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Library Administration

Financial Procedures

Procedures for Work Orders / Reservation Requests

Department Work Orders/Facilities or IT Requests

 

During normal business hours 8 am - 5 pm (Monday - Friday), library administration will handle all facilities and IT requests, including but not limited:

  • lights out
  • spills
  • furniture/office moves
  • room setup
  • cleaning
  • hanging signs and pictures
  • repairs
  • water leaks (except if there is a massive water leak you should call facilities to report immediately)
  • etc.....

To report an issue, please submit an email to Library Administration detailing the issue.

  • Pictures and the exact location of the concern is appreciated.

Typically, it is the administrative assistant who submit the facilities and IT requests. If the administrative assistant is unavailable, the financial assistant will submit the request. It is important to make sure all requests are emailed to library administration (the DBA, administrative assistant and financial assistant).

Once a request is received, library administration will submit either a work order using the FAMIS portal or an email to UHD IT if it is electronics related. Each facilities request is assigned a service request or work order number in FAMIS and directed to the appropriate technician(s). Work orders will have a status of "open" until the request has been resolved. At which point, Facilities Management will mark the order as "complete". IT requests will receive a ticket number and then triaged to the appropriate IT staff. These requests can be submitted by calling the IT Help Desk or using the ithelp@uhd.edu. Email communication is preferred by IT and status updates are provided in this manner. Once IT has completed the requested task, the ticket is closed and case marked "resolved".

  • Library administration is responsible for following up with facilities and IT to ensure that tasks are completed and issues resolved.
  • Library staff should alert library administration to any work being done by facilities and IT and once the work is done, that the job has been completed. 

All facilities requests incur a cost (ex. labor, parts, equipment, etc.) which are usually covered under general university funds coordinated by Facilities Management. Some requests, like painting an office accent wall, might not be covered under these funds and become the department's responsibility. When the department submits a work order that will incur additional costs, facilities will contact the requester, usually the administrative assistant, with an estimate. The administrative assistant will inform the DBA and the library director and ask for the director's approval. If approved by the library director, the DBA will let the administrative assistant know the cost center, or directly contact facilities with this information.

For IT purchases, a purchase request must be submitted to the DBA and librarydDirector. Please see Requesting a Purchase for more information.

After Hours and Weekends:

Major issues like fire, water leaks, broken doors, and cleaning of bodily fluids will need to be reported directly to Campus Police at 713-221-8065, because facilities management will be closed. If there is a security officer on site, the security officer will need to be informed and can contact Campus PD.

Minor issues like broken furniture and restock of restroom supplies occurring after hours or on weekends, can be reported to library Administration via email. A  request will be submitted to facilities or IT during library administration business hours.

Updated: July 18, 2022 - MJ

Rockwell Room Reservation Procedures

When wanting to make or place a reservation for the Rockwell Room (located in the University Library on the 5th floor) please follow the steps below:

  • Contact via email the DBA in Library Administration and CC the Administrative Assistant and the Financial Assistant 
    • If you do decide to contact the Library Administration office via phone to make a reservation for the Rockwell Room you will be asked to email your request for our records.
  • In the email request please let the DBA or Assistant’s know the name of the event, the event time and event date
  • The DBA or Assistant’s will respond to the request (within 24 hrs. by email) to let the requestor know if the room is available for the event or not
    • The Assistants will always check with the DBA first before moving forward with the reservation 
  • If yes, the DBA or Assistant will send a confirmation to the requestor from the Rockwell Room calendar 
  • If no, the DBA or Assistant will let the requestor know that the room is unavailable and if they would like to reserve the room for another day/time for the event
  • PLEASE KEEP IN MIND:
    • Reservation may be overwritten at the request of the President's and/or Provost Office if needed 
    • DO NOT exceed your meeting time. If you believe extra time might be needed please reserve extra time for your meeting. 
    • Special setups for your event will need to be pre-arranged with UHD Events office and facilities at Reservations@uhd.edu
    • ENSURE room cleanliness when event is over
    • PLEASE DO NOT DISCONNECT THE INTERNET CONNECTION PORT!

N420 Reservation Procedures 

When wanting to make or place a setup request for the N420 Event room (located in the University Library on the 4th floor) please follow the below steps:

  • Contact via email the DBA (Savannah Fields) in Library Administration at fieldss@uhd.edu 
  • Please have the room booked before contacting the DBA for a setup request.
    • You can contact a library staff member at 713-221-8187 to book or check the availability of the event room (N420).
  •  In the email please let the DBA know the name of the event, the event time and date.
    • Include the number of tables and chairs, the type of tables, and how many chairs at each table.  
    • Describe the setup.
      • Will it be a custom layout, theater style, etc.?
  • The DBA will then complete an “N420 Setup Form” and send it to the requestor for approval.
  • If changes need to be made, the requestor will let the DBA know.
    • The DBA and the requestor will discuss what needs to be updated/corrected until the requestor approves the setup.
  • Once the setup is approved by the requestor the DBA will email the form to the University Reservations Dept.
  • When the Reservations Dept. receives the form, they will coordinate with Facilities to have the event room set up.
    • If approved, Reservations will email a confirmation to the DBA
    • If denied, Reservations will email the DBA and let them know the reason for the denial
  • PLEASE KEEP IN MIND:
    • Set up requests need to be submitted 2-3 weeks before the event to ensure that Facilities will be able to set up the room.

Poster Print Request

Staff may request a poster to be printed for library outreach events. The Multimedia office in conjunction with the Information Technology User Support staff can provide large format HP poster printing for a fee. These are for use in class presentations and for marketing campus activities and special events. 

  • Poster printing is charged to the department so approval is required

Staff must submit requests to their supervisor for approval. The request must include the poster you would like to have printed along with the size, type of paper, number of posters and the date of the event. The supervisor will forward this approval to the DBA and Library Director. Once the Library Director approves the request, Library Administration will submit a Poster Printing Request to Information Technology using the specifications provided.

  • Please plan ahead as campus printing asks for a minimum of 48 hours advance notice.

Documented: July 18, 2022 - MJ

Visitor Parking

Space in visitor parking is limited. Any library staff inviting a visitor to UHD, including vendors and job candidates, must notify Library Administration. Failure to do so may result in the guest(s) not being able to park in the garage due to limited availability. Library Administration will need to reach out to UHD Parking to reserve the parking space and need to provide at least a three day notice. Requests made to Library Administration should include:

  • Name of individual(s)
  • Date of visitation
  • Time of visitation
  • Number of spaces needed if more than one

Once UHD Parking confirms the reservation(s), Library Administration will inform the requester.

Entrance into visitor's parking must be made off Girard Street and is listed as Entry 1.

UHD Visitor Parking Lot
201 Girard Street
Houston, TX 77002

Once the guest(s) arrive, the parking attendant must be informed and will instruct the driver to press the garage entry button to receive a ticket. In the event the parking garage is full, the guest will be directed to their reserved parking space by a parking attendant. 

Once visitation has ended, the requester will need to direct the visitor(s) to Library Administration for a parking validation. The visitor will need to scan the barcode on the validation at the parking scanner to exit the parking garage. The parking attendant will be available if assistance is needed. 

Note: Visitors arriving between 7 am - 8 am might not be greeted by a parking attendant. The visitor should press the garage entry button, retrieve the ticket, and park in the non-reserved parking area in visitor parking. Parking is already confirmed for the visitor.

Documented: September 20, 2022 - MJ