Unit Policy
Title
Department of Orthopaedics: Policy on Office Maintenance
Introduction
Purpose
The purpose of this policy is to establish the requirements for office maintenance.
Scope
This policy applies to all employees in the Department of Orthopaedics.
Policy
Policy Statement
All employees must ensure that office equipment, offices, hallways, and other spaces are properly maintained. Employees are personally responsible for maintaining their workspace. All administrative staff are responsible for ensuring that shared areas and hallways are properly maintained.
The Associate Chair of Administration is responsible for ensuring that the office is adequately maintained and delegates the primary point of contact for facilities management.
Individual Responsibility
Employees are responsible for maintaining personal workspaces to ensure that the environment is properly maintained, free from hazards, and avoids the potential for loss of information. The following items are not allowed in personal workspaces (per UNC Fire Safety Policy):
- Electric Space Heaters
- Coffee Pots that do not have an automatic shut off timer
Housekeeping empties individual waste bins from the Bioinformatics Building every Tuesday evening. Employees must dispose of degradable foodstuffs in the central shared workroom bins, which are emptied daily to avoid odor and not in individual bins. Employees must dispose of any wastepaper that potentially contains PHI or other sensitive data in the secure shredder bins in the central workroom.
Common Areas
It is the collective responsibility of the employees of the department to ensure that common areas are maintained. Employees should report any issues related to safety or maintenance to the Executive Assistant or the Associate Chair of Administration to resolve any maintenance issues.
Per UNC Fire Safety Policies on Exit Ways and Egress Safety, employees must make sure that hallways and exit doorways safely maintained. Employees must not place any items in hallways, including movable furniture, items pending surplus, recyclables, or hazardous materials in hallways. If an employee sees an item that is impeding the hallway, it must be moved to a safe location.
Surplus
The Executive Assistant and Admin Associates are responsible for processing items pending surplus or trash promptly and ensuring that these items are not left. If a faculty member or the Associate Chair of Administration identifies an item that needs to be sent to surplus, the employee must process the paperwork within five working days, and the item must be removed from the building within 30 working days.
Related Requirements
External Regulations
Contact Information
Primary Contact
Name: James O. Sanders, MD - Chair of Orthopaedic Surgery
Telephone: 919-966-9072
Email: james_sanders@med.unc.edu
Other Contacts
Name: Paul Marini, MHA, FACHE - Associate Chair of Administration
Telephone: 919-843-9382
Email: Paul_Marini@med.unc.edu