and the Director of Maintenance, before the last day of school, so that plans can be made for cleaning. Some locations may also require programs to shift to other rooms within the building in order to make sure our custodial team is able to deep clean every building space.

Master Library is the work management system that our Maintenance and Warehouse teams use to submit and track work requests throughout the district. Each District employee has access to Master Library using the HELP DESK requestor icon located on the home screen of your computer. Master Library not only allows us to track repair and moving/hauling requests, but it also allows us to set up preventative maintenance schedules that automatically generate work requests on a monthly or yearly basis.

Submitting Maintenance Work Requests in Master Library:

1. Click on the “Help Desk” icon on your computer home screen or open the Master Library website login page.
2. Click on “LOG IN WITH MICROSOFT.”
3. Ensure the information listed for you is correct (this should be for the first login only).
4. Click on the arrow to the right of Requests and select “SUBMIT REQUEST” from the drop-down menu, which will bring up the Request Form.
   1. The items with the red asterisk to the side are required fields.
5. Under REQUEST TYPE, select MAINTENANCE.
6. Under BUILDING, select the building where the problem is located.
7. Under SPACE, enter the room number or space within the building where the problem is located.
8. Under SPECIFIC ROOM/AREA, enter the area within the space where the problem is located.
9. Under DESCRIPTION, enter the problem that needs to be repaired.
10. Under TIME ROOM/AREA IS AVAILABLE, enter the time when the space is available for repairs to be made.
11. Under PURPOSE, select the purpose that best matches the request.
12. Under PROBLEM TYPE, select the problem type that best matches the request.
13. If you would like to attach a picture or file to help us better understand the problem, you can add those files here by clicking on “CLICK TO SELECT FILES”.
14. Click SUBMIT REQUEST to finish the request and turn it into a work order.
     

Submitting Warehouse Moving and Hauling Work Requests in Master Library:

1. Click on the “Help Desk” icon on your computer home screen or open the Master Library website login page.
2. Click on “LOG IN WITH MICROSOFT”.
3. Ensure the information listed for you is correct (this should be for the first login only).
4. Click on the arrow to the right of Requests and select “SUBMIT REQUEST” from the drop-down menu, which will bring up the Request Form.
   1. The items with the red asterisk to the side are required fields.
5. Under REQUEST TYPE, select MAINTENANCE
6. Under BUILDING, select the building where the problem is located.
7. Under SPACE, enter the room number or space within the building where the problem is located.
8. Under SPECIFIC ROOM/AREA, enter the area within the space where the problem is located.
9. Under DESCRIPTION, enter the problem that needs to be repaired.
10. Under TIME ROOM/AREA IS AVAILABLE, enter the time when the space is available for repairs to be made.
11. Under PURPOSE, select WAREHOUSE. 29
12. Under PROBLEM TYPE, select WAREHOUSE DELIVERY PICK UP.
13. If you would like to attach a picture or file to help us better understand the problem, you can add those files here by clicking on “CLICK TO SELECT FILES”.
14. Click SUBMIT REQUEST to finish the request and turn it into a work order.