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Policies and Procedures

Facilities & Engineering Service Support to Departments 

GENERAL INFORMATION

To render maximum service to The Citadel, the Physical Plant must closely coordinate its activities with all departments and activities. The following principles govern that service:

  • All departments and campus entities should advise the Physical Plant as far in advance of needs or events which require support.

  • Costs may be associated with providing the support needed per request.

  • All communications with public utility companies should be conducted by Physical Plant, except those involving utilities contracted by the individual activity or department

MAINTENANCE AND EMERGENCIES

Physical Plant goals are to provide a consistently rapid response and high level of maintenance and repair services for The Citadel. When emergencies arise, however, first priority must be given to the emergency. Emergencies are defined as those problems requiring immediate action to avoid interruption of such essential services as electricity, water, gas, heat, air conditioning, plumbing, or those conditions which are considered hazardous to personnel, equipment, and facilities. Servicing computer installations, the Infirmary, student housing, etc. is always handled on a priority basis.

PHYSICAL PLANT COSTS

Expenses of operating and maintaining college facilities are charged to the appropriate budget of the Physical Plant account. The Physical Plant costs are classified into two categories: facility management and departmental. Facility management budgets are for operations, maintenance, and repair of facilities designated as Education and General (E&G), as determined by the SC Commission of Higher Education (CHE). Typically, these are costs not charged to a department or activity. Facilities maintenance and operation generally include: the building envelope (roof, wall, windows, and doors); utility systems (electric, gas, water, and sewer); heating and air conditioning systems; pest control; custodial services; grounds maintenance; refuse collection; and permanently installed building furnishings such as blackboards, podiums, wall treatments, paint, floor coverings, etc.

Costs associated with the support, maintenance, repair, and operation of facilities, equipment, and activities other than E&G are considered departmental costs and are chargeable to the department requesting the services. Departmental responsibilities include furniture, desks, partitions, pictures, special lighting and sound equipment, laboratory equipment, cabinets, shelves, etc.

Examples of chargeable and non-chargeable services:

Service
E & G Activities
Auxillary Activities

Paint exterior of building

N/C
C - unless part of and E&G facility

Repair roof

N/C
C - unless part of and E&G facility

Move /Assemble departmental furniture

C
C

Replace light bulbs

N/C
N/C

Hang pictures

C
C

Relocate - department choice

C
C

Relocate - college mandate

N/C
N/C

Provide paint for self-help

N/C
N/C


Support for special activities or events includes but is not limited to college sponsored sports camps, HOBY, CSI and US Air Force Junior ROTC and are handled in accordance with separate Memorandums of Understanding. Support to other camps, activities, and functions are handled on a case-by-case basis where they are typically financially responsible for all services rendered.

Event setups fall into both chargeable and non-chargeable categories. Generally setups for the Corps of Cadets, the President's Office, the Board of Visitors, and the Director of Public Relations are funded by the college operations budgets. Event setups for Departmental activities and Auxiliaries are chargeable. For further questions, contact the Director of Facilities Finance at (843) 953-6327 for more information.

DEPARTMENTAL CHARGES

Work requested by college departments for work not funded in the Facilities Management budget are charged to the requesting department. Work orders are setup for all services to be performed by Physical Plant. As work is performed or materials received, the costs are charged to the designated account and will be reflected in Intra-Institutional Transfer (RQ) document. Work order charges are substantiated by labor summary sheets, material/inventory requisitions, purchase orders, and departmental credit card receipts. If further information is needed about The Physical Plant charges, contact the Director of Facilities Finance at (843) 953-6327. 

HEATING AND COOLING SYSTEMS

Many of the central heating and cooling systems at The Citadel are designed to serve individual buildings or building complexes and require the manual switching of the system from heating to cooling or from cooling to heating. This changing of systems is normally made by HVAC Shop personnel in coordination with the Chief of Utilities, the dean or department head of the building, and the AVP for Facilities and Engineering. These changes are initiated as weather dictates, usually around April 15 and October 15. During certain periods of the year, a NO ENERGY policy may be observed to reduce energy consumption. A copy of the policy may be found below. Typically this occurs prior to and following the cooling or heating seasons.

Because of the design of the systems, conversion from cooling to theating or vice versa may require approximately 24 hours to complete. Therefore, once a conversion is made, it cannot be easily changed again. If it is considered necessary to change the system at some other date, the dean, department head, or other authorized representative should send a written or an email request to the AVP for Facilities and Engineering, (843) 953-5304.

Heating and Cooling Policy

"NO ENERGY" PERIOD CRITERIA
FOR
THE CITADEL CAMPUS AND FACILITIES

Building Operating Schedules

Heating and cooling equipment will be started and shutdown as announced in accordance with the following criteria:

  1. Heating Season start-up and shutdown will be announced when the following criteria are met:
    1. Heating systems will be started in the second quarter of the fiscal year (October to December) when the average outdoor temperature (0600-2200) falls below 60 degrees for three consecutive days.
    2. Heating systems will be shutdown when the average outdoor temperature (0600-2200) is above 60 degrees for three consecutive days.
  2. Cooling Season startup and shutdown will be announced when the following criteria are met:
    1. Cooling Season starts when outdoor temperature and coincident relative humidity fall on or to the right of the "comfort line" at Figure 1 for four out of five consecutive days.
    2. Cooling Season ends when outdoor temperature and coincident relative humidity fall to the left of the comfort line at Figure 1 for four consecutive days.

This criteria does not apply to faculty housing or the infirmary. In addition, exceptions to the "no energy" period will be made as necessary on a case-by-case basis; i.e., facilities with sensitive equipment or merchandise. Request for deviations or exceptions to these policies must be made to the Associate Vice President of Facilities and Engineering in writing.