ACHIEVEMENTS

Operational Efficiency

Mission-Focused Locations

The redevelopment of the Leonardtown area provided the opportunity for us to develop an intentional, decentralized approach to our operations. We are in the midst of the temporary and permanent relocation of mission-focused units to on-campus locations, which will enable us to respond to student and facility needs more efficiently.

• Mechanical, Electrical & Plumbing (MEP) is moving to Hagerstown Hall

• Greek Maintenance is moving to Prince Frederick Hall

• Urban Biology will move to a temporary location and then to a new, permanent home in Elkton Hall in spring 2024

• Administrative staff and Planning, Design & Construction (PDC) will temporarily move to the Service Building and then to a newly renovated north campus location

Summer Staffing

Our work during the summer months increases as we support conferences, camps, and other programs housed in residence halls. To accomplish this additional work, we hire temporary staff, including maintenance, housekeeping, and student employees who perform inventory and inspections.

By adopting a new approach to financial analysis, leadership repurposed existing resources and reallocated temporary summer staff between units. This led to the recruitment of student staff in IT Services and 10 additional housekeepers. Thanks to the additional housekeeping workforce, our regular staff was able to concentrate on summer cleaning efforts with a more reasonable pace of work and a higher morale during the most critical time of the year.

Talent Acquisition & Full Team

The Residential Facilities team includes 67 administrative/supervisory staff (24%) and 217 frontline employees (76%). Although hiring and retaining talent remains a challenge in some areas, we have conducted pre-boarding sessions for 42 non-exempt and exempt new hires, and approximately 25 student employees.

In particular, the housekeeping program began FY23 with a 12% vacant position rate and we now stand at 3%, aiming to achieve a fully staffed team.

Staff Development & Professionalism

Internal Promotions

We align with the division’s strategic commitment to the professional growth of our people and acknowledge the importance of creating opportunities that recognize and empower our staff.

During the past year, staff in various units have been promoted to new positions. This includes employees at various levels of the organization, from frontline staff to senior leadership roles, within Building Services, Facilities Maintenance, and administrative units.

Certifications, Licenses & Accreditations

Building Services earned the renewal of their Cleaning Industry Management Standards (CIMS) accreditation. Facilities Maintenance staff members had significant individual professional achievements including three new Certified Educational Facilities Professionals (CEFP), one new journeyman electrician, one new master electrician, and two new level-one thermography technicians.

Language & Translation Support

To create an inclusive and supportive work environment, administrative personnel provided language translation to support staff during onboarding, orientation, training, departmental meetings, and employee meetings between Employee Services and UHR/Staff Relations.

Safety Safety program

In the past year, we have further developed our safety program with senior leadership demonstrating significant management support. Department supervisors were re-trained in injury reporting and investigation, with emphasis on better root cause determination. Morning meetings include a review of the work of the day and a safety briefing. Departmentwide, every incident is investigated to find causes and explore corrective actions to prevent similar injuries in the future. A comprehensive Injury and Illness Prevention Plan (I2P2) is in development. Both housekeeping and maintenance have active safety committees that will collaborate on this plan.

SERMA Safety Award

The State Employees Risk Management Administration (SERMA) awarded Building Services the 2023 Health and Safety Award of Excellence for fostering a top-tier safety culture, minimizing injuries and investigating incidents.

Mold Literacy Training

We delivered mold literacy training to over 100 stakeholders, including Student Affairs, Resident Life, Fraternities and Sororities, University Health Center, Accessibility and Disability Service (VPSA) and the University Human Resource ADA Office (VPA). The training’s objective was to educate staff from various departments about mold, staff and student actions to prevent it, and best practices to follow when responding to mold inquiries and complaints.

Student Enviroments

100% Student Satisfaction at Fall ‘22 Opening

With the start of the fall semester, nearly 10,000 students returned to our residence halls and started their academic journey. Our Building Services and Facilities Maintenance teams provided excellent service, and received zero complaints from students and their families upon moving in. The Maintenance team worked diligently to ensure a safe and fully functional room for each student. Our cleaning procedures are meticulous and exhaustive; we thoroughly cleaned 50,000 drawers, 10,000 beds, dressers, and chairs, resulting in an unprecedented 100% satisfaction rate.

Lined Ductwork Cleaning Program

Our Facilities Maintenance team developed an unparalleled HVAC ductwork cleaning program that will improve the air quality in the rooms of 948 students. This program essentially renews the ductwork in many of our residence halls for 10-15 years, providing an extension to the life of these systems and postponing the requirement for replacement.

Water Intrusion Detectors

We partnered with Facilities Management to install water intrusion detectors in residence halls with a history of water intrusion. This advanced technology will alarm a 24-hour dispatch center within minutes, potentially saving hundreds of thousands of dollars in damages by enabling quicker response times.

Division of Student Affairs Facilities Strategic Plan

(Estimated completion October, 2023)

Our PDC unit created and led an implementable plan and roadmap to enhance DSA facilities. In collaboration with DRL, STAMP, Dining, DFSL, and RecWell, our team developed the scope, managed the contractor and then read, reviewed and commented on approximately 75 Facilities Condition Assessments (FCAs) producing the most comprehensive FCAs in the university’s history.

Completion of 2023 Summer Projects

We successfully completed the 2023 summer renovation projects despite facing unexpected challenges. Cumberland Hall’s emergency abatement and flooring, as well as supply issues associated with Greek row staff apartments, challenged but did not stop us from completing the project. PDC executed approximately $8 million of project work during the summer.

Development & Completion of the Ellicott Community Program

Our PDC unit developed a progressive, innovative, and coherent program for the Ellicott Community that pushes facilities boundaries and provides transformative spaces for our students. The program aligns with our division’s mission to create environments that enhance mental and physical well-being, empathy, resilience, and enables civic engagement and advocacy.