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Guide to Services

Welcome to your guide to services offered through Facilities Services and Campus Development. Below you will find general information on the various services provided by the department.

AFTER HOURS MESSAGE

Campus emergency calls should be made to VIU Security at 250-740-6600 (local 6600).

For building maintenance issues, after hours messages or requests for Facilities Services and Campus Development may be left by calling local 6500 or via email facility@viu.ca

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ASSISTANCE PHONES & EMERGENCY CALLS

Assistance Phones are blue cylindrical "towers" located around the Nanaimo Campus and are available to provide assistance to anyone for the following:

  • Personal Security:
    • "Safe Walk" request
    • Assistance to access buildings / offices
  • Emergencies:
    • medical / first-aid / fire
    • vehicle / building break-in
    • report suspicious activity / person
    • theft / vandalism
    • Any other event of an urgent nature

To activate an Assistance Phone, push the button labeled "HELP" on the front panel. The phone will dial and an operator will assist you immediately. These phones are monitored 24 hours a day, 7 days a week. First aid, security, police, fire fighting or ambulance services will be dispatched immediately, as deemed appropriate by the monitoring company. Students and employees are strongly urged to familiarize themselves with the location of the phones.

Each Assistance Phone is allocated a number/letter so that the operator knows the location of the call.  If you make a call and cannot speak, stay by the phone if possible in order to be found and assisted.  Please make yourself familiar with the locations of the Assistance Phones in case you ever need them. Pay Phones on campus also have a “Security” button that connects to the same 24/7 operator.

Emergency calls can also be made from any telephone on campus by calling 6600 or by calling 250-740-6600 from any outside telephone or cellular phone.  All incidents and/or accidents on campus involving actual or potential danger to life or property must be communicated immediately.

All elevators on campus also have Assistance Phone buttons on the control panel, which may be used in the same circumstances.

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BASIC POLICY AND RESPONSIBILITY

Facilities Services and Campus Development is responsible for the basic operation and maintenance of the physical facilities of the university; therefore any and all changes to the physical facilities must be approved by Facilities Services and Campus Development.

It is important that Facilities Services be advised of any proposed alteration or addition to any building or ground area. All work plans and completed work must be approved by Facilities Services and Campus Development for compliance with statutory requirements and established policies.

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BICYCLE RACKS AND BIKE PARKS

Vancouver Island University provides bicycle racks on the Nanaimo campus. Bicycle racks are located throughout the campus for the convenience of bicycle riders.

BIKE RACKS

Bicycles shall not be locked, secured or parked against handrails, fences, trees or in any other location that restricts access to any building, stairway, ramp, pathway, or in such a manner as to interfere with public safety.   Parking or storage of bicycles inside of buildings, including vestibules and entrance/exit ways, is prohibited.

Any bicycles found in contravention of this statement will be subject to immediate removal at owner's expense. Owners will not be reimbursed for the cost of locks cut during removal. If your bicycle has been removed, please contact the Parking/Security office at (250)740-6512 to make arrangements to recover your bicycle. View a campus map of bike rack locations.

BUILDING MAINTENANCE

Basic maintenance needs such as doors sticking, plumbing problems, replacing light bulbs, maintenance of interior finishes, routine cleaning needs, repairs to classroom/lobby furniture or fixtures or other base-building repairs are provided free of charge and can be obtained by submitting a Work Order Request.

Requests for Building Renovations and Modifications are to be requested via the Project Request found on our Service Request page and your project will then be assigned accordingly for further consultation. A Project Request is necessary for larger pieces of work that include multiple tasks (normally $2,000+). These are capital upgrades such as: renovations, furniture reconfigurations, changes to electrical / mechanical systems, new flooring, fixtures etc.

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BUILDING SYSTEMS

Facilities Services and Campus Development is responsible for the operation and maintenance of all mechanical, electrical, heating, ventilation & air conditioning (HVAC), and building control systems.  It is our mandate to provide a comfortable and safe learning / working environment in the most cost effective way. 

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BULLETIN BOARDS

Bulletin boards must be used for posting information.  Anything posted elsewhere is subject to removal without notification.  Bulletin boards for general use by faculty, employees and students are provided in strategic locations throughout campus buildings.  All posted information on these boards must be stamped by VIU Student's Union.  Many departments manage their own departmental bulletin boards and display cases, the use of which requires the permission from the respective faculty.  To order and/or request installation of bulletin boards submit an online purchase requisition.

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CARPENTRY

Maintenance items which require carpentry services may be addressed to Facilities Services. Departments may also request non-maintenance carpentry services which include items such as shelves, cabinets, display units, etc. Availability is based on current workload, and services are charged to the requesting department. To initiate submit an Work Order Request.

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CHARGEABLE SERVICES

Any requests for materials or services which are not related to the maintenance of base-building functions and services to occupants may result in the requesting department being charged. This includes changes to existing services to accommodate equipment installations, changes in room function or convenience.   Service requests should be submitted via Work Order Request found on our Service Request page.

Requests for Building Renovations and Modifications are to be requested via the Project Request found on our Service Request page and your project will then be assigned accordingly for further consultation. A Project Request is necessary for larger pieces of work that include multiple tasks (normally $2,000+). These are capital upgrades such as: renovations, furniture reconfigurations, changes to electrical / mechanical systems, new flooring, fixtures etc.

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CONFIDENTIAL SHREDDING

A Material Handling Request must be submitted to Facilities Services and Campus Development.

Prices for confidential shredding as follows:

  • $8.00 for boxes (Banker box size)
  • $13.00 for blue or grey tote
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DOOR LOCKS

Routine maintenance of locks is the responsibility of Facilities Services.  Lock changes are to be requested on a Work Order Request, separate from key requests.  Only Facilities Services personnel are authorized to change or modify locks on campus.

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ELECTRICAL

Light fixtures, switches and receptacles are repaired and light bulbs / fluorescent tubes are replaced as part of routine maintenance. Any heaters, permanent or portable, must be requested from and installation approved by Facilities Services.  When adding multiple electrical devices to a circuit, please consult with Facilities Services to determine if the circuit has enough capacity for safe operation.

Please submit a Material Handling Request if you require electrical power bars. All electrical appliances connected to the campus electrical system are to be CSA approved.

For specific lighting or electrical issues, please submit a Work Order Request. If immediate attention is required, please contact Facilities Services at 6500 or e-mail at facility@viu.ca. General enquiries and requests for major electrical modifications or services should be directed to the Manager, Building & Grounds at local 6504 or via e-mail. Installation of these services will be charged to the requesting department.

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FIRE DETECTION AND SUPPRESSION EQUIPMENT

Regular maintenance and servicing of all fire detection and suppression equipment is performed by Facilities Services or authorized professional contractors.

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FIRES

In case of fire activate the nearest red fire alarm pull station and evacuate the building.  Once outside, move to the designated assembly points and call 911. Keep clear of arriving emergency vehicles and building entrances.

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FIRST AID

All injuries must be reported to Vancouver Island University, through VIU Security. An emergency phone or internal phone (local 6600) may be used to request First Aid services. First Aid services and transportation to medical aid are provided by Vancouver Island University, however additional medical expenses resulting from the injury (e.g. hospital charges) may be the responsibility of the individual.

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FLEET VEHICLES

Vancouver Island University provides a fleet of service vehicles, vans and buses. Bookings are on a first come, first serve basis, so it is important to note the date when a booking is made. All vehicles are intended for city and highway use only. Vehicles shall only be driven by authorized drivers and are to be used only for university business.

Bookable Vehicle Fleet:

Vehicle Number Capacity License Required
Bus 106 16 passenger Class 4 License
Bus 116 24 passenger Class 4 License
Van 124 24 passenger Class 4 License
Bus 137 24 passenger Class 4 License
Bus 140 24 passenger Class 4 License
Van 150 7 passenger Class 5 License
Van 160 7 passenger Class 5 License

Keys can be picked up from the Facilities Services office (building 120), Mondays to Fridays between 7:30 am - 3:30 pm, the day before the scheduled trip.

The vehicles are located in Building 120 vehicle compound, which can be accessed off of 4th Street. Keys to the compound are included in your key package. All vehicles must be:

  • Refueled at the end of your trip (cost of refueling will be charged back if not done)
  • Parked in designated parking space
  • Cleaned thoroughly at the end of your trip

Trip inspection booklets are located in the vehicle. The completed originals and keys must be placed into the mail drop located on the Mail Room door.

It is recommended that drivers possess a purchasing card that can be used in the event of vehicle break down. Chevron charge cards are also available through the Purchasing Department for refueling of vehicles. Facilities Services will reimburse the department for the cost of towing and mechanical repairs. Please report any mechanical or safety issues immediately to the Facilities Services office at (250)740-6500 or to Campus Security at (250)753-3812, if after hours.

If it is found the driver/operator was negligent or careless with the operation of any of these vehicles and causes minor damage under $5,000, repairs are subject to be charged back to the department who has requested its use.

To book a vehicle, please complete and submit the Fleet Vehicle Request Form.

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FLOOR PLANS

Facilities Services and Campus Development maintains the floor plans for each building on campus. Any renovations must be discussed with Facilities Services and Campus Development before work is started.  Floor plans will be updated when work is completed. You can view floor plans through the Online Floor Plan Book.  Any questions or comments please notify via facility@viu.ca.

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GROUNDS MAINTENANCE

The maintenance of the campus grounds are the responsibility of Facilities Services.This includes:

  • mowing
  • tree trimming
  • replacing of trees, shrubs and flowers
  • litter and weed control
  • irrigation
  • landscape construction  

Reports of deficiencies and maintenance requests should be directed to Facilities Services at 6500 or through campus e-mail facility@viu.ca.

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INCIDENT REPORTING

All incidents occurring on campus must be documented on a Injury /Incident Report form and forwarded Health & Safety Services.

Examples of incidents to be documented include:

  • Injuries to employees/faculty, students, or visitors
  • Theft, loss, or damage of university property or personal belongings
  • Incidents of assault, threats, violence, etc
  • Motor vehicle accidents on campus property

Please refer to Health & Safety Services for more information.

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JANITORIAL SERVICES

Janitorial services are provided by a contractor under the direction of Facilities Services and Campus Development.  Routine janitorial services are provided at no cost to departments. Additional services can be obtained by completing a Janitorial Request.  Certain major activities are done annually, such as carpet and window cleaning, stripping and waxing of floors, and spot washing.

Additional requests for janitorial services, such as conferences and special events will be charged to the requesting department. Rates listed below are guidelines. Costs may vary depending on the type of function/event, duration, and day.

Cleaning of (1 - 2) general classrooms - 1 session $42.00 (includes cleaning materials and labour)
Cleaning of (3 -5) general classrooms - 1 session $64.00 (includes cleaning materials and labour)
Cleaning of (6 - 10) general classrooms - 1 session $125.00 (includes cleaning materials and labour)
Cleaning of (11 - 15) general classrooms - 1 session $185.00 (includes cleaning materials and labour)
Lecture Theatres/Multi Purpose rooms - 1 session $54.00 (includes cleaning materials and labour)
Building 300 - Cafeteria seating/Welcome Centre $250.00 - $300.00
Building 185 - Cafeteria seating $120.00 - $170.00
Royal Arbutus Room/Discovery Room $60.00 - $85.00

Please contact Facilities Services @ 6500 or through campus email facility@viu.ca for more information.

Offices, general classrooms and labs are cleaned once a week on Tuesday or Thursday.

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KEY AND CARD ACCESS REQUESTS

Employees needing keys and/or card access are required to submit a separate requests for each Key/Card access request. For more information on the process, please see Creating Key Request.

Employees are required to pick up all keys from the Facilities Services and Campus Development office in Building 120.  Please bring photo identification. Keys that are no longer required must be returned to the Facilities Services office, including keys that are being returned in based on termination of employment.

Please note that Facilities Services has the responsibility for physical security on campus and will ensure that security is maintained. When returning keys, do not send through the internal mail but return them directly to the Facilities Services office.

Please note: Keys that have not been picked up from the Facilities Service office within a month will be deassigned.

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LIGHTING

Interior lighting includes both standard and emergency lighting.  Exterior lighting is comprised of street, pathway and building lights. To request repairs to any of these systems between regular maintenance, please submit a Work Order Request. If immediate attention is required, please contact Facilities Services and Campus Development at 6500 or through campus e-mail at facility@viu.ca.

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MAIL

Canada Post

Please ensure envelopes are sorted into sealed and unsealed. The preference is to leave all envelopes unsealed. All unsealed envelopes should be stacked individually with the flaps over so they can be sealed and stamped in one operation. Do not enclose paper clips, bulldog clips, or fold back clips. This is a Canada Post requirement and will also cause damage to our postage machine.

If you have a large mailout, please contact the mailroom mailroom@viu.ca a minimum of 24-hours in advance, so we can ensure the necessary resources are available to process your mail.

Interoffice mail

When using reclycled interoffice envelopes, please check both sides to be sure all previous names are crossed off. Please do not staple interoffice envelopes closed, scotch tape should be used.

Interoffice mail to regional campuses are shipped as follows:

Cowichan - everyday

Parksville and Powell River - Monday and Thursday

Milner Gardens - Thursday

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MOVING on CAMPUS (MATERIAL HANDLING)

Transportation of goods, materials, equipment, and furnishings between buildings can be arranged by completing a Material Handling Request. All requests must be forwarded to Facilities Services and Campus Development.  A minimum of five days notice is recommended.  Cost for this service will be charged to the requesting department. If a computer move is required, please submit a Work Order Request.

Doing a large move? Go to the Moving at VIU page for all your moving details.

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PAINTING

Unauthorized painting of any Vancouver Island University area is prohibited.  When an individual department requires painting for reasons other than general maintenance or on a priority basis, a quote will be provided and the cost for the painting will be charged to the requesting department.  For more information, please contact Facilities Services and Campus Development at 6500 or through campus e-mail at facility@viu.ca.

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PARKING AND SECURITY SERVICES

Refer to the Parking and Security information.

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PEST CONTROL

Pest Control activities are managed by Facilities Services, in consultation with the Health and Safety Services office to ensure the safety of all persons.  Please report any pest problems or concerns to Facilities Services at 6500 or through campus facility@viu.ca.

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PETS ON CAMPUS

Pets are not allowed in any buildings or allowed to be tied up outside of facilities.  Designated service animals are allowed in most campus buildings and areas. All animal feces must be picked up by the pet owner and disposed of in an appropriate manner. Pets are not allowed to roam free on campus.  Facilities Services reserves the right to contact the Animal Control Centre and have pets removed from Vancouver Island University property.

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VIU STUDENT/STAFF ID CARDS

Employee ID Cards

All employees must identify themselves upon request of Vancouver Island University employees or Security, by showing Vancouver Island University Employee Identification Card (E.I.C.) (Policy 44.13).  Employee ID Cards are only issued to current Vancouver Island University employees.  Your employee card is the property of Vancouver Island University. Upon termination of service, your employee card shall be returned to the Facilities Services office.  Employee cards are not transferable.

To obtain your employee card, please bring 1 piece of picture ID or 2 pieces of ID with no picture.  This card is to be used for:

  • On site identification
  • Borrowing library materials or equipment from the service desk
  • Card access to buildings

Click here for Library hours of operation and info on Student ID Cards.

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RECYCLED PAPER AND CARDBOARD

Facilities Services is responsible for coordinating recycling at VIU. Employees are responsible for collecting recyclable material in their area and taking it to designated recycling stations. If there are any questions or concerns relating to the collection of recyclable material on campus, please contact Facilities Services.

Please note and follow the following guidelines

Inside the recycling bag: Office paper, newspapers, and NCR paper (no carbon required).  

Outside the recycling bag: Magazines, phone books, textbooks, and bound handouts or reams (over 500 pages). Small amounts of heavy books/magazines must be placed in a box beside the recycling bag. 

Maximum bag level is half full If the recycling bag is half full, please tie it off and place another bag on the frame.  The janitors leave additional bags whenever they remove recycling.  

Cardboard boxes must be broken down and flattened for recycling pickup.  Please place all boxes beside the bag.  

To request bags or to report problems, please email facility@viu.ca (no phone calls or email to Shipping/Receiving please).  

If you require additional pick ups, please email facility@viu.ca.  

If you have a large amount of books/magazines to be recycled, please submit a material handling request.  

Food waste can be disposed of in all washrooms and organic collection containers (green bins). Please email facility@viu.ca for any necessary unscheduled trash removal.

Emptying outdoor trash cans and removing litter from all campus grounds is also coordinated through Facilities Services. If you see an area needing trash clean up, please contact facility@viu.ca.

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SIGNS

All campus signs are designed, installed, and maintained by Facilities Services and Campus Development.  Interior signs include directional and room identification signs, while exterior signs include parking area designation, building identification, directional signs (wayfinding), traffic signs, and others. Download the order form here to request signs.

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SNOW/ICE REMOVAL

Facilities Services and Campus Development is responsible for snow clearing and ice control activities on campus walkways, roadways, and in parking lots.  All reasonable efforts will be made to keep roadways, walkways, and parking lots in acceptable condition for pedestrian and vehicular traffic. 

Information on Snow/Ice removal.

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SPECIAL EVENT SET-UPS

For tables, chairs, and any electrical requirements you need, please submit a material handling request with all the appropriate information. Facilities Services will contact you for more information.

Event setup and moving for conferences and special events will be charged to the requesting department. The rates below are a guideline only.

Service Cost
Building 300 - Cafeteria table and chair pre/post event setup $400.00 - $600.00
Building 185 - Cafeteria table and chair pre/post event setup $200.00 - $300.00
Facilities Services general moving and setup labour $35.00 per hour
Contracted Movers - moving and setup labour (approx 4 hours will be required) $110.00 per hour
Shipping/Receiving tent canopy rentals $20.00 per day - set up may be arranged for additional charge

Please contact Facilities Services at 6500 or Facilities Services for more information.

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SURPLUS FURNITURE

A limited amount of surplus, usable furniture is stored by Facilities Services and Campus Development. It is available to departments on an “as is basis ” for a minimal moving charge.  Delivery, repainting, refinishing, etc. of such furniture may be arranged as a departmental service by contacting the office at local 6500 or e-mail facility@viu.ca. Departments having surplus furniture are encouraged to turn in items to Facilities Services for re-use by other areas.  Please complete a material handling request for the supply or the removal of the furniture. All surplus materials and supplies must be in accordance with Policy 42.05

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URGENT SERVICE REQUESTS

Any unusual occurrence, utility malfunction, or equipment failure that presents immediate discomfort or safety risk to employees or students or property is an urgent service request and must be reported immediately to Facilities Services at 6600.

Examples may include:

  • Toilets overflowing or not flushing
  • Lights burnt out in work areas, hallways, and building exteriors
  • Slippery floors and walkways
  • Elevator malfunctions
  • Floor or sink drains plugged
  • Ceiling or roof leak
  • Need of immediate access to locked rooms
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WORK ORDERS

An on-line work order is required for any work to be done by Facilities Services employees or contractors.  Please complete a Work Order Request when you have a facilities related problem or a service request that requires action from our department. Please note: approval may be granted within two days of receipt of request.

Requests for Building Renovations and Modifications are to be requested via the Project Request found on our Service Request page and your project will then be assigned accordingly for further consultation. A Project Request is necessary for larger pieces of work that include multiple tasks (normally $2,000+). These are capital upgrades such as: renovations, furniture reconfigurations, changes to electrical / mechanical systems, new flooring, fixtures etc.

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