Policies and Procedures - 704B Facilities: Maintenance

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Updated 12/11


student-athletes and spectators, is greatly affected by the condition of its athletic facilities. Therefore, every effort is made to ensure that the University’s athletic facilities are properly maintained at all times.

The Associate Athletic Director – Operations, oversees the maintenance and upkeep of athletic facilities and grounds.

Maintenance and Repair Requests

All required maintenance and repair needs must be reported to the Facilities and Event Operations Office in a timely manner. When possible, requests should be submitted on a routine basis to avoid the necessity for emergency services.

Work order requests for maintenance, service or repairs are submitted in writing or electronically to the Facilities and Events Office for scheduling with Kansas Athletics personnel or University Facilities & Operations personnel. The Facilities and Events Office is responsible for completing a University Work Order Request and submitting it to the University’s Office of Facilities & Operations to initiate all services. The Facilities and Events Office also monitors the completion of requested maintenance and repairs.

Repairs involving plumbing, air conditioning, electrical and sheet metal, air-conditioning, heating, carpentry, painting, masonry, glass, mechanical and landscaping work are assigned to the appropriate Trade Shop by University Facilities & Operations.

Custodial Services

Kansas Athletics Office of Facilities and Event Operations has permanently assigned staff members for routine maintenance, set up and tear down of practice and competition facilities, and reporting minor repairs for all Kansas Athletics facilities. Additionally, a “third shift” custodial staff (i.e. 11:00 p.m. – 7:00 a.m.) is assigned to provide routine cleaning of all Kansas Athletics indoor facilities.

Kansas Athletics Facilities and Events Office provides an auxiliary crew to perform major cleanup following athletics events held in Allen Fieldhouse and Memorial Stadium. These crews functions under the supervision of the Assistant Athletic Director – Facilities.

Field Maintenance

The Assistant Athletic Director-Facilities has specific criteria for the upkeep and maintenance of all Kansas Athletics practice and playing fields. Optimum playing and practice conditions require regular communication between the Assistant Athletic Director – Facilities and each Head Coach to ensure that all maintenance and repair requirements are met.

Equipment Maintenance

Kansas Athletics grounds crew operates a variety of equipment in order to maintain athletic fields and grounds. Following equipment usage, grounds crew staff are responsible for washing the equipment, greasing all fittings, repairing broken parts and changing the oil and filters, as necessary.

Additionally, all mechanical equipment (e.g. automatic watering systems, tractors, trucks, etc.) should be inspected every six (6) months for worn parts including blades, belts, spark plugs etc.

Facility Improvements – Special Projects

Kansas Athletics maintenance staff or the University’s Facilities Operations Office handles repairs; repairs requiring outside contractors are performed by qualified contractors approved by the office of Design & Construction Management. Whenever possible, allocations for major capital repair projects should be submitted with Kansas Athletics annual budget request (see Policy 401A, Budget: Formulation and Policy 801, Expansion/Renovation of Facilities).

Necessary emergency repairs and repairs or improvements requested in order to meet/ maintain safety requirements are handled on a priority basis.. Requests for facility repairs or improvements to an athletic facility are submitted to the University’s Design & Construction Management Office for architectural design and associated cost estimates. The Office then determines whether the project will be completed by in-house staff or by an outside contractor.

Once a major repair project is approved, the Associate Athletic Director – Operations/Capital Projects is responsible for overseeing the completion of the project.

Capital Budget Request

Major projects and capital improvements are submitted through the FY Capital Budget Request process which is initiated by the University Chancellor’s Office annually. Projects prepared by Kansas Athletics are directed and approved by the Director of Athletics. Capital Budget Requests are prepared by the Associate Athletic Director – Operations/Capital Projects, Assistant Athletic Director – Facilities, the Senior Associate Athletic Director and the Chief Financial Officer and approved by the Director of Athletics. (See Policy 801, Expansion/Renovation of Facilities, in this Manual for additional information.)