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Portering Services: Service Level Agreements

Setting-up of Rooms for Events

Service Provision from Estates & Facilities Department

  • Rooms to be set-up as per layout/ set-up plans prior to the event. Limited capacity means first come first serve and booking system in operation. 
  • Rooms to be re-instated following the event.

Responsibilities of Users

  • Tables, display boards and poles also limited and booked separately so suggest these are booked as far in advance as possible.
  • Minimum of 7 days' notice for events but suggest as much notice as possible to allow for discussion if set up is not one that has been tried before.
  • Plans of set-up & layouts at least 3 days' in advance of the event.
  • When booking space, customers must allow reasonable set up time and take down time within the booking for a room or venue - we can advise on this but as a guide leave the following:
    • - In General Teaching Areas (GTA) allow at least 2 hours (during the working day 7.15am-5.45pm Mon-Fri) either side of the booking.
    • - in non-teaching areas, allow at least 5 hours (during the working day 7.15am-5.45pm Mon-Fri).
    • - where there are exhibition boards or where furniture is needed from outside the venue, the boards and/or furniture must be booked in advance to ensure its availability and set up/take down is likely to require a full weekday before and a weekday after (excluding bank/customary holidays) to allow transport and setup/take down.

Exam Support (calendar exam periods)

Service Provision from Estates & Facilities Department

  • Rooms to be set-up as per layout/ set-up plans prior to the exam period. Layout norms established with Exams Office (referred to as Strict Exam Conditions) which determine agreed capacities for all rooms normally used.
  • To ensure prompt response, staff will be deployed to a point near to rooms. Rooms used must form part of a cluster of locations in order for us to support them during the exams (max 4 locations can be staffed, each location including up to ten rooms provided these are co-located). Staff will have at least one mobile phone per location and numbers given to Exams office.
  • Rooms to be re-instated following the event.
  • Exam support during exam days for setting up locations according to published Final Exam list, and worksheets for given exam giving details of layout needed, reference books and other paraphernalia.
  • Ergonomic chairs moved at time slots booked (max five slots per fortnight) into the van's routine for the given fortnight, between disabilities office and exam locations.

Responsibilities of Users

  • Access to exam areas for sufficient length of time to set them up, prior to the exam period commencing.
  • List of areas in use for Exams and numbers attending each sitting.
  • Paperwork to be available at least 7 working days before the exam (except for individual worksheets which must be available at least 4 working days before).
  • Seating plans and work sheets to be available 1 working day before the exam.
  • Sufficient copies to be supplied: one copy of each name list per room included in the list): Seating plans 1 complete working day before the exam, work sheets the same. 
  • Invigilators must help maintain security by ensuring rooms are empty and locking doors when finished, collecting and removing all answer books used and returning any unused answer books, and ensuring all reference books issued are collected and returned at the end of the exam.
  • When moving ergonomic chairs, list of movements to be provided 5 clear working days before exams start; Exams office assumes responsibility for loss of any chairs. Invigilators or disability staff will be asked to sign for receipt of chairs at exam room /disability office.

Exam Support (outside calendar exam periods)

Service Provision from Estates & Facilities Department - On Request

  • Rooms to be set-up as per layout/ set-up plans prior to the exam. Limited capacity means first come first serve and booking system in operation.
  • Rooms to be re-instated following the exam.

Responsibilities of Users

  • Tables, display boards and poles also limited and booked separately (availability governed by bookings).
  • Access to exam areas for sufficient length of time to set them up (minimum 1 hour for small teaching room but this increasing with size and number of rooms being used) prior to and following the exam period commencing.
  • List of areas in use for Exams and numbers attending each sitting to be made available at least 7 days prior to the exam.
  • Paperwork to be available in good time and sufficient copies: one copy of each name list per room included in the list): Seating plans 1 complete working day before the exam, work sheets the same. .
  • Invigilators must help maintain security by ensuring rooms are empty and locking doors when finished, collecting and removing all answer books used and returning any unused answer books, and ensuring all reference books issued are collected and returned at the end of the exam.

Office Moves

Service Provision from Estates & Facilities Department - On Request

  • Office moves arranged with external suppliers, to include advanced delivery of crates, removals on the day, joinery and dismantling of equipment such as workstations. We do not ask our removals suppliers to fit noticeboards and similar fittings at the destination location as this is best done by in house staff (book separately via the helpdesk).

Responsibilities of Users

  • Give at least two clear weeks notice (more if possible) to allow for quotes and delivery of crates so occupants can pack in time for the move. Customer to pack contents (packing service can be arranged but this is costly).
  • Customer responsible for safekeeping and return of crates following the move, and for costs incurred beyond originally agreed return date as well as cost of writing off lost crates.
  • Customer responsible for organising disposal of hazardous waste, recycling and  and unwanted furniture ahead or during move out (no furniture, waste or equipment must be left behind without agreement with Space Planning). 

Transport: Printed Materials

Service Provision from Estates & Facilities Department - On Request

  • Collections from In-print will be delivered to end user within 24 hours of collection. 
  • Materials will be kept securely in the van and away from the elements while in transit. 

Responsibilities of Users

  • Items must be labelled with name of intended recipient and location (eg Dr A Smith, Room D1.23 Horton Building). Only University of Bradford work-related materials to be distributed this way. Where destination is not staffed then customer must ensure it can be accessed by us and take responsibility for any loss or theft of item once it is delivered. Boxes must not exceed 25kg.

Transport: Equipment

Service Provision from Estates & Facilities Department - On Request

  • Equipment can be moved around campus either by a transit van or a tail lift van. No forklift is available so it must be able to be moved by manual means or by tail lift and pallet truck. Limit 150Kg. 
  • Travel further afield may be possible depending on circumstances (distance, staff availability, times of week and times of year, workloads etc). 

Responsibilities of Users

  • Items must be properly packaged/boxed and labelled for safe transport.
  • Where items are high value extra insurance must be taken by customer.
  • Where there are particular hazards associated with the material or equipment in question we must be made aware of these.
  • We may request customer to accompany equipment and take responsibility for ensuring we are handling it correctly and safely.
  • Where destination is not staffed then customer must ensure it can be accessed by us and take responsibility for any loss or theft of item once it is delivered.

Transport: Liquid Nitrogen

Service Provision from Estates & Facilities Department - On Request

  • Empty dewars to be collected from regular points on campus on a Tuesday, transported to central point and left for technician to fill.
  • Additional pickups can be accommodated within pre-existing bookings according to diary/workload demands.
  • Once filled Dewars will be taken back to designated drop off points on a Wednesday as arranged with Technicians and safety office.

Responsibilities of Users

  • Dewars must be fully emptied before leaving out for collection.
  • Dewars must be small enough for safe handling by two operatives on a tail lift.
  • Technician must always accompany the van when full dewars are being transported.
  • No staff or customers to travel with full dewars either in a vehicle or in a lift.
  • Safe and fully ventilated locations must be provided for dropping off.
  • Additional pickups must be requested before 4pm Monday for a Tuesday am pickup.

Transport: Artwork

Service Provision from Estates & Facilities Department - On Request

  • We will collect or deliver art objects, equipment or collections.

Responsibilities of Users

  • Minimum of ten working days to be given when organising collections.
  • Insurance must be arranged by customer.
  • Art work must be appropriately packaged for safe transport.
  • Level access/working lift or appropriate labour to be available where large numbers or large items are being moved.
  • Clear directions/address must be given and someone to be present when art objects are being collected or delivered.