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Facilities Operations

Vassar College

Work Requests

Please use the following links to forms for your work requests.

Custodial Services | Grounds | Moving and Delivery | Building Maintenance | Mechanical, Electrical, Plumbing | Charges | Student Damages

Facilities Operations is responsible for the maintenance and safe operation of all campus facilities. This includes operations and maintenance of our building electrical, plumbing, HVAC, carpentry, paint, locksmith services, fire life safety, general maintenance and custodial operations. Facilities Operations also maintains the campus grounds, provides snow removal, and provides moving services relative to the setup and breakdown of events. Facilities Operations takes pride in our diverse and talented group of personnel experienced in all aspects of maintenance and operations of building systems.

Below is a breakdown of our different operations. Most are part of Routine Services and are funded annually in the operating budget, however some requests are considered Special Services and can only be completed if funded by the budget of the department making the request. If an item listed below is a Special Service, please contact Facilities Operations for an estimate of cost to complete the work.

Custodial Services

Routine Services:


  • Restrooms are cleaned, disinfected and supplies of soap, paper towels, toilet tissue are replenished.
  • Floors in common areas, classrooms and meeting rooms are swept or vacuumed and mopped.
  • Trash and recycling containers in common areas and meeting rooms are emptied.
  • Entrance areas are kept free of litter, ice and snow. Our grounds department manages snow removal on sidewalks and roads.
  • Water fountains are cleaned and disinfected.
  • Classrooms and meeting room tables and those in common areas are wiped clean and disinfected.
  • Entrance mats are vacuumed
  • Glass doors at entrances are cleaned

Twice Weekly

  • Carpeted areas are vacuumed


  • Offices are cleaned
  • Floors are auto-scrubbed
  • High dusting

Over major breaks of 2 weeks or more

  • Buffing / polishing / scrubbing of floors
  • Restrooms are deep cleaned


  • Carpets are cleaned
  • Floors are stripped and waxed
  • Pest control is provided to areas with any observed activity

Special Services

  •  Any routine service requested outside of the normal schedule described above
  • Major clean-out of space (cost will include labor and hauling charges associated with these efforts)
  • Carpet cleaning more frequently than once a year
  • Clean out of storage areas, attics, and basements in residential buildings


Routine Maintenance

  • Mowing lawns
  • Snow, leaf and litter removal on walkways, parking lots and roads
  • Maintenance of all outdoor athletic fields
  • Operation and maintenance of irrigation systems
  • Installation and maintenance of flowers, flowering baskets, shrubs and trees throughout campus
  • Pruning of trees, including removal of hazardous trees
  • Care and maintenance of class trees the College Arboretum (LINK)
  • Installation and maintenance of parking and regulatory signage on the grounds
  • Excavation of utilities for emergency repairs
  • Repair and maintenance of all paved areas include sidewalks
  • Campus-wide garbage and recycling removal

Special Services

  • Supply of table flowers and plans for decorative purposes (requires at least 10 days advance notice).

Setup Moving and Delivery Services

Routine services

  • Furniture/equipment set-up, such as a podium, for classrooms as part of the regular academic programs
  • Set-ups for small departmental events (such as tables and chairs) requested during normal working hours (Monday–Friday, 7:00 a.m.–3:30 p.m.) through the Campus Events Office (CAO)
  • Delivery of items from Receiving and Stores during normal working hours (Monday–Friday, 8:00 a.m.–4:30 p.m.). Scheduling may be necessary to avoid overtime charges; coordination with Purchasing is a good idea if a large shipment of items is expected
  • Limited moving services on campus (i.e. moving a single file cabinet, desk or bookshelf) with at least five (5) working days notice. Note: Facilities Operations staff cannot pick-up or transport materials to off-campus locations. If you require this service, contact the Purchasing Department for assistance in locating a service provider

Special services

A move involving the contents of an entire office or group of offices requires professional moving services and cannot be undertaken by the limited number of custodians available for moving minor pieces of office equipment. Departments and offices requiring these types of services should contact the Purchasing Department to obtain a quote for the cost of these moves. Renovation or major capital project moves should be planned as part of the project, with the cost of the move funded through the capital budget.

The cost for various types of special events has traditionally been borne by the sponsoring department or office. In some cases, a central budget captures the full cost of recurring campus events, such as Commencement and Reunion. Services for events such as banquets, receptions, major lectures, outdoor events, and concerts are provided according to the specifications of the sponsor. The request must be submitted to Service Response at least ten (10) days in advance of the event. Costs may include:

  • Set-up, break-down
  • Gym floor covering
  • Installing temporary fencing
  • Setting up risers
  • Moving furniture out of a room
  • Installing temporary power
  • Installation of temporary banners and directional signage
  • Utility mark-outs/line detection requests for tent installation
    • NY law requires a signed release when digging to prevent damage to underground utilities. Any utility mark out requires a submitted Service Request

Building Maintenance

Routine Services

  • Routine repairs and preventive maintenance to building structures and exteriors including roofs, gutters, walls, floors, ceilings, windows, doors, locks and closure devices
  • Maintenance of interior and exterior painted building surfaces and parking lot striping
  • Fabrication and installation of all interior building signage to replace missing or damaged signage
  • Minor repairs to furniture and countertops
  • Locksmith services during normal business hours (Mon–Fri 7:00 a.m.–3:30 p.m.)
  • Painting as part of routine cycle maintenance. This schedule varies annually based on available budget and painting prioritization set by the Paint Shop as a result of assessing other needs on campus.

Special Services

  • Repairs to furniture beyond minor repair for academic spaces. Repairs to furniture in student spaces are addressed by Res Life.
  • Replacement of lost keys and re-keying functionally sound locks, as well as the purchase and installation of new security systems, normally result in a charge to the department. Departments that have a need for special security systems should contact the Purchasing Department.
  • Installing pictures, projection screens, mirrors in offices
  • Fabrication and installation of white boards and tack boards in offices
  • Ordering and Installing interior signage other than to replace damaged or worn out material
  • Replacing functionally sound glass in doors, windows, or partitions (i.e. changing clear partition glass to frosted glass, etc.)
  • Installing window treatments other than shades. (Please contact Purchasing to discuss recommended vendors and costs.)
  • Repairing or maintaining specialized equipment for an office, laboratory, or kitchen equipment. (Please contact Purchasing about maintenance contracts from firms specializing in the required maintenance or repair work)
  • Renovation or remodeling projects including construction of new walls, demolition of walls, relocation of doors, windows, cabinets and / or modular furniture and partitions
  • Installation of TV brackets and access panels
  • Fabrication and installation of picture frames
  • Installation of suspended grid ceilings or replacement of ceiling outside of necessary repair to damaged material
  • Painting of spaces ahead of schedule set by Facilities Operations.
  • Expenses related to ergonomics
  • Replacement, repair or inspection of specialized departmental equipment not part of the standard building system. Examples of standard building systems replaced, repaired and inspected as part of routine maintenance include items such as HVAC systems, structure, Fire / Life safety equipment, water supply, etc. Examples of specialized equipment that require special services include systems such as bleachers at athletic facilities, overhead gym equipment such as basketball backboards, theater curtains and overhead rigging, specialized science equipment, etc

Mechanical, Electrical, and Plumbing

Routine services

  • Repairs and preventive maintenance of electrical-mechanical-plumbing systems, including lighting, heating, ventilation, air conditioning, elevators, life safety, water supply and waste disposal
  • Repairs and maintenance of utility distribution-collection systems, storm drains, and street lighting systems
  • Monitors Building Automation system to insure temperatures and lighting meet college standards
  • Installation of new water fountains to replace broken or damaged ones

Special services

  • Installing window A/C units where a unit does not exist and providing a dedicated circuit
  • Installing bottle filler water fountains outside of planned replacements


  • Per Key Cut: $20
  • Lock change: $150
  • Pad Lock installation: $52
  • Other charges for Special Services can be estimated and sent if requested.

Student Damages

Students are held accountable under College Regulations and the room contracts administered by Residential Life for damage to the residence halls, student apartments and common spaces. Facilities Operations responds to service requests entered by the Residential Life staff, which is then billed to the responsible student(s) by Residential Life. Charges are based on hourly labor rates and material charges where applicable.