FM FAQ
The items below are linked to their respective sections.
- Access Services
- Custodial
- Distribution Center/Materiel Management
- Facilities Operations
- Group Re-lamping
- Mailing Services General
- Mailing Services Meterline
- Property Services
- Recycling
- Vending Services
Access Services
How do I get a key for a certain room?
Contact the building Proctor for the building you want a key to. Ask if they will authorize the issuance of that key to you by filling out and authorizing a key card for that specific building and room.
What do I do if I lose my key(s)?
Make a police report about the lost key(s) then inform your Key Liaison, so they can fill out replacement key cards after the police report is made. (Refer to University of Colorado Key Procedures)
Is there a replacement fee for lost keys?
Yes, there is a replacement fee for lost or stolen keys, but there is no fee for broken keys if you return the head part of the broken key.
What are the fees or deposits for a key?
Access Services has a schedule for fees and deposits, which are regularly updated. Please feel free to call 303-492-6609 to inquire of the latest changes.
If I want a key, can I go to Access Services for it?
Without proper authorization, no keys will be issued! Access Services will help direct you to where you will need to go to get authorization.
If I am leaving my position, can I give my keys to my replacement?
No! You are responsible for the keys issued to you and you must have the keys that were issued to you returned. (Your Liaison, however, can fill out transfer key cards in some cases.)
Custodial
How often can we expect the trashcans to be emptied?
For information, regarding cleaning schedules and services provided click here
We are out of paper towels in our lab. Can you please re-stock it immediately?
We do not supply labs with paper towels. We can purchase paper towels for you via "IN" charging your departmental account, just let us know in advance.
I accidentally spilled a cup of coffee in the hallway; can someone come over and clean it up?
If possible, place a few paper towels over the spill then Contact the Customer Service Center at 492-5522; they will page someone out to the building as soon as possible.
How does the department get the carpet cleaned or the floor stripped and waxed?
Every room on campus is on a set schedule - per our current service levels. Please contact Environmental Services main office at 303-492-0648 to find out when your room is next scheduled. Additional work/services are available please contact the main number to obtain an estimate. http://www.colorado.edu/facilitiesmanagement/facilities/environmental/index.html
CU Distribution/Materiel Management
Gas delivery questions
We need a special gas; can you find it for us?
Departments order gas through state bid vendor. We can assist you.
What if we don't need a full cylinder of a gas?
You can return partial cylinders just let us know
Return cylinder questions
How do we get a cylinder back to the vendor?
Fill out the empty cylinder return form provided by Materiel Manaement. Fax form to Materiel Manaement. We will pick up cylinder and arrange for return.
Is there a charge for picking up empty cylinders?
Not under normal circumstances
Paper order questions
Can I buy colored paper by the ream rather than case?
Yes. All paper is sold by the ream.
Is there a quantity discount, if so how much?
No, there is no quantity discount.
Is recycled paper more expensive than virgin paper?
Yes. In some cases.
Why is recycled more expensive than virgin?
It takes more to process. (Cleaning, bleaching etc.)
How many reams are in a case of paper?
There are ten (10).
Custodial supply questions
How many quarts or gallons are there in a case?
Varies. This information is included in the price descriptions.
What kind of strippers, wax, and floor sealers do we carry?
Varies. This information is included in the price descriptions.
Can I get a MSDS with products purchased?
Yes
General delivery questions
How soon can I get my order?
Generally the next day if product is available
Are departments assessed a charged for delivery?
Most deliveries are free of charge unless unpacking or extremely large handling is necessary Minimal fee may apply then.
Central Shipping/Receiving questions
Can items be delivered direct to my lab on the campus?
Central Shipping/Receiving questions
Special request shipping
Can our department have things shipped overseas by DC?
Yes, we will make arrangements if you need.
Can we have items delivered on a specific day to our lab?
Yes, let us know when order is placed or in advance delivery by vendor
Can the DC prepare items for shipping for us?
Yes, we can crate, box, secure on pallets, etc.
Can DC ship hazardous material?
Yes, we can also provide handling information to dept.
Departmental storage
How many cases are left in my storage stock?
The Distribution Center is not responsible for departmental storage inventory. You may call if you have concerns.
What is the stock code?
Your storage is given a unique location code.
Can you store most anything?
Yes, either in racking or open floor storage space, however, we cannot store hazardous materials.
What are storage costs?
It can vary but routinely, $7.98 per pallet per month or $0.81 per square foot. This information is included in the price descriptions for storage.
I can't find you, where are you located on campus?
No, we are off campus located at 3300 Walnut Street South part of building
Can the department come out to pick up paper/supplies?
Yes, with advance notice to confirm order has been prepared
Can the department bring storage items to you?
Yes, with advance notice
Can you hold items until the department is ready for them?
We can hold them up to seven calendar days free, and then storage charges would be applicable.
Facilities Operations
Where is the Office of Facilities Management located?
Facilities Operations is located in Folsom Stadium (corner of Folsom and Colorado Avenue) located on the lower parking lot level (under gate 9) - room 1B15.
Business Services, Planning Design and Construction and the administrative reception area is located at RL2 - 1540 30th Street, on the 3rd floor.
Distribution Services is located at 3300 Walnut Street.
Guests: Please note - Vehicles are required to display appropriate permits to park on campus at all times. Metered areas are provided for non-permit parking. The receptionist at RL2 can direct you accordingly upon your arrival.
How do I get to campus?
http://www.colorado.edu/campusmap/
How do I get on the roof or into a mechanical room of a building?
Access to roofs and mechanical rooms are restricted. Please call our Customer Service Center at 303-492-5522 to discuss your needs. They will contact the appropriate staff member to work with you to obtain access, if appropriate. They will contact the appropriate staff member to work with you to obtain access, if appropriate.
If your access needs are a result of contractual requirements with the University, you must work through the assigned project manager to arrange access.
Where is Access Services (aka Key shop)?
Access Services is located beneath the stairs at Gate 8 on the east side of the Stadium building. For information, please follow this link: Access Services
When can I expect a PM Service done on my building?
Call the service desk at 303-492-5522 to ask for up to date information.
When does Facilities Management inspect the classrooms?
Due to weather factors, course schedules and construction the times can vary. We do scheduled three inspections a year. Here is the projected schedule:
Second Week of January
Third week of May - may be rescheduled due to Maymester.
Third Week of August
What is the schedule for turning on A/C and heating?
Due to the unpredictable patterns in weather it is hard to give specifics please refer to this link for the general periods for the seasons.
Our department wants an exemption from the Heating/Cooling policy what form is required?
How do I get into buildings after hours?
Please contact campus security at 303-492-6666. Web site: http://www.colorado.edu/police/help/access.html
Group Re-lamping
How do I find out about the re-lamping process?
Mailing Services General questions
Is there a Bulk Mail department at CU Boulder?
No, it was decommissioned on March 31, 2008. Imaging Services is providing limited bulk mail services.
Do you supply envelopes?
Envelopes can be ordered thru Imaging Services at 2-COPY
Can you store materials?
Mailing Services can arrange to have your storage and inventory needs met through Materiel Management. For more information, please click on the following link: http://www.colorado.edu/propertydistributionservices/store.htm
How do I get someone removed from a campus list?
Campus mailing lists are generated from information in Peoplesoft. This information generally comes from the payroll liaison in your office and this is the best place to start. Campus mailing lists are currently being maintained by the UCB Communications Office.
What is an IN?
An IN is an Interdepartmental Invoice and Mailing Services uses the IN's provided to us to gather information regarding the mail we are processing and for billing information.
Can you track Non Profit mail?
Unfortunately, tracking services are not available for Non Profit mail. If you have mail that you need to be able to track, please contact Mailing Services Meterline 2-2443 regarding other mailing options that provide tracking.
What are the required dimensions for the different classes of mail?
Postcards are 3.5" by 5"
Letters are 6 1/8" by 11.5"
Flats must have one dimension that is greater than 6-1/8 inches high or 11-½ inches long or ¼ inch thick. They can be no more than 12 inches high x 15 inches long x ¾ inch thick.
For more information on letters and cards, please refer to the following link: http://pe.usProperty Services.com/cpim/ftp/manuals/qsg300/q201.pdf
For more information on flats, please refer to the following link: http://pe.usProperty Services.com/cpim/ftp/manuals/qsg300/q301.pdf
Mailing Services Meterline
Do I need to include an invoice with my mail?
No invoice is necessary for Post Office mail that is going out by First Class, Post card, Media, Parcel Post, or Library service. All US Property Services special Services (including certified, registered, express, or insured mail) require an invoice to accompany the mail. An invoice is also required for all Federal Express and Property Services shipments.
Where do departments write the speed type?
Write your eight-digit speed type in the upper left corner of the envelope, either above or below the return address. If you have a larger mailing, write the speed type on the top piece of each bundle. Over 50 pieces please send an IN.
How will outgoing mail be sent?
All mail that is not marked, with be sent by First Class Mail service. If you want another service; write the class of mail you would like (Media Mail, Library Mail or Parcel Post) on your package.
What is the best way to send a package?
Three factors determine the best service for your package; Price, speed and the need for tracking the package. Usually packages under1 pound will cost less if sent by First Class mail. Larger packages usually cost less if shipped through Property Services. For packages that need to arrive within three days, Federal Express usually is the best choice.
Is there a way to track a package?
Yes, certain types of mailings are trackable. Please contact the Meterline for assistance.
What is the size limit for packages?
USPS, UPS and Federal Express will accept packages less than 150 lbs; and under 150" total length plus girth. If you have a larger package, contact Materiel Management.
Property Services
Classroom Furniture
My classroom is short of student desks can you bring me some?
. Please check to make sure the occupancy of the rooms nearby and compare that number to the number of student desks in that classroom. Sometimes desks migrate to different rooms in the building.
How can we get replacement furniture for broken desks?
Let us know how many are broken and the max seating occupancy of room. We will replace as necessary.
Special Events Set up
Does Property Services rent or loan tables, chairs, tents
We do not rent or loan furniture or tents but can arrange set up and delivery for a fee
Does Property Services rent or loan podiums or easels
We do not normally rent or loan podiums. We do supply podiums for centrally scheduled classrooms per requests from UCB central scheduling office.
Moving Services
Do we need to empty file cabinets and bookcases for moves?
Upright drawers do not need to be emptied. Both laterals and shelving units do need to be emptied.
Do we need to empty desks?
Yes, desks are turned on end to move
Can you provide moving boxes or tape?
Boxes and tape are now provided through Materiel Management.
How do I get a move done?
Fill out moving request from website; fax to Property Services, date will be set for move as requested by department.
Disposal of furniture
What if furniture requested for disposal is broken?
You must check with Property Services before disposal
How do we get rid of unwanted items in our building?
Please use our on-line Surplus Property Management System https://spsweb.colorado.edu/ to register your department and create disposal requests for your unwanted items.
Disposal of Electronics
We have non-working electronics how can we dispose of them?
All electronics MUST be disposed of through Property Services and must include serial ID. Please us our on-line Surplus Property Management System https://spsweb.colorado.edu/ to register your department and create disposal requests for your unwanted items.
What if another department wants my electronics?
A transfer of property form must be filled out and approved through Property Services
How do we get rid of working reusable electronics?
Please us our on-line Surplus Property Management System https://spsweb.colorado.edu/ to register your department and create disposal requests for your unwanted items.
Used furniture sales /delivery
How soon can I get my furniture delivered?
Delivery will be scheduled when we receive your request.
Do I need an appointment to view furniture?
If possible, please call in advance
How can we pay for used furniture?
To purchase used furniture, your department needs to have a profile set up in our Surplus Property Management System https://spsweb.colorado.edu/. We can then use your speedtype from that profile to sell you our used furniture inventory.
Is there a delivery fee for used furniture?
No, delivery is part of Property Services service if furniture was purchased through Property Services.
Can I see pictures of used items for sale on the website?
Inventory items are changing daily, please call to make viewing appointment 2-6524
New furniture sales / delivery
Do you charge for delivery of new furniture?
No, delivery is part of Property Services service if furniture was purchased through Property Services.
Do you have samples of new furniture I can view?
Yes, several desks, cabinets, files, chairs and catalog items
What if I want to order from someone other than Property Services?
Furniture purchase is mandatory through Property Services / state bid, although you can request direct purchase by filling out specific documents
Where do I get a speed type?
Check with your departmental accounting person
Office Equipment rental
I need to rent a typewriter or Dictaphone
The Office Equipment Rental Program was discontinued January 1st, 2008.
How do you charge for office equipment rental?
The Office Equipment Rental Program was discontinued January 1st, 2008.
Property Service Operations
When will the next public auction be?
Auctions are held periodically and as needed at UCB’s Distribution Center. To be notified of our next public auction, please, submit name for email notification to Jack Brubaker
Can state employees participate in public auctions?
If you receive payroll from the state, you may not purchase at public auction although you can be present and bring a non-state employee to bid on and purchase items. This policy includes student workers
When/how, can we see auction items?
Auction preview is Friday before Sat. auction at the Distribution Center in the east end of the warehouse at 3300 Walnut St., Boulder, CO 80301
Disposal memos
Why do I need to supply revenue and expense speed types in our Departments's Profile in the Surplus Property Management System?
We need a revenue speedtype to receive any revenues for those items sold in our public auctions. If your surplus item sells for more $100 in our public auctions, your department will receive 50% of the revenue.
We need an expense speedtype to set up your department to purchase any surplus property or equipment from our inventory.
EH&S sheets are a pain - why do we have to have it?
Required to ensure items are safe for handling, proper disposal, or resale. Contact EH&S, they will prepare/deny clearance.
OCG sheets, where/how do we get them?
Contact OCG, they will provide necessary paperwork for release of property
Can we donate items outside CU, outside USA
Contact Jack Brubaker, 492-7207, Property Services for details and necessary forms for donation of surplus items
Recycling
Where is the recycling station in my building?
A list of recycling stations and general information regarding recycling can be found at: http://recycling.colorado.edu
What is recyclable in my deskside container?
Click here for deskside recycling guidelines.
What if some of my papers need to be shredded before it is recycled?
Click here for shredding service information and guidelines.
We are moving out of an office and have 10 boxes of old files to recycle. How can we get these collected?
We can do a special pick up for you the next time we are in the building; call 492-5321 to make arrangements. Please give us your name and room number and mark the boxes "Recycle."
Vending Services
Vending Services management responsibilities have been moved the CU Book Store. Please contact Pam Mills 303-492-2506 or Cynthia Ocken 303-492-3447