Physical Resources

Physical Resources

Overview

AVTEC maintenance and custodial services are provided for via an agreement with the Department of Transportation and in-house custodial staff, to maintain and clean all facilities and grounds in a safe and functional manner and in accordance to all state and federals standard and codes.

Oversite and Budget

The Maintenance Department was organizationally aligned under the Deputy Director and had a separate annual budget within the school’s operating budget for staff supplies, travel, equipment, and contractual services.  

Effective July 1, 2019, the State of Alaska has reorganized this department at AVTEC under the Department of Transportation, division of Facility Services, effectively removing supervisory oversight from AVTEC.  Under the new process, a one year Service Level Agreement was adopted to address the processes by which work would be performed at AVTEC.  It is attached hereto.  

AVTEC, through its Chief of Operations, works with the DOT Maintenance Foreman assigned to AVTEC to review the status of facilities, maintenance priorities, current and future projects, and outstanding work orders.  The maintenance foreman advises administration which projects can be completed using in-house resources and which projects are beyond the scope or capability of existing resources.  When services are determined to be contracted, the Chief of Operations works with Department of Labor staff in Juneau to obtain these services through the State procurement system.

Administration, together with the Maintenance Foreman, identifies and plans for future capital projects and funding strategies to accomplish the goals of the long-term facility plan.  The Facilities Committee reviews facility plans and resources and makes recommendations to the Administration as needed.

Maintenance Staff/Resources

 The DOT maintenance staff assigned to work in Seward consists of the following positions:

    • 1 Maintenance Foreman

    • 3 Maintenance Specialists

    • 1 Maintenance Generalist

The maintenance staff work a traditional shift of 7 AM – 3:30 PM Monday – Friday.  During other hours, the members of the staff share responsibilities for providing on-call maintenance services for buildings on campus.  The on-call maintenance staff member is available for call-in 24 hours-a-day while they are on-call, and has access to all of the supplies, equipment, and other maintenance resources, including other staff if necessary, to handle maintenance emergencies on the AVTEC-Seward campuses.

Some building systems across the campus, such as the boilers and HVAC, can be monitored remotely from the maintenance building or through the internet.  Changes in system performance and operation can be made through this remote system, allowing a maintenance person to control aspects of campus building operations from their office or home when on-call and not physically on campus.

AVTEC has a well-equipped maintenance department staffed and equipped by DOT.  Each maintenance staff member is issued a vehicle to use during the work day to travel between buildings on the Seward campuses.  The maintenance building has a large heated and enclosed shop for working on various projects and storing tools and equipment, as well as shared office and break-room space for the staff.  

The maintenance department has a full assortment of tools ranging from those used by the maintenance specialists (all tools and equipment needed to diagnose, repair, and install most electrical and plumbing components), to hand and power tools related to overall building maintenance.  

The maintenance staff has a key-cutting machine as well as a full selection of fasteners and other supplies used on a regular basis.  

With the Maintenance Foreman’s purchasing authority and approval, maintenance staff members may purchase supplies and equipment not stocked by the maintenance department and which are available from one of three general hardware stores in Seward.  Again with the Maintenance Foreman’s authority and approval, other specialized items may be purchased from statewide or national suppliers and delivered in 24-48 hours to the campuses in Seward.

Maintenance Procedures

Building maintenance is carried out by the maintenance staff based on daily assignments from the Maintenance Foreman.  Maintenance tasks are submitted to the Maintenance Department through an on-line work order system maintained by the division of Facilities Services, Department of Transportation and Public Facilities.  Once submitted, work orders are prioritized by the AVTEC chief of operations and the DOT Maintenance Foreman and assigned to a specific maintenance staff member based on specialized skills required to complete the order.   

Maintenance Work Orders

Maintenance work orders are submitted by the Department Head or a designated department employee responsible for the area which requires the attention of maintenance staff.  It is reviewed by AVTEC’s chief of operations before it is placed in the que for tasking.  

On-Call 

One member of the maintenance staff is on call for after-hours emergencies and can be contacted to respond to situations that require immediate attention.  Maintenance employees rotate this responsibility monthly.  To locate the name and phone number of the employee who is on-call, view the Maintenance Calendar located through the AVTEC Intranet site, under Maintenance Dept Home Page.  Click on the Maintenance Calendar link to determine the name of the on-call maintenance employee for the particular month.  All maintenance employees carry cell phones, which are answered when that employee is on-call.  Cell phone numbers are listed on the AVTEC staff directory available through the AVTEC Intranet site.  Information about the on-call maintenance staff can also be obtained from the dorm attendant on duty.  In case of emergency, or if the on-call staff cannot be reached, contact the Maintenance Foreman.

Contracted Maintenance

Specialized maintenance on technical aspects of the Physical Resources of the AVTEC-Seward campuses are contracted-out to field specialists.  Maintenance of the elevator, fire alarm, and communications systems is handled by outside contractors or in some cases the AVTEC Information Technology Department.  Additionally, large jobs that are beyond the abilities of the limited maintenance staff are also contracted-out using the State of Alaska procurement procedures and policies.

Custodial Staff

The custodial staff consists of 1 Lead Custodian and 4 Custodians.  The custodial lead works under the direct supervision of the Chief of Operations.

Day to day and periodic cleaning of the AVTEC physical facilities are completed by an in-house custodial staff that work a variety of shifts to allow them to work around the training and business day of staff and students.  Custodians work evenings and weekends in addition to traditional Monday-Friday daytime shifts.  

Custodial Procedures

Custodians work a regular shift and have specific areas of responsibility to ensure that all areas are ready for use by staff and students at the start of the work and training day.  Substitute custodians are available and work on-call shifts as needed to cover for regular employees on leave.

Public areas, office spaces, classrooms and training areas on the AVTEC Seward campuses are cleaned 5 days per week by custodians.  Shared areas of the dormitories are cleaned 6 days per week.  Cleaning includes vacuuming, wiping down, and sanitizing all surfaces, as well as, restocking necessary supplies for use.

Grounds Keeping and Landscaping

The grounds, parking lots, and outdoor facilities on the AVTEC Seward campuses are maintained through a separation of responsibilities plan between the Maintenance, Custodial, and Residence Life staff.  Routine maintenance, construction of amenities, litter pickup, and snow removal are all completed on a regular or as-needed basis to ensure the safe operation of the campuses and grounds.

 

Technical Infrastructure

Overview

AVTEC Information Technology (IT) Services are provided for via an in-house IT Department, staffed appropriately, to maintain all resource in functional manner.

Over Site and Budget

IT Services is organizationally aligned under the Information Technology Department and has a separate annual budget within the school’s operating budget for staff supplies, travel, equipment, and contractual services.  Additional funding may be available through the state capital budget for deferred maintenance projects and capital improvement/replacement projects. 

Administration works closely with the IT Department Head and the IT Services Manager to review the status of facilities, maintenance priorities, current and future projects.  The IT manager advises administration which projects can be completed using in-house resources and which projects are beyond the scope or capability of existing resources.  When services are determined to be contracted, the IT Services Manager works with the Business Services Administrator to obtain these services through the State procurement system. 

Administration, together with the IT Department Head and the IT Services Manager, identifies and plans for future capital projects and funding strategies to accomplish the goals of the long-term facility plan.  The IT Committee reviews facility plans and resources and makes recommendations to the Administration as needed. 

IT Services Staff/Resources

 The information technology services staff consists of the following positions:

    • 1 Information Technology Services Manager

    • 1 Network Administrator

    • 1 Internet Specialist, Database Administrator

AVTEC IT Services staff work a varied schedule depending on work schedule both during work and after working hours Monday – Friday.  During other hours, the 3 members of the staff share responsibilities for providing on-call maintenance services for buildings on campus.  The on-call IT staff member is available for call-in 24 hours-a-day while they are on-call, and has access to all of the supplies, equipment, and other maintenance resources, including other staff if necessary, to handle maintenance emergencies on the AVTEC-Seward campuses. 

All building systems across the campus, such as the switches and wireless access points, can be monitored remotely from the IT building or through the Internet using VPN access.  Changes in system performance and operation can be made through remote access, allowing an IT person to control all aspects of campus building IT operations from their office or home when on-call and not physically on campus. AVTEC has a well-equipped IT Department.  Each IT Services Staff member has access to a vehicle to use during the work day to travel between buildings on the Seward campuses.   The IT Department has a full assortment of tools ranging from those used by the IT Services Staff (all tools and equipment needed to diagnose, repair, and install IT network switches, wireless units, servers) to hand and power tools related to overall equipment maintenance.  

 

Maintenance Procedures

Maintenance is carried out by the IT Services staff based on daily assignments from the IT Services Manager.  Maintenance tasks are submitted to the IT Services Manager through an on-line work order system maintained by the AVTEC Information Technology Department.  The ticket is submitted from the Support Services Tab on the Intranet web site by selecting Tech Support. Once submitted, work orders are prioritized by the IT Services Manager and assigned to a specific IT Services Staff member based on specialized skills required to complete the order. 

Maintenance Work Orders

AVTEC IT Services support is fully documented with a ticket system that accounts for all time spent on service requests. All AVTEC staff members are encouraged to contact IT Services support via the online ticket system. The benefit of this system is not only assist IT Department to track hours, but also create an historical record of issues and responses. This searchable database of IT issues increases response time and assist IT staff to share knowledge.

AVTEC staff are able to create a ticket that describes their issue, track their service request on a list of open tickets, and communicate with the assigned IT staff member. If a staff member does not submit a ticket, but contacts the IT department by other means, the assigned IT staff member will create the ticket as a way to document the issue and its resolution.  

On Call

The IT manager is the primary contact for after-hours emergencies and can be contacted to respond to situations that require immediate attention.  When the Manager is unavailable they will post a notice to the intranet site as well as send out an email to all faculty and staff. The manager’s cell phone number are listed on the AVTEC staff directory available through the AVTEC Intranet site  

Contracted Maintenance

Specialized maintenance on technical aspects of the IT infrastructure of the AVTEC-Seward campuses are contracted-out to IT specialists.  Additionally, large jobs that are beyond the abilities of the limited IT staff are also contracted-out using the State of Alaska procurement procedures and policies

Privacy, Safety and Security of Data

All staff and student information is hidden behind AVTEC’s firewalls for all public facing servers with all other servers being blocked from internet access. Internal servers are additionally protected by the use of private networks that do allow outside access. Traffic is separated by the use of VRF (Virtual Routing and Forwarding) into two zones, one for students and one for staff with restrictions to server access on a needs basis.  User privileges on the internal network are assigned according to specific employment responsibilities. Upon separation from AVTEC employment user accounts are deactivated and/or deleted.

 

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