A GUIDE TO SERVICES
at the Health Science Center

Introduction

Welcome to the Health Science Center. The University of Wisconsin-La Crosse Physical Plant, one of your HSC Consortium partners, holds the contract for building services in this facility. We have produced a guide to explain the way in which we propose to administer this contract. This guide will answer many of the questions we have been asked so far and help you determine who to call for physical plant services at the HSC. Eventually there will be a system of teams in place to receive a variety of requests from the building occupants. These teams will study those requests and recommend solutions. Those requiring review at a higher level will be presented to HSC, Inc. by the respective team(s). A calling list and floor plans are attached to this guide for your convenience. We intend to provide the quantity and quality of services you need to fulfill your mission to our students and the public. We face a formidable task, because the HSC is new and this situation is new for all involved. As we learn from our experiences here, please help us to improve the quality of our services by regularly sending us your comments and suggestions to dahlj@westerntc.edu. Most of these services will be provided behind the scenes or after hours. You may be very interested in the workings of some of these services and others may not interest you at all. To give you a more complete understanding of the functioning of the HSC, however, a few words will be said about each. As you read through these descriptions, please jot down any questions you may have and send them to us. When we research the answers to these questions, we will be starting the first quality improvement cycle for HSC building services. Thank you. Paul Albrecht, Director WTC Physical Plant

1) Audio-Visual Equipment, Multimedia Development, and Distance Education

• Educational Technologies provides training, equipment, and support for the audio and video technology in the building. General training sessions are scheduled periodically and personalized training is available upon request. Call 785-5145 to report any problems or request assistance.
  
  
• Five mobile technology carts equipped with a computer, projector, visualizer, VCR, and speakers are available for use within the building. Various additional equipment such as TV/VCR carts and slide projectors is also available.
  
  
• Room 2056 is the multimedia development area. Computer equipment, scanners, printers, digital cameras, and other equipment are available for use by faculty and staff members. Equipment can be checked out but is not allowed to leave the building. The Educational Technologies staff is available to assist with any development needs.
  
  
• Audio and video can be sent to nearly every room in the building from the master control room on the second floor. This includes satellite transmissions, DVDs, cassette tapes, and other forms of technology. Call 785-5145 for more information.
  
  
• There are three designated distance education (DE) rooms and one portable DE unit in the building. Educational Technologies schedules all DE sessions and provides DE site support. Specialized training is offered at the beginning of each semester and is also available upon request.
  
  
• Educational Technologies Staff:

2) Carpentry (Adjustments, Repair)

• Please report any carpentry requests (examples: hang items on walls, construct shelving, etc.) to the
  UW-L Physical Plant at 785-8585 After review, we will make the required adjustments in a timely manner. Work order forms can be obtained from the UW-L Physical Plant.
  
  
• Requests for major repairs or alterations will be studied by the HSC Physical Facilities Team and must be approved by HSC Inc. before being scheduled and implemented.

3)     Charge Back Policy

       HSC INC. FINANCIAL AND ADMINISTRATIVE POLICY FOR DEPARTMENTAL
     CHARGE BACKS

         HSC Inc. is responsible to insure the Health Science Center is maintained in

        accordance with all applicable Wisconsin Building Codes.  HSC Inc. will

        provide all routine maintenance and repair services for the Health Science

        Center and all facility equipment owned by HSC Inc.  This includes tasks

        such as repairing plumbing leaks and electrical problems; Heating, Ventilating,

        and Air Conditioning maintenance; structural maintenance including painting,

       repairs to walls, ceilings, roof, etc.; and providing routine custodial and

        grounds services. Equipment that is considered as being owned by HSC Inc.

        includes general classroom furnishings/equipment, public lounge equipment/

        conference room furnishings, etc.

            The following list identifies those services that are not included in the

            routine maintenance and repair services and are not covered by the HSC Inc.

            operating budget.  This is a comprehensive list, but not all-inclusive, of

            services to be charged back to academic departments/programs and other areas

             making requests for these types of services.

1.  Replacement, repairs, refinishing, servicing and reupholstering of

            furniture and equipment used primarily by a department or program.  This

            includes office furniture and office equipment, department/program supplied

            laboratory furniture and equipment and any other special hardware of apparatus.

            Excludes classroom and general use furniture and equipment not assignable to any

            department or program.

                          
            2.  Maintenance of science and lab tables and hardware. Maintenance on

            special lab fixed equipment such as environmental chambers, freezers,

            refrigerators, ice makers, water softeners, de-ionizers, acid dilution systems,

            compressed air, water distillation systems, autoclaves, etc. that is provided

            by and owned by a department/program.

            3.  Installation, maintenance and replacement of laboratory

            apparatus,  special laboratory plumbing, special HVAC (such as A/C units installed

            and used for computer labs) and special electrical requirements to accommodate

            additional equipment installation or change in room use.

            4.  Maintenance and installation of departmental/program kitchen equipment,

            appliances and other department-owned apparatus and moveable equipment.

            5.  Key cutting (except for initial supply of keys) and re-keying of

            functionally sound locks as well as the purchase and installation of

            new security systems.

            6.  Replacement of departmentally installed carpeting.

            7.  Replacement of carpeting supplied with the building other than for wear.

            8.  Installation of department/program automatic door closers or card access

            systems where none exist.

            9.  Installation, changes and repair of office and desk signs, pictures,

            projection screens, marker boards, tack boards, mirrors, etc.  in offices.

            10.  Any change, renovation or remodeling in the building structure or in

            its hardware or its mechanical or electrical systems when requested by a

            department/program.

            11.  Special departmental request for services outside the timeframe of

            routine maintenance, such as the repainting of rooms more frequently than

            the institution's schedule. (This includes classrooms, labs, hallways,

            offices, department/program rooms and general use areas).

            12.  Replacement of glass in doors, windows, or partition walls when that

            present glass is functionally sound, i.e., change clear partition glass

            to frosted glass, etc.

            13.  Remodeling and/or installation of shelving, cabinets and furniture and

            relocation of these items when requested by a department/program.

            14.  Changing window treatment supplied with the building other than for

            wear (e.g., changing from blinds to draperies, etc.)

            15.  All material and labor costs, including overtime, for services (setup,

            teardown and cleanup) performed for GPR departments in support of special

            programs such as summer camps, workshops, or any other activities.ivities.

            16.  All material and labor costs associated with repairs due to negligence

            or willful damage to the Facility or equipment owned by HSC Inc.

            Occupants must have HSC Inc. approval to make any changes/modifications to

            the existing Facility. The department/program requesting a change must make

            arrangements for such changes through the current vendor providing the

            Operations & Maintenance Service for HSC Inc.   The O&M vendor will

            determine if the request requires HSC Inc. Board approval and coordinate that approval. 

            If the O&M vendor determines Board approval is not required, the vendor will

            then facilitate the building modification. If an outside vendor is being

            considered for such work, plans and specifications will need to be submitted

            to insure compliance with Wisconsin Division of Facility Development Construction

            Specifications.

4) Computer Services

• If you have a computer or network related problem between the hours of 7 a.m. and 4 p.m., please call the WTC Help Desk at 789-6254.
  
  
• If it is after 4 p.m., you may contact the WTC Academic Computer Lab support person at 785-9703. If you do not get an answer, please dial 789-1237 to page the on-duty support person.
   

• There is a computer lab in the Health Science Center (Room 2030) for student use. 
  Hours of operation during the fall & spring semesters are:            

  Monday-Thursday      8:00 am-8:00 pm

                                    Friday             8:00 am-4:00 pm

  
  
  

• If you are unable to reach a support person by phone and are logged on the WTC network, please send an email from another workstation to "HSC HELP DESK". If you are logged onto the UW-L network, please send an email to hschelp@westerntc.edu

5) Copiers

• Faculty copiers are located on fourth floor and are accessible by using an access code. To obtain an access code, contact Julie Dahl at WTC.
  
  
• A coin-operated student copier is located in the basement student lounge area.

6) Dental Clinic

• For questions or course information related to the WTC Dental Hygiene Program, call Program Director Antonio Re at 785-9160.
  
  
• For questions related to the Three Rivers Community Dental Clinic, call 789-6200.

6a) Electrical (Automated Lighting System)

• The building has an automated (computerized) lighting system that regulates the hours that lights are on in the building. The system is set to shut lights off at 11 p.m. Monday through Friday. Anyone working late in the building can override the system by pressing "up" on the black override buttons located in various rooms and hallways throughout the building.

7) Electrical Service (Utility)

• Electricity is supplied to the building by Excel Energy, Inc.
  
  
• The HSC is equipped with a standby generator that runs on natural gas, which is capable of providing enough power to run emergency lighting, some environmental equipment, elevators, and critical research coolers for an indefinite period.

8) Elevator Service

• If you are in the elevator and experience a problem, please pick up the telephone found inside the elevator car. This will connect you immediately with dispatch that will respond to your call.
  
  
• If you notice an operational problem with any elevator, please call the WTC Physical Plant at 785-9109.

9) Financial Services

• Western Wisconsin Technical College (WTC) has been appointed as the Fiscal Manager for the Health Science Center (HSC) Building. A budget has been prepared by HSC, Inc. Any invoices relating to services provided by the HSC in the facility are to be approved by the appropriate oversight agency and sent to the WTC Business Office for payment. The expenses of operating the HSC Facility will quarterly be billed back to the occupying organizations, proportionately, based upon the total square feet in the facility they utilize.
  
  
• THERE ARE DIFFERENT KINDS OF EXPENDITURES RELATED TO THE BUILDING AND ACTIVITIES IN THE FACILITY. THE RESPONSIBILITY FOR THE EXPENDITURE DEPENDS ON WHETHER IT IS A PARTICIPATING ORGANIZATION EXPENDITURE OR AN HSC PROVIDED SERVICE EXPENDITURE.
  
  
• THE GENERAL RULE IS THAT WTC, UWL, READ CLINIC, DENTAL CLINIC, STUDENT HEALTH SERVICE AND ANY OTHER AGENCY OR ORGANIZATION OCCUPYING SPACE IN THE HSC FACIITY ARE EXPECTED TO COVER ANY EXPENSES ASSOCIATED WITH THE OPERATION OF THEIR PROGRAMS IN THE FACILITY.
  
  
• THE ONLY EXPENSES BILLED TO THE HSC BUILDING ACCOUNT WILL BE GENERAL OVERHEAD EXPENSES TO OPERATE THE FACILITY (heat, lights, maintenance, custodial, building management, AV Services, security, parking and any other expense related to shared facilities).
  
  
• All invoices to be paid by the HSC facility Fiscal Manager should be sent to:

Attention: Janet Itnyre
Western Wisconsin Technical College
Business Office
304 6th Street North
LaCrosse, WI 54602-0908

• Invoices to be paid by the consortium should bear the approval of the following individuals, depending upon the type of bill:

10) Grounds Upkeep (Snow Plowing/Removal, Lawn Care)

• UW-L Landscape Services is responsible for all lawn care services.
  
  
• Snow will be plowed and hauled away from the lot immediately after most snowfalls, unless classes are not in session. At those times the snow removal vendor may be allowed to schedule removal when it is convenient for them. In no case will snow be allowed to remain more than a few days.
  
  
• UW-L crews will routinely remove snow from city sidewalks.

11) Hours of Operation

• The building is open from 7:00 a.m.- 10 p.m. Monday through Friday from late August through mid-May.

  Hours for summer and holiday breaks are subject to change. Security will unlock the   building as needed on weekends. Students must be supervised or have faculty permission to be in the building unsupervised. Faculty are responsible for notifying UW-L University Police,  785-8000, of these special access needs at least 48 hours in advance.