Work Requests and Forms
Work Requests
Archibus is the software platform that UBC Okanagan staff and faculty may use to create work requests for the Facilities Management department. The Facilities Management administrative staff will review all new work requests and assign them to our most relevant team of craftspersons. Each craftsperson Team Lead will then prioritize the work request based on urgency and available resources.
Please note:
- Custodial requests (e.g. room cleaning, supply replenishment, spill clean-up) should be sent directly to BEST Service Pros using the Custodial Request Form.
- Students and campus visitors are not able to access Archibus, but are invited to email facilities.ok@ubc.ca if they wish to identify general maintenance concerns.
- Students working in support roles should ask their Lab Manager, Principal Investigator or other departmental staff to create work requests on their behalf.
- Maintenance requests in residence buildings should be directed to the Student Housing and Hospitality Services department. Please find contact info and a link to their Online Service Centre at https://okanagan.housing.ubc.ca/contact-us/
- If work – ether maintenance or modifications – is found to be the result of negligence, the responsible department will be charged accordingly.
Not sure how to enter a work request? Have you submitted a work request but need to make a change and are not sure how? Check out our Facilities Tutorials.
For a list of cost recovery rates please see below.
Categories for Work Requests
Work will normally be carried out within the following parameters:
- Emergency: Includes the protection of health and safety, repair of equipment essential to building operation, prevention or restoring of loss of function. Facilities Management will dispatch someone immediately.
- Urgent: Includes problems which can cause escalating damage to facilities and/or property, or which detrimentally affect departmental functioning. Urgent requests are normally responded to within 7 business days, depending on available resources.
- Routine: Includes regularly scheduled and routine maintenance services. Routine maintenance requests which directly affect occupant comfort will be given priority over chargeable requests within this category. Routine requests will be responded to within 10-14 business days.
- Estimate: A quote for any chargeable work as outlined in the Cost Recovery Services Table below.
- Event: Any event that requires special set-up of tables, chairs, tents, etc. (ie: faculty/academic events, SUO events, Opera Under the Stars, town halls).
- Interior Sign: Any type of sign for the interior of a building, including office or workstation sign, occupants or department/business unit name change.
- Move: Includes movement of furniture from one location to another, removal/move of small or large items (includes lab equipment, fridges) and pick up and delivery of equipment/large packages received at shipping and receiving.
- Project Chrg – Departments with a budget for a specific project
Chargeable Service Requests
Work performed by Facilities Management may be chargeable and depending on the team required to perform the work, the labor charge per hour may vary. The chart below provides examples of chargeable work requests. Hourly labour cost and a ‘parts’ or ‘supply’ charge may apply. Faculty and Staff are welcome to submit a request for an “Estimate” via the Archibus work order system prior to any requested work being performed. It should be noted that there are situations where a third party may need to perform the requested task, therefore third party rates would apply.
Cost Recovery Services Table
|
Scope of Work
|
Team
|
UBCO Labour Cost/Hr
|
Material Charges Apply
|
Notes
|
|
Name plates, custom, directional, & office signage
|
FSW/Contractor
|
n/a
|
ü
|
Third party sign material charges apply.
|
|
Name plate sign holders
|
FSW
|
$40/hr
|
ü
|
Third party sign material charges apply.
|
|
Project Related room number updates
|
FSW/Contractor
|
n/a
|
ü
|
Third party sign material charges apply.
|
|
Custom build projects
|
SSA
|
$45/hr
|
ü
|
An estimate work request should be submitted.
|
|
Painting
|
SSA/Contractor
|
$45/hr
|
ü
|
Labour charges may differ if a third party is required to complete the non-maintenance related painting (i.e., color change).
|
|
Extra cleaning requests
|
Contractor
|
Contractor fees apply
|
|
Third party charges apply and an email should be sent to facilities.ok@ubc.ca for an estimate
|
|
Special lighting & electrical requirements
|
Electricians
|
$55/hr
|
ü
|
Labour charges may differ if a third party is required to complete the special electrical request.
|
|
Greenhouse materials and installation
|
SSA
|
$45/hr
|
ü
|
|
|
Perforated paper towel for labs
|
FSW
|
n/a
|
ü
|
$37.50/case of 12 (including tax)
|
|
Off campus moves & events
|
FSW
|
$40/hr
|
|
|
|
On & off campus deliveries
|
FSW
|
$40/hr
|
|
|
|
External & Student event set-ups
|
FSW
|
$40/hr
|
|
|
|
Specialty equipment repairs, i.e., lab equipment or installations
|
Electricians,
Engineers and/or Contractor
|
$55/hr
|
ü
|
Labour charges may differ if a third party is required to complete the specialty equipment request.
|
|
Blind installation
|
SSA
|
$45/hr
|
ü
|
Labour charges may differ if a third party is required to complete the non-maintenance blind installation. Supplies are purchased through a third party.
|
|
Window frosting
|
Contractor
|
Contractor fees apply
|
ü
|
Third party labour and material charges apply.
|
|
Project related moves
|
FSW
|
$40/hr
|
|
|
|
Project related work, i.e., installations, repairs, etc.
|
FSW, SSA, Electricians, Engineers and/or Contractor
|
Dependant on the team required
|
ü
|
Labour charges differ depending on who is performing the task/s.
|
|
Special fire extinguisher requirements (for labs)
|
Contractor
|
n/a
|
ü
|
Supply cost of the fire extinguisher is dependent on the type of fire extinguisher.
|
| Desk/cabinet keys for existing locks |
SSA |
n/a |
ü |
$15 per lock |
|
Locksmith work that Facilities cannot perform
|
Contractor
|
Contractor fees apply
|
ü
|
Labour charges may differ if a third party is required to complete the locksmith request. Supplies are purchased through a third party.
|
|
Wall hangings/displays
|
FSW/SSA
|
$40-$45/hr
|
ü
|
Extended labour charges may differ depending on who is performing the task/s. Material costs may apply.
|