MyCoE

Best Practices for Dean’s Office Modifications to Offices/Workstations

  • Employee submits required accommodation request forms to the Disability Services Office (Gretchen Bennett at gretch07@uw.edu) and HR Operations (Caroline Currin at cmcurrin@uw.edu):
  • DSO and HR Operations inform COE HR of the status of the request.
  • COE HR and employee’s division head* agree to:
    • Type of accommodation (e.g. “table top” vs. “floor” sit/stand desk).
    • Budget for accommodation (COE provides for disability accommodations)
  • COE HR confirms accommodation action with HR Operations.
  • Division head* assistant orders accommodation furniture, and coordinates delivery with employee and CoE Infrastructure.
  • Furniture is installed.
  • Employee consults with COE Infrastructure.
  • Employee and manager (with approval of division head*) establish scope.
  • Employee submits work request at FS Works, specifying, “estimate required”.
  • Facilities Services representative meets with employee to establish scope, then provides employee with cost estimate.
  • Employee seeks cost approval from manager (in consultation with division head*).
  • If approved, division head* provides budget for project.
  • Employee provides approved budget to Facilities Services, and informs them project may proceed.
  • Employee coordinates with Facilities Services to complete project.
  • Employee decides whether the issue is urgent. (Water leaks in a building are always urgent.)
    • Not urgent: employee submits request online to Facilities Services’ Customer Care Center
    • Urgent: employee phones in request to Facilities Services’ Customer Care Center at (206) 685-1900. (The FOMS team or UWPD dispatcher will answer this line after hours.)
  • Regardless of urgency, employee advises the Office Manager and Building Coordinator of action taken.
  • Employee consults with COE Infrastructure.
  • If item requires installation:
    • Employee submits work request at FS Works, specifying, “estimate required”
    • Facilities Services representative meets with employee to establish scope, then provides employee with cost estimate.
  • Employee provides division head* with estimated cost of purchase and installation.
  • Employee obtains written approval from division head* with appropriate budget number.
  • Employee provides Office Manager with item request and budget number for purchase via ARIBA.
  • Employee provides approved budget to Facilities Services, and informs them installation may proceed.
  • Employee coordinates with Facilities Services to complete installation.
  • Employee and manager (with approval of division head*) establish scope.
  • COE Infrastructure works with employee and furniture vendor to develop quote.
  • Employee seeks cost approval from manager (in consultation with division head*).
  • If approved, division head* provides budget for furniture.
  • COE Infrastructure works with Administration group to process purchase order and payment.
  • Furniture vendor provides delivery date to employee and COE Infrastructure.
  • COE Infrastructure advises employee on installation process.
  • Employee consults with COE Infrastructure.
  • Employee and manager (with approval of division head*) establish scope and budget number for Moving Services request.
  • Employee submits work request to Moving Services. Under “Special Instructions”, employee indicates, “estimate required”.
  • Movers meet with employee to establish scope, and provide estimate.
  • Employee seeks cost approval from manager (with approval of division head*).
  • Employee provides approved budget to Moving Services, and informs them move may proceed.
  • Employee coordinates with Moving Services to complete project.

Per policy memorandum, “Management of space assigned to The Dean’s Office in the College of Engineering”:

  • Division head* emails Associate Dean for Infrastructure to advise of vacated space, and/or to request space.
  • Associate Dean for Infrastructure reviews information and provides direction to division head*, impacted parties, and Office Manager.
  • The division head* responsible for the transition emails notification to:
    • Division head assistant
    • Associate Dean for Infrastructure
    • Director of Infrastructure
    • Director of Human Resources
    • Office Manager
    • Fiscal Office
    • COE IT
  • Division head* executes / delegates the following tasks:
    • Direct employee to return keys per key management process.
    • Direct removal of items (including office supplies) from vacant office, and wipe-down of surfaces.
    • Direct COE IT regarding remaining computer equipment.
    • Direct Fiscal Office and UW IT regarding status of phone.
    • Direct any necessary office repairs.
  • The division head* responsible for the transition emails notification to:
    • Division head assistant
    • Associate Dean for Infrastructure
    • Director of Infrastructure
    • Director of Human Resources
    • Office manager
    • Fiscal Office
    • COE IT
  • Division head* executes / delegates tasks to ensure work space is prepared for the first day of work, addressing:
    • phone
    • computer
    • keys (doors and furniture)
    • furniture
    • door signage
    • Dean’s Office directory
    • web updates
    • any special cleaning by Custodial Services

Employee decides whether they can hang the item with 3M hangers, which cause no damage to paint and leave no holes in the wall. If not:

  • Employee consults with COE Infrastructure.
  • Employee and manager (with approval of division head*) establish scope.
  • Employee submits work request at FS Works, specifying, “estimate required”.
  • Facilities Services representative meets with employee to establish scope, then provides employee with cost estimate.
  • Employee seeks cost approval from manager (in consultation with division head*).
  • If approved, division head* provides budget for project.
  • Employee provides approved budget to Facilities Services, and informs them project may proceed.
  • Employee coordinates with Facilities Services to complete project.

*Please note: “division head” refers to Vice Dean, an Associate Dean, or Director of Finance & Administration.