AShar

qiyah
Univer
sity
Facilities Manual - Policies and Procedures

March 2017
Document review and approval
Revision history
Versio Author Date Revision
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This document has been reviewed by

Reviewer Date reviewed
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5

This document has been approved by

Subject matter experts
Name Signature Date reviewed
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Contents
1 Introduction 1
1.1 Purpose 1
1.2 Scope 1
1.3 Structure of the Manual 1
1.4 Distribution 1
1.5 Revision 2
1.6 Forms 2
1.7 Glossary of terms & abbreviations 2
1.8 Roles and responsibilities 3

2 Maintenance 4
2.1 Overview 4
2.2 Policies 4
2.3 Procedures 7

3 Building services and operations 9

3.1 Overview 9
3.2 Policies 9
3.3 Procedures 12

4 Grounds and landscaping 14

4.1 Overview 14
4.2 Policies 14
4.3 Procedures 14

5 Mail services 15
5.1 Overview 15
5.2 Policies 15
5.3 Procedures 17

6 Custodial services 18
6.1 Overview 18
6.2 Policies 18
6.3 Procedures 19

7 Fleet management 20
7.1 Overview 20
7.2 Policies 20
7.3 Procedures 22

8 Project management 23
8.1 Overview 23
8.2 Policies 23
8.3 Procedures 24

9 Event management 25
9.1 Overview 25
9.2 Policies 25
9.3 Procedures 27
1 Introduction

1.1 Purpose
The purpose of the Facilities Manual (the Manual) is to:
- Document the policies of ASharqiyah University (ASU/the University)
in the area of facilities management;
- Ensure uniformity and consistency in applying relevant policies; and
- Provide continuity of processes despite changes in staff.

1.2 Scope
Significant areas in which policies have been developed include:
- Maintenance
- Building services and operations
- Grounds and landscaping
- Keys and access control
- Mail services
- Custodial services
- Fleet management
- Facilities planning and design

1.3 Structure of the Manual

The manual is divided into chapters and further subdivided into sections. Under
each chapter, related activities are covered. The sections further subdivide the
activities into systematic groups.
Each chapter is presented as follows:
- Overview
- Policies The rules and regulations for the activity
- Procedure

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1.4 Distribution
The Director of Facilities and Stores shall be the controller of this manual. All
inquiries and requests for revisions relating to matters included in the manual
should be addressed to the Director of Facilities and Stores.
The contents of the manual are confidential and intended for internal use by the
University. The distribution of the manual is controlled through the Manual
Distribution Control Record (Form 1.1).

1.5 Revision
Revision of this manual shall be the responsibility of the Facilities and Stores
Department.
Revision of this manual is the principal way of implementing and communicating
changes in the Facilities policies that may arise in response to the changing
needs and requirements of the University. Such revisions provide flexibility to
ensure that the manual remains relevant at all times.
Requests for revision of this manual can originate from the staff of Facilities and
Stores Department. In case any other staff member of the University wishes to
introduce revision to this manual, the request for such revision shall be routed
through the respective heads of departments. A request for manual revision is
provided in Manual Revision Proposal (Form 1.2).
The controller shall review the proposed changes to this manual. If the revision
proposal is not approved, notification to the effect together with the reason shall
be sent to the originator.
If the revision proposal is approved, the controller shall ensure that suitable
revision is made to the relevant pages of the manual. The controller shall then
distribute the revised pages to all the custodians of the manual, along with a
covering letter, that shall identify the attachments and the effective date for
implementation of the revision. A Manual Revision Control Sheet (Form1.3) is
provided in this manual.

1.6 Forms
Description Form No.

Manual Distribution Control Record 1.1

Manual Revision Proposal 1.2

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 Manual Revision Control Sheet 1.3

1.7 Glossary of terms & abbreviations

Term / Abbreviation Definition

ASU / the University ASharqiyah University

BOD Board of Directors

VC Vice Chancellor

AVC Assistant Vice Chancellor

DOD Director of Department

AM Authority Manual

1.8 Roles and responsibilities

The Facilities and Stores Department shall be responsible for the following:
-Take care of housekeeping facilities of the Campus and student hostels.
-Train supervisors/crew leads and frontline employees in proper
housekeeping procedures; develop and coordinate training programs and
also identification and analysis of training needs and the design and
implementation of programs to address deficiencies as appropriate.
-To maintain proper electrical services both at the campus and at the hostels.
-Oversight of all renovation, additions, alterations and new construction on
the University campuses.
-Provide students, faculty, staff, and visitors with adequate, accessible, and
well maintained parking facilities.

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2 Maintenance

2.1 Overview
This chapter describes the policies relating to maintenance.

2.2 Policies
2.2.1 The Office of the Director of Facilities and Stores is responsible for the overall
operation and maintenance of all university buildings, equipment, grounds, and
Dormitories.
2.2.2 The proper maintenance of the University properties is an obligation of whoever
is using these properties or keeping them in his/her custody.
2.2.3 Units of the University shall take necessary actions to maintain the properties of
the University they use as soon as they need such maintenance.
2.2.4 The prospects of benefits in the future from conducting maintenance to the
properties of the University and their assumed remaining useful life must be
taken into consideration when such maintenance is thought of.
2.2.5 Faculty and staff members shall seek the assistance of the Facilities and Stores
Department if maintenance of building, equipment, ground etc. of the University.
2.2.6 The Office of Facilities and Stores will have personnel on call to handle
emergency facility repairs which occur at times when the office is closed.
2.2.7 In order to determine the immediate and long-term needs of the campus and to
secure proper funding for the various projects, the Director of Facilities and
Stores, working in conjunction with university staff, will conduct an annual
assessment of facility needs and will develop a systematic procedure for
providing ongoing maintenance services for the campus. These services will
include, but not be limited to:

Routine maintenance of buildings and equipment;

Preventive maintenance programs in which essential equipment is upgraded

or replaced prior to failure; and

Deferred maintenance in which a long-range schedule of facility repair and/or

equipment replacement is developed.
Preventative maintenance

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 Area Frequency of inspection

Toilets All campus toilets are checked on a weekly basis

Fire Extinguishers All campus fire extinguishers are checked on a

Semi yearly basis

Water filters All campus water filters are changed every three
months or as needed

HVAC (heating, All HVAC equipment is checked on a quarterly

ventilating, and air basis
conditioning)
Equipment

Water Motors & Pumps All motors & pumps are checked on a quarterly
basis

Fire Motors & Pumps All motors & pumps are checked on a monthly
basis

Policies for handling complaints

2.2.8 The objective of the policy is to fulfil one of Facilities and Stores departments
key commitments to other departments regarding handling their complaints.
The key commitments are stated below:

Facilities and Stores department will act courteously, fairly and reasonably in
all its dealings with customers;

Facilities and Stores department will deal quickly and sympathetically with
things that go wrong by correcting mistakes quickly, handling complaints
quickly and reversing any charges / penalties applied in error; and

Facilities and Stores department will ensure that our processes and
documentary requirements are simple, clear and not misleading and they
provide the other departments clear information.
Receiving Complaints
2.2.9 Complaints can be made by a beneficiary (any employee or student of the
University) in person at the Facilities and Stores department.

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2.2.10 Facilities and Stores shall ensure that the complaints are attended immediately
or refer them to the concerned department for urgent resolution.
Recording
2.2.11 A written acknowledgement with a Complaint Reference Number shall be
provided to the person after receipt of a complaint unless the particular
complaint can be resolved on the business day.
2.2.12 The Facilities and Stores department shall document all complaints referred to
them, which will document action taken and status of the complaint.
2.2.13 All electronic communication shall be recorded for future reference. Interactions
whether over the telephone or face to face must be recorded as appropriate. In
serious cases it would be advisable to have two staff members present and for
formal minutes to be taken.
2.2.14 Access to the departmental complaints file shall be limited to Facilities and
Stores department.
Feedback
2.2.15 All complaints shall be resolved within 4 weeks (this should be the outer limit for
resolution of all issues) and a full written response shall be submitted to the
beneficiary which shall cover all the points raised by him/her including a
description of corrective action taken or the option of redress.( Exclude any
works need to be forwarded to other departments for any clarifications or
actions )
2.2.16 If the complaint is serious but false in nature (harm others or has direct effect on
the property) and involves defamation to the Universitys reputation,
appropriate authorities must be notified for further actions.
Appeals
2.2.17 The University should develop a procedure to redress the complaint and satisfy
the beneficiary.
Record Keeping
2.2.18 Facilities and Stores department is responsible for keeping documentary records
of all complaints. These records shall include, but not be limited to, the
following:

Complaints Register

Complaint Form

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 Feed back

Reporting
2.2.19 The Facilities and Stores department shall compile a report for submission to the
AVC. The reports shall include the following information:

Where applicable, the total number of unresolved complaints brought forward

from the preceding period broken down by product type and stage;

The total number of complaints received during the reporting period broken
down by product type and stage;

The total number of complaints acknowledged /closed/concluded

The delay and reason of the delay

The total number of complaints outstanding at the end of the reporting

period;

The total number of complaints wherein the other department/ beneficiary

was not satisfied with the redress offered.

Amounts spent on resolving the complaints

2.2.20 The Facilities and Stores Director shall also analyze the complaints received in a
month and execute Root Cause Analysis (RCA).

2.3 Procedures
2.3.1 Maintenance of University properties (building, equipment, ground etc.)

Responsibility Activity Documents

Faculty and staff
members The user department has to send the -Maintenance
maintenance requisition in writing through Request Form
maintenance request form (MRF) or
-Electronic
Electronic service request form (ESRF) or
Service
via e-mail. The request must specify:
Request Form
The exact location of the needed repair.

The nature of the work to be done.

Whether or not the repair is an

emergency request (meaning that a
delay in making the repair poses a

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Responsibility Activity Documents

significant risk to persons and/or

property).

The name of the person making the

request & contact number.

Director of the
Review the request, approve and
department /
forward to the Facilities and Stores for
Dean
further action.
coordinator

Facilities and After receiving the maintenance Service

Stores Staff requisition, Facilities and Stores Staff has to Request Form
check & coordinate with end users for any
more specification:
Facilities and Stores Staff will classify the
request.
1. If request can solve internally:
Issued & assigned a work order to the
appropriate staff member for completion
- I there is need for any spare parts the
Facilities and Stores Staff will coordinate
with store keeper.

2. If request required outsource:

If we have a contract with outsource, a
work order issued direct to them.
If we dont have a contract with
outsource or required to issue Service
Request, The P&MS will:
Introduce the Service Request Form with
requirements
Submit to Director of Facility & Store for
approval & Coordinate with to Procurement
Department.

If items are not available in the store, the

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Responsibility Activity Documents

service request will forward to department

of procurement.

Store keeper will implement the procedures Purchase

Store Keeper
of inventory manual. Request Form

Department of Procurement will implement the procedures Quotations

procurement of procurement manual.

Has to coordinate with contractor to start

the work & do the necessary inspection to
complete the work with the specification.
Coordinate with the concerned
staff/department to complete the work with
proper way (Security department, Health &
Facilities and safety, etc...). Completion
Stores Staff Work Form
If contractor still needs to do other relative
work to the PR, Facilities and Stores Staff
will guide & follow the supplier till finish.
Facilities and Stores Staff will close the
project through Completion Work
Form(CWF)

2.3.2 Complaints management

Responsibilit Activity Document
y
Beneficiary Raise a concern/ complaint to Facilities and Stores
(any Department emails
employee or
Emails
student of
the
University)
Facilities and Attend to the concern of the beneficiary to ensure that Complaint
Stores Staff the issue does not become a complaint Register
Provide assistance to the person in resolving their issues
immediately or refer to the concerned department for
urgent resolution
If the person is not satisfied with the clarity given to

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Responsibilit Activity Document
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them or if the concerned department indicates that it
cannot be resolved within the same business day,
following activities are to be carried out
Written acknowledgement with a Complaint reference
number; and
Intimate the Facilities and Stores Director on the same
day
If the complaint is serious but false in nature (harm
others or has direct effect on the property ) and involves
defamation to the Universitys reputation, notify VC via
internal registered mail
Maintain a Complaint Register to record all complaints
and document action taken and status of the complaint
Send a formal interim status update to the person after a
reasonable time about the status of the Complaint
Facilities and Visit and find out events that lead to the incident if the
Stores complaint is serious with the Universitys reputation at
Director stake
If it appears from the beneficiarys reaction that
resolution of the complaint is not possible at the level of
the Facilities and Stores department, escalate the matter
to the AVC for his intervention

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3 Building services and operations

3.1 Overview
3.1.1 This chapter describes the policies relating to building services and operations.
3.1.2 The scope of this chapter covers the following aspects:

Use by university organizations

Use by non-university organizations

Other general provisions

Curfew on buildings

Care of University property

Prohibited activities

3.2 Policies
Use by university organizations
3.2.1 The buildings, grounds, and equipment of the ASU are intended to support the
total educational mission of the university. Campus classrooms, conference
rooms, theaters, and other spaces, may be reserved for departmental meetings
and for meetings of student and faculty clubs and organizations.
3.2.2 Student and faculty clubs and organizations shall be entitled to reserve
classrooms for programs and/or meetings should contact the Office of the
Facilities and Stores subject to the availability of the rooms and that its use does
not conflict with class schedules.
3.2.3 The use of university facilities by university organizations is given priority over
the use of facilities by non-university groups.
Use by non-university organizations
3.2.4 It is the policy of ASU to make campus facilities available to non-university
organizations to the extent that the activities of these groups do not conflict or
interfere with the normal university functions or the activities of campus
organizations and that the purpose of these groups is consistent with the
educational mission of the university.
3.2.5 Examples of such non-university organizations would include: (1) meetings of
public schools or other educational institutions, (2) city, provincial, or

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 governmental meetings, (3) meetings of a professional of semi-professional
nature which have interests related to the work of the university, such as
education, teaching, science, technology, business, engineering, philanthropy,
or research.
3.2.6 Proposed programs not meeting the criteria listed above will be considered on a
case-by-case basis by the AVC & Director of Student Affairs based on the
individual merits of the program.
3.2.7 Non-university groups shall also be entitled to use campus facilities for programs
subject to the approval of the appropriate authority and availability of the
facilities on payment of the necessary charges that may be decided by the
University authorities.
Other General provisions
3.2.8 The user shall be responsible for the supervision of the activity it sponsors,
including the maintenance of order and the safety of the people present. The
University may require an employee to be on duty when a facility is used;
however, the employee is not responsible for the supervision of the activity.
When it is necessary or appropriate to have law enforcement personnel present
due to the nature of the intended use of the campus or the number of people
involved, the University may require that the user pay the extra personnel costs.
3.2.9 The user shall be responsible for any damage to University property, other than
normal wear and tear, while the facility is under the user's care, custody, and
control. The following rules shall be observed:

The user shall not drive nails, tacks, or screws into the floors, walls, ceilings,
desks, or any other University property;

The user shall not paint, wallpaper, mark, or deface any University property;

The user shall remove its property, such as decorations, theater props, and
equipment from the University premises immediately after the event;

The user shall leave the University premises arranged as found and in a
clean, neat, and orderly manner;

The user shall comply with all ROP Civil defense rules; and

No tape shall be placed on painted surfaces.

Curfew on Buildings
3.2.10 Most university buildings shall be closed and secured by 8:00 p.m., but some
buildings may be closed earlier. If due to certain University programs the

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 buildings require be open after 8:00 pm notifications shall be provided to
appropriate authorities.
Care of University Property
3.2.11 University property shall be used only for official university business except
books from the library and other items of established use. University personnel
shall assume responsibility for assisting the university in protecting property
from mutilation, abuse, and misuse.
Prohibited Activities
3.2.12 The following activities are prohibited on the University campus:

The possession, use, or sale of alcohol or illegal drugs;

All unethical behavior;

The possession of weapons (i.e., knives, guns, etc.);

Smoking, within the buildings offices, common area and toilets;

Any activity that is in violation of the Government laws;

activity that will disrupt or is likely to disrupt normal operations or University

activities; or

Damage University property.

Flats/ Apartments on rent

3.2.13 The University may acquire flats or apartments on rent. In such cases all policies
as above shall apply to such flats or apartments in the same way.

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3.3 Procedures
3.3.1 Use of building services and operations by University student/ faculty
Responsibilit Activity Document
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Beneficiary Contact Facilities and Stores to enquire of the
(Student or availability of the building/ campus facilities for
Faculty club/
organization
of the
University)
Facilities and Check that the building/ campus facility is available and
Stores Staff that its use does not conflict with any other University
schedules
Send the request to the Director
Facilities and Check the request and approve if found in order
Stores
Director
Facilities and If there are damages of property during the use of the
Stores Staff facilities following actions will be taken
- In case a staff committed, refer to HR; and
- If student committed, refer the incident to
Students Affairs

3.3.2 Use of building services and operations by non-university organizations

Responsibilit Activity Document
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Beneficiary Contact Director of Student Affairs to enquire of the
(non- availability of the building/ campus facilities
university
organization
s)
Director of Check that the building/ campus facility is available and
Student that its use does not conflict with any other University
Affairs
schedules
Make the user aware of campus policies and regulations
regarding the use of ASU buildings, grounds, and
equipment
Confirm availability of the facilities
The university may assess fees adequate to cover the
cost of utilities, custodial services, and any extra labor
or equipment costs involved in a non-university groups
meeting on campus.
Finance Collect fees, if applicable
Department

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4 Grounds and landscaping

4.1 Overview
This chapter describes the policies and Procedures relating to grounds and
landscaping.

4.2 Policies
4.2.1 The University recognizes the importance of maintaining the grounds to a high
standard that faculty, staff, students, and guests can use as a resource for
teaching and learning as well as for respite and recreation as this influences
peoples perception of the site, including potential future students.
4.2.2 Facilities and Stores Department shall conduct safety inspections throughout the
campus grounds.
4.2.3 Staff working on the grounds are provided with all necessary protective clothing
and equipment. All necessary training is provided to staff, covering topics such
as chainsaw use, tree climbing, fire training and first aid.
4.2.4 Equipment used to maintain the grounds is subject to an annual inspection to
ensure that it is safe to use. Built features within the grounds are also subject to
inspections and appropriate action taken if required.
4.2.5 The responsible person should inspect gardening and landscaping at least once
in a week.
4.2.6 The responsible person should coordinate with all contractors that seasonal
plants are planted at different places and they are removed to clear the area
after the season is over.

4.3 Procedures
4.3.1 Safety inspection of campus grounds
Responsibility Activity Document
Facilities and Conduct safety inspections of the campus grounds which
Stores will include:
Department - Constant monitoring of dead and hazardous trees
and limbs;
- Monitoring of manhole covers (storm drains, valve
boxes, etc.);
- Nuisance wildlife and pest control: snakes, bees,
wasps, ants, etc.;
- Overgrown vegetation; and

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- Inclement weather preparation

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5 Mail services

5.1 Overview
5.1.1 This chapter describes the policies relating to mail services.
5.1.2 The scope of this chapter covers the following aspects:

General policies;

Receiving mail;

Sorting and distribution; and

Sending mail.

5.2 Policies
General
5.2.1 The University shall maintain a postal box in its name with the local postal
service provider.
5.2.2 All official mail shall be addressed to the Universitys Post Office (P.O.) Box (42)
Postal Code (400).
5.2.3 P.O. Box keys shall be in the custody of Director of Facilities and Stores.
5.2.4 Changing of P.O. Box shall be recommended by Director of Facilities and Stores
and approved by AVC after ensuring all appropriate steps are taken to properly
forward the Universitys mail to the new P.O. Box.
5.2.5 Director of Facilities and Stores shall be the contact point for all issues related to
mail services.
Receiving mail
5.2.6 Mails sent directly to the University shall be received by the designated person
and forwarded to Director of Facilities and Stores for distribution.PL
Sorting and distribution
5.2.7 Designated personnel shall sort and distribute all mail received on a daily basis.
5.2.8 Returned mail shall be recorded and registered before returning to sender.
5.2.9 Received mail found to be personal in nature shall be held in custody of Director
of Facilities and Stores for a period of 1 calendar week.
5.2.10 The ex-employee shall be responsible for;

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 Intimating Director of Facilities and Stores of incoming personal mail

Collecting personal mail from the University;

Taking all necessary steps to redirect such mail; and

The Facilities and Stores Department shall install one pigeon-hole cabinet
with name of the Department and put the mails in it, it will be the
responsibility of the departments to collect their mails.
Sending mail
5.2.11 The University shall favor local postal service provider for all mail services.
5.2.12 The University may elect a courier service provider at the discretion of the
appropriate authority.
5.2.13 Ensuring correct address is marked on the envelope shall be responsibility of the
sender.
5.2.14 Director of Department must initial on return address:

To confirm business use; and

Provide sender details in case of return.

5.2.15 Facilities and Stores Department shall maintain register of sent mail including
address, date, stamp number and AWB counterfoil, if any.
5.2.16 Designated personnel shall deposit mail collected from the day before on a daily
basis.PL
Personal mail
5.2.17 Personal mail shall not be sent on office stationary.
5.2.18 Postal cost of personal mail shall not be borne by the University.
5.2.19 Disciplinary action shall be taken against employees found sending mail through
Universitys postal service without obtaining prior approval from designated
authority.
International mail
5.2.20 International mail shall be sent at the discretion of the appropriate authority.

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5.3 Procedures
5.3.1 Mail services
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Facilities and Collect mails from the post box on a daily basis
Stores Date stamp on the date of receipt prior to sorting
Department Receive mails from the receptionist sent directly to the
University
Sort and distribute all mail received on a daily basis
Account and register all returned mail before returning to
sender
Deliver the mails to the recipient and do not leave them
on their workspace
Designated authorities shall open envelopes addressed to
the University and distribute appropriately in case the
receptionist is on leave
All official mail must be sent on office stationary unless
specified by the recipient in which case the user shall
intimate Director of Facilities and Stores to do all required
registering procedures prior to sealing in unmarked
envelope
Sealed Unmarked envelopes will not be sent without AVC
approval

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6 Custodial services

6.1 Overview
6.1.1 This chapter describes the policies relating to custodial services.
6.1.2 The scope of this chapter covers the following aspects:

General

Inspections

Moving / Rearranging Requests

6.2 Policies
General
6.2.1 The purpose of custodial services is to establish the requirement and
responsibilities for routine housekeeping to ensure that the campus and
dormitories are maintained in a clean manner and present an acceptable
appearance.
6.2.2 ASU strives to provide a safe and healthy environment for its students, faculty,
staff, and visitors. Lack of housekeeping is a major contributor to occupational
injuries and illnesses. The guidelines outlined in this document represent the
acceptable housekeeping practices for the University. An employee's failure to
follow the policies and procedures outlined in this document could lead to
disciplinary action, up to and including termination.
6.2.3 This Standard Practice applies to all personnel and facilities of the University.
Facilities and Stores Director would be the sole in charge of administering the
facilities.
6.2.4 All personnel will work towards maintaining their respective workplace in a clean
and orderly manner.
6.2.5 Housekeeping shall encompass all activities related to the cleanliness of
University facilities, materials, and equipment and the elimination of
nonessential materials and hazardous conditions.
Inspections
6.2.6 Campus and dormitories will be inspected for deficiencies in cleanliness and
good physical appearance. Inspections must be performed at a frequency that
will ensure the desired level of cleanliness and appearance are maintained.

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6.2.7 Supervisors of administrative areas should monitor these areas to insure that
housekeeping is acceptable.
6.2.8 In shared storage areas, shops, or offices, supervisors of the various employees
must work closely together to insure that housekeeping is maintained in an
acceptable manner.
6.2.9 Supervisors should develop an inspection checklist that is tailored to the
individual shop or departmental area.
6.2.10 ID Cards of cleaners and other contract staff shall be inspected on a monthly
basis.
6.2.11 Cleaning chemicals and tools shall be inspected and approved by the Facilities
and Stores department.

6.3 Procedures
Custodial services and Inspection
Responsibilit Activity Document
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Facilities and Develop an inspection checklist for the following:
Stores - Garbage, scrap, and other trash materials
Department disposed off in covered containers;
Supervisor - Material and equipment are stored only in
appropriate storage locations;
- Liquid spills are cleaned up immediately;
- Equipment are kept clean and in good working
condition;
- Individual work areas are kept clean to insure
that work activities may proceed in an orderly and
efficient manner;
- Tools, supplies, parts, and equipment are not
used in a manner that would be hazardous or
adversely affect the work quality;
- Trenches, pits, or sumps are covered or
barricaded at all times;
- Welding splatter and slag are contained with the
use of high temperature protective screens or shields.
Welding splatter or slag are cleaned up before leaving
the work site for an extended period of time. The
entire work is cleaned at the end of the work shift;
- Compressed air is not exceeded 30 psi when
used for cleaning purposes. Eye protection is used
during these cleaning operations. Compressed air is
not used for cleaning an employee's body or clothing;
- Shelved items are placed in an orderly manner
and arranged so that the items cannot easily fall
while nearby items are being retrieved;
- Items are not be placed in front of shelves so
that employees climb or reach over the items stored

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in front of the shelves to retrieve items; and
- Unnecessary combustibles such as cardboard
boxes are not stored.

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7 Fleet management

7.1 Overview
This chapter describes the policies relating to fleet management.

7.2 Policies
Reservations
7.2.1 Vehicle rental requests need to be placed through Email, or through phone to
Facilities and Stores department along with the following information:

Date(s) for which a vehicle is required, including departure and return times

Destination

Number of persons traveling in vehicle

Name(s) of person(s) who will be operating vehicle.

It is the responsibilities of driver for any traffic fines.

7.2.2 Vehicles are reserved on a first-come first-served basis. Vehicle assignments are
based on the number of persons in the party, distance to be traveled, etc.
Pick-up and Return of Vehicles
7.2.3 Vehicles are to be picked up on the day of actual departure and as close as
possible to the hour of departure. If the departure time does not coincide with
the hours of Facilities and Stores operation, keys may be obtained in advance of
actual departure. Arrangements must be made at the time of reservation
booking.
7.2.4 Vehicles must be returned to the Facilities and Stores at the conclusion of a trip.
Return of vehicles after hours, the key to be handed over to the Security guard
in the main gate.
Breakdowns and Repairs
7.2.5 In case of breakdown of any vehicle Facilities and Stores personnel need to be
notified of a breakdown and, to the greatest extent possible, the nature of the
problem.
Fuel Card
7.2.6 The fuel card will be provided for each vehicle to be used at the prescribed
Station. Operators shall only use fuel card when refueling university Vehicle.

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 Employee Use of University Vehicles
7.2.7 ASharqiyah University staff who are using the University Cars must be produce
their drivers license prior to use the vehicles.
7.2.8 University vehicles are to be used when cost savings can be realized. Rented
vehicles is to be used in lieu of University vehicles when savings are thus
effected.
7.2.9 University vehicles shall be used only in the conduct of University business. This
means only when driven in the performance of, or necessary to, or in the
course of, the duties of University employment. No University employee shall
use, or permit the use of, any University vehicle other than in the conduct of
University business.
7.2.10 Only University employees may drive University vehicles. The campus shall not
loan or lease a University vehicle to any outside organizations.
7.2.11 The following conditions are considered to be a misuse of University vehicles:

Driving a University vehicle without authorization by proper University

officials.

Driving without a valid license of the appropriate class for the type of vehicle
being driven.

Permitting a person who is not a University employee to drive a University

vehicle.

Engaging in unsafe practices, including failure to use and to ensure that all
passengers use all available safety equipment in the vehicle being operated.
Safety equipment includes seat belts.

Falsification of travel logs, travel authorizations, driving license or other forms

relative to the use of the vehicle.

Improper parking of University vehicle.

Personal use or conveying passengers other than persons directly involved

with University, except with the approval of employees immediate
supervisor.
General Regulations
7.2.12 Seat belts must be worn by the operator and all passengers when a vehicle is in
operation.

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7.2.13 Vehicles must be used exclusively in performance of activities directly related to
the mission of ASharqiyah University.
7.2.14 Operators must be employees of the University.
7.2.15 Operators should not be using mobile phone or should not be in a drunken state
while driving.
7.2.16 Passengers must be employees, students, or guests of the University.
7.2.17 No vehicle may be modified or altered in any manner without the express
consent of the Director of Facilities and Stores.
7.2.18 Vehicles should be returned in the same general condition as when picked up.
7.2.19 Comments and suggestions are encouraged and may be furnished either
verbally or in writing to the Director of Facilities and Stores.
7.2.20 The Operator will be responsible for any misusage of cars while using and will be
charged for the repairing works due to misusing the Cars.
7.2.21 The cost of fuel reimbursement and repairs and maintenance shall be as per the
policy of the University.
7.2.22 Buses hired by the University must not be older than a maximum of seven
years.PL

7.3 Procedures
Fleet Management
Responsibilit Activity Document
y
End user Send a request to reserve a vehicle and mention the
(Employees) purpose for the use
Facilities and Review the request to find number of persons to use the
Stores staff vehicle and the distance to be travelled
Allot a vehicle on a first-cum-first-serve basis
Type of vehicle should depend on the number of persons
to be using and the distance to be travelled
If the number of requests are more than the availability of
vehicles, contact the requestors and suggest and arrange
for combinations
Coordinate scheduling of the vehicles
End user Notify the Facilities and Stores in advance if the vehicle is
(Employees) to be used longer than the reservation period
Notify the Facilities and Stores in case of breakdown of
any vehicle and to the extent possible, the nature of the
problem
In case of breakdown and accidents:
- Notify the Facilities Director;

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Responsibilit Activity Document
y
- Do not remove/ tow the vehicle unless it
presents a hazard to or restricts the flow of traffic, or
authorized by the Facilities and Stores Director
Facilities and In case of accident, check insurance cover and
Stores investigate the case to identify who was the responsible
Director
Facilities and Prepare a report on usage of the vehicle and the
Stores staff performance of the driver after the vehicle is returned by
the user.

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8 Project management

8.1 Overview
8.1.1 This chapter describes the policies and procedures relating to project
management at the University.
8.1.2 The scope of this chapter covers the following aspects:

Project initiation

Project planning

Project execution

Performance and Monitoring

Project closure

8.2 Policies
Project initiation
8.2.1 At the beginning of the project, the Facilities and Stores Director must create
and evaluate the business case in order to determine if the project if feasible
and if it should be undertaken. PL
8.2.2 Facilities and Stores department shall carry out due diligence and feasibility
testing may occur, if needed.
Project Development
New Construction

8.2.3 The decision-making process for new construction shall involve analyses of cost
effectiveness, the level to which the need is essential and central to
programming needs, overall costs, alternative solutions, internal and external
constraints, funding options, debt service, and competing initiatives.
Renovation Projects
8.2.4 Requests for space renovation must be approved by appropriate authorities and
funding for renovation projects shall be included in the Universitys operating
budget.
Execution
8.2.5 Specifications shall be set by a technically competent authority to ensure
standards of safety and quality are observed.
8.2.6 Each project shall be assigned a Project Champion who shall monitor project
activities in collaboration with other representatives from Facilities and Stores

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 Department. The Project Champion shall conduct inspections at regular
intervals.

8.3 Procedures
Project management
Responsibilit Activity Document
y
Facilities and Receive the details of the event/ project from the
Stores requestor ((Student or Faculty club/ organization of the
University)
Carry out due diligence and feasibility testing, if needed,
and submit to the AVC
AVC/ VC/ Review the project and approve/ reject
ASU Board of
Directors
Facilities and If the AVC decide to move forward with the project,
Stores create a project charter or project initiation document,
including the business needs and business case.
After all arrangements the request forwarded to
procurement department to deal with it according to
their Manual.
This will cover only small projects

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9 Event management

9.1 Overview
The objective of this procedure is to ensure events are managed in a safe
manner through the identification of hazards and the assessment and control of
risks.

9.2 Policies
Event Checklist
9.2.1 The Facilities and Stores shall develop an Event Checklist form which will provide
guidance for the risk assessment of the event and is to be completed at the
earliest stage of the planning process.
As each event is different:
- more detailed assessment may be required for some events;
- not all tasks or hazards listed will be relevant to the event;
- there may be tasks or hazards specific to the event that are not listed and
require assessment.
Event Risk Assessment
9.2.2 A risk assessment is to be conducted for each University event in accordance
with the University Health and Safety Procedure and documented.
9.2.3 When assessing tasks and hazards associated with an event, consideration is to
be given to processes that are undertaken before, during and after the event.
9.2.4 Where an event risk is applicable, event organizers are to ensure the risk is
assessed and appropriate risk control measures are identified and implemented.
9.2.5 Risk assessments and controls must be reviewed and revised as necessary,
when:
- a significant change occurs (e.g. a change of venue or to event content);
- a new hazard associated with the work is identified or additional
information about a known hazard becomes available;
- there is evidence that a risk control measure does not adequately control
the risk;
- a notifiable incident occurs; or

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 - a health and safety representative requests a review.
Event Details
9.2.6 An Event Checklist shall be developed by event organizers to record specific
event details when applying for approval to run a University event.

Event Contact List

9.2.7 The Event Checklist form is to be used to record key contacts relevant to the
event (e.g. suppliers, emergency services, entertainment, venue / site contact
person, security, contractors).
It can also be used to record any mandatory personal protective equipment
(PPE), training, and/or communication devices (e.g. radio) that event personnel
may require.
Event Task List
9.2.8 The Event Checklist form is used to record tasks relevant to the event, and is
part of the approval process. It can also be used post-approval to track the
progress and completion of tasks.
Event Approval
9.2.9 University events must be approved prior to the event proceeding by the VC.
9.2.10 All required documentation shall be submitted to the relevant approval authority
(e.g. ROP) at least 4 weeks prior to the event, to provide adequate time for
review and authorization.
If an event is not approved, the event organizer must document the details.
Event Bookings and Permits
9.2.11 Event bookings and permits are required for:
- Stall booking
- Outdoor Venue bookings
- Affiliated Societies and Sporting Clubs
Event Notification
9.2.12 The Event Checklist form is part of the event planning process and is used to
determine appropriate persons / groups / organizations to be notified of the
event. This may include internal and external groups such as external

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 authorities / emergency services (Police, Ambulance, and Fire), on-site Security,
and the local Council.
Event Monitoring
9.2.13 Monitoring may be required during the course of the event to ensure the
ongoing effectiveness of risk controls.
Event Review
9.2.14 It is recommended that a review be undertaken following the event to :
- assess the effectiveness of the hazard identification, risk assessment and
risk control process; and
- apply lessons learnt to the planning of any future events.

9.3 Procedures
Event Management

Responsibility Activity Documents

The Department of Student Affairs has to

send the event requisition through Events
Requirements Form (ERF). Form must
specify:

The event organizer & name of Events. Events

Department of
Requirements
Student Affairs The location/Date/Time/ of the event.
Form
All requirements need from Facility &
store.

The form has to be signed by Chairman

of Events Committee & Event Organizer.

Facilities and
Facilities & stores department receive ERF Events
Stores staff
from student affairs, review requirements Requirements
and request clarifications if any. Form
Assigned different tasks for related staffs in
department as follow:

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Responsibility Activity Documents

- Maintenance & technical works (electrical,

plumper, carpenter, mobilization &
demobilization...) will forward to the Project
& Maintenance Section.
- Health & Safety issues will forward to
Safety specialties for his action.
- Transportation requirements will forward
to Transportation staff for his action.
- Cleaning & services works (furniture,
food) will forward to the specialties of
contract.
After Event Finish, Facilities & stores
department has to ensure that the site has
been rearranged.