Facilities Services

Facilities Services

The Facilities team provide the following services

  • Administration
  • Cleaning Services
  • Sacrist
  • Portering and Logistics
  • Security
  • Car Parking
  • Waste

Cleaning Services

Cleaning Services is part of the operational activities of Facilities Services within Estates and is based in the University Office. The service comprises

  • Internal cleaning of all academic and operational facilities of the University
  • Internal and external window cleaning
  • Supply of cleaning materials and wash room supplies

The information supplied here is provided as general guidance on the main service activities and their frequency of cleaning across the University. Core cleaning activities are undertaken in offices, circulation space, labs, teaching and seminar space, toilet/washroom facilities, communal use and entrance areas, libraries and areas with frequent use/high footfall. All cleaning takes place between Monday and Friday, unless otherwise stated.

  • Monday – Friday between 5.30 am – 11.30 am
  • Sunday – Thursday 10 pm – 6 am (5 am on Friday)

Information on the service levels can be found here.

The Facilities teams all work within finite resources:  occasionally, disruption to the level of service may be caused by factors out with our control, (e.g. lack of access to area, inclement weather or unplanned staff absences). In this event, temporary adjustments will be made to provide the best service under the given circumstances.

If you have a problem, or something has gone wrong with the service, please contact the relevant member of the Cleaning Services

Alternatively, please contact the Estates Helpdesk on 01224 273333

Cleaning Services Contact Details

Name Contact No Title Area (base)
Jackie Wyness

273618 or
07795 645668

Cleaning Manager

Various - (University Office)

Vacancy   Cleaning Supervisor (day - till 12 pm) North
Jane Black 07795 800010 Cleaning Supervisor (day - till 12 pm) South (Taylor)
Annette Algie 07792 352117 Cleaning Supervisor (day - till 12 pm) East (MacRobert)
Amber Jeyema 07771 842746 Cleaning Supervisor (nightshift) West (F/Noble)
Karen Thomson 07771 841823 Cleaning Supervisor (nightshift) Foresterhill (IMS)


Mail Services

Mail Room

The Mail Room is open Monday to Friday from 8am to 5pm.

Mail Room
9a Dunbar Street
AB24 3UD

Tel: +44 (0) 1224 27 3841
Fax: +44 (0) 1224 27 3267
Email: mailroom@abdn.ac.uk

Delivery and Collection Times

Mail is delivered to departments from 9.00am.

Mail is collected from various buildings in Old Aberdeen, Marischal College and Foresterhill between 7.30am and 12noon.

Outgoing mail is collected at 2.30pm from designated collection points in

  • Zoology
  • The Students' Union Building
  • St Mary's
  • Meston
  • Fraser Noble
  • Crombie Annexe
  • Edward Wright and
  • the Admin (University Office) Mail Room

Please note:

  • Porters in Taylor, Regent, KCC and buildings along the High Street will uplift mail at 3.00pm.

Outgoing mail can be handed in to the Mail Room at 9A Dunbar Street any time up to 4.00pm.

External Mail (including Airmail)

All mail should have the departmental name clearly marked on the back and should be banded together, with the appropriate mail identification slip as follows:

  • 1st Class
  • 2nd Class
  • Airmail

Please note:

  • ensure all mail items are same way round, with addresses same way up, to facilitate processing through franking machine. The department will be charged against the account code on the mail slip.
  • stamped and prepaid mail should be banded separately and no identification slip is needed.
  • ensure that enclosures and paper clips are not likely to damage the franking machine or tear open envelopes. Paper clips should be positioned at the bottom of the envelope.

If you wish to send mail by a different delivery service, it should be banded separately with a mail identification slip stating which service is required.

Internal Mail

Internal mail should be in an internal or recycled envelope marked ‘Internal’ in the top left hand corner.

Please give as full an address as possible, including name of department and building and only use abbreviations in internal mail addresses if you are sure they will be understood throughout the University.

Courier Services

DHL offers a fast, reliable delivery service for letters and packages.  Items to be sent using this service should be received in the Mailroom at 9a Dunbar Street by 1500 hours and should be accompanied by a courier form.

Parcel Force is available for dispatch of parcels within the UK and Overseas. The Mail Room currently sends all non-urgent UK parcels by the standard service, with delivery taking 3-4 working days. Parcel Force can also be used for Overseas parcels.

Please note that normally the maximum weight for sending by Parcelforce is 30kg. While parcels heavier than this can be sent, there is a surcharge of £27.50 (as at Nov 2013) per parcel. It is therefore recommended that, wherever possible, parcels weighing more than 30kg should be broken down into parcels of less than 30kg.


The University holds a Freepost licence and applications to use it should be made to the Mail Room, x3841, or email mailroom@abdn.ac.uk. If using Freepost you’ll need to complete a Freepost Form, supplied by the Mailroom, in which you’ll need to state the name of the account to be set up and the ledger code the postage costs are to be charged against for return mail.

To comply with the terms of the licence, you must use specially printed envelopes which are available from Uniprint. To order these envelopes you should contact Uniprint at uniprint@abdn.ac.uk to make enquiries and to place an internal order direct with them for the envelopes. When placing an order you must clearly state to whom and where the envelopes should be delivered to, once printed.

At time of writing (March 2022), indicative costs for batches of 250 (minimum printing order) of the special Freepost envelopes are:

DL white            -             £26      

C5 Manila          -             £64      

C4 Manila          -             £163    

Lead time for delivery of the envelopes from order is 1 – 2 weeks.

Please note that you must print or write the name and School or Directorate and Department and location, to whom any return envelopes should be sent to, on the back of the Freepost envelopes.

A flowchart confirming the process described above is available here

Bulk Mailings

The Mail Room requires advance notice of bulk mailings. All addresses should face the same way.


Portering and Logistics

Old Aberdeen

Porters are on duty Monday to Thursday from 0700 to 1545 hours and on Fridays from 0700 to 1600 hours.

Requests for Portering Services/ Bulk Mail Collections

All requests for portering services should be made by contacting
the Sacrist at King's College on +44 (0) 1224 27 3325 or by emailing sacrist@abdn.ac.uk

Room Setups

Once you have received confirmation of a room booking you should contact the Sacrist with details of your room setup requirements

This should be done as early as possible to allow for the collection and provision of furnishings and to highlight any problem areas.

Rooms booked through the Conference and Events Team will include the room setup detail. Therefore it is not necessary to contact the Sacrist.


The Registry administers University Examinations, which are a key part of the University academic calendar. Details of any examinations held outwith the main examination period should be notified to the Registry and then forwarded to the Sacrist with setup requirements as far in advance as possible.

Information on the service levels can be found here.


The Portering team provides mail and portering services at the Foresterhill site. They operate out of the Reception area on the ground floor of the Polwarth Building, +44 (0) 1224 43 7098.

Please contact them on prj-fhporters1@abdn.ac.uk with regard to any of the following topics:

  • Royal Mail provision
  • Incoming courier deliveries
  • Event and Room Set Ups
  • Car Park Reservations
  • Lost and Found Property



Today, the position of Sacrist forms part of the Facilities Services section, under the management of the Assistant Director (Facilities Services) .

The University Sacrist is: Graeme Mutch, based at King's College.

The day to day role of the Sacrist is to supervise and manage all of the Porter/Driver/Car Park Attendants to ensure the provision of a comprehensive logistics and mailing service throughout the University's campuses and facilities - this is a position which often requires adopting the role of "Mr Fix-it".

On a daily basis, the Sacrist and his team liaise with colleagues within Estates and Facilities, University Schools and Departments, external agencies and visitors regarding the arrangements required for lectures, examinations, presentations, events and functions, conferences and meetings.

These activities all require preparation and planning, and, in recent years, the development of closer communication between our disciplines has improved the service provided. Regular weekly meetings are held with the Conference and Events team to ensure that everything is in place for the forthcoming weeks events and good liaison is required with colleagues in the Cleaning Services and Security teams.

The Sacrist also actively coordinates within the planning teams to prepare events such as the BSc and MA Applicant Days and the Open Days and liaises closely with the Chaplaincy about events in the Chapel.

Perhaps most people relate more clearly with the Sacrist's pivotal role during graduation ceremonies - this is one of the major family events of our Academic year and is a very important time for both the University and students. The custody, care and presentation of the University's maces, together with the silverware, rests with the Sacrist.

Every year, many couples are married in the Chapel, with the Sacrist or his deputies officiating at each ceremony and leading the bridal party through the rehearsal. The Sacrist ensures that the formalities run smoothly on the day, often providing a calming influence for the happy couple and their families!.

The Sacrist: A Background History

The office of Sacrist goes back to the early days of founding of the University in 1495.

The title "Sacrist" is a diminutive of "Sacristan" who was the officer of the church in charge of the sacristy which was the room where the sacred utensils, vestments and other movables were kept. The modern word in Scotland for the sacristy is the vestry.

Sacrists in those days looked after the fabric of the church and contents, rang the bell, dug graves and so on. We are pleased to say that the practice of digging graves has ceased but the other duties remain to this day.

We now see the mace replacing the sacramental utensils; the gowns and hoods replacing the vestments.


University Security

Security is provided at the University 365 days a year, 24 hours a day, and the team provides and promotes a safe and secure environment for the University community. The Control Room at 9a Dunbar Street has centralised on site alarm and CCTV monitoring systems, and the team provide a combination of uniformed night presence and internal and external building patrols across campus both at Foresterhill, King's College and to outlying buildings. The team works closely with colleagues across Estates and Facilities and also with external agencies such as the emergency services.

Security Control Room
9A Dunbar Street
AB24 3UD

Emergency Tel: +44 (0) 1224 27 3939 - Calls to this number will be recorded for training and safety purposes

Non-emergency Tel: +44 (0) 1224 27 3327

Sharing Responsibility

The incidences of crime on the University campus is relatively low. Whilst there is security presence on campus, general security in and around the University is everyone's responsibility. When a crime does occur, it is usually opportunistic, and involves theft of bikes, personal property from public areas, or theft through unauthorised access to certain areas or buildings.


Most crime on campus comprises of opportunity theft and many of these incidents are preventable by following these precautions.

  • NEVER leave personal possessions unattended. Take them with you or lock away out of sight.
  • ALWAYS keep money in a safe place and do not withdraw more cash than necessary.
  • BE CAREFUL with keys. Keep them in a secure place. Never label keys with your name and address or room number.
  • SECURE all vulnerable windows in your absence. An open window is an invitation to a thief.
  • NEVER assume that a stranger is authorised to be in the building. Check with someone in authority. By asking "Can I help you?"you can often deter a thief.
  • DON'T allow yourself to be pressured by callers. Check his/her identity card.
  • NEVER leave a caller alone in your room – phone to find out if someone can see him.
  • DON'T disclose confidential information to a stranger.
  • DON'T assume everyone is honest. Take care of your own property and that of the University.
  • DON'T reveal access door codes or computer codes to anyone entering the building with you.
  • AVOID keeping pin numbers and bank cards in the same place. Never write the pin number on the card.
  • KEEP your mobile phone in a safe place.
  • DON'T leave valuables, cash, or bank cards in coats left in a cloakroom.
  • ALWAYS secure car doors, windows, the boot and sunroof every time you leave your car.
  • SECURE your car and carry your keys with you at the petrol station when you go to pay.
  • USE properly installed Thatcham Compliant or Sold Secure approved security devices.

Should your mobile phone be stolen, your service provider can block your SIM card if you follow this simple advice:

  • Key in the following digits on your phone - *#06#.
  • A unique 15-digit code will appear on the screen.
  • Write it down and keep it somewhere safe.
  • Advise your service provider in the event of your mobile phone being stolen or lost. It won't guarantee its return, but will prevent anyone using it at your expense.

Bike Theft

Take the following precautions to prevent bike theft.

  • Always secure your bicycle with a strong chain or D style lock.
  • Always secure your bicycle to something strong which cannot be removed or broken.
  • Hire a bike locker by contacting Estates – they're more secure than just a lock.
  • Consider having your bicycle marked, either with punch markers or microdots, to help recover it if it is stolen.
  • Put your details on a slip of paper, roll it up and put it inside the seat tube of your bicycle to help Police return your bike to you if it is stolen.
  • Complete a Bike Passport to help Grampian Police identify and return your bicycle if it is stolen.
  • Always secure any removable part of your bicycle (quick release wheels, seat). If this isn't possible take the removable part with you (cycle computer, lights).

Park your bicycle near others and in areas where there is CCTV or high levels of pedestrian traffic.

If your bicycle is stolen or tampered with or if you see any suspicious activity on campus report it to Security on x3327 or x3939.

If you are a victim

It is important that you contact the police immediately giving them as much information as possible.

  • Try to give a good description of the perpetrator, including approximate age and height, hair colour and length, clothing and distinguishing features.
  • If a car was involved try to note the registration number, model and colour.
  • Take the name and address of any witnesses.
  • Always ask the police for your crime number to support any insurance claim.

The advice given here is endorsed by Grampian Police.

Theft | Bike Theft | If you are a Victim


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