Welcome to your guide to services offered through Facilities Services and Campus Development. Below you will find general information on the various services provided by the department.
Table of Contents
- After Hours Message
- Assistance Phones
- Basic Policy and Responsibility
- Bicycle Racks
- Building Maintenance
- Building Systems
- Bulletin Boards
- Carpentry
- Chargeable Services
- Confidential Shredding
- Contractors on Campus
- Door Locks
- Electrical
- Fire Detection and Suppression Equipment
- Fires
- First Aid
- Fleet Vehicles and Driving at VIU
- Floor Plans
- Ground Maintenance
- Incident Reporting
- Janitorial Services
- Key and Card Access Requests
- Lighting
- Moving on Campus (Material Handling)
- Painting
- Parking
- Pest Control
- Pets on Campus
- Photo ID
- Recycled Paper and Cardboard
- Security
- Shredding
- Signage
- Snow/Ice Removal
- Special Event Set-Ups
- Surplus Furniture
- Urgent Service Requests
- Service Requests
After Hours Message
Campus emergency calls should be made to VIU Security at 250.740.6600 (local 6600).
For building maintenance issues, after hours messages or requests for Facilities Services and Campus Development may be left by calling local 6500 or via email Facility@viu.ca
Assistance and Emergency Calls
Assistance is available to anyone for the following:
- Personal Security:
- "Safe Walk" request
- Assistance to access buildings / offices
- Emergencies:
- medical / first-aid / fire
- vehicle / building break-in
- report suspicious activity / person
- theft / vandalism
- Any other event of an urgent nature
Emergency calls can also be made from any telephone on campus by calling local 6600 or by calling 250.740.6600 from any outside telephone or cellular phone. All incidents and/or accidents on campus involving actual or potential danger to life or property must be communicated immediately.
All elevators on campus also have Assistance Phone buttons on the control panel, which may be used in the same circumstances.
Basic Policy and Responsibility
Facilities Services and Campus Development is responsible for the basic operation and maintenance of the physical facilities of the university; therefore any and all changes to the physical facilities must be approved by Facilities Services and Campus Development.
It is important that Facilities Services be advised of any proposed alteration or addition to any building or ground area. All work plans and completed work must be approved by Facilities Services and Campus Development for compliance with statutory requirements and established policies.
Bicycle Racks and Bike Parks
Vancouver Island University provides bicycle racks on the Nanaimo campus. Bicycle racks are located throughout the campus for the convenience of bicycle riders.
Bike Racks
Bicycles shall not be locked, secured or parked against handrails, fences, trees or in any other location that restricts access to any building, stairway, ramp, pathway, or in such a manner as to interfere with public safety. Parking or storage of bicycles inside of buildings, including vestibules and entrance/exit ways, is prohibited.
Any bicycles found in contravention of this statement will be subject to immediate removal at owner's expense. Owners will not be reimbursed for the cost of locks cut during removal. If your bicycle has been removed, please contact the Parking/Security office at 250.740.6512 to make arrangements to recover your bicycle. View a campus map of bike rack locations.
Building Maintenance
Basic maintenance needs such as doors sticking, plumbing problems, replacing light bulbs, maintenance of interior finishes, routine cleaning needs, repairs to classroom/lobby furniture or fixtures or other base-building repairs are provided free of charge and can be obtained by submitting a Service Request.
Requests for Building Renovations and Modifications are to be requested via the Project Request found through the Services We Offer and your project will then be assigned accordingly for further consultation. A Project Request is for work beyond the scope of a Service Request with Facilities Services. A Project Request requires planning and coordination due to it's multi-disciplinary nature and is usually over $2,000. These are capital upgrades such as: renovations, furniture reconfigurations, changes to electrical / mechanical systems, new flooring, fixtures etc.
Building Systems
Facilities Services and Campus Development is responsible for the operation and maintenance of all mechanical, electrical, heating, ventilation & air conditioning (HVAC), and building control systems. It is our mandate to provide a comfortable and safe learning / working environment in the most cost effective way.
Bulletin Boards
Bulletin boards must be used for posting information. Anything posted elsewhere is subject to removal without notification. Bulletin boards for general use by faculty, employees and students are provided in strategic locations throughout campus buildings. All posted information on these boards must be stamped by VIU Student's Union. Many departments manage their own departmental bulletin boards and display cases, the use of which requires the permission from the respective faculty. To order and/or request installation of bulletin boards submit an purchase requisition.
Carpentry
Maintenance items which require carpentry services may be addressed to Facilities Services. Departments may also request non-maintenance carpentry services which include items such as shelves, cabinets, display units, etc. Availability is based on current workload, and services are charged to the requesting department. To initiate submit a Service Request.
Chargeable Services
Any requests for materials or services which are not related to the maintenance of base-building functions and services to occupants may result in the requesting department being charged. This includes changes to existing services to accommodate equipment installations, changes in room function or convenience. Requests for services, should be submitted through the Service Request for service page.
Requests for Building Renovations and Modifications are to be requested via the Project Request found through the Services We Offer and your project will then be assigned accordingly for further consultation. A Project Request is for work beyond the scope of a Service Request with Facilities Services. A Project Request requires planning and coordination due to it's multi-disciplinary nature, and is usually over $2,000. These are capital upgrades such as: renovations, furniture reconfigurations, changes to electrical / mechanical systems, new flooring, fixtures etc.
Confidential Shredding
A Material Handling Request must be submitted to Facilities Services and Campus Development.
Prices for confidential shredding as follows:
- $9.90 for boxes (Banker box size)
- $17.60 for blue or grey tote
Door Locks
Routine maintenance of locks is the responsibility of Facilities Services. Lock changes are to be requested on a Service Request, separate from key requests. Only Facilities Services personnel are authorized to change or modify locks on campus.
Electrical
Light fixtures, switches and receptacles are repaired and light bulbs / fluorescent tubes are replaced as part of routine maintenance. Any heaters, permanent or portable, must be requested from and installation approved by Facilities Services. When adding multiple electrical devices to a circuit, please consult with Facilities Services to determine if the circuit has enough capacity for safe operation.
Please submit a Material Handling Request if you require electrical power bars. All electrical appliances connected to the campus electrical system are to be CSA approved.
For specific lighting or electrical issues, please submit a Service Request. If immediate attention is required, please contact Facilities Services at local 6500 or email at Facility@viu.ca. General enquiries and requests for major electrical modifications or services should be directed to the Manager, Technical Systems at local 6547 or via email. Installation of these services will be charged to the requesting department.
Fire Detection and Suppression Equipment
Regular maintenance and servicing of all fire detection and suppression equipment is performed by Facilities Services or authorized professional contractors.
Fires
In case of fire activate the nearest red fire alarm pull station and evacuate the building. Once outside, move to the designated assembly points and call 911. Keep clear of arriving emergency vehicles and building entrances.
First Aid
All injuries must be reported to Vancouver Island University, through VIU Security at local 6600. First Aid services and transportation to medical aid are provided by Vancouver Island University, however additional medical expenses resulting from the injury (e.g. hospital charges) may be the responsibility of the individual.
Fleet Vehicles and Driving at VIU
Vancouver Island University provides a fleet of service vehicles, vans and buses. Bookings are on a first come, first serve basis, so it is important to note the date when a booking is made. All vehicles are intended for city and highway use only. Vehicles shall only be driven by authorized drivers and are to be used only for university business.
Fleet driver are still responsible for all high touch point cleaning upon returning the vehicle to Facilities Services.
Bookable fleet Vehicles
| Vehicle Number | Capacity | License Required |
|---|---|---|
| Bus 106 | 16 passenger | Class 4 License |
| Bus 116 | 24 passenger | Class 4 License |
| Bus 124 | 24 passenger | Class 4 License |
| Bus 137 | 24 passenger | Class 4 License |
| Bus 140 | 24 passenger | Class 4 License |
| Van 150 | 7 passenger | Class 5 License |
| Van 160 | 7 passenger | Class 5 License |
Keys can be picked up from the Facilities Services office (building 120), Mondays to Fridays between 7:30am - 3:30pm, the day before the scheduled trip.
The vehicles are located in Building 120 vehicle compound, which can be accessed off of 4th Street. Keys to the compound are included in your key package. All vehicles must be:
- Refueled at the end of your trip (cost of refueling will be charged back if not done)
- Parked in designated parking space
- Cleaned thoroughly at the end of your trip
Trip inspection booklets are located in the vehicle. The completed originals and keys must be placed into the mail drop located on the Mail Room door.
It is recommended that drivers possess a purchasing card that can be used in the event of vehicle break down. Chevron charge cards are also available through the Purchasing Department for refueling of vehicles. Facilities Services will reimburse the department for the cost of towing and mechanical repairs. Please report any mechanical or safety issues immediately to the Facilities Services office at 250.740.6500 or to Campus Security at 250.753.3812, if after hours.
If it is found the driver/operator was negligent or careless with the operation of any of these vehicles and causes minor damage under $5,000, repairs are subject to be charged back to the department who has requested its use.
To book a vehicle, please complete and submit the Fleet Vehicle Request Form.
Driving at VIU
Effective January 1, 2022, all VIU driving permits will be processed by Facilities Services.
The VIU Driver's Responsibility Form will need to be filled out and authorized by your manager prior to your permit being processed.
The VIU Best Practice for Fleet Vehicles is currently under construction. Please contact the office at Facility@viu.ca for further information.
Floor Plans
Facilities Services and Campus Development maintains the floor plans for each building on campus. Any renovations must be discussed with Facilities Services and Campus Development before work is started. Floor plans will be updated when work is completed. You can view floor plans through the Base Floor Plans. Any questions or comments please notify via Facility@viu.ca.
Grounds Maintenance
The maintenance of the campus grounds are the responsibility of Facilities Services. This includes:
- mowing
- tree trimming
- replacing of trees, shrubs and flowers
- litter and weed control
- irrigation
- landscape construction
To report any deficiencies, please submit a service request.
Incident Reporting
All incidents occurring on campus must be documented with an Injury/Incident Report and forwarded Health & Safety Services.
Examples of incidents to be documented include:
- Injuries to employees/faculty, students, or visitors
- Theft, loss, or damage of university property or personal belongings
- Incidents of assault, threats, violence, etc
- Motor vehicle accidents on campus property
Please refer to Health & Safety Services for more information.
Janitorial Services
Janitorial services are provided by a contractor under the direction of Facilities Services and Campus Development. Routine janitorial services are provided at no cost to departments. Additional services can be obtained by completing a Janitorial Request Form. Certain major activities are done annually, such as carpet and window cleaning, stripping and waxing of floors, and spot washing.
Additional requests for janitorial services, such as conferences and special events will be charged to the requesting department. Rates listed below are guidelines. Costs may vary depending on the type of function/event, duration, and day.
| Services | Cost |
|---|---|
| Cleaning of (1 - 2) general classrooms - 1 session | $45 (includes cleaning materials and labour) |
| Cleaning of (3-5) general classrooms - 1 session | $64 (includes cleaning materials and labour) |
| Cleaning of (6 - 10) general classrooms - 1 session | $125 (includes cleaning materials and labour) |
| Cleaning of (11 - 15) general classrooms - 1 session | $185 (includes cleaning materials and labour) |
| Lecture Theatres/Multi Purpose rooms - 1 session | $54 (includes cleaning materials and labour) |
| Building 300 - Cafeteria seating/Welcome Centre | $250 - $300 |
| Building 185 - Cafeteria seating | $120 - $170 |
| Royal Arbutus Room/Discovery Room | $60 - $85 |
Please contact Facilities Services at local 6500 or through campus email Facility@viu.ca for more information.
Offices are cleaned twice a week, and classrooms and labs are cleaned five times a week.
Key and Card Access Requests
Note: Due to the current situation regarding the COVID pandemic, please ensure that appropriate approvals have been granted through the Return to Work process administered by your department, prior to submitting any key/card access requests.
Employees needing keys and/or card access are required to submit a separate requests for each Key/Card access request. For more information on the process, please see Creating Key Request.
Employees are required to pick up all keys from the Facilities Services and Campus Development office in Building 120. Please bring photo identification. Keys that are no longer required must be returned to the Facilities Services office, including keys that are being returned, based on termination of employment.
Facilities Services has the responsibility for physical security on campus and will ensure that security is maintained. When returning keys, do not send through the internal mail but return them directly to the Facilities Services office.
Programming of Student Cards
Departmental operators who are programming student cards should be programming these cards using the Federated Identification Management (FIM) software. Those requiring installation of this software or assistance should contact FIM@viu.ca. Any operator access changes, additions or removals will require Dean/Director approval. That access should be adjusted as needed and removed after they leave. Student cards should NOT be deleted as the student might be enrolled in another program.
Note: Keys that have not been picked up from the Facilities Service office within a month will be de-assigned.
Lighting
Interior lighting includes both standard and emergency lighting. Exterior lighting is comprised of street, pathway and building lights. To request repairs to any of these systems between regular maintenance, please submit a Service Request. If immediate attention is required, please contact Facilities Services and Campus Development at local 6500 or through campus email at Facility@viu.ca.
Canada Post
Please ensure envelopes are sorted into sealed and unsealed. The preference is to leave all envelopes unsealed. All unsealed envelopes should be stacked individually with the flaps over so they can be sealed and stamped in one operation. Do not enclose paper clips, bulldog clips, or fold back clips. This is a Canada Post requirement and will also cause damage to our postage machine.
If you have a large mailout, please contact the mailroom MailRoom@viu.ca a minimum of 24-hours in advance, so we can ensure the necessary resources are available to process your mail.
Interoffice mail
When using recycled interoffice envelopes, please check both sides to be sure all previous names are crossed off. Please do not staple interoffice envelopes closed, scotch tape should be used.
Interoffice mail to regional campuses are shipped as follows:
- Cowichan - everyday
- Parksville and Powell River - Monday and Thursday
- Milner Gardens - Thursday
Moving on Campus (Material Handling)
Transportation of goods, materials, equipment, and furnishings between buildings can be arranged by completing a Material Handling Request. All requests must be forwarded to Facilities Services and Campus Development. A minimum of five days notice is recommended.
Doing a large move? Go to Moving at VIU for all your moving details.
Note: Items that are awkward in shape (not a box) or heavier than 30 lbs. may require 2 movers and may increase charges.
Painting
Unauthorized painting of any Vancouver Island University area is prohibited. When an individual department requires painting for reasons other than general maintenance or on a priority basis, a quote will be provided and the cost for the painting will be charged to the requesting department. For more information, please contact Facilities Services and Campus Development at local 6500 or through campus email at Facility@viu.ca.
Parking
Refer to Indigo Parking for more information.
General inquires can be directed to viuparking.ca@group-indigo.com or by phone at 1.800.469.4169. The Parking office (Building 315) hours of operation are Monday to Friday from 9am - 3pm.
Guest Parking Coupon Codes
Guest Parking coupon codes replace the one day/guest parking permit booklets that were used for departmental guests to park on campus for non VIU sponsored events. Coupon codes can be purchased for any dollar amount needed.
If you required a Guest Parking coupon code, fill out the Guest Parking Coupon Code Request and email it to Facility@viu.ca. All requests will need to be approved prior to a coupon code being issued. A request form is required regardless of whether it is a new request or a request to add funds.
Coupon code dollar amounts can be tracked and remaining balances confirmed by sending an email to viuparking.ca@group-indigo.com. Departments will need to provide the coupon code to Indigo for confirmation.
Note: Please allow for 5 working days prior to event for the coupon code to be issued.
Coupon Code Instructions are available for your guests on how to enter the information into the parking meter.
If you have any questions, please email Facility@viu.ca for more information.
Pest Control
Pest Control activities are managed by Facilities Services, in consultation with the Health and Safety Services office to ensure the safety of all persons. Please report any pest problems or concerns to Facilities Services at local 6500 or through campus Facility@viu.ca.
Pets on Campus
Designated service animals are allowed on campus grounds and in campus buildings. The general guidelines for animals on campus are:
- All animal feces must be picked up by the pet owner and disposed of in an appropriate manner.
- Pets are not allowed to roam free (off leash) on campus.
- Pets are not allowed in VIU buildings.
- Animals are not allowed to be tied up outside on campus grounds.
- Animals are not to be left in vehicles parked on campus.
Facilities Services reserves the right to contact the Animal Control Centre and have pets removed from Vancouver Island University property if the above guidelines are not adhered to.
VIU Student/Staff ID Cards
Employee ID Cards
All employees must identify themselves upon request of Vancouver Island University employees or Security, by showing VIU Employee Identification Card (Policy 44.13). Employee ID Cards are only issued to current Vancouver Island University employees. Your employee card is the property of Vancouver Island University. Upon termination of service, your employee card shall be returned to the Facilities Services office. Employee cards are not transferable.
To obtain your employee card, please bring 1 piece of picture ID or 2 pieces of ID with no picture. This card is to be used for:
- On site identification
- Borrowing library materials or equipment from the service desk
- Card access to buildings
See Library hours of operation and info on Student ID Cards.
Recycled Paper and Cardboard
Facilities Services is responsible for coordinating recycling at VIU. Employees are responsible for collecting recyclable material in their area and taking it to designated recycling stations. If there are any questions or concerns relating to the collection of recyclable material on campus, please contact Facilities Services at Facility@viu.ca.
Please follow guidelines below:
Inside the recycling bag: Office paper, newspapers, and NCR paper (no carbon required).
Outside the recycling bag: Magazines, phone books, textbooks, and bound handouts or reams (over 500 pages). Small amounts of heavy books/magazines must be placed in a box beside the recycling bag.
Maximum bag level is half full If the recycling bag is half full, please tie off and place another bag on the frame. The janitors leave additional bags whenever they remove recycling.
Cardboard boxes must be broken down and flattened for recycling pickup. Please place all boxes beside the bag.
To request bags, report problems or to schedule additional pick ups, email Facilities Services at Facility@viu.ca.
If you have a large amount of books/magazines to be recycled, please submit a material handling request.
Food waste can be disposed of in all washrooms and organic collection containers (green bins). Please email Facility@viu.ca for any necessary unscheduled trash removal.
Emptying outdoor trash cans and removing litter from all campus grounds is also coordinated through Facilities Services. If you see an area needing trash clean up, please contact Facility@viu.ca.
Security
Refer to the Security information.
Signs
All campus signs are designed, installed, and maintained by Facilities Services and Campus Development. Interior signs include directional and room identification signs, while exterior signs include parking area designation, building identification, directional signs (wayfinding), traffic signs, and others. Download the order form to request signs.
Snow/Ice Removal
Facilities Services and Campus Development is responsible for snow clearing and ice control activities on campus walkways, roadways, and in parking lots. All reasonable efforts will be made to keep roadways, walkways, and parking lots in acceptable condition for pedestrian and vehicular traffic.
Information on Snow/Ice removal.
Special Event Set-Ups
For tables, chairs, and any electrical requirements you need, submit a service request with all the appropriate information. Facilities Services will contact you for more information.
Event setup and moving for conferences and special events will be charged to the requesting department. The rates below are a guideline only.
| Service | Cost |
|---|---|
| Building 300 - Cafeteria table and chair pre/post event setup | $400 - $600 |
| Building 185 - Cafeteria table and chair pre/post event setup | $200 - $300 |
| Facilities Services general moving and setup labour | $40 per hour |
| Contracted Movers - moving and setup labour (approx 4 hours will be required) | $110 per hour |
| Shipping/Receiving tent canopy rentals | $22-$33 per day - set up may be arranged for additional charge |
Please contact Facilities Services at local 6500 or Facilities Services for more information.
Surplus Furniture
A limited amount of surplus, usable furniture is stored by Facilities Services and Campus Development. It is available to departments on an “as is basis ”. Delivery, repainting, refinishing, etc. of such furniture may be arranged as a departmental service by contacting the office at local 6500 or email Facility@viu.ca. Departments having surplus furniture are encouraged to turn in items to Facilities Services for re-use by other areas. Please complete a material handling request for the supply or the removal of the furniture. All surplus materials and supplies must be in accordance with Policy 42.05
Urgent Service Requests
Any unusual occurrence, utility malfunction, or equipment failure that presents immediate discomfort or safety risk to employees or students or property is an urgent service request and must be reported immediately to Facilities Services at local 6500.
Note: After-hours (3:30pm - 7:30am) issues should be reported directly to Security at local 6512. If Security is unavailable, call local 6600.
Examples may include:
- Toilets overflowing or not flushing
- Lights burnt out in work areas, hallways, and building exteriors
- Slippery floors and walkways
- Elevator malfunctions
- Floor or sink drains plugged
- Ceiling or roof leak
- Need of immediate access to locked rooms
Service Requests
An online service request is required for any work to be done by Facilities Services employees or contractors. Please complete a Service Request if you have a facilities related problem or something that requires action from our department.
Requests for Building Renovations and Modifications are to be requested via the Project Request found through the Services We Offer and your project will then be assigned accordingly for further consultation. A Project Request is for work beyond the scope of a Service Request with Facilities Services. A Project Request requires planning and coordination due to it's multi-disciplinary nature and is usually over $2,000. These are capital upgrades such as: renovations, furniture reconfigurations, changes to electrical / mechanical systems, new flooring, fixtures etc.