Buildings and Grounds

Questions & Answers
 

1. Does a single service request in support of an event need to follow this event setup request process?

NO.  A single ladder, BBQ or furniture delivery service request would continue to be submitted through the work order system: fms.bard.edu.  
 

2. Why email B&[email protected] for B&G event setup support?

B&[email protected] is an email distribution received by several members of B&G Administration that are responsible for tracking event requests from the beginning through the successful completion of the event.  Information is gathered by B&G Administration and the request(s) are distributed to the appropriate personnel for review with the requester to help work out any remaining details.  Work orders are assigned internally to the staff once the information has been finalized in order to fulfill the request.  
 

3. What to expect after emailing your Event B&G Setup request?

You will receive a confirmation email that your event has been received and that it is being assigned.  Members of B&G will reach out to the requester with any questions and/or to arrange a meeting to review details that are needed to fulfill the request. 
 

4. Can I put multiple events or locations one request?

No, each event and event location must have its own email request to B&[email protected] for proper tracking and distribution of work.  The only exception would be if there is another event in the same location as another event and there are no B&G support needs between the two events.  This must be clearly communicated through your event request.  
 

5. Who do I contact if I haven’t received an event confirmation or if I need to speak to someone in B&G?

Call the B&G Main Office @ 845-758-7465 (open 8AM – 5PM Monday through Friday)
to request help with an event request that you submitted and they will get someone for you.
 

6. Will there be more changes to this process in the future?

B&G is continuing to evolve to be more efficient in supporting the college as the number of events increase and as the requests get more complex.  There are more service enhancements planned for Summer 2023! 

A. Go to the B&G Service Request Form (Bard E-mail username and password required). An online form will open. You will need to complete the following fields: BUILDING LOCATION (select from the list of buildings in the drop-down menu);It will show you all the buildings in a drop-down menu, PRIORITY and DESCRIPTION OF PROBLEM. A second BUILDING LOCATION field will be automatically filled in from data entered in the first (please don't enter any data). Additionally, we need your permission to enter your room if you are not there, in order to make repairs. Please indicate that permission by clicking on the CHECKBOX.

For B&G to respond effectively and let you know what we are doing and when, it is essential that you complete all of the fields on the service request form. Please do not phone unless it is an emergency. We promise we will respond to you via e-mail. For additional information about this form, you can select the "Help" icon in the top right corner of the Service request window.

Your service request needs to be submitted by January 1 of the year prior to the Bard College fiscal year, which begins July

We will contact you prior to the beginning of our next fiscal year and tell you if your project has been approved.

The people who will initially receive the information are Building & Grounds Support Staff. They will then channel it to either the actual maintenance crew in the appropriate trade, Asst Director of Buildings and Grounds, Director of Building & Grounds for larger projects.

Faculty & Staff Key Sign Out

1. Receive authorization form from Human Resources, Chair of the Department, or Dean’s Office; ID MUST BE PRESENTED
2. Fill Out key receipt

Key Returns for Faculty & Staff.

1. During working hours keys should be returned to Buildings & Grounds Department.
2. After working hours keys should be returned to the lock box outside of the Buildings & Grounds Department, or Security.
3. Before leaving employment keys should be returned to Human Resources.

1. All dorm keys will be issued through Residence Life.
2. All keys EXCEPT DORM KEYS will be issued through the Buildings & Grounds Department

• Receive authorization form from Residence Life or Head of the Department - ID MUST BE PRESENTED.

1. Replacement keys will be issued only after receiving a letter from Residence life.

• A fine of $20.00 will be issued for each key lost which will be paid at Student Accounts.
• Lock change will be done after receiving a key replacement form from Residence Life.
• Residence Life will issue a temporary key to the student if lock change cannot happen right way.
• Students will pick up new keys at Residence Life upon completion of lock change-out, temporary key must be turned in at this time.

To activate a phone jack in your room, visit the Telecom webpage at: https://www.bard.edu/it/telecom/

Review the instructions below:

1. Minor repairs, such as a broken window or burned-out lighting, will typically be made without requiring authorization from the budget manager of your department. Simply make your request on the Service Request form.
2. Students may have a bookshelf installed in their room, for an expense. It typically takes one week or longer to have done, depending upon the time of the year. Please download the PDF of the Shelf Request Form to be filled out and brought to front office at the Physical Plant.
3. Office furniture may or may not need to be included in your next fiscal year project list, depending on the scope of the work and whether you're a new staff member. Requesting furniture is done by emailing b&[email protected]
4. Larger renovation/repairs need to be submitted and reviewed within the context of all the College's fiscal needs. This list will be reviewed Vice President of the College, and Director of Buildings and Grounds. The project will be estimated and then prioritized for possible inclusion in a future fiscal year's budget. Please keep in mind that we currently have a list of more than 200 projects, so it may take time for your project to make its way to a current year's project list.