Maintenance & Services

If you require additional data points or 13 amp plug sockets in your room, please use Data points/sockets request form.

Need furniture?

Please contact Gregg Wilkins, Space Manager on gregg.wilkins@abdn.ac.uk he will assist you with your furnishing requirements.

Need furniture moved?

University Removal Contractor

Clockwork Removals
3 Dalfaber Industrial Estate
Aviemore
Inverness-shire
PH22 1ST

Contact: Adam Stevens
Tel: 01462 237774
email: adam.stevens@clockworkremovals.co.uk

Please note that University buildings will be heated to a standard temperature of 20°C between the hours of 8am and 6pm, Monday to Friday. Outwith these times, the only areas which will be heated are:

• The Sir Duncan Rice Library during opening hours
• Some research laboratories containing animals or heat-sensitive equipment
• Macrobert Building, due to the location of computer classrooms there

The only other exception would be where special functions or events have been booked to take place in the evenings or weekends.

Following a fire at Humanities Manse, all portable heaters were recalled for health and safety reasons. If you feel your office is too cold without a portable heater, you should put a request through the Fault Desk for an engineer to check the temperature in your office and, should this fall short, a portable heater may be issued until suitable repairs can be made.

All keys required for University buildings must be requested from the Estates Section. Please complete our Request Form and return this to the Estates Section, along with a copy of the key required.

If you do not have a copy of the key, or if you need a RUKO or ASSA key, please contact your Building Clerk of Works.

We have a courier service going to the locksmith every Tuesday and Thursday and they will usually come back within a few days. Some keys may take longer.

Any queries, please call +44 (0) 1224 27 3520 or email Lynn Fraser.

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)

If you require more information on our services, have a problem or something has gone wrong with the service please contact a member of the Cleaning Services Team.

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.

More information on the service levels can be found here.

Cleaning Services Contact Details

In the event of

FIRE

1. Sound the Fire Alarm
2. Call the fire brigade by dialling 9 999, report exact position of fire
3. Warn others in the vicinity of the building
4. Only if there is no immediate danger to own life – tackle fire using nearest suitable appliance
5. On arrival of Fire Brigade indicate location of fire

On Hearing the Alarm

1. Leave the building by the nearest exit and make your way to the designated assembly point
2. If possible, a roll-call should be taken. It is vital to make sure that the premises are completely evacuated. If there is the slightest doubt, inform the Fire Brigade on their arrival.

Do Not Use the Lifts

For specific instructions relating to Fire Arrangements please consult your Departmental Safety Advisor.

The fire alarms are tested weekly, according to this schedule.

Mail Room | Delivery & Collection Times | External Mail (inc. Airmail) | Internal Mail
Courier Services | Freepost | Bulk Mailings

Mail Room

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

Mail Room
9a Dunbar Street
Aberdeen
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 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.

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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.

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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.

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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.

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Freepost

The University holds a Freepost licence and applications to use it should be made to the Mail Room, x3841, email mailroom@abdn.ac.uk. Please state the name of the account to be set up and the ledger code the postage costs are to be charged against.

To obtain the specially printed envelopes (which must be used to comply with the terms of our licence) you should raise an internal order to the Estates Section stating how many and what size of envelopes you require. The costs for 250 envelopes are as follows:

• DL white - £40.00
• C5 manila - £50.00
• C4 manila - £60.00

If you require more than 500 envelopes, we will need at least three weeks’ notice.

Please note: you must add your contact name and department on the back of the Freepost envelope so that it can be forwarded to you.

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Bulk Mailings

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

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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.

Examinations

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.

More information on the service levels can be found here.

Foresterhill

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, and is contactable at sacrist@abdn.ac.uk

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: 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.

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Theft | Bike Theft | If you are a Victim

Theft

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.

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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.

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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.

Security staff are on site 24 hours a day 365 days a year. Security is provided through internal and external building patrols and surveillance of CCTV cameras located throughout the campus.

Security office

Security Control Room
9A Dunbar Street
Aberdeen
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

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