Facilities

Maintain Facilities to Comply with Relevant Policies and Regulations

• To maximize custodians’ ability to clean facilities in time alloted, please place chairs on tables/desks at the end of each day and remove all large pieces of paper or staples from floors.
• Review and comply with Board Policies and associated regulations
  • • Uniform Complaint Procedures BP1312.3 AR1312.3
    • Uniform Complaint forms E1312.3a (English) E1312.3b (Spanish)
    • Williams Uniform Complaint Procedures AR1312.4
    • Williams Uniform Complaint E1312.4a (English) E1312.4b (Spanish)
    • Use of School Facilities BP1330 AR1330
    • Use of School Facilities Form E1330a E1330b (Fee Schedule)
    • Bids BP3311 AR3311 
    • Energy Management Conservation BP3512 AR3512
    • Emergencies and Disaster Preparedness Plan BP 3516
    • Security of Building and Grounds (Key Policy) BP3520 AR3520
• Facility use must comply with BP1330 AR1330 any use other than MHUSD educational programs MUST obtain user permits, follow all use requirements, pay all applicable fees. Please print the following cover letter and forms for facility use requests: Cover letter, Form, E1330a, E1330b.  ONLY authorized MHUSD users shall sign out and use keys, see AR3520 for key policy.  Work orders must be submitted for All needed maintenance, please do not call Maintenance Techs. Send work order after reporting emergency for Facilities (201-6090 or 201-6085).
• Prohibiting food in classrooms is among the best ways to prevent vermin infestation.
• Use blue painter’s tape for attaching fliers, posters or other materials to facilities surfaces.  Mechanical fasteners, masking or other tapes damage finishes and are not to be used.
• Do not allow anyone to drive vehicles on irrigated fields to protect irrigation systems.
• Facilities improvements must follow proper procedures.  Home & School Clubs or others seeking to provide physical improvements must contact and coordinate projects with Facilities.

Implement Emergency Preparedness as Viable Part of School Site Safety Plan

• Provide Fire Exit/Evacuation Maps in each classroom/office/occupied space.
• Post Emergency Preparedness Flip Charts in each classroom/office adjacent to above maps and review procedures at staff meetings.
• Conduct and record monthly drills, post mandated Drill Logs next to Fire Alarm Panel use and fax to Facilities each quarter.

Follow Practices that Reduce Safety and Security Risks

• All staff need to read and sign General Safe Practices Form (See Principal Handbook)
• White board cleaner is to be kept in locked storage area.
• Live Christmas trees and/or Christmas lights are not to be brought into classrooms.
• No animals are to be brought to schools, other than as authorized by BP 6163.2
• Keys are to be signed out and returned when employee leaves MHUSD.  Staff is responsible for locking up all rooms they unlock.
• Only District Office approved cleaning and/or other chemicals are to be stored at schools (i.e., no one is to bring cleaners or pesticides from home) contact District Safety Committee.

Comply with Fire Codes and Fire Department Direction

• Exit doors are not to be blocked; all exits are to remain accessible.
• Electrical and Mechanical Rooms are not storage areas.  Keep these rooms free of storage.
• Fire rated doors opening into rated corridors are to remain closed, when not in use.
• Fire extinguishers must be tested annually and stored in unobstructed locations.
• Extension cords are prohibited, except for short-term use with approved portable appliance.
• Do not block electrical/fire alarm panels.
• Candles may NOT be brought into classrooms.
• Facilities must approve any non-district provided furniture for safety.
• Fire Marshall has requested district NOT to use plug-in air fresheners in classrooms.
• Properly contain garbage & recycled materials, each evening, lock up and secure all waste.

Conserve Resources to Increase Funding for Educational Needs

• Natural resources and energy are to be conserved using sound practices to optimize safety, air quality and financial management of water, sewer and energy (electricity & natural gas).
• Pursuant BP 3512 AR 3512 principal/manager is accountable for energy management at their assigned campus/site.
• Personal appliances are NOT to be used in classrooms (space heaters, refrigerators, etc.)
• AR 3512 mandates setting thermostats at 72 degrees for heating, 78 degrees for cooling.
• Recycling paper, cardboard and other materials saves refuse costs and is encouraged.

Electrical equipment can cause serious shock and burn injuries if improperly used or maintained. If a part of the body comes in contact with an exposed electrical circuit, a shock will occur.  The electrical current will enter the body at one point and leave at another.  Electricity passing through the body can cause great pain, burns, destruction of tissue, nerves, and muscles.  This can be life altering and ending.  The following are General Best Practices for Electrical Safety: Don’t work on energized circuits or equipment unless you are qualified Never remove a persons lock and tag to attempt to turn on equipment or circuits Lock and tags protect the service person from serious injury or death Stay clear of electrical service persons servicing equipment Steer clear of electrical servicing activities as you may bump the person into a live circuit causing serious injury and may even become entangled in the circuit yourself Test GFCI receptacles near sinks and in restrooms prior to use Push test to trip off and push reset to restore power GFCI fails to trip or reset, do not use/put in work order Use extension cords for temporary periods only and do not daisy chain outlet strips Improper use of cords and daisy chaining of outlet strips can overload the circuit.  This is a leading cause of fire. Never run cords through doorways, under metal file cabinet, etc., as damage of the cord could energize the door frame, file cabinet, etc., causing electrical shock Mitigate hazard by removing from service or securing area and submit work orders Frayed cords Defective GFCIs Broken pins in outlets Missing covers on outlets, switches, electrical boxes, etc. Note:  For additional information or clarification regarding Electrical Safety, contact SCCSIG Loss Control Department at www.sccsig.org.

When a person is injured on the job, everyone suffers. The injured person may feel pain, embarrassment, and fear, and generally has his/her whole routine disturbed.  Co-workers must fill in to try to make up for the absence, and the district loses the talent of a person who probably knows how to do that particular job better than anyone else. Throughout the district we have many mechanical guards, safety rails, items of personal protective equipment, etc., but the fact remains that most accidents are caused by unsafe acts – not faulty equipment.  To help you avoid being hurt, it is important that you follow these rules:

• Even if you are not a supervisor, you have a duty to stop any unsafe act. Another person’s carelessness may injure you.  Tell him/her what she/he is doing wrong.
• Take a special interest in new staff and students.  Warn them of hazards.
• Keep floors clean by picking up liquids or objects immediately after spills. Some very serious injuries occur as a result of slips and falls.
• Never put yourself in a position where you must use all your body strength. When you push or pull too hard on anything, you are likely to slip or injure yourself in some other way.
• Report every injury immediately even if you don’t feel that you need to see a doctor.  Let your supervisor know.
• Don’t burn down your place of employment!  This is a BIGGIE, folks.  If you walk into a room and smell gas, open a door or window and do not turn on lights, appliances, cell phones, etc. Do not place combustible items near flames or in unventilated areas.  Do not stack items within 18″ of a ceiling – sprinklers don’t do any good if they are covered up!
• Know where your fire extinguisher is located and find out how to use it.  Do not block fire extinguishers with furniture or cover them with paper.  Check the extinguisher once a month to make sure it is charged (look at the gauge) and in its place.  Report missing or broken extinguishers to your site maintenance coordinator or administrative staff immediately.
• DO NOT TOUCH downed utility lines even if you think they are harmless.
• Don’t run electrical cords across aisles, walkways, or wet floors. Have cords repaired when they become frayed, and DON’T OVERLOAD WALL SOCKETS.
• Don’t pull out more than one file cabinet drawer at a time.  Close drawers of desks and file cabinets before you walk away.  You or someone else could walk into them or trip over them.  Put heavy items in bottom drawers.
• Don’t try to catch heavy or sharp falling objects.  Step back and let them hit the ground.  Your well-being is much more important than any object.
• Don’t place yourself off balance in order to reach something.  Ask for assistance, get a ladder or step stool, or put down what you are already holding in order to maintain proper balance

Climb on proper ladders or step stools only, not on chairs or shelves.

Stacked materials must be stable.  Keep in mind the constant possibility of earthquakes.  Keep heavy items on lower shelves.

All employees must sign the Acknowledgment Page – General Safety Rules.  This acknowledgment page will be added to your personnel file to document that you are aware of and understand our rules in regard to safety.

Here are additional safety “tip” flyers; please feel free to print and post them at your sites. Clutter Causes Casualties Electrical Hazards Ergonomics Is For Everyone Falls Falls From Ladders Head Injuries Hearing Protection Machine Guards

Applies to:  Employees that store and handle heavy materials.  Typically maintenance and operations, food services and custodial employees.Handling of heavy awkward materials is of great concern as back injuries, due to lifting are typically serious, painful and a leading contributor to our injury frequency.  Employing sound lifting, storage and handling techniques is essential to maintaining a healthy back and safe working environment.  The following are Best Practices for Materials Handling and Storage of Materials and Equipment:

• Complete Back Injury Prevention and hands on training provided by SCCSIG.
• As with any lifting, always employ sound body mechanics.
  • Keep load close to body
  • Lift with legs not your back
  • Keep abdomen firm
  • Don’t jerk or twist
  • Don’t hold your breath
  • Keep things in balance
• Get help for heavy awkward loads
  • Lift together, count of three
  • Similar sized person is preferred
    • Similar lifting envelop
  • Maintain good body alignment
•  Utilize carts and dollies as appropriate
  • Maintain good body alignment
  • Push rather than pull is preferred
  • Select the right cart for the job
• Elevate storage to keep load within the lifting envelope and accomodate the use of carts
  • Load between top of knee and chest for safe lifting
  • Load level with cart to minimize lifting
    • Slide load close to body prior to lifting
    • Cart carries weight
    • Lock cart wheels

Note:  For additional information or clarification regarding MMH, contact the SCCSIG Loss Control Department (at www.sccsig.org).

In accordance with the Education Code Section 32001 and 35297(b), we have put together the following corresponding Verification of Required School Drills log sheets.  You will need to record the dates of each drill, sign verifying the drills were completed, post in the main office and submit a copy to the Facilities Department after each quarterly drill.Education Code Section 32001:  Every person and public officer managing, controlling, or in charge of any public, private, or parochial school, other than a two-year community college, shall cause the fire alarm signal to be sounded not less than once every calendar month and shall conduct a fire drill at least once every calendar month at the elementary level and at least four times every school year at the intermediate levels.  A fire drill shall be held at the secondary level not less than twice every school year.

And

Education Code Section 35297(b):  A drop procedure.  As used in this article, “drop procedure” means an activity whereby each student and staff member takes cover under a table or desk, dropping to his or her knees, with the head protected by the arms, and the back to the windows.  A drop procedure practice shall be held at least once each school quarter in elementary schools and at least once a semester in secondary schools.

• Verification of Required Elementary School Drills
• Verification of Required Middle School Drills
• Verification of Required High School Drills

I.                    KEYS ARE ISSUED TO AN EMPLOYEE

A.    Grand-Master keys may be issued by the Principal or Supervisor to:

1.   Principal

2.   Assistant Principal

3.  Custodial Personnel

4.  School Secretary

5.  High School and Middle School Yard Supervisors

 

B.    Building-Master keys may be issues by the Principal or Supervisor to:

1.   School employees only as required

2.   Lead teachers

 

C.    Room keys may be issued by the Principal or Supervisor to:

1.  School employees as required

 

II.                 LOANING OF KEYS

A.    No non-issued key may be loaned or given to an employee, person or student

 

B.    No key issued to any employee may be loaned or given to another employee, person or student

 

III.               THERE IS A REQUEST TO DUPLICATE A KEY

A.    Grand-Master Keys

1.  A request to duplicate a Grand-Master key shall be submitted in writing to the Director of Facilities.  Each such request is to be accompanied by an explanation of the need to duplicate the Grand-Master and a current list of keys.  This key list must be kept current and include key number and name of the person to who issued.  If a damaged or broken Grand-Master key involved, it must accompany the request.

 

B.    Building Master

1.   Same as Grand -Master key

 

C.    Room keys

1.    A request to duplicate a room key is to be submitted on a Work Order to the Supervisor of the Maintenance Department.  If a key is lost the room number, key number, name of the responsible party and where the key was lost is to be written on the Work Order.  If a key is damaged the damaged key must accompany the Work Order along with the room number, key number and name of responsible party.

 

D.   Additional keys

1.   Requests for additional keys shall be submitted in writing to the Director of Facilities along with the reason for the request.

 

IV.              SOMEONE LOSES A KEY

A.    Immediately report the loss to his/her Principal or Supervisor.

 

B.    The Principal or Supervisor phones the Director of Facilities to report the loss.

 

C.    The Principal or Supervisor then follows the key duplication procedures immediately.

 

V.                 CHARGE FOR LOST KEY

        A. Master Key and Building Master     $250.00

 

        B. Room Key                                   $50.00

Improvements to facilities and playgrounds need to be provided in a manner that prevents injuries and litigation.  In addition to contacting and working with Facilities and Facilities Volunteer Project Proposals forms, requirements for playground projects must be followed as stated in the Requirements for Approval of Playground or Facilities Projects.

The California law states that parents or guardians are responsible for the damages to or losses of school property caused by their children.  The Vandalism Bill to Parents form should be used to notify the parents of such losses and costs owed.  If you have problems being reimbursed by the parents, please contact the Deputy Superintendent’s office for assistance.

Each site is responsible for submitting work orders for any repairs or changes.  This information is tracked by the Maintenance staff on the district’s Mainsaver Work Order System.

Procedures for Emergency Call-in Work Orders:
Contact facilities at 201-6090 when the site administrator believes a genuine emergency is occurring, and facilities will assess and take action to address maintenance emergencies including:

• Safety Items present a legitimate safety risk to students and staff and include:  gas leaks, exposed wiring, electrical shorts, and open/uncovered trenches and excavation.
• Health Items present immediate health risk to students and staff and include:  heating, cooling and ventilation systems especially during extreme weather conditions, loss of electrical power/lighting, major sewer stoppage and/or overflowing plumbing fixtures and broken water lines that can not be shut off and roof leaks where water leaking into building.
• Security Items present valid security threats and include:  security broken door locks, door, windows or hardware, broken alarm systems or bells that will not turn off.
• Cafeteria Items contact Food Services and that department will determine whether or not it is an emergency.  Food Services will contact the Maintenance Office.

Immediately after a Call-In Work Order and for all other work requests, submit a Work Order.

Access login from the web site:  http://www.maintenancelogin.com/Login.aspx