A - Z of Estates Services

The A-Z below gives information on the services that the division provides and also provides information for Estates staff.

• A
• B
• C
• D
• E
• F
• G
• H
• I
• J
• K
• L
• M
• N
• O
• P
• Q
• R
• S
• T
• U
• V
• W
• X
• Y
• Z
• 0-9

A

• Accessibility Information

  Cardiff University is committed to improving the physical access to facilities and aims to meet the requirements of all potential users. As such, we are currently implementing a programme of adjustments to the estate and are constantly improving accessibility.

• Achievements & Objectives

  Details of the Division's achievements for 2008 and objectives for 2009.

• Adhoc Room Booking Requests

  Requests from schools and divisions for use of University Pool Rooms which are not for teaching should be emailed to roombooking@cardiff.ac.uk or requested directly via the Web Room Booking system.

• Administration Line Managers Minutes of Meetings

  Minutes of the weekly meetings.

• Administration Team Staff Contacts

  A full list of all Administrative Estates Staff.

• Annual,Sickness & Special Leave Policy

  Procedure on reporting leave including the responsibilities of the individual and the line managers.

• Air Conditioning

  Air conditioning faults should be reported to the Estates Hotline on Ext. 74477.

• Approved Contractors

  The Estates Division's policy is to use Constructionline as the basis for the selection of contractors for all capital and maintenance work.

• Asbestos Management

  The Estates Division has a management plan which sets out the policy, organisational arrangements and operational procedures for dealing with asbestos which is known to be, or found to be, situated in Cardiff University premises.

• AV Faults in Pool Rooms (Cathays Park)

  The INSRV Pool Room Support Team has responsibility for Pool Room IT and AV equipment faults.

• AV Faults Pool Rooms (Heath Park)

  The Media Resources Centre Presentation Services Team has responsibility for Pool Room AV equipment faults.

B

• Building Energy Management System

  The "Building Energy Management System" (BEMS) has been developed to control and monitor the services to buildings.

C

• Cleaning Controls & Inspections

  Random quality inspections are carried out by the Cleaning Section daily.

• Cleaning Services

  The aim of the Cleaning Section is to manage the cleaning, recycling, pest control and non-hazardous waste disposal requirements of the University, and to provide a standard of service equal to the reasonable expectations of the academic community within allocated resources. All requests for cleaning services or to report faults should be reported to the Estates Hotline on Ext. 74477.

• Cleaning Team Staff Contacts

  Contact details for the Cleaning Section staff.

• Complaints (How to make a complaint)

  There may be occasions when you feel that you have not received a satisfactory service. If this is the case please let us know so we can resolve the issue. Please email MathiasK@cardiff.ac.uk or complete the Customer Feedback Form.

• Constructionline

  Is the system that the University uses in selecting contractors to apply to tender to the University.

• Contact Us

  Details on how to contact the Estates Division.

• Cooling

  The Estates Division maintain and operate all fixed room temperature cooling equipment.

D

• Databases

  Databases available to Estates Staff Only.

• Departmental Building Liaison Officers Minutes of Meetings

  Minutes of the DBLO meetings.

• Direct Labour Organisation Minutes of Meetings

  Minutes of the DLO meetings.

• Direct Labour Staff Contacts

  Contact details for the DLO staff.

• Driver Authorisation & Record Form

  To allow personnel to use the University Vehicles this form must be completed.

• Driver Authorisation Guidelines

  Guidelines on applying to drive University Vehicles.

• Dust Mats

  Dust mats are replaced fortnightly. They are located at the entrances to each building.

E

• Electrical Faults

  All electrical faults should be reported to the Estates Hotline on Ext. 77477.

• Estates Development Plan

  The Development Plan for the division demonstrates how we contribute to the aims and objectives of the University, how we monitor our effectiveness and we inform team objectives.

• Estates Safety Committee Minutes of Meetings

  Minutes of the Estates Safety Committee Meetings.

F

• Fault Reporting

  Maintenance requests or faults may be reported directly to the Estates Hotline on Ext. 74477.

• Fire Alarms

  Fire Alarm faults should be reported to the Estates Hotline on Ext. 74477.

• Fire Doors

  All fire door faults should be reported to the Estates Hotline on Ext. 74477.

• Forms

  Access to forms for Estates personnel only.

G

• Gas Leaks

  Gas Leaks should be reported to the Estates Hotline on Ext. 74477.

• Glazing

  Glazing faults should be reported to the Estates Hotline on Ext. 74477.

• Grounds Maintenance

  This involves litter control around buildings and the upkeep to the soft landscaping e.g. lawned areas and boarders. A regular survey is carried out on the condition of many of our large trees and any safety work is arranged as a priority. Grounds maintenance faults should be reported to the Estates Hotline on Ext. 74477.

H

• Hand Dryers

  Hand dryer faults should be reported to the Estates Hotline on Ext 74477.

• Heads of Section Meetings

  Minutes of the Estates HOS Meetings.

• Heating

  Estates manage the heating of the University Campus Buildings. Heating faults should be reported to the Estates Hotline on Ext. 74477.

• Hot Water

  All hot water faults should be reported to the Estates Hotline on Ext. 74477.

• Hotline

  Reactive maintenance faults are reported to the Estates Hotline on Ext 74477.

I

• Induction Handbook

  Access to the Estates Division Induction Handbook.

• Induction Policy

  Information on the Estates Induction Policy.

• Information for Contractors

  Safety Information for Contractors.

• Information for Estates Staff

  Restricted pages with Information for Estates Staff.

• Institutional Developments towards Investors in People

  What is IIP and how the University and Estates are preparing for IIP.

J

• JCT Contracts Procedure

  A user guide to allow to producing a JCT Contract.

K

 

L

• Ladies' Hygiene

  Vending machines are serviced and stocked monthly and sanitary bins are replaced monthly (fortnightly in more heavily used areas). Ladies' hygiene faults should be reported to the Estates Hotline on Ext. 74477.

• Lifting Equipment

  Schools and directorates must register all such equipment with Estates.  The division will have in place a schedule of planned maintenance for lifting equipment.  The relevant divisional contact is Keith Sims.

• Legionella

  The division carries out maintenance of hot and cold water systems and operates control measures to prevent the risk of infection from Legionella and will advise Schools/Directorates. Schools/Directorates are responsible for their equipment connected to the water service. The division will have in place a schedule of planned maintenance for the prevention of Legionella. The relevant divisional contact is Keith Sims.

• Lifts

  Lift faults should be directed to the Security Control Centre on Ext: 74444, where a list is kept of service contracts. Security will then call out the lift company direct and update the Estates Division via the Hotline.

• Long Term Maintenance

  This is work that is planned into the Rolling Estates Programme. Many items are specific and can be phased over a period of time others are general items that are annually funded.

 

M

• Maintenance

  The Estates Maintenance Section aims to provide a cost effective quality maintenance service designed to maintain the University’s physical assets in support of the mission of the division.  All maintenance requests/faults may be reported directly to the Hotline on 74477.  Requests from Residences should be reported to the Unit Manager who will then contact the Hotline.

• Maintenance Staff Contacts

  Contact Details of the Maintenance Staff.

• Management Contacts

  Contact Details of the Management Staff.

• Minor Works

  Minor Works have the responsibility for the design and management of all new minor works projects from the initial enquiry to the settlement of the final account.

• Minutes of Meetings

  Minutes of Meetings for Estates Personnel Only.

• Mission Statement

  The mission of the division is to support the University in achieving its aims and objectives set out by its vision and mission. The division strives to provide, develop, enhance and maintain accommodation to university stakeholders.

• Mobile Phone Policy

  The Estates Division policy governing the use of the division’s mobile telephones.

N

• Details of Capital Works Projects that are currently under development.

 

O

P

• Past Projects

  Details of Capital Works Projects that have been completed.

• Performance Management Systems / Reviews

  A guide to the probation and appraisal procedures. 

• Pest Control

  All pest control problems are to be reported on the Hotline on Ext 74477.

• Planned and Preventative Maintenance

  The University has a rolling programme of planned maintenance to ensure the upkeep of the estate. The majority of this work is managed via the Physical Resources Computer System. Once projects are setup the system will automatically generates jobs over a pre-set timescale e.g. weekly, monthly, quarterly.

• Policies and Procedures

  Information on Estates Policies and Procedures for Estates staff.

• Pressurised Vessels

  The division will arrange for our Insurance Engineer to inspect all statutory equipment.  The division will have in place a schedule of planned maintenance on pressurised vessels.  The relevant divisional contact is Keith Sims.

• Project Forms Checklist & Document Finder

  Various Forms for Estates Staff.

• Projects

  The Projects Team are split into two sections Major/Capital Works and Minor Works.

• Project Management Staff Contacts

  Contact Details for the Project Management Staff.

• Property Leases

  Links to lease documentation for the University's property portfolio. 

Q

• Quiet Rooms / Spaces

  Information on quiet rooms / spaces available on the Cathays and Heath Park Campuses.

R

• Reactive Maintenance

  This work covers the day to day repairs to the fabric and services of a building.

• Rechargeable Cleaning

  Special cleans or rechargeable works are defined as cleaning tasks which are not in the overall Estates Budget. The Hotline (on ext. 74477) is the official system for requesting any rechargeable cleaning. 

• Rechargeable Works

  The Maintenance Section will carry out building, electrical or mechanical works for Schools and Divisions on a rechargeable basis. All requests should come through to the Estates Hotline on Ext. 74477.

• Recycling

  What can and can't be recycled can be found in the Recycling Scheme List.

• Recycling Redundant Computer Equipment

  The procedure for disposal of WEEE items.

• Removal Services

  Information on the process to follow when relocating.

• Reporting Accessibility Problems

  If you are experiencing difficulties physically accessing areas of Cardiff University, wish to discuss or raise any concerns regarding accessibility, please contact Jim Atkinson on estate-accessibility@cardiff.ac.uk

• Roller Towels

  Roller towels supplies are replenished weekly by the contractor each Monday. Roller towel faults should be reported to the Estates Hotline on Ext. 74477.

• Room Bookings

  Requests from schools and divisions for use of University Pool Rooms which are not for teaching should be emailed to roombooking@cardiff.ac.uk or requested directly via the Web Room Booking system.

S

• Safety

  The Safety Section within the Division aims to contribute to the strategic health and safety planning and the implementation of the management arrangements within Estates.

• Safety Staff Contacts

  Contact Details for the Safety Staff.

• Sealing Estates Documents Overview

  Overview of the authority required to seal Estates Documents. 

• Sealing Estates Documents Procedure

  Guide to Sealing Documents.

• Seating (in Lecture Theatres)

  Where seating in lecture theatres is faulty or broken this should be reported to the Estates Hotline on Ext. 74477.

• To be completed on return to work following sick leave.

• Sickness Policy

  This procedure is designed to give direction to members of the Estates Division on the requesting and reporting of sick leave.

• Space Management

  The Space Management Team has the responsibility for the management of the University's non-residential space.

• Space Management Staff Contacts

  Contact Details for the Space Management Staff.

• Special Cleans

  Special cleans or rechargeable works are defined as cleaning tasks which are not in the overall Estates Budget. The Hotline (on ext. 74477) is the official system for requesting any special cleans. 

• Special Leave Policy

  This procedure is designed to give direction to members of the Estates Division on the requesting and reporting of special leave.

• Staff Reference Group Minutes of Meetings

  Minutes of the Staff Reference Meetings. The Staff Reference Group provides commentary and input on the developments of the University towards its strategic aims and objectives and on specific tasks and challenges that face the University from time to time. The Estates representative on the Staff Reference Group is Katharin Mathias. 

T

• The Use of Temporary Staff Procedure

  This procedure is designed to give direction to members of Estates on the use of temporary staff within the division.

• Timetable

  The request for rooms for the purpose of teaching are provide by school/departmental Timetabling Officers.

• Toilets

  All toilet faults should be reported to the Estates Hotline on Ext. 74477.

• Toilet Tissue

  Toilet Tissues are delivered each week to the Site stores. Cleaners and janitors replenish stocks in toilets as required. Toilet tissue faults should be reported to the Estates Hotline on Ext. 74477.

• Trust Maintenance Liaison Mintues of Meetings

  Minutes of the Trust Maintenance Liaison Meetings.

U

• Utilities and Energy Monitoring

  Estates is involved with the Purchasing Division in tendering for the supply of utilities such as electricity and gas. The University is also committed to an Energy Policy and is focusing closely on the efficiency of the services it provides.

V

W

• Web Room Bookings

  Requests from schools and divisions for use of University Pool Rooms which are not for teaching should requested directly via the Web Room Booking system.

• What's New (Estates)

  Information on upcoming Estates projects and events.

• What's New (Roombookings)

  Updates on the Room Bookings Systems.

X,Y & Z