Building Managers Guide
Last updated: 4/6/2021
On the Monroe Park Campus, building managers are appointed by deans or department heads. On the MCV Campus, building managers and emergency contacts are designated by the Office of the Vice President for Health Sciences for each department in larger buildings (e.g., Sanger Hall and Molecular Medicine Research Building), and some departments may have more than one building manager.
The information on this page will provide building managers with the necessary information to successfully serve in the role. Topics covered on this page include, but are not limited to, how to request facility services, coordinate with building tenants, comply with fire and occupational safety guidance, prepare for and respond to an emergency, and additional resources.
Please note VCU’s Notice of Nondiscrimination, Equal Opportunity and Affirmative Action found on VCU’s Policy Program web page.
This section was updated on 4/6/2021.
The Physical Plant campus coordinators—the Monroe Park Campus and the MCV Campus each have a campus coordinator—work with building managers to communicate campus updates and maintain a list of current building managers and other emergency contacts. The appropriate campus coordinator should be informed if there is a new building manager or if a current building manager needs to update their contact information.
Visit the Campus Coordinators web page for more information and contact information.
- Serving as the primary point of contact (POC) between their school or department and FMD as well as SRM.
- Reviewing, consolidating and submitting work requests on behalf of building occupants, and responding to work request surveys upon completion of the work.
- Communicating with Physical Plant Customer Service to request emergency or non-emergency services, as necessary.
- Coordinating the provision of facility services, as necessary.
- Communicating the status of building issues and updates to building occupants.
- Working with campus coordinators to seek solutions to recurring service issues.
- Assisting with other facilities-related tasks to help maintain a safe and healthy work environment for building tenants.
The building manager certificate was created in 2020 to address feedback from building managers to offer additional training for the role. The certificate consists of modules and LinkedIn Learning and is available in Talent@VCU. For assistance, questions and feedback about the certificate, contact Shana Ryman at email@example.com.
The new employee orientation training video introduces new employees to the buidling manager role, why it is important and how to contact their building manager and it provides an overview of FMD services.
VCU employees, faculty, students and affiliates must report emergency facility issues—issues that require an immediate response to avoid potential injury or illness to building tenants and/or damage to university property—to the Physical Plant Operations Center (i.e., Customer Service) by calling (804) 828-9444. When reporting an emergency, provide as much information as possible, including the location of the issue (i.e., building, floor and room number) and a detailed description of the issue. Continue reading for examples of emergency issues that should be reported to Customer Service.
For details about elevator services, visit the Elevators page of the Service Guide.
Report emergency custodial issues that must be addressed immediately to the Customer Service at (804) 828-9444. Examples of emergency custodial issues include an overflowing toilet or sink or a spill that tenants are not able to clean on their own to prevent slips, trips and falls.
Emergency key or lock issues and alarms
If a key or lock has broken in a location that could pose a potential security risk if left unattended, contact Customer Service at (804) 828-9444 for assistance.
Alternatively, in the event of any of the situations listed below, contact either the VCU Police Department at (804) 828-1196 for non-emergencies or (804) 828-1234 for emergencies:
- A key or lock appears to have been tampered with, in which case, nothing should be touched so VCU Police can check the scene upon arrival
- A key or lock is broken and a high security room must be accessed
- A door alarm sounds unexpectedly
Gas and unusual odor
Gas and unusual odor (e.g., smoke or exhaust) in VCU facilities should be immediately reported to Customer Service at (804) 828-9444. If the odor is in a lab, avoid lighting a flame and do not operate any electrical switches. If the situation poses an immediate threat to building tenants, pull a nearby fire alarm so tenants evacuate the building.
Hazardous material spills
Building managers and their departments or schools must be prepared to respond to a hazardous material (i.e., biological, chemical and radiological material) spill in a VCU facility by establishing appropriate spill control measures and providing personal protective equipment (PPE) for the chemicals in their spaces. A hazardous material spill can pose a serious risk if it is not quickly and correctly addressed by the individual(s) who identified the spill. In the event of a hazardous material spill that requires assistance, building managers must immediately contact SRM at (804) 828-9834.
Spill determination and communication
If a chemical spill or release is discovered (regardless of the size or whether individuals can clean it up on their own), the building manager must follow the steps below:
- Notify the Environmental Health and Safety (EHS-SRM) unit by calling (804) 828-1392.
- Determine the appropriate response for the type of spill by reviewing the chemical’s safety data sheet (SDS). The response will typically depend on the spill size but there can be exceptions depending on the chemical. There are two types of spills:
- A simple spill is a spill that does not spread rapidly, immediately endanger people or property, or endanger the environment, and it can be cleaned up by those who caused the spill.
- A complex spill requires outside assistance.
- Consider the following to determine whether the spill is simple or complex: type of chemical(s) spilled; quantity; hazardous characteristics of the spilled chemical(s) (refer to the SDS); location of the spill; whether individuals have proper knowledge for cleaning up the spill; and availability of appropriate PPE and spill supplies.
Recommended procedures for cleaning up simple spills
Follow the procedures below to clean up simple spills:
- Prevent the spread of dusts and vapors.
- Neutralize acids and bases, if possible. Use soda ash or sodium bicarbonate to neutralize acids, and citric acid or ascorbic acid to neutralize bases. Use pH paper (if available) to determine whether acid or base spills have been neutralized.
- Control the spread of the liquid and contain the spill. Make a dike around the outside edges of the spill by using absorbent materials such as vermiculite, cat litter or spill pads/pillows.
- Absorb the liquid. Add absorbents to the spill, working from the spill's outer edges toward the center.
- Collect and contain the cleanup residues. The neutralized spill residue or the absorbent should be scooped, swept or otherwise placed into a plastic bucket or other container. For dry powders or liquids absorbed to dryness, double bag the residue using plastic bags.
- Clean up materials resulting from chemical spills must be disposed of as hazardous waste. Contact EHS-SRM or submit a waste removal request to have the waste removed.
Recommended procedures for cleaning up large or complex spills
Follow the procedures below to clean up large or complex spills:
- In the event of a large or complex spill, immediately call EHS-SRM at (804) 828-9834.
- If safe to do so, control the spread of the liquid and contain the spill. Make a dike around the outside edges of the spill using absorbent materials such as vermiculite, cat litter or spill pads/pillows.
- For large spills that may pose an immediate danger to tenants’ lives and/or health, it may be necessary to evacuate the space.
If a serious exposure or injury has occurred, seek medical attention immediately and then contact EHS-SRM.
If the power goes out in an entire building, floor or room, report the outage to Customer Service at (804) 828-9444 to prevent potential harm to building tenants, electrical equipment, scientific equipment and/or experiments, as applicable. Building managers should coordinate with tenants to turn off electrical equipment, appliances and computers to prevent potential damage when power is restored. Also, they should inform the impacted tenants of when power is expected to be restored.
Water main or sewer line breaks
In the event of a major water main or sewer line break, immediately contact Customer Service at (804) 828-9444 and note the scale (e.g., drip, gush or torrent) of the break. If the situation poses an immediate threat to tenants, pull a nearby fire alarm so tenants evacuate the building and then immediately contact Customer Service.
FMD offers a variety of non-emergency services that can be requested by building managers and other VCU contacts depending on the type of service. Most non-emergency services, maintenance-type services can be requested via the Facilities Self Service (FSS), which is managed by the Physical Plant Operations Center, and most requests will be addressed by FMD Physical Plant. The FSS can be accessed by anyone with an active VCU eID. Once a request is submitted via the FSS, the requesting individual will receive automatically-generated work status email updates. The individual will also receive and is encouraged to complete a customer satisfaction survey once the work is completed. Building managers are encouraged, but are not required to, collect and submit requests on behalf of building tenants.
To manage routine, non-emergency service requests, building managers can request specialized FSS access to view the status of their work orders in the system by contacting their campus coordinator.
The cost of non-emergency services vary. The FMD E&G budget covers the university’s E&G and research facilities’ costs of operation and maintenance (i.e., base provisions). However, the cost of basic operation and maintenance services provided to auxiliary enterprises (e.g., VCU Athletics and VCU Residential Life and Housing) are billed to the respective auxiliary enterprise unit. Examples of base provisions include, but are not limited to, utilities (e.g., electrical, natural gas, steam, water, sewer and fuel oil), maintenance, plumbing, mechanical systems, electrical, fire alarms, building automation systems, and building-related interior and exterior repairs. More information about some of the different types of services and associated costs are referenced below.
The cost of services requested by departments or schools that are not considered base provisions, including improvements, additions and modifications, are billed to the requesting department or school regardless of whether they are E&G-funded or auxiliary enterprise departments or schools. Some of the services that are not considered base provisions are detailed below.
Learn more about service costs and estimates by visiting the FMD Costs and Estimates web page.
New feature FSS feature added in October 2020: The FSS now includes a financial history reporting feature that allows building managers and department financial managers to review billed and unbilled costs for work orders. These contacts can access the feature by logging into the FSS and clicking “Financial History” under the “Reports” drop down in the top menu.
For information about other non-emergency services provided by FMD, visit the Service Guide.
For information about carpentry services, visit the Carpentry page of the Service Guide.
FMD Financial Services, Contract Administration oversees VCU’s custodial contract and guidance associated with facility custodial services in academic, administrative, research and clinical areas on the Monroe Park Campus and the MCV Campus. A detailed schedule of custodial services, tips on how to prepare workspaces for cleaning and the types of cleaning chemicals that are used can be found on the Custodial Operations web page. Additional information about a building’s cleaning schedule can be provided by the building’s quality assurance inspector.
Routine custodial requests can be submitted via the FSS. Examples of routine custodial requests includes a restroom that needs toilet paper or paper towels replenished and custodial services for special events. FMD covers the cost of routine custodial services for the university’s E&G and research facilities; however, auxiliary enterprises’ custodial services are billed to the respective auxiliary enterprise unit. Additional custodial services outside of routine services provided are billed to the requesting school or department regardless of whether they are an E&G or an auxiliary enterprise unit.
For information about on-campus waste management and recycling services, refer to the Waste management section below.
Grounds and landscaping
Heating, ventilation and air conditioning (HVAC)
In accordance with a variety of codes, laws and standards, including the American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) indoor air quality standard 62.1, the university set a standard to maintain mechanically ventilated buildings to a maximum of 75 degrees Fahrenheit (F), plus 2 degrees F for heating. Areas with specific needs can be accommodated, as necessary.
For information about submitting requests for non-emergency and emergency HVAC services and associated costs, visit the HVAC page of the Service Guide.
Visit the Keys page of the Service Guide for information about requesting keys, borrowing keys, security risks and other information related to keys.
Physical Plant, General Services provides a variety of materials management services on a reimbursable basis, including furniture moves for departments or schools relocating to a new space, special event setup, table and chair rentals, modular furniture assembly, and short-term storage. Requests for these services can be submitted via the FSS.
The General Services, Surplus Property Department evaluates excess university property to determine the most cost-effective method for disposal. This includes sharing (i.e., reuse) materials with other VCU departments, schools or outside entities; recycling materials; disposing of materials; or participating in the GovDeals program to sell state property. To request assistance with getting rid of or acquiring surplus property, submit a request via the FSS. These services are offered on a reimbursable basis.
The Surplus Property Department also oversees the reuse of serviceable furniture and equipment at VCU. Instead of purchasing new items, departments and schools are encouraged to consider reusing items. To inquire about the availability of items and to schedule an appointment to inspect these items at the reuse warehouse, contact the Materials Management supervisor at (804) 828-5909. There is no cost to acquire reused items, but departments and schools will be charged for transporting items from the warehouse to their location.
For more information about these services and their associated costs, visit the FMD General Services web page.
For information about painting services, visit the Painting page of the Service Guide.
VCU works with licensed, external integrated pest management (IMP) vendors as needed to investigate and resolve pest issues. IMP is a strategy that focuses on the long-term prevention of pests (e.g., ants, cockroaches, bed bugs and rodents) through a combination of tactics targeted to eliminate the pest(s). Building tenants should not use pesticides or other chemical products to treat pest issues.
Proactive steps can be taken to prevent pests in the workplace:
- Maintain a clean workspace that is free of clutter.
- Always cover food and beverages.
- Immediately clean up dirty dishes, utensils, spills and crumbs.
- Empty containers (e.g., plant pots or unused glasses) with standing water.
- Dispose of food in trash bins in common areas, which custodial staff empty daily.
For information about reporting pest issues and costs associated with these services, visit the Pests page of the Service Guide.
Roofing and gutter systems
Visit the Roofing and Gutter Systems page of the Service Guide for details about these services.
Steam leak or pressure loss
In the event of a non-emergency steam leak or pressure loss in your building, report the issue via the FSS. Emergency issues should be reported to Customer Service at (804) 828-9444.
In the event of a complete loss of steam pressure at the powerhouse, the Operations Center will contact the appropriate building manager(s) to inform them of the issue and when the steam will be restored.
FMD Construction Management oversees new construction, reconstruction, renovation, restoration, major repairs, demolition and other related work. Construction Management has three main groups that manage these efforts: Capital Construction, University Renovations and Maintenance Reserve.
Building managers, as well as staff and faculty, can submit a construction or renovation request on behalf of their department or school via eBuilder. Once a request is submitted, a Construction Management representative will contact the requesting individual to discuss next steps. Typical service requests include estimates, scope development and design coordination, permitting and regulatory authorization, bidding/procurement, construction management to include invoice processing, commissioning, move management coordination, occupancy, operational turnover, and warranty management.
Building managers are encouraged to submit a request via eBuilder or call Construction Management at (804) 827-3841 or Customer Service at (804) 828-9444 to request a project consultation at no cost. A Construction Management representative will speak with the individual about compliance and regulatory requirements to ensure the success of university partners. Detailed budget estimates will be developed and authorized by the client prior to proceeding with any project. Only projects that proceed will include a nominal fee for Construction Management's service, which are equitably scaled to the size and scope of the project to ensure the highest value to the client. The fee will cover the cost of the efforts performed by the project manager and the project inspector assigned to the project as well as administrative support requirement efforts provided by the Virginia construction contracting officer, such as Virginia construction procurement and bidding, executing contracts, invoice processing, and proper contract and project closeout. During consultation, all options and fees can be discussed.
Tents and stages erected on property owned by the Commonwealth of Virginia require permits issued by the Division of Engineering and Buildings. Construction Management oversees client requests, submission and issuance of such permits. Any construction activity in any facility owned by the Commonwealth of Virginia requires either a job permit issued by the university architect through Construction Management or a building permit issued by the Division of Engineering and Buildings through Construction Management. Contact Construction Management for a quick consultation free of charge to ensure regulatory compliance.
VCU employees, faculty and students can request or participate in a variety of parking and transportation services, including obtaining a parking permit, taking advantage of alternative transportation opportunities, or repairing or learning about bicycle topics with RamBikes.
Building managers may be responsible for helping oversee their department or school’s fleet management program. The program offers customers opportunities to have their vehicle maintained and repaired through the Office of Fleet Management Services, offers 24-hour roadside assistance, appointment scheduling and towing. Vehicles can also be purchased and leased through the fleet management program with approval from the Vice President of Administration. Departments and schools that use this service are charged with their index code.
Visit the Parking and Transportation website for more information about these services.
Building managers, as well as VCU employees and faculty, can submit a planning or design request on behalf of their department or school via eBuilder. Once a request is submitted, a Planning and Design representative will contact the requesting individual to discuss next steps.
Building managers, as well as VCU faculty and employees, can also request permanent signage via the FSS. Requests are overseen by the signage manager—reporting to Financial Services, Contract Administration—who can assist with creating consistent, cohesive and informative signage for the Monroe Park Campus and the MCV Campus to enhance the unity of the university from the surrounding community. Signage requests will be billed to the requesting department or school. Once signage has been created, the Sign Shop or Contract Administration oversees signage installation and repairs. The cost of these services will be billed to the requesting department or school. For more information about signage, visit the Signage Standards web page.
For more information about planning and design services, visit the Planning and Design web page.
Building managers, as well as VCU employees and faculty, can request a variety of services related to their department or school’s space management, including:
- Requesting a new space, function change or space reassignment by submitting the appropriate space request form.
- Accessing facility documents and drawings via PlanAXess, which is available upon request to VCU and non-VCU users.
- Retrieving up-to-date space data, including floor plans, room numbers, departments and occupancy, via FM:Interact, which is available upon request to approved VCU administrators and employees with an active VCU eID.
- Requesting assistance with building room numbering. Visit the Building Room Numbering web page for more information.
- Coming soon! Downloading geographic information system campus maps.
To learn more about these services and how to gain access, visit the Space Management web page.
The VCU Office of Sustainability offers numerous sustainability services, such as renting a plot or volunteering at the MCV Campus Community Garden, learning to grow food at the Monroe Park Campus Learning Garden, or donating or taking items from the Free Store at the Monroe Park Campus.
For more information about these services, visit the Office of Sustainability website.
Custodial staff empties trash bins (gray "organic" trash containers) in common areas (e.g., kitchens, break rooms, hallways, restrooms, lobbies and copy rooms) each day but does not empty trash receptacles or recycling bins in individual offices. Custodial staff also empty recycling bins (blue recycle slim jim containers) in common areas. If trash bins or recycling bins need to be emptied outside of scheduled times, trash and recycling can be deposited in bins in nearby common areas.
FMD covers the cost of the university’s E&G and research facilities’ waste removal; however, these services provided to auxiliary enterprises are billed to the respective auxiliary enterprise unit.
VCU utilizes a single stream recycling program to simplify the collection of recyclable materials. Visit the VCU Office of Sustainability website for a list of recyclable items.
FMD can remove hazardous materials (e.g., asbestos, lead, mercury and PCBs) or equipment that may contain hazardous materials which could be impacted during maintenance or renovation activities. Requesting departments will be billed for the cost of this service. For assistance, submit an FSS request.
Information about the university's procedures for inclement weather closure, designated employees and parking can be found on the VCU Human Resources inclement weather procedures web page.
In the event of inclement weather, the university's operating status will be announced on major local radio and/or television stations and on the VCU Alert website. You can also call (804) 278-1727 for the university's operating status and enroll in VCU Parking and Transportation’s text service to stay informed of parking impacts, such as facility closings and relocations due to inclement weather or emergencies.
Building managers serve as their building’s primary POC for the SRM’s Fire Safety unit, which oversees fire safety efforts and programs at VCU. Fire Safety’s efforts include overseeing inspection and testing of fire protection systems to reduce the risk of, prepare for, respond to and restore operation in response to a fire emergency in VCU buildings. They also coordinate with Physical Plant Customer Service and the Richmond Bureau of Fire to prevent, prepare for and respond to fire emergencies.
Building managers are encouraged to promote the importance of fire safety in their buildings by ensuring tenants follow the tips below:
- Maintain clean workspaces free of clutter.
- Ensure that fire extinguishers are placed in a cabinet or hung on an approved hanger, marked with signage, and are easily accessible (within 75 feet of any location in the building).
- ABC fire extinguishers are provided in VCU buildings and can be used to extinguish most types of fires (e.g., electrical, paper or wood). However, Class D fire extinguishers should be available in spaces that work with combustible metals (e.g., magnesium or sodium).
- Prevent electrical hazards by avoiding daisy chaining cords (i.e., connecting several devices or cords in the same outlet) and not using cords with frayed edges.
- Do not block smoke detectors, emergency exits and sprinklers—ensure that there is at least 18 inches of clearance between the sprinkler and a surface.
- Maintain at least 28 inches of clearance in aisles.
- Maintain at least one marked and easily accessible emergency exits in a space. Spaces with occupancies of 50 people or more must maintain and mark at least two emergency exits.
- Follow the SDS and label instructions when working with chemicals.
- Properly store any combustible materials. For more information, contact Fire Safety.
- Do not prop open fire rated doors.
Building managers are encouraged to participate in SRM’s instructor-led fire safety and prevention training as well as fire extinguisher training. Visit SRM’s Training web page for more information.
Fire Safety frequently inspects fire protection equipment (e.g., fire extinguishers, fire alarms, smoke detectors and sprinkler systems). However, if any fire protection equipment needs to be serviced, submit an FSS request.
Non-emergency fire-related issues can be reported on the Monroe Park Campus by calling (804) 828-0040 and on the MCV Campus by calling (804) 828-7899.
Fire Watch Program
Building managers must serve as the POC (i.e., impairment coordinator) for the Fire Watch Program in their building(s), which is overseen by SRM Fire Safety and complies with the Virginia Statewide Fire Prevention Code 2012. Fire Watch is a temporary measure intended to ensure continuous and systematic surveillance of an entire building or a portion of it by one or more qualified individuals (e.g., building managers) to identify and control fire hazards, detect early signs of unwanted fire, raise alarm of fire, and notify the fire department of fire, as necessary. Building managers must implement the program if a fire protection system (i.e., fire alarm, smoke detector or sprinkler system) is out of service for any amount of time by either instructing tenants to evacuate the building and then closing the building, or implementing an approved Fire Watch Program.
If the Fire Watch Program is necessary, impairment coordinators (e.g., building managers) must take the following steps:
- Notify the fire department and VCU Operations Center at (804) 828-9444 of the fire protection system outage.
- Notify building tenants in the impacted area of the fire protection system outage.
- Make sure qualified Fire Watch personnel are in place conducting hourly rounds and logging the Fire Watch.
For more information about the Fire Watch program and contact information, visit SRM’s Fire Safety web page.
Building managers must be familiar with the fire emergency procedures below and communicate them to their tenants. In the event of a fire emergency:
- Activate the nearest fire alarm to alert tenants to evacuate the building.
- Call (804) 828-1234 to report the fire emergency when it is safe to do so.
- Fire extinguishers should be used to extinguish small, containable fires that are not likely to spread.
- SRM offers fire extinguisher training for employees. For more information, visit the SRM Training web page.
- Immediately evacuate the building using the nearest emergency exit (look for the red, illuminated “Exit” sign).
- Avoid using the elevator and take the stairs, if possible.
- Assist individuals who may need help.
- If smoke is present, crouch down or crawl to evacuate the building.
- If a door handle is hot to the touch, there is likely a fire on the other side and an alternate route should be used.
- After evacuating the building, tenants must report to their office’s assigned meeting point.
- Only return to the building once fire officials have confirmed it is safe to re-enter.
To prepare for a fire emergency, buildings managers and tenants should:
- Know where the nearest fire extinguishers, fire alarm and emergency exits are located.
- Be familiar with their department/building’s Emergency Evacuation Plan. Quarterly reminders will be sent to evacuation coordinators to review their department/building Emergency Action Plans with their building tenants. Another reminder will be sent one month before fire evacuation drills occur so coordinators can review the document and make any necessary changes. Drills will be rated on their adherence to their Emergency Action Plan.
- Building managers should consider sending the Emergency Evacuation Plan to tenants frequently (i.e., on a quarterly basis).
For more information or to request a copy of an office’s evacuation route map, please visit SRM’s Fire Safety web page.
Fire evacuation drills
VCU Fire Safety will work with building managers to schedule their annual fire evacuation drills, which are conducted each year in all VCU buildings. Building managers and tenants must exit the building anytime a fire alarm sounds. Fire evacuation assembly points are included in each building’s Emergency Action Plan that is reviewed annually.
Building managers serve as the primary POC at their building for the VCU SRM’s safety units to help provide a healthy and safe workplace for VCU faculty, employees, students and affiliates. Visit the SRM Units web page to learn more about each of the office's units listed below:
For more information, contact SRM at firstname.lastname@example.org.
Building managers that work in buildings with office spaces are encouraged to promote office safety to their tenants to prevent injuries and illnesses. Some office safety tips include:
- Ensuring walkways are free of clutter and cords.
- Keeping cords tidy to prevent trip hazards and avoiding daisy chaining to prevent electrical hazards.
- Immediately cleaning up spills to prevent slip hazards. If tenants are not able to properly clean up spills, contact Customer Service at (804) 828-9444.
- Closing drawers when they are not in use and storing heavier items in lower drawers.
- Storing heavy items close to the floor on shelving and avoiding exceeding shelves’ weight capacity.
- Maintaining ergonomic workstations. For example, monitors should be placed at arm’s length away, the chair’s height should allow the knees to be level with the hips, and wrists should be straight with hands at or below elbow level.
- The SRM Occupational Safety unit offers ergonomic assessments upon request. To request an assessment, email email@example.com.
SRM provides a variety of online and instructor-led training for workplace and research/clinical studies areas such as confined space entry awareness; fall protection; hand and power tool safety; PPE; and slips, trips and fall prevention.
Learn more about SRM training by visiting the SRM Training web page.
This section was updated on 2/8/2021.
Building tenants should take proactive steps to prevent injuries and illnesses in the workplace. If a serious injury is sustained on campus, call 911 so the individual can receive medical attention.
Employee incidents must be reported to the employees supervisor. If an employee is seriously injured (i.e., hospitalization, amputation, loss of an eye or death) and may require workers compensation, the incident should be documented via the Accident Report Form available on the VCU Human Resources (HR) website.
Non-employee (i.e., student and and visitor) incidents as well as incidents resulting in damaged VCU property should be reported via the VCU Incident Entry Portal (also . Incidents involving damaged VCU property should also be reported to SRM's Insurance and Risk group by calling (804) 828-4989.
These incident reporting forms are also linked on the SRM website homepage under "Report an Incident."
VCU uses a self-insured program administered by the Department of Human Resources Management to provide workers’ compensation benefits to its employees—including VCU faculty, employees, hourly workers and student workers—who incur an injury or illness arising out of and in the course of official work-related duties. For information about workers’ compensation, or to file a claim, visit the VCU HR Workers Compensation web page or call (804) 828-1533.
VCU’s Office of Procurement Services oversees the Purchasing Card (P-Card) program. The P-Card is designed to help streamline the procurement and payment processes for small purchases for VCU business purposes. Most cards are issued with standard limits of $5,000 per month and $2,500 per transaction, though higher limits are available. The card is intended for faculty and staff (e.g., building managers) who have a recurring need to purchase low-dollar goods and services.
For more information about the P-Card program, visit the Office of Procurement Services’ Use a P-Card page.
VCU’s Americans with Disabilities Act (ADA)/504 coordinator leads, coordinates and supports accessibility compliance for VCU and VCU Health campuses. As a part of the role, the ADA/504 coordinator oversees compliance with the ADA and Section 504 of the Rehabilitation Act of 1973. Services include receipt and review of campus accessibility concerns, review of requests for workplace accommodations and parking accommodations, and receipt of concerns about accommodations. For more information, visit the VCU Equity and Access Services website or email firstname.lastname@example.org. The ADA/504 coordinator may be contacted directly for consultation via email at email@example.com.
VCU is a smoke and tobacco-free campus. Smoking, vaping and the use of all tobacco products is prohibited on university property or in vehicles owned or leased by the university, except in certain situations. For a list of these exceptions and more information about the policy, visit the VCU Smoke and Tobacco-Free Campus web page.
VCU employees, including building managers, must take the Virginia Department of Emergency Management’s General All-Hazard Emergency Preparedness Training posted on Talent@VCU. During the training, employees will learn how to prepare for and react to emergency situations, including natural disasters (e.g., floods, tornadoes and earthquakes), bomb threats, suspicious packages, hazardous materials, civil disorders, active attacks, power outages and more.
To help tenants prepare for these situations, each building should have an Emergency Action Plan with safety instructions applicable to the building. Security officers can provide a copy of a building’s plan. Building managers should be familiar with the plan so they can guide building tenants in emergency situations.
VCU emergency alerts
Building managers, and all VCU affiliates, are encouraged to sign up to receive VCU Alerts via text message and email to promptly hear about on-campus emergency situations.
VCU also alerts individuals of emergency situations through a variety different methods that are each detailed on the Types of alerts web page.
Section updated: 1/29/2021
On-campus emergencies related to security or crime should be reported to VCU Police by calling (804) 828-1234 or using the LiveSafe app. Off-campus emergencies should be reported by calling 911.
Non-emergency situations should be reported to VCU Police by calling (804) 828-1196. If you see something, say something. Report suspicious behavior to VCU Police.
VCU Police also offer a RamSafe Escort Service that can be reached at (804) 828-SAFE (7233), and Hospital Escort may be reached at 804-828-WALK (9255).
Campus camera system
VCU Police are also responsible for the campus camera system posted in public areas to deter crime and assist in protecting the safety and property of the VCU community. VCU Police can provide information about a camera system or perform a building survey upon request by contacting firstname.lastname@example.org. For more information about campus cameras, visit the Cameras web page.
Preparing facilities for winter break
VCU Police recommends taking the following steps to secure facilities during the winter break:
Confirm and maintain a schedule of staff members who are expected to be inside the building during break.
Email staff and encourage them to inventory and secure their valuables, lock their office door(s), and take any keys with them before leaving. Share the emergency and non-emergency details above so staff know what to do in the event of an emergency or if an issue arises.
Confirm that the building is properly secured and any potential access control issues (e.g., locking schedule) have been addressed with VCU Technology Services.
Report building security issues to VCU Police, including access control issues, breaches, unknown persons inside the building, larcenies/break ins, and building maintenance issues (e.g., leaks).
For questions assistance, contact the VCU Police Crime Prevention Team via phone at (804) 828-1209 or email at email@example.com.
For more information, visit the VCU Police Department website.
Visit the Return to Campus Implementation Plan web page for information about the return to campus plan as well as building managers’ responsibilities associated with the return to campus.
For more general information about VCU’s response to and guidelines associated with COVID-19, visit together.vcu.edu.
Visit the VCU Policy Library for a complete list of university policies.
Phone number and/or email address
VCU general information
VCU Workers' Compensation Office
(804) 828-1533; firstname.lastname@example.org
(804) 828-9647; email@example.com
FMD campus coordinators
Physical Plant Customer Service
Materials management supervisor
On-campus emergency, VCU Police
VCU Medical Center Security
Non-emergency, VCU Police
RamSafe Escort Service
(804) 828-SAFE (7233)
MCV Campus Security Escort Service
(804) 828-9255 / (828-WALK)
Monroe Park Campus, non-emergency fire
MCV Campus, non-emergency fire
Chemical, biological and radiation
For a complete list of VCU contacts, visit the VCU contacts web page.