EIU Facilities Planning and Management

Maintenance Work Order

The Maintenance Work Order form enables EIU staff to enter routine, non-emergency maintenance requests pertaining 24 hours a day. Maintenance issues should be explained in full so the nature of the situation and necessary response can be determined.

This system is not monitored 24/7 and should not be used for emergency work requests or for maintenance needs which pertain to safety and security or need rapid response.

Please have the following information available to fill out the Maintenance Work Order form:

• Specific location - Building, room number, suite, etc.
• A detailed description of the action requested
• Photos or documents to support the request, if applicable

Key Requests

This form is also used for University key requests. To save time, fill out this key request form (.pdf) so it is available to upload with your work order. Key request instructions are available here.

Emergency Service Requests

Emergency service requests are generally related to: safety, security, and/or the potential for major damage. For emergency requests, call work control at 217-581-3416 or 217-581-2119 between the hours of 7 am and 3 pm. After 3 pm, calls will be routed to our after-hours service.

Please have the following information available when calling in emergency work orders:

• Specific location - Building, room number, suite, etc.
• Contact name
• Telephone number
• Email address
• Detailed description of the work request / emergency

Move Request

The Move Request Form is designed to streamline the process for any asset moves within Eastern Illinois University's campus. Use this form if you are relocating to a new office space, sending assets to surplus (scrub), or temporarily shifting resources for an event. If you have any questions, feel free to call Property Management at 217-581-7111 or email propertycontrol@eiu.edu.

Please have the following information available to fill out the Move Request form:

• Asset tag number, if applicable
• Current location and delivery location of the asset
• Any other details necessary for the move to be completed
• Reminder: All assets with memory (computers, etc.) need to be transferred to ITS scrub

Event Request

After scheduling your event through Campus Scheduling and ensuring the Unusual or Extraordinary Event Form is filled out, complete this form if your event requires setup in a location beyond the current arrangement. Whether it involves moving and set up of tables, chairs or equipment this form allows you to request assistance with any necessary adjustments for your event setup.

Please have the following information available to fill out the Unusual Event Request form:

• Event date
• Building name
• Number of tables, chairs, boxes, etc.
• Pickup / end date
• Any additional relevant details
• Relevant photos, if applicable

New Project Request

All construction, renovations, modifications or changes to existing facilities on campus require a Project Request form before work on a project may begin.

Please note: Clients should anticipate at least six months from time of assignment for projects to be completed. Projects to be completed during the summer session for the beginning of the fall semester must be received no later than January 15.

Please have the following information available to fill out the Project Request form:

• Account number
• Target budget
• Department
• Scope of the project
• Desired start and finish dates
• Relevant documents

What is the difference between Maintenance or Renovations?

To distinguish between Maintenance and Renovations/Alterations (R&A), please consider the following guidelines:

Renovations/Alterations encompass any new construction, additions, or modifications to rooms or structures on campus. Examples include:

• Building or removing walls within a room to alter its layout
• Converting a standard classroom into a computer lab, necessitating additional infrastructure like LAN drops, wireless connectivity, or electrical enhancements.

If your department acquires new equipment requiring adjustments to power supply, ventilation, or plumbing, these alterations qualify as R&A projects. Conversely, if the new equipment can seamlessly integrate with existing infrastructure, maintenance workers can handle the installation. However, if modifications to the room are necessary to accommodate the new equipment, it falls under R&A.

Any changes to Eastern's infrastructure are considered R&A projects.

Maintenance tasks involve repairing existing rooms, furniture, fixtures, etc. Painting typically falls under maintenance unless it's part of a larger R&A project. Carpet maintenance (vacuuming and cleaning) is handled by FPM, but replacement is the responsibility of individual departments. For carpet selection, R&A has sample books available. Please contact FPM at 217-581-3520 for assistance in determining whether your needs align with maintenance or R&A criteria. We're here to help discuss your proposals and ensure efficient handling of your requests.