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Frequently Asked Questions

Campus Development | Facilities Services

Campus Development

Question Answer

Need more space

Space is one of the institutions most valued resources, so relevance to the Strategic plan, Education plan, Institution's Mission Statement, and Current Space Utilization are key considerations in resolving space requests. As square footage requested far outweighs the amount of available space, departments and programs are encouraged to manage their space as effectively as possible. This means reallocating space internally.

The first step is to look at the existing space utilized by the program and/or department and determine if the new requirements can be accommodated with in the existing allocation.  Some times changing or expanding the  current time table free time can be achieved and a solution found for the new request.  Historically "prime time" for teaching has been Tuesday-Wednesday-Thursday and sometimes looking beyond those times many requests can be satisfied.

If this internal exercise can not find an appropriate solution  for the request the Space Allocation Group (SAG) has been established to identify a solution to the various space requests that emerge throughout the institution.  To start this process a "space request form" found on the SAG's website must be completed and submitted to SAG.

See the Space Allocation Group (SAG) website.

What size is my office?

The Facility Inventory System tracks all space owned and used by the institution.  Access the Facility Inventory System (requires password).

The Campus Development website as information about VIU floor plans.

If you require additional information please send your inquiry via e-mail.

Floor plans

The floor plans used for the Online Floor Plan Book are accessed online.  These plans are updates as physical changes occur or as we are notified of updates.

Bookmark the online floor plan book page will assist for future reference.

Budget balance transfer

The original estimate is only an allocation of funds.

While the project tries to work within the allocation this is not always the case. Some times the project comes in being under the allocation and other times the project ends up being over the original allocation. Unless the funding comes from the departmental cost center the department is not responsible for any under budget or over budget reconciliations unless previous arrangements have been made.

So basically the department does do not get the money left over BUT at the same time the department is not responsible for the extra funds required to balance a project that has gone over budget.

 

Facilities Services

Question Answer

Showers on Campus

While not all of VIU's buildings on the Nanaimo Campus have public showers, many of the newer facilities have been constructed with showers in an  effort to provide access for  people who choose alternate modes of transportations like bikes or walking.

Future facilities will continue to expand access to public washrooms and showers.

The locations for all showers, bike lockers and bus stops can be found on the campus map.

organic composting

Organic composting bins are located in the following buildings:

  • The main seating areas of building 185 (lower cafeteria) and building 300 (upper cafeteria);
  • The open space, bottom floor of building 205;
  • The open areas of building 250; and
  • The open space, bottom floor of building 255.

Do you have green cleaning at VIU?

In 2006 emerging from our experience while working through  LEED certification of our Faculty of Management Centre (Building 250) was the adoption  of a  comprehensive janitorial program developed by Johnson Diversey called Healthy High Performance Cleaning (HHPC).  First and foremost, HHPC focuses on  the health of building occupants and the cleaning staff as well as the reduced impact the products and procedures have on the environment, both indoors and outdoors.  

HHPC starts with quality environmentally preferable chemicals.    It goes well beyond chemicals, however, and  provides  environmentally preferable cleaning strategies, procedures, training, and purchasing guidelines for consumables, tools and equipment.

See the: Healthy High Performance Cleaning Manual

How do I get a bike locker?

Bicycle racks and lockers are located throughout the campus.  Bike lockers are provided free of charge, to registered students and employees on a first-come, first-served basis, and upon receipt of a refundable key deposit of $50.  

To request access to a bike locker, come to the Photo ID office. Building 305 Commons Area.

snow removal

If it is necessary to close the Nanaimo campus due to weather conditions, announcements will be carried on the following media outlets:

Television Stations

  • A Channel - Cable 12
  • CHEK-TV - Cable 6

Radio Stations

  • The WAVE 102.3 FM (Nanaimo)
  • The WOLF 106.9 FM (Nanaimo)
  • CHLY 101.7 FM (Nanaimo)
  • The BEACH 88.5 FM (Parksville)
  • SUN FM 89.7 (Duncan)
  • The PEAK 93.3 FM (Port Alberni)
  • CBC 90.5 FM (Victoria)

The main switchboard, 250-753-3245, will announce the closure, starting at 6 am.

Snow Removal

Our snowplows use metal "shoes" to keep the metal blade just off the pavement.  This ensures safety for the operators and reduces equipment damage when the plows go over manholes and other unforeseen obstacles.  When foot and vehicular traffic has packed the snow to ice, plowing and shoveling cannot remove it.  Power snow does not fully plow off and tends to form a thin, icy layer.

Snow Removal

Yes, We use a variety of products, of which salt is one.  Salt cannot be used on concrete, so we use other deicing chemicals, as well as sand.  Temperature affects such chemicals; for example, salt is more effective at -6 degrees and warmer.

Snow Removal

Road and weather conditions in the city are monitored and the decision to close is based on input from the RCMP, the City, and the School District.  Many students drive long distances to get to classes at Vancouver Island University, so weather reports and road safety to and from campus are also considered.

Shredding and Recycling

Confidential Shredding dates can be located on the VIU Facilities website. A  Material Handling Request must be completed and submitted to Facilities Services.

Cold draft in my work space

Most building ventilating and heating systems are configured such that when it gets too hot in some areas the system will slowly cool the air to stabilize the temperature.  Sometimes the system is more aggressive in doing this which causes the colder than normal drafts. Contact Facilities if this is happening in your area.

Estimate for work

If the work you are requesting is Maintenance related then you have two options.

  1. You can contact the Manager, Building and Grounds at Burke.Gulbranson@viu.ca to initiate the discussion.
    Please be sure to provide a detailed description of the work in your e-mail.
  2. You can submit a service request.

Once the request is submitted an estimate for the work will be returned through the online work order system. You can then approve the work to proceed at this point as long as you have the authority within the given cost centre.

If the work you are requesting is Renovation or New Construction related then

Submit an e-mail to the Executive Director of Facilities and Ancillary Services, Alan.Cumbers@viu.ca who will then assign the task and you will then be contacted to discuss further detail. Typically this involves a site visit to review the scope of your proposed changes.

Please be sure to provide a detailed description of the work in your e-mail.

Access Card Programming

Facilities Services programs all Employee Access cards.

To request programming complete a Key/Card request form and submit to the Facilities Services and Campus Development office.  Please include the id number on the back of your employee card (11:12345)

You can review what doors require card access by going to the Online Access Control Floor Plan site.

Be sure to include an expiry date if the programming is only for a term period.  If the appointment is extended or becomes permanent, you need to email facility@viu.ca with the new extended date or if it is a regular position.

Programming for Student Access cards must be completed through departmental area secretaries.

Access card not working

There can be a few reasons why an access card does not work.

  • If the card reader beeped and the light blinked between red and green a few times then your card does not have the proper programming to access this door.  If your card worked previous to this occasion then perhaps your card has expired. 

All new access cards are created without any access programming.

  • If the card reader did not respond (no sound or blinking light) then either your card or the reader are malfunctioning.  Contact Facilities Services @ L6500  or  e-mail to discuss your problem.

Virtual Alarm

The virtual alarm (VA) system is not an alarm system as one commonly thinks as there are no bells and whistles that go on or off. This VA is a programming tool will allow a door or a set of doors to be locked and unlocked with the swipe of a card assigned the proper authorization and the doors will remain in that state until that same card or another card with the same authorization is presented to the reader to change the doors state from unlocked to locked and visa versa.

If the reader displays a red light the door (or set of doors) is currently locked. When you swipe your Access/I.D. Card the light on the reader will turn green within 3 seconds and then you MUST open the door. The door will now remain in the unlocked state until the same card or another card with the same authorization is presented to the reader at which time the door (or set of doors) will go back to the locked state with the reader displaying a red light within 3 seconds.

Points of Consideration:

  • To Start the unlocking sequence the door must be closed. Then swipe your card, the reader light will turn green and then you must open the door to complete the unlocking sequence. The reader will then stay green and the door unlocked until the reader is swiped with an authorized card.
  • In order for this system to function properly the door locks have to be removed from an automated locking and unlocking schedule. This means that this door (or group of doors) can only be locked or unlocked by an authorized Access/I.D. Card or manually through a workstation connected to the Access Control System.
  • If you approach a door that is already unlocked and are not aware that it is unlocked while you present your Access/I.D. you will relock the doors. If this happens simply close the door and present your Access/I.D. again time to return the doors to their recent unlocked state.

Caution with After Hour Entry:

When you are entering the door after normal operating hours or an area that has been temporarily closed (for a department meeting as an example) and do not want the door (or group of doors) to remain open you must swipe your Access/I.D. Card a second time to relock the door (or group of doors). This second swipe can be performed while the door is open as you are walking through.

For example, you approach the door in the evening or early morning when the building is normally locked. The first swipe of your Access/I.D. Card will unlock the door (or group of doors) and then you must open the door. With the door open you can then swipe your Access/I.D. Card a second time and with in 3 seconds the doors (or group of doors) will relock behind you. Ensure the door closes properly and the entry will be secure.

parking pass

Parking permits can be purchased at the Parking/Security Office located in building 315, room 112.  The office is open Monday to Friday, 9 am to 3 pm (except statutory holidays).  Order permits online for pick-up the next day at the Parking/Security office.