Service Centre

To request general maintenance, small improvements or any other type of service, please submit a service request.

Service Requests

Requests may consist of the following items: building maintenance / systems, painting, carpentry, heating and cooling requests, door locks, electrical light fixtures, switches, heaters (permanent or portable), grounds maintenance and lighting. For urgent/emergency service requests, contact Facilities Services at 250.740.6500, facility@viu.ca. After-hours requests can be directed to local 6600.

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

Project Requests

To engage with Campus Development for proposed departmentally-funded capital upgrades such as renovations, furniture reconfiguration, employee moves or any other proposed changes to VIU's buildings please visit the Campus Development Service Centre page for more information.

Campus Security & 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.

For information on Security and first aid visit Campus Security.

Confidential Shredding

A Material Handling Request must be submitted to Facilities Services and Campus Development.

Flag Event

If you or your department have a flag event, please complete the flag event request form and email it to the Facilities Services office at facility@viu.ca for review. Please allow for seven working days for the request to be reviewed.      

Fleet Vehicle Request & 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.

To book a fleet vehicle, complete the online Fleet Vehicle Request Form.  VIU fleet driving permits are processed by Facilities Services. Complete the online VIU Driver’s Responsibility.

Key / Card Access Request

Employees needing keys and/or card access are required to submit separate online Key / Card Access requests.

Keying Floor Plans

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. Please note that keys that have not been picked up from the Facilities Services office within the month, will be de-assigned.

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.

Janitorial Requests

Janitorial services are provided by a contractor under the direction of Facilities Services. Routine janitorial services are provided at no cost to the departments. Additional services can be obtained by submitting a janitorial request. 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. 

Move and Material Handling Requests

Requests may consist of confidential shredding, transportation of goods, materials and furnishings between buildings, special event set-up (tables, chairs or any electrical requirements).  A minimum of 5 days’ notice is recommended.

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? Connect with Campusdevelopment@viu.ca for more details. 

Note: Items that are awkward in shape (not a box) or heavier than 30 lbs. may require 2 movers and may increase charges.

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.

Surplus Furniture

A limited amount of surplus, usable furniture is stored by Facilities Services.  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

Mail

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 mail out, 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.

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

Report an Access issue

If you encounter any physical barriers like an out of order elevator, powder door opener, construction blocking a path, etc. please report the issue through the Report an Access Issue link.