Useful Forms
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Request service from B&G (ie. broken light, painting)
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Online event setup form.
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Future home of project request for B&G approval.
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For students, faculty, and staff.
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For Budget Managers to request a purchase.
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Request bookshelves installed or ordered.
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To propose a Temporary Installation on Bard campus.
Student Employment at B&G
There many employment opportunities at Buildings and Grounds.
Please use the forms below to learn more.
B&G Frequently Asked Questions
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Event request information and helpful answers?
Event request information and helpful answers?
Questions & Answers
- 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.
- 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.
- 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.
- 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.
- 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.
- 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! -
Q. I need the services of Buildings and Grounds to fix or renovate something in my office or room. What do I do?
Q. I need the services of Buildings and Grounds to fix or renovate something in my office or room. What do I do?
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. -
When do I need to submit my request, be it for furniture or renovations?
When do I need to submit my request, be it for furniture or renovations?
Your service request needs to be submitted by January 1 of the year prior to the Bard College fiscal year, which begins July -
How do I find out if the project has been approved?
How do I find out if the project has been approved?
We will contact you prior to the beginning of our next fiscal year and tell you if your project has been approved. -
Who will be receiving this information and/or making decisions about it?
Who will be receiving this information and/or making decisions about it?
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. -
I'm a Faculty/Staff member, how do I request/return keys?
I'm a Faculty/Staff member, how do I request/return keys?
Faculty & Staff Key Sign Out- Receive authorization form from Human Resources, Chair of the Department, or Dean’s Office; ID MUST BE PRESENTED
- Fill Out key receipt
Key Returns for Faculty & Staff.- During working hours keys should be returned to Buildings & Grounds Department.
- After working hours keys should be returned to the lock box outside of the Buildings & Grounds Department, or Security.
- Before leaving employment keys should be returned to Human Resources.
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I'm a Student, how do I get a key to my room?
I'm a Student, how do I get a key to my room?
- All dorm keys will be issued through Residence Life.
- 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.
- 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.
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I'm a student, how do I get phone service in my room?
I'm a student, how do I get phone service in my room?
To activate a phone jack in your room, visit the Telecom webpage at: https://www.bard.edu/it/telecom/ -
Q. I would like to order new furniture, get some bookshelves installed, or generally renovate a department and I have no idea who to call or how much it will cost. What do I do?
Q. I would like to order new furniture, get some bookshelves installed, or generally renovate a department and I have no idea who to call or how much it will cost. What do I do?
Review the instructions below:- 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.
- 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.
- 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]
- 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.
Policies
Policy No. F-B&G-001: Asbestos Management
Area: Facilities - Buildings & Grounds
Adopted: 12/04/05
Revisions Approved:
It is the policy of Bard College to comply with the regulations of New York State, the federal Occupational Safety and Health Administration (OSHA) and the Environmental Protection Agency (EPA) that pertain to asbestos in the work place and environment.
Notification to Buildings & Grounds is required for all contracted and in-house asbestos work (removal, disposal or laboratory). All work activities involving the management of asbestos at the college must adhere to all applicable rules and regulations.
Federal and State Regulations
Federal, state, and local government regulations govern removal of ACM within New York State. OSHA Standard 29 CFR 1910.1001 addresses asbestos from the occupational health standpoint, by specifying limitations of workers' exposure through engineering controls, protective equipment, monitoring and training. The OSHA standard also provides requirements for the specifications and posting of caution signs and labels and respiratory protection guidelines. The EPA regulates the emission standard for asbestos (40 CFR Part 61, Subpart M) and addresses the requirements for the manufacturing, application, removal, and disposal of asbestos. The sections of the EPA regulations that pertain to the University are those which govern removal from renovation or demolition areas and the disposal of asbestos.
New York State Department of Labor (DOL) promulgated 12 NYCRR Part 56 (Industrial Code Rule) to address the hazards to public safety and health during the removal, encapsulation, enclosure or disturbance of friable asbestos or any handling of asbestos material that may result in the release of asbestos fiber. The New York State Department of Environmental Conservation (DEC) regulates the transportation of asbestos waste (6 NYCRR Part 364) and also the disposal in New York State landfills (6 NYCRR Part 360). By reference above, all the cited regulations are incorporated herein and become a part hereof.
Procedures
The Bard project manager will ensure that all outside employers hired for asbestos work possess appropriate credentials, and provide B&G with all appropriate USEPA documentation, including Notification of Asbestos Removal project, as well as removal record-keeping requirements.
Policy No. F-BERD-001: Hazardous Materials - Handling, Disposal and Minimization
Area: Facilities - Environmental Resources Department
Adopted: 4/14/05 (interim policy)
Revisions Approved:
Description: Hazardous Chemicals – Handling, Disposal and Minimization
Bard's policy is to minimize the production of hazardous wastes and to prevent the production of air and water pollutants. To this end, Bard is committed to protecting the environment through waste reduction, conscientious recycling practices and by the reclamation of our waste materials.
Disposal of hazardous chemicals is expensive and creates a regulatory burden for the campus. Bard's new chemical inventory system will streamline purchasing and help Bard minimize the use and disposal of hazardous chemicals.
No EPA P-listed chemicals may be purchased without prior clearance from the Chemical Hygiene officer.
Procedures:
- Empty Chemical Container Disposal—No. F-BERD-001.1
Empty chemical containers are still hazardous to Bard personnel and the environment until they are properly managed. All empty chemical containers shall be left at the Satellite Waste Accumulation Site as described below.
Container must be triple-rinsed using a solvent (which might be water) capable of removing the acute hazardous chemical prior to disposal of the container as regular trash. Each rinsing should be performed with an amount of solvent equal to approximately 5 percent of the volume of the container (for example, use three 50ml rinses for a 1 liter bottle). The rinsate must be collected and disposed of as hazardous waste in an appropriately labeled waste collection container. The barcode on the empty chemical containers should then be removed and placed on the "Disposed Chemical Barcodes" collection sheet located at each Satellite Waste Accumulation Site. This allows the chemical to be taken off the master inventory list. Now the empty chemical container should be defaced of any chemical or hazardous labels and the cap removed prior to removal for recycling. Place containers in the yellow trash bag located in the green bin.
All Other Chemical Waste Containers
A container that has held any other hazardous chemical can be recycled once all the contents have been removed. Any contents should be disposed of according to our standard waste collection procedures at the assigned Satellite Waste Accumulation Area leaving as little residue as possible in the container, and rinsed with a solvent (that might be water). The barcode on the empty chemical containers should then be removed and placed on the "Disposed Chemical Barcodes" collection sheet located at each Satellite Waste Accumulation Site. This allows the chemical to be taken off the master inventory list. The empty containers should then be defaced of any chemical or hazardous labels and the cap should be removed prior to removal for recycling. Place containers in the yellow trash bag located in the green bin.
Policy No. F-BERD-002: Proper Disposal of Hypodermic Syringes, Needles and Lancets (Sharps)
Area: Facilities - Environmental Resources Department
Adopted: 9/24/05
Revisions Approved:
Description: Proper Disposal of Hypodermic Syringes, Needles and Lancets (Sharps)
Bard College recognizes the need to provide a safe work environment, and that risk from sharps injury requires a specific policy. Protect yourself and protect sanitation workers through proper disposal of sharps.
Procedures:
- Proper Disposal of Sharps—No. F-BERD-002.1
Used disposable needles/sharps shall be discarded immediately after use WITHOUT RECAPPING into an approved SHARPS CONTAINER, a container that is puncture resistant, leak proof on the sides and bottom, properly labeled and closable. These containers are available free from Health Services (758-7433).
If a sharp is found in non-teaching areas such as the grounds or in non-science Divisions, phone security immediately (758-7777), advising them of the location of the item. Do not pick up the item.
If a person sustains a sharps injury contact Health Services immediately. Wherever possible, keep the sharp or contaminated object or any material that has caused the contamination to the object that then caused the sharps injury. Testing may need to be undertaken to establish the level of risk.
Policy No. F-B&G-002: Ozone Action Plan
Area: Facilities - Buildings & Grounds
Draft: 3/2013
Revisions Approved:
GENERAL
The Ozone Action Plan for Bard College Buildings and Grounds is designed to support efforts by the mid-Hudson Valley region to combat the rise of ozone levels to the severe level. The action plan outlines the efforts the campus community will voluntarily make to keep ozone levels in the area below this level. This program of activities is entirely voluntary on the part of students, faculty and staff. The efforts are coordinated by Buildings and Grounds.
PURPOSE
The purpose of the Ozone Action Program is to decrease the formation of ground-level ozone during the summer in the Hudson Valley ozone. Ultimately, achieving attainment for ozone (air quality better than the national standard) will result in a healthier environment for the region's citizens and work force.
GOALS
- Improve air quality through voluntary actions.
- Create public awareness and promote individual responsibility through education.
- Provide credible measures of air quality improvement efforts.
PROCEDURE
During ozone season, May 1 - August 31, Buildings and Grounds staff will receive Ozone Action Day notices from the Cary Institute*. Employees will be notified in a timely manner via email, fax, voicemail, signs or flyers.
*As of August 2012, the nearest air quality measurement point is at the Cary Institute in Millbrook, NY.
Policy No. F-B&G-003: Unmanned Aircraft Systems
Area: Facilities - Buildings & Grounds
Draft: 5/2015
Revisions Approved:
Why Use UAS on Campus?
Why use UAS on campus? The use of UAS (Unmanned Aircraft Systems, or drones) by the Bard Department of Buildings & Grounds for the purpose of inspecting facilities can reduce the cost, time, and risk associated with conventional means of inspection. Such conventions may require the rental, staging, and operation of large-boom lift equipment, risk damage to property, and/or present dangerous conditions for personnel who must access roofs and rig harnesses for even a “first look” at the problem. Certain sites and conditions may even prevent inspection, where roof access or equipment staging is not possible. With proper safety and coordination, UAS can provide a quick and efficient means to gather “first look” information (pictures and video) on a hard-to-reach problem area, without lifts or jeopardizing staff.
For photography and videography, UAS can provide a unique (and often picturesque) perspective of buildings, landscapes, and events. UAS photo and video (at even modest heights of 10 to 20 feet) can provide aerial vantages and sweeping pans with greater ease, and with reduced cost and setup, than ground-based and fixed-position equipment.
While operation of a UAS is not without risk, by following FAA guidelines, applying OSHA safety rules established for conventional inspection, and taking a “common sense and respectful” approach to this new technology (with considerations for individual privacy), UAS’s can become viable tool for campus operations.
Guildelines for use of UAS
The primary directives for use of UAS are such:
- Health, safety, and privacy
- Protection of property
- Operating within the confines of federal and state regulation
- “Commons sense” and “respectful” approach to new technology and applications
Although federal and state guidelines and regulations are still adapting to the new and proliferating commercial use of UAS nationwide, adherence to existing and new guidelines from the FAA and OSHA is forefront.
This initial version of UAS operation guidelines for Buildings & Grounds is meant to be a preliminary step by Bard, as this “brave new world” of technology and applications evolves, and with the expectation to reform and create more comprehensive versions in the future.
Policy No. F-BERD-004: Aerosol Cans
Area: Facilities - Environmental Resources Department
Adopted: 2/3/06
Revisions Approved:
Description: Proper Disposal of Aerosol Cans
Aerosol cans can be extremely dangerous if they are improperly disposed. They can become a projectile if they are compacted in the back of a trash truck and can spray Bard personnel with hazardous materials. Empty aerosol cans may be recycled in our metal stream.
The EPA requires that only empty aerosol cans may be recycled; containers that are not empty may be considered hazardous waste and must be processed through our Hazardous Waste program.
Procedures:
Proper Disposal of Aerosol Cans—No. F-BERD-004.1
Employees using aerosol cans must ensure that they are completely empty of product and propellant. Empty, non food-containing aerosol cans must be placed in specially designated collection containers. Containers are located in the Physical Plant, Recycle Yard, Fisher Arts Center, and the Performing Arts Center.
If you have unusable product in an aerosol can, please contact [email protected] or Laurie Husted at x7180 so we can ensure proper disposal.
Policy No. F-BERD-005: Spill Notification Procedure
Area: Facilities - Environmental Resources Department
Adopted: 6/5/2006
Revisions approved:
Description:
To ensure that potentially hazardous conditions are addressed immediately, we are identifying spill notification procedures for campus personnel to follow.
Procedures:
If there is a spill or hazardous situation on campus, the discovering party should notify Security. Security will immediately notify the on call emergency responder who will make a determination about whether to handle the incident in-house or use one of our outside spill response companies.
Anyone discovering a spill or condition that could eventually lead to a spill, shall immediately notify Security x 7777 and report the following:
- individual's name
- location of spill
- time of the spill
- description of the magnitude of the spill
- whether personnel have been injured
- the portion of the facility involved in the spill
Policy No. F-BERD-003: Vehicle Idling
Area: Facilities - Environmental Resources Department
Adopted: 10/21/05
Revisions Approved:
Description: Vehicle Idling
Engine emissions are increasingly connected to a wide variety of health complaints. Anti-idling is a simple and cost-effective way to reduce emissions and protect your health. To ensure the health of our workers, as well as to extend the engine's life, Bard is adopting an Anti-Idling Policy. This idling policy is extended to Bard subcontractors, and is hereby expanded upon to include diesel engines and comply with New York State law (NY 217-3.2, 3.3): diesel trucks should idle for no more than five minutes.
Idling gets you nowhere
- Save Money - because idling your vehicle for 10 minutes a day uses up more than 25 gallons of gasoline in a year. Cars these days don't need to be warmed up. Except in below-zero conditions, you can just start the engine and drive off.
- Breathe Easier - you won't have to breathe in exhaust fumes from a vehicle that is going nowhere. An idling engine produces twice as many exhaust emissions as an engine in motion.
- Spare your engine - an idling engine is not operating at its peak temperature, which means fuel combustion is incomplete. Soot deposits can accumulate on cylinder walls leading to oil contamination and damaged components. Idling, while warming an engine, does not warm the wheel bearings, steering, transmission and tires--only driving does this.
According to the EPA, a typical truck burns approximately one gallon of fuel for each hour of idling. Running an engine at low speed (idling) causes twice the wear on internal parts compared to driving at regular speeds. While sitting in an idling vehicle, drivers are exposed to the vehicle's pollution more so than when the vehicle is in motion. Start-up emissions are not as great as the idling emissions, so it's always better to shut down.
For diesel trucks, follow manufacturer's recommendations for minimum warm-up time - usually 3-5 minutes, depending on the size of the vehicle. Turn off your engine when your vehicle is not in motion (follow manufacturers recommendations for cool-down - usually 3-5 minutes after full load operation). Most newer diesel engines will stay warm for several hours after they have been running, retaining more than enough heat to keep the engine warm and avoid starting difficulties.
- Idling a diesel-powered engine for over 30 seconds uses more fuel than restarting the engine.
- Idling a gasoline-powered engine for over 10 seconds uses more fuel than restarting the engine.
Procedures
Employees using Bard vehicles may idle their vehicles during the initial morning warm-up (no more than 10 minutes); however, any time they exit their vehicle after that point, engines should be shut down.
Diesel trucks and buses should idle for no more than five minutes.
Policy No. F-BERD-005: Spill Notification Procedure
Area: Facilities - Environmental Resources Department
Adopted: 6/5/2006
Revisions approved:
Description:
To ensure that potentially hazardous conditions are addressed immediately, we are identifying spill notification procedures for campus personnel to follow.
Procedures:
If there is a spill or hazardous situation on campus, the discovering party should notify Security. Security will immediately notify the on call emergency responder who will make a determination about whether to handle the incident in-house or use one of our outside spill response companies.
Anyone discovering a spill or condition that could eventually lead to a spill, shall immediately notify Security x 7777 and report the following:
- individual's name
- location of spill
- time of the spill
- description of the magnitude of the spill
- whether personnel have been injured
- the portion of the facility involved in the spill
Policy No. F-BERD-006: Proper Disposal of E-Waste
Area: Facilities – Environmental Resources Department
Adopted: 6/13/2006
Revisions approved:
Description:
Bard recycles obsolete college-owned computers, televisions, laptops, monitors, keyboards, computer boards, printers and scanners and other e-waste in compliance with federal law.
E-waste may contain toxic metals and materials such as lead in the glass of the monitor's cathode ray tube, silver, lead solder in older CPU boards, and PCBs in some electronic components and cannot be disposed of as trash.
Procedures:
If you or your department has unwanted, college owned:
- Computer-related electronic equipment,
- contact the Help Desk. IT will assess the value and usefulness of all electronic components. Any ink jet or toner cartridges should be removed from printers for recycling.
- Audiovisual equipment
- contact the AV Department. AV will assess the value and usefulness of all electronic components.
- Other misc. electronic equipment or non college owned items (used or generated on campus only – no home items)
- put in a Service Request for BERD to remove the equipment, or put the materials curbside in a closed cardboard box, clearly labeled with your name and the following: "Universal Waste – item name"
Policy No. F-BERD-007: Garbage
Area: Facilities – Environmental Resources Department
Adopted: 10/6/2006
Revisions approved:
Description:
Bard is under increased scrutiny from state and federal regulators that track and monitor what we discard as solid waste. Trash generated on campus is transferred to the Bard Recycle Yard where it is categorized, sorted and shipped off-site to a transfer station in Dutchess or Ulster County. From the transfer station, items are routed to landfills, an incinerator or for recycling. Hazardous waste and electronic waste are handled separately and are covered under other policies.
Procedures:
Only solid waste generated on campus may be discarded on campus.
- Should you have an item that might be considered hazardous, please contact [email protected] for a solid waste characterization.
- Should you have a bulky item, please put in a work order for special handling.
- For recycling questions, email [email protected] or visit the BERD website http://inside.bard.edu/berd/
Policy No F-BERD-008: Environmentally Sound Product Procurement
Area: Facilities – Environmental Resources Department
Adopted: 3/17/2009
Revisions approved:
Description:
Bard College is committed to environmental protection and will seek to the fullest extent possible to purchase environmentally friendly products. This reduces Bard’s waste stream, lowers our energy use and enhances Bard’s reputation. This policy extends to Bard contractors. The following qualities are preferred:
- EPA Energy Star ™ labeled products, or equivalent
- Durable, as opposed to single use or disposable items
- Items made with recycled materials, maximizing ‘post consumer’ content
- Non toxic or minimally toxic, preferably biodegradable
- Recyclable products, and if not recyclable, can be disposed of safely.
- Shipped with minimal packaging (consistent with care of the product), and such packaging that is made of recycled or recyclable materials
- Produced locally or within our region
- Items designed for longer life or repair
Bard is committed to buying 100% post consumer content recycled office paper for office use. Bard seeks to avoid or eliminate the purchase of incandescent light bulbs.
Procedures:
When sourcing items, the purchaser should request items with as many of the listed qualities as possible. Bard employees responsible for hiring contractors should communicate this policy. These purchases should be made whenever cost, specifications, standards and availability are comparable to the non-preferred products.
Examples of products that might be included in this policy are office supplies, paper products, building materials, lubricants, remanufactured parts, landscape products.
Recycled paper is encouraged when placing orders for brochures, catalogues, books, letterheads, business cards, etc.
Use reusable products if possible. Examples are ceramic coffee mugs, glass drinking cups, metal silverware, rechargeable batteries, and campus mail envelops.
When preferred products are distributed, special educational efforts should be made to let end users know that they have received a preferred product.