University Procedure On Office Environment

INITIATED: March 28, 1989
REVISED & APPROVED: January 31, 2006

PURPOSE

To establish a policy pertaining to the office working environment.

APPLICABILITY

All employees.

PROCEDURE

Northern Michigan University will provide all faculty and staff members a reasonable office working environment. The following procedure, divided into three various areas: temperature control, air quality, and utilities, provides direction when dealing with environmental issues within an office/building.

Temperature : On occasion, an abnormal temperature fluctuation may occur. Temperatures within each building on campus are set, monitored and maintained by the Facilities Department. Buildings will be maintained at approximately 70 degrees with an allowable temperature fluctuation of plus or minus 10 degrees. When temperature variations occur outside this range, employees should address the issue with their supervisor (or his/her designee). The supervisor will contact Plant Operations at ext 2292 to convey the concern. Plant Operations will initiate the required actions to resolve the issue as quickly as possible. If the issue cannot be readily resolved, the Director of Plant Operations will advise the Director of Human Resources (or his/her designee) of the problem and the projected time required to resolve the issue. The Director of Human Resources (or his/her designee) may coordinate with the supervisor and the respective Vice President or the President to determine an appropriate plan of action until the issue has been resolved.

Air Quality : Northern Michigan University recognizes that some individuals could experience discomfort due to unusual air quality. Unusual air quality may include odors (i.e.: paint odors, smoke) and/or airborne impurities (i.e.: dust).

When the air quality of an office becomes uncomfortable for one or more employees, the employee(s) should address their concerns with their supervisor (or his/her designee). The supervisor will then contact Plant Operations at ext 2292 to convey the concern. Plant Operations will initiate the required actions to resolve the issue as quickly as possible. If the issue cannot be resolved, the Director of Plant Operations will advise the Director of Human Resources (or his/her designee) of the problem and the projected time required to resolve the issue. The Director of Human Resources (or his/her designee) will coordinate with the supervisor and the respective Vice President or the President to determine an appropriate plan of action until the issue has been resolved.

Supervisors who may be aware that an employee in their operation is experiencing difficulties due to unusual air quality should immediately contact the Director of Public Safety (or his/her designee) to determine an appropriate plan of action.

Utilities : Upon the loss of any utility (e.g. power water), employees should address the issue with their supervisor (or his/her designee). The supervisor or if the supervisor is unavailable, the employee will contact Plant Operations at ext 2292 to convey the concern. Plant Operations will initiate the required actions to resolve the issue as quickly as possible. If the issue cannot be resolved, the Director of Plant Operations will advise the Director of Human Resources (or his/her designee) of the problem and the projected time required to resolve the issue, the Director of Human Resources (or his/her designee) will coordinate with the supervisor and the respective Vice President or the President to determine an appropriate plan of action until the issue has been resolved. Furthermore, in accordance with National Fire Protection Association, Plan 101, Life Safety Code, if the issue cannot be resolved in less than 4 hours, the Director of Human Resources (or his/her designee) will contact the Director of Public Safety (or his/her designee) to discuss and insure that the University is complying with the guidance stated within the code.

Authorizations for dismissal : If it is deemed necessary to dismiss employees from work due to temperature, air quality or loss of utilities, authorization to dismiss employees from work will be provided by the Director of Human Resources (or his/her designee) only after consultation with the respective Vice President or the President.

After Hours: Supervisors/faculty/staff experiencing any of the above situations after 5:00 p.m. and before 8:00 a.m., Monday through Friday or on a weekend should direct all inquires/concerns to Public Safety by dialing 2151 for assistance.

REFERENCES

None

INITIATING DEPARTMENT/DIVISION

Human Resources, ext. 2330 (Finance and Administration)

For associated policy, please click here: Office Environment Policy