Building Operations

The University's cleaning contract is administered by the Building Operations Team.  The current cleaning providers are:

• HCV Cleaning
• Menzies International
• GJK Facilitiy Services

What cleaning services are provided?

Our aim is to ensure the University is a clean and tidy environment for everyone on campus.  As part of our current agreement, you can expect cleaning of:

• Offices
• Laboratories
• Seminar and Meeting Rooms
• Lecture Theatres
• Toilets
• Kitchens and Tea Rooms
• Hallways and Foyers
• Lifts
• Public realm

If you would like more detail on the cleaning scope/timetable for a particular area, please send us and email at Campus Support Team.

How do I request additional cleaning services?

While cleaning services are provided as part of the contractual agreements with our service providers, sometimes additional requests are needed.  If you would like to request additional cleaning for things like events, please contact the Campus Support Team or raise a Service Request if you have access to Maximo.

Comments and complaints

We actively encourage staff and students to provide feedback and complaints about cleaning services in your area.  Please ensure to direct these through your local area Building Custodian or to the Campus Support Team.

A variety of waste streams are provided for ANU students and staff across campus for internal buildings and external public spaces. If there are specific items you would like to dispose of that fall outside the provided waste collection streams, please let us know as we can arrange additional bins.

What can you recycle on campus

Please note that dumping of waste on campus can incur penalties up to $1000. Much larger fines are given for dumping waste which causes injury. Please help the University manage waste by recycling responsibly. For general guidelines about how to recycle, please refer to the A-Z Wate and Recycling Guide.

How do I request additional bins?

While ANU already provides bins across campus for General Waste, Co-Mingle Recycling and Paper/Cardboard, additional bins can be requested for events and other waste streams when required.

If you would like to place an order for additional bins please review the bin size guide if you are unsure of which bin size to order.  Please raise a Service Request if you have access to Maximo or contact the Campus Support Team for further assistance.

Please note:  A five (5) business day lead time is required to ensure your bin/s will be delivered on the requested date.

Disposal of ANU computers and technology equipment

As part of the ANU's commitment to cyber security and sustainability we have an arrangement with an external company to safely and responsibly disposal of all end of life ANU IT equipment.

ANU has contracted a reputable Australian company approved to dispose of end-of-life technology ion the most secrely and environmentally sustainable way.  This is important because unwanted out of date technology invariably ends up as landfill.  Our sustainability commitment to reuse and recycle technology is a priority to the University.

The arrangements ensure that disposed of equipment is appropriately cleansed of data properly disconnected from ANU systems and secured against any potential for a security breach.  The provider will record all parts of the equipment, wipe any data from hard drives and dispose of the equipment, based on reuse and recycle principles.  Every attempt will be made to avoid landfill disposal.

Individual arrangements for disposing of equipment should not be entered into with your staff as there may be conflict of interest, data security, licensing and, in some cases, FBT implications for the ANU and staff members.

Broken peripherals such as keyboards, mice and other non-storage devices that do not have an asset tag can and should be disposed of via the various e-waste bins across the ANU campus.  Please do not use these bins for ANU asset-tagged items for items that could contain data.

Comments and complaints

We actively encourage staff and students to provide any positive feedback and complaints about waste services or requests for additional bins and upcoming recycling initiatives.  Please ensure to direct these through your local area Building Custodian or to the Campus Support Team.

A large workforce of in-house, contracted tradespeople and skilled technicians provide comprehensive preventive, corrective and reactive maintenance services as well as a myriad of other requests to buildings at ANU.

ANU uses a Maintenance Management System called “Maximo” to ensure requests are managed in an efficient and effective way and that the University meets its statutory, regulatory and legislative requirements. Maximo is an easy-to-use, integrated asset management system that manages over 50,000 assets throughout more than 450 buildings across multiple campus sites. By using Maximo, the Facilities & Services Division are able to proactively maintain many of the University's assets and buildings.

Maximo allows users to monitor the progress of work and to schedule regular maintenance. This is particularly important for some of the high-end laboratory equipment used on campus.

Maintenance emergencies

All emergency works that impact business continuity and/or are a WHS issue will be prioritised.

When making an emergency maintenance call you will need to provide some key information:

• Building name or number;
• Details of the emergency;
• Local contact details:  Name, phone number; and
• Any special precaustions or hazards i.e. chemicals, live electrical cables, flood, sewage.

If you are experiencing an emergency, please call us directly on 6125 4000, option 1

Service requests

Staff and students in areas of the University should speak to their relevant departmental Business Office,  Building Custodian or nominated delegate to discuss required maintenance needs and to raise a service request if they do not have access to Maximo.

Business Offices, Building Custodian or nominated delegate are able to request work through Maximo.

What type of maintenance is available?

Any required maintenance to buildings should be directed to the Campus Support Team. Some examples of maintenance include:

• damage to buildings
• leaking roofs
• blocked toilets
• leaking taps
• faulty lights
• faulty air conditioning or heating
• faulty doors
• lift breakdowns
• power problems
• faulty fume cupboards
• fume cupboard no circulating air
• bad smells -gas, damp.

Maximo Access request

To request access to Maximo, please undertake the Maintenance Management System: Maximo Pulse module by clicking on the Maximo Access request button.

What other services are available?

Aside from building maintenance, many other services that can be requested/reported include:

• Issues noticed on the landscape
• Adhoc requests such as furniture moves or test and tagging
• Extra key requests
• Security and fire safety systems

Landscape and Conservation issues are also logged via Maximo.  If you are unable to log a request via Maximo please email the issue to Landscape and Conservation Team and they will submit a service request on your behalf.

If unsure, please call us or email Campus Support Team and we will be able to direct you accordingly.

The following information is to assist Building Custodians with the daily management of buildings and landscape across the ANU.

The Campus Support Team has put together a list of FAQs to assist all custodians across campus.

Q. What is the role of the building custodian?

A. The role of a building custodian across campus is a critical one. Building custodians represent their local area requirements when interacting with F&S to ensure that the building and space in general is fit for purpose to support their business operations.

Q. What is the role of F&S in terms of building maintenance?

A. F&S has the overall responsibility of ensuring that all buildings across campus are maintained efficiently and effectively while meeting all legislative requirements. F&S is also responsible for leading all corrective and reactive maintenance to ensure the safety of people, property and research.

Q. How do F&S and building custodians work together?

A. Building Custodians and F&S must work together to ensure that any issues are identified and resolved as quickly as possible. Building Custodians relay critical information on a daily basis across campus in relation to their local area to F&S for management and remediation.

Q. Who appoints a Building Custodian?

A. Building Custodians are appointed by the local area. Some areas might have a central team that has overall responsibility over a number of buildings while other areas may have one custodian who looks after one or two building.

In circumstances where there are multiple area operating from the same building one primary custodian will be identified and secondary custodians may also be nominated. Usually, the local area who occupies the largest amount of the building will take the lead of primary custodian, however this is ultimately the decision of the local areas involved.

Q. How do I update my contact details as a Building Custodian?

A. Contact details for custodians are available to F&S staff here. These details are maintained by the ANU Space Management team within F&S. To update your details or the details of a new custodian, please get in touch with Space Planning & Design team.

Q. What training and support is available for Building Custodians?

A. F&S runs 4 general Building Custodians Information Sessions a year, with additional sessions on specific topics also hosted across the year to support Building Custodians. Building Custodians are encouraged to bring their team/s and or interested management to these sessions to ask questions and participate.

F&S are committed to providing assistance to all Building Custodians to be able to perform this critical role, if you have suggestions about training or information sessions that you would like to see developed, please contact Campus Support Team.

Q. How do I stop being a Building Custodian?

A. Local areas are responsible for appointing an appropriate Building Custodian, if you are no longer able or willing to be a Building Custodian please speak to your local area management in the first instance.

Q. How does the ANU community get in touch with F&S? I don’t know who I need to talk to?

A. F&S is a large division so its not surprising that this can lead to questions about who to go to for assistance. If you are unsure about

Q. Something is wrong in my building, what should I do?

A. If you are not the local Building Custodian, please contact that custodian in the first instance. If you are the Building Custodian please log a Service Request through Maximo. Your service request will then be triaged by the Campus Support Team and a work order will be sent through to the relevant ANU Maintenance Supervisor for completion. You can check the progress of a work order through Maximo. If you are unsure about how to navigate the system or if you require more information about a work order please contact Campus Support Team.

If the issue poses an immediate safety risk to life or significant property damage please call Campus Support Team on 54000-1 before logging a service request so that immediate action can be taken.  The Campus Support Team's hours of operation is 8am – 4pm, if the incident occurs outside of this time please contact ANU Security on 52249. Reasonable steps should be taken within the local area to minimise the ongoing risk until make safe works can occur. Your local area may have WHS risk mitigation assessments in place which should be followed until F&S arrives onsite to taken management of the incident site. This may include but is not limited to cordoning off the area to minimise entry into the affect area.

Q. I want to make a change to something in my building but don’t know where to start, what do I do?

A. Refer to Alterations in or about University buildings procedure.

Q. I have building related WHS issue, where do I start?

A. If you are experiencing an emergency, please call Campus Support Team directly on 6125 4000, option 1 providing key information:

• Building name or number;
• Details of the emergency;
• Local contact details:  Name, phone number; and
• Any special precaustions or hazards i.e. chemicals, live electrical cables, flood, sewage.

Q. Which department funds modifications and maintenance within a building?

A. F&S is responsible for all maintenance activities relating to ensuring that a building remains compliant with relevant legislation. Unless there are extraordinary circumstances such as a staff member disregarding policy and procedure which subsequently leads to damage of a property, F&S are responsible for all maintenance costs.

As part of asset management on campus F&S also upgrade or replace assets such as fire systems, HVAC systems, boilers and carpet. Should local areas want to make modifications to buildings where assets are assessed to have a condition rating of good or better and are therefore not required to be upgraded the local area may be required to fund the works. Additional modifications to a building to suit a individual need, such as installing a larger white board will be a local area expense.

Q. Who else in my local area should have access to the Facilities Management System Maximo?

A. If your local area has a central facilities team or a key number of staff who all have a joint responsible for facilities management those staff should have access to the Maximo system. Anyone with Maximo access should be prepared to the nominated point of contact for ANU trade staff or contractors who will attend to any logged issue.

Q. How do I know that contractors are inducted when they arrive at my building?

A. F&S users a central data base to maintain history on every contractor who completes their contractor induction. The system currently utilised is Work Metrics. If any local area would like access to the system so that they can check contractor inductions of staff coming into their local area please contact, 54000-4.