SHP Facilities

New Employee Setup Request Form

• Use of SHP classrooms, conference rooms and auditoriums must be scheduled through Resources on Demand at http:/rod.rwjms.rutgers.edu.  Login using NetID and password.  All employees can view room availability, identify room resources needed, and reserve rooms. Rooms must be scheduled at least two days prior to event or system will not allow room to be reserved. At time of reservation, system automatically allocates 15 minutes for set up and 15 minutes for cleanup based on time of event.  
  • If reservation is needed and does not meet the two-day requirement, the requester must contact the OFM at 973-972-9171 or email shpfacilities@shp.rutgers.edu for assistance. 

Classroom and conference room tables and chairs are set up for general use.  If you move tables or chairs, the room should be returned to its original setup before departure.  We ask that you do not remove or relocate furniture from classrooms, conference rooms, auditoriums, and student and faculty lounges. When utilizing SHP spaces, following your class or meeting, we ask that you: 

1. Turn off the computer 
2. Turn off the projector 
3. Turn off HVAC window units
4. Turn off lights 
5. Close and lock door/s 
6. Return key to key box 

SHP key boxes are located on the 3rd and 9th floors of the Stanley S. Bergen Building (SSB).  By request, each SHP employee is issued a personalized user ID and pin number to access keys to rooms that are reserved through Resources on Demand.  All guests who have a room reservation will be issued a temporary user ID and pin number that expires based on scheduled date/s.  Missing keys are tracked by personalized user ID and pin numbers.  If a key is missing, the initial and last name of the previous user will appear.  

• Submit all request for user ID and pin to shpfacilities@shp.rutgers.edu 
• If requester has an existing ID and pin on file, an email will be sent providing information 
• If requester does not have an ID and pin on file, one will be created and issued 
• If key is missing from the key box at time of retrieval, please contact the OFM at (973)-972-9171 to report missing key and to gain room access.  At the time key is reported missing, the OFM will need the first and last name of employee’s name that appears in order to locate key.

All lock and key request must go through the Facilities Management Office for review and approval.  No request should be made directly to Security Technologies.  

• Keys: 

1. Submit all key service requests to shpfacilities@shp.rutgers.edu 
2. Requester will be contacted if there are any questions 
3. If key copies are available, key will be assigned to requester 
4. Requester will sign for key at time of receipt 
5. If key copies are not available, a request will be made by OFM to Security Technologies for key copies 
6. Once key copies are received, requester will be contacted  

• Locks: 

1. Submit all lock service request to shpfacilities@shp.rutgers.edu 
2. Requester will be contacted if there are any questions or additional information required 
3. If you are locked out and require access to space before or after normal business hours, please contact Security Technologies at 973-972-4491. 

All SHP employees can request use of the Newark Fitness Room (SSB 108) and must complete a Liability Waiver form prior to access. Please contact Facilities for access. 

For emergency leaks and or spills (chemical or non -chemical), contact (973) 972-5400 for immediate assistance.  

Emergency situations may include but are not limited to: 

1. Water leaks 
2. Chemical spills 
3. Medical waste and gas leaks 
4. Loose ceiling and floor tiles that can cause injury 

Physical Plants division of the university Facilities and Capital Planning provides maintenance services to academic and administrative spaces.    

Department requester can contact the Office of Facilities Management to report any routine and non-routine maintenance issues by calling (973) 972-9171.  For emergency situations, requester should contact Physical Plant’s Work Control Center immediately at (973) 972-5400.  

Routine and non-routine maintenance may include but are not limited to: 

• Routine preventative maintenance and repair services to buildings 
• Monitoring building systems life-cycle 
• Environmental services and pest control 
• Temperature control 
• Replacement of building systems or equipment 

Once work order request is made, Physical Plant’s Work Control Center will issue a reference number which documents the call and can be used to refer to if work has not been completed.  Physical Plant’s Work Control Center will send notification to zone supervisor to address emergency, routine and or non-routine request.

Departments that desire space enhancements such as paint, furniture, flooring, carpet, and or any other billable expense must complete and submit a Facilities Request Form signed by the Department Chair.  The request will then be submitted to the Dean’s Office for review and approval.  If approval is received, OFM will coordinate appropriate vendors based on project needs.

• Furniture Removal: If you have furniture to be removed and or discarded such as desks, chairs, file cabinets, tables and or any other furniture, submit all request to shpfacilities@shp.rutgers.edu.  The OFM office will contact you to arrange pick up once request is received.  Note: Do not place items in hallway or by freight elevators. 
• Equipment Removal:  If you have equipment to be removed or discarded such as computers, monitors, televisions, printers, scanners, copiers and or lab equipment including medical waste containers, submit all request to shphelp@shp.rutgers.edu.  
• Laboratory Equipment or Medical Waste Removal:  Removal of laboratory equipment with chemical, biological or radioactive materials must be inspected and cleared by REHS prior to discard.  If Rutgers Environmental Health Sciences (REHS) identifies any containment for removal, a work order must be submitted by the Lab Manager to https://apps.ufcp.rutgers.edu to have contaminant removed.   Physical Plant will pick up item, remove contaminant and return item back to lab.  Once item has been cleared by REHS, the lab manager can email shphelp@shp.rutgers.edu to arrange pickup with Material Services Surplus Pickup and Disposal. Note: Do not place items in hallway or by freight elevators. 
• Carton Removal: If you have 1-5 empty cartons you want removed, place cartons in hallway outside of suite or office door and Environmental Services will pick up with trash removal.  More than 5 empty cartons neatly stack by freight elevator and call (973) 972-5400 for pick up.  

• Employees must complete and submit an Employee Relocation Form to OFM  
• Once Employee Relocation Form is received, OFM will contact employee to do assessment, provide office space design/set up recommendations and coordinate move

All phone service requests must be submitted to shpfacilities@shp.rutgers.edu.  The request should include detailed information on type of work needed.     

• Phone line changes 
• Intercom  
• Voicemail box reset 
• Long distance code 
• Voicemail instructions and quick reference guide 

All requests should include the following information: 

• Contact information 
• Building  
• Floor/Room number 
• Explanation of type of service needed 
• Department GL string