General Maintenance/Renovations & Grounds Department
Building Modification Process

This program coordinates the renovation of classrooms and other spaces for better provision of student needs. A Building Modification Committee has been established to review requests from schools for feasibility, cost, other determinations and scheduling. Health and safety concerns are our number one priority. Approved requests are processed by and coordinated through the Maintenance Scheduling/Quality Control Unit. These are usually in-house projects accomplished primarily by the Renovation Shop.

Building Modification Request Q & A

Q: What is a Building Mod?

A: A Request for Building Modification (Building Mod) is a procedure by which JCPS Facilities and Transportation Division monitors, approves, and tracks the schools’ requests for modifications to their buildings. These are used for desired alterations to the facility, as opposed to routine maintenance and repair of existing facilities.

Q: How do I fill out a Building Mod?

A: A Request for Building Modification form can be obtained from the JCPS Web site. Just click under “Employees” then “Quick Click” then “JCPS Forms Online.” Search by title, and look up “Building Modification Request.” Your school’s Quality Control Inspector can also provide you with the form. The form must be completely filled out, including Funding Source (i.e.: school, ECE, ADA, PTA, etc.), and signed by the building principal before it is turned in. The completed form is then faxed to the Maintenance Scheduling Unit at 485-6045.

Q: When do I use a Building Mod?

A: Building Mods should be used whenever the school wants to have alterations made to their facility. Anything that involves physical changes to the building or grounds should have a Building Mod, so that the Building Mod Committee can ensure that all aspects of the requested change have met JCPS guidelines and applicable building codes. The committee also manages budgets for the Building Mods.

Building Modification Request Q & A

Q: What happens after I send in a Building Mod?

A: The form is received by the Maintenance Scheduling Data Technician, who logs the request, and keeps all necessary records. Once each month (typically the first Monday of the month) the committee meets to discuss the requests. Once the request is addressed, several things can happen:

  1. The request can be rejected for reasons of safety, code violations, budget constraints, or other reasons. If rejected, a letter is sent to the school immediately to explain the reason for rejection.
  2. The request can be rejected as being beyond the scope of the Building Mod committee, but put on a list to be evaluated as a future capital construction or major renovation project.
  3. The request can be approved immediately, and a work order issued for the proper department to make the desired alterations.
  4. The request can be approved, pending availability of funds. In this case, a letter is sent to the school explaining the determination, and, when necessary, asking for an account code or other source to fund the work.
  5. The request can be given to a designee for further evaluation. Once the request is turned over to a designee, that person will typically visit the school to determine the exact scope of work requested. In most cases, the designee has all information ready with a recommendation of approval or rejection by the next month’s meeting. The designee might also provide cost estimates for the work.

Q: How long does it take to have a Building Mod completed?

A: As can be seen above, the length of response time can vary greatly. Most requests are responded to within two months. In some cases, the response is approved, pending receipt of a school’s account code for funding. Those can be held for as much as a year until the school makes a decision. If a request is approved and funded, a work order is issued, and it is the responsibility of the Maintenance Scheduling Unit to schedule the work with the proper shops. This time can vary greatly depending on the scope of work, and schedule availability of the school.

*It is recommended that any major renovation projects planned for the school be requested by October of the previous year, to allow scheduling for the following summer.

Building Modification Request Q & A

Q: Who is on the Building Mod Committee?

A:

  • Executive Director of Facilities and Transportation (Chairperson)
  • Data Technician for Maintenance Scheduling
  • Director of General Maintenance/Renovations and Grounds
  • Director of Safety and Environmental Services
  • Director of Mechanical and Electronics Services
  • Director of Facility Planning (District Architect)
  • Foreman of Renovation/Preventative Maintenance Shop (night shift)
  • Foreman of Special Projects Shop (day shift)
  • Manager of Fiscal Services for Facilities and Transportation
  • Manager of General Maintenance
  • Manager of Grounds Services
  • Manager of Maintenance Scheduling/Quality Control and Customer Service
  • Three Quality Control Inspectors

Q: Who do I call if I have a question about a Building Mod?

A: Further questions can be directed to the Maintenance Scheduling / Quality Control / Customer Service Unit at 485-6350, or to your Quality Control Inspector.

Q: Are there other ways to request maintenance on a building?

A: Yes. Work Orders can be entered into the Work Order Module (WOM) by the plant operator, principal, or principal’s approved designee. Emergency work orders can be telephoned into 485-3565 by these same people. Work Orders are used for routine maintenance issues, and repairs to existing facilities.

Q: Do any other departments receive building work orders?

A: Yes, Work Orders can also be called into Telecom for repairs to telecom equipment.

 

 

Date Modified 1/3/11