Operational Procedures
Facilities Development and Operations has a goal to improve operational excellence. Operational Directives support this goal by creating open, transparent and replicable procedures to provide best-in-class service to the campus community.
Campus Procedures
- Fats, Oils, and Grease (FOG) Regulatory Compliance Program
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The Fats, Oils, and Grease (FOG) Regulatory Compliance Program outlines the procedures and requirements necessary to ensure compliance with environmental regulations period.
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- Water Quality Assurance Plan
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Water Quality Assurance Plan outlines the practices SJSU will ensure for safe drinking water in compliance with the Regional Water Quality Board.
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- Sanitary Sewer Overflow (SSO) Response
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This administrative directive establishes a comprehensive framework for managing and responding to Sanitary Sewer Overflows (SSOs) at San José State University (SJSU).
This document provides a framework for responding to Sanitary Sewer Overflows (SSOs) based on the time of occurrence and the type of incident.
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- Security and Panic Alarms Procedure
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This Operating Procedure outlines the process for requesting, installing, maintaining, and removing security and panic alarm systems at SJSU. It details the roles of FD&O, UPD, and IT in evaluating requests, conducting periodic testing, and managing associated costs. The document also includes approval criteria, system review guidelines, and recommended alternatives like the Spartan Safe app for emergency response.
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- Central Station Fire Alarm monitoring setup and notification procedures
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This operating procedure standardizes the steps and appropriate responses for Central Station Fire Alarm monitoring for all San José State University (SJSU) facilities. SJSU’s University Police Department (UPD) dispatch center is a full-service 911 call center focused on emergency response and supporting sworn law enforcement officers.
This Administrative Directive provides information to the monitoring company to route fire alarms, supervisory alarms, and trouble alarms. In the event of any conflict between UPD Policy 411 and this standard operating procedure, UPD Policy 411 shall govern.
Central Station Fire Alarm monitoring setup and notification procedures [pdf]
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- FD&O Response to Fire Alarms
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This operating procedure standardizes FD&O’s procedures for all buildings on state land insured by CSURMA SJSU facilities. This standard operating procedure describes FD&O’s supporting role in campus Responses to Fire System Alarms as documented in UPD Policy 411. In the event of any conflict between UPD Policy 411 and this operating procedure, UPD Policy 411 shall govern.
SJFD, UPD, and FD&O employees are the only employees authorized to access fire alarm control panels. Each fire alarm panel is equipped with a passcode limiting access to SJFD, UPD, and FD&O employees. FD&O staff in the Utilities sub-department are the trained, qualified staff to operate, maintain, repair, and reset fire alarm systems on campus.
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- Maintenance Food Services Related Equipment
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San José State University (SJSU) Facilities Development & Operations (FD&O) and food service operators require a clear definition and understanding of their respective responsibilities for the maintenance, operation, and repair of food service related equipment. This directive outlines those responsibilities to ensure effective management of food service equipment and infrastructure, minimize service disruptions, and ensure compliance with safety standards.
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- UHS and FD&O Equipment Responsibility Overview
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Facilities Development & Operations (FD&O) and University Housing Services (UHS) have established this directive to clarify the respective responsibilities regarding the maintenance, operation, and repair of equipment and services in housing facilities. The directive aims to promote effective services to students, and support life safety standards.
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- UHS and FD&O Access Control Responsibilities
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Facilities Development & Operations (FD&O) and University Housing Services (UHS) further clarifies responsibilities for access control in housing facilities. This operating procedure outlines those responsibilities to ensure effective access control service to students. This guideline distinguishes between equipment managed and maintained by FD&O versus equipment that is UHS responsibility in the following facilities.
Access control responsibilities between FD&O and Housing [pdf]
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- UHS Access to Dorms and Apartments
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This operating procedure establishes a standardized process for FD&O technicians to access residential dorms and apartments for maintenance and repair of equipment and services. It ensures safety compliance, operational consistency, and minimal disruption to residents.
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- UHS and FD&O After Hours Procedure
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The purpose of this procedure is to provide clear guidance for students, staff, and faculty on how to report and request facility-related services during both normal business hours and after hours. This protocol outlines the specific points of contact and reporting methods based on the nature of the service issue and whether it falls under the responsibility of Facilities Development & Operations (FD&O) or University Housing Services (UHS).
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- UHS Support Guidelines for After Hours Response by FD&O
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The purpose of this guideline is to assist UHS and FD&O on-call managers in making informed, consistent decisions regarding after-hours responses to maintenance issues in University Housing Services (UHS). This guideline establishes the criteria for determining which service requests require immediate attention versus those that can be deferred until the next business day. The intent is to support residential life safety, maintain operational continuity, and ensure responsible allocation of FD&O and UHS resources during evenings, weekends, and holidays.
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FD&O Internal Procedures
- SSO Field Guide for Scheduled Overtime (OT) Staff
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This Standard serves as a comprehensive reference for FD&O staff response to Sanitary Sewer Overflow (SSO) incidents. It ensures that responses are executed swiftly, effectively, and in strict adherence to the SSO Administrative Directive, minimizing environmental, operational, and public health impacts.
SSO Field Guide for Scheduled Overtime (OT) Staff [pdf]
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- Supervisor Work Order Processing Procedure
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This procedure outlines a standardized method for using TMA to manage work orders and service requests. It ensures consistency, efficiency, and accountability while enhancing communication and customer support. The document serves as a comprehensive guide for the complete work order management process.
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- Supervisor Work Order Scheduling Procedure
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This document explains how to use the TMA system to manage maintenance and service requests in a clear and organized way. It provides step-by-step guidance to ensure tasks are handled efficiently, consistently, and with accountability. The goal is to improve how work is tracked and completed, while also making communication with customers easier and more effective.
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- Prioritizing Classifying and Assigning Tasks to Work Orders Procedure
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This document explains how to sort and prioritize work requests based on how urgent they are and what type of work is needed. The goal is to make sure the right resources are used efficiently and that important or safety-related tasks are handled first. It also outlines how to clearly communicate priorities so everyone on the team understands what needs to be done and when.
Prioritizing Classifying and Assigning Tasks to Work Orders Procedure [pdf]
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- Technician WO Processing Procedure
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This document explains how to use the TMA system to manage maintenance and service requests in a consistent and efficient way. It helps ensure tasks are completed properly and that customers stay informed throughout the process. After a technician works on a request, it will either be completed or need more follow-up. This guide outlines the steps to correctly handle and route the work order based on what’s needed next.
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