Access Cards

As with keycards, access cards are issued and controlled by Security. Contact 617-432-1379 for more information.

After Hours

HMS Facilities maintains a 24/7 Call Center at 617-432-1901, Security maintains a 24/7 dispatch at 617-432-1379 and Harvard Police maintain a 24/7 dispatch at 617-432-1212. Personal safety escorts are available by contacting Security.

Animal Control

Loose pets and wildlife found in the vicinity of HMS facilities should be reported to Security immediately by calling 617-432-1379.

Appliances

Kitchen appliances provided by HMS will be repaired or replaced by HMS. Contact the appropriate Building Manager or the 24/7 Call Center at 617-432-1901 for services. Appliances obtained by the Department are the financial responsibility of the Department.

Asbestos

Suspicion or uncertainty regarding asbestos requires notification to the Facilities 24/7 Call Center at 617-432-1901. Both Harvard EH&S and EH&E will be advised as appropriate. All asbestos abatement is completed with a Harvard approved vendor.

Assistance, Persons in Need of

Individuals in need of assistance to evacuate their workspace should contact their Department/Lab Safety Coordinator or the Building's Health & Safety Department for instruction and orientation in evacuation procedures.

Audio/Visual Equipment

The Media Services Group provides audio/visual technical support and consultation services which enhance communication and collaboration in the education, research and administration community at HMS. Call 617-432-2000 for assistance or email media_services@hms.harvard.edu.

Autoclaves

Maintenance of most autoclaves is provided through an HMS specialty contractor managed by the Maintenance and Operations Contractor. Contact the 24/7 Call Center at 617-432-1901.

Bicycle

Bicycles must be stored in covered, secure racks provided by HMS Campus Operations. Contact either Security for usage issues or 617-432-0701 for other issues. Bicycles should be registered with HUPD.

Breakage/Damage

Indications of property damage, failure or breakage (accidental or not) should be reported to the 24/7 Call Center immediately at 617-432-1901.

Bulletin Boards

Procurement and/or installation of bulletin boards is provided by Campus Operations via their Maintenance and Operations Contractor. Contact either the Building Manager or the Facilities 24/7 Call Center at 617-432-1901 for assistance.

Call Center

HMS Facilities via their Maintenance and Operations Contractor maintains a customer service representative on campus, 7 days/week, 24 hours/day, 365 days/year. The Customer Service Representative (CSR) has access to the electronic work order system for new entries as well as "look up" of existing work orders. The CSR can only provide the information as shown in the work order. The CSR does have direct radio communication capability with all Facilities Managers & Technicians. The Customer Service Representative is also the pivot point for contacting other individuals and organizations. By arrangement, non-emergency requests can be made via the web. Contact the Facilities 24/7 Call Center at 617-432-1901 for assistance in establishing an account.

Catering

Catering is provided by a Contracted Food Service Vendor managed by Campus Operations. Requests should be made by calling 617-432-7070.

CO2 Systems

Maintenance and operation of the "house" systems are the responsibility of HMS Facilities via their Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. CO2 systems obtained by the Department are the responsibility of the Department.

Cold Rooms

Maintenance and operation of the cold/warm rooms are the responsibility of HMS Facilities via their specialty contractor. The specialty contractor is managed by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901.

Compressed Air

Maintenance of most compressed air service is provided through an HMS specialty contractor managed by the Maintenance and Operations Contractor. Contact the 24/7 Call Center at 617-432-1901 Compressors and systems obtained by the Department are the responsibility of the Department.

Conservation

HMS is supported by the efforts of the Harvard University Green Campus Initiative. Conservation of steam, chilled water, electricity, paper, reduction of waste stream products, recycling and green cleaning are important for operating efficiencies and most importantly environmental stewardship. Many projects are underway to reduce energy demands. Assistance can be provided by closing hood sashes, windows, doors, turning off the lights, computers and peripherals and reporting leaks, running toilets, sinks or showers, unusual noises or changes in systems performance. Contact the HMS Coordinator at 617-495-9509 or visit green.harvard.edu for more information.

Custodial/Cleaning

General cleaning and housekeeping is provided by Campus Operations at 617-432-1028 for South Campus needs, and 617-432-2923 for the North Campus. Specialty cleaning is addressed on a specific basis with Campus Operations. Emergencies should be reported to the Facilities 24/7 Call Center at 617-432-1901.

Damage/Breakage

Indications of property damage, failure or breakage (accidental or not) should be reported to the 24/7 Call Center immediately at 617-432-1901.

Directories

Requests to update posted building Directories should be made to Campus Planning at signage@hms.harvard.edu.

Drinking Water

Drinking water is provided by fountains in public areas. Departments choosing to provide bottled or processed water are responsible for the procurement, operation, and care of those systems.

Electrical

Electrical service is managed by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center 617-432-1901. Requests for additional service should be made to the same contacts. Disturbances should be immediately reported to 617-432-1901. All changes to the electrical system must be approved by HMS Facilities.

Elevators

Maintenance and operation of the elevators are the responsibility of HMS Facilities via their specialty contractor. The specialty contractor is arranged through a MASCO contract, including many of the Longwood Medical Community Institutions, and managed locally for HMS by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. Emergencies or erratic performance should be immediately reported to the Facilities 24/7 Call Center at 617-432-1901. Individuals entrapped in a malfunctioning elevator will be released by either a Massachusetts licensed elevator technician or the Boston Fire Department.

Emergency Generators

Emergency Generator service is managed by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. Requests for additional service should be made to the same contacts. Connected loads are limited to life safety and critical items as determined by HMS Facilities and the Science Department Administrator.

Emergency Operations

HMS Campus Operations and Facilities operate the Local Emergency Operations Center designed to coordinate the response to significant issues affecting the HMS Longwood campus. Questions regarding the HMS emergency response should be made to the Director of Campus Security & Emergency Preparedness at 617-432-6119 or the Director of Facilities at 617-432-2107. General Recorded Emergency Status can be obtained by calling 617-432-6666.

Equipment Disposal

Equipment is disposed of on a quarterly basis by a specialty vendor. Contact the Building Manager to request disposal. If a hazardous, biohazardous or radioactive material was used in or on the equipment to be disposed of please contact EH&E at 617-432-2762 for NRB/HIM, EH&S at 617-432-1720 for the remainder of the campus, or Harvard Radiation at 617-495-2060.

Environmental Rooms

Maintenance and operation of the cold/warm rooms are the responsibility of HMS Facilities via their specialty contractor. The specialty contractor is managed by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901.

Estimates for Facility Work

Requests are best made through the Building Manager. Alternatively, contact the Facilities 24/7 Call Center at 617-432-1901 for assistance. The Maintenance and Operations Contractor will assist with estimates and may choose to solicit pricing from other sources as well. It is recommended that pricing is obtained from more than one entity for comparison purposes.

Fire Alarms

There is not a means to distinguish a false alarm from a real incident. It is, therefore, the expectation of HMS that an orderly evacuation occurs when a fire alarm sounds/flashes and that personnel report to their assigned areas of assembly.

Fire Drills

Each area is expected to participate in at least two drills per the calendar year. These drills provide the opportunity for the evaluation of multiple objectives from equipment operation to evacuee assembly. The Building Manager is the point of contact for drill schedule, conduct, and results.

Fire Extinguishers

Fire extinguishers are located throughout the HMS Longwood campus and are inspected and serviced by the Maintenance and Operations Contractor. Issues regarding these devices should be communicated to the Facilities 24/7 Call Center at 617-432-1901.

Fire Systems

Maintenance and operation of the detection and protection systems are the responsibility of HMS Facilities via the Maintenance and Operations Contractor. The Maintenance and Operations Contractor provides this service via a specialty contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. Report any unusual noises, lights or discharges immediately to the Facilities 24/7 Call Center at 617-432-2107.

Furniture

For Dormitory furniture contact the Vanderbilt Business Office directly. For common area furniture contact Campus Operations at 617-432-0701. Individual furniture is generally the responsibility of the Department.

Gas

Natural gas is a service maintained by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. Requests for additional service should be made to the same contacts. Disturbances should be immediately reported to 617-432-1901. Bottled gas is generally the responsibility of the using Department. Any questions can be addressed by the Building Manager.

Glasswashers

Maintenance of glasswashers is provided through an HMS specialty contractor managed by the Maintenance and Operations Contractor. Contact the 24/7 Call Center at 617-432-1901.

Health & Safety

All medical emergencies shall be immediately directed to 9-911. Referring to the "Response Guidelines" flip chart expedites the steps necessary for a variety of situations. HMS has two professional Health & Safety Organizations on campus divided between the HIM & NRB with EH&E and the balance with Harvard EH&S. EH&S can be reached for non-emergencies at 617-432-1720. EH&E can be reached for non-emergencies at 617-432-2762.

Heating-Cooling

Maintenance and operation of the Heating, Ventilating and Air Conditioning (HVAC) systems is the responsibility of HMS Facilities via the Maintenance and Operations Contractor. Many systems can be monitored and operated remotely by specially trained technicians. Issues regarding temperature, humidity, system performance, suspect air quality, unusual noises, drips, leaks should be reported immediately to the Facilities 24/7 Call Center at 617-432-1901. All changes must be approved by HMS Facilities.

Keys & Locks

Hard metal keys and locks are provided and maintained by HMS Facilities via the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. Keycards and swipe devices are provided and maintained by the HMS Security Contractor. Contact Security at 617-432-1379.

Keycards

Keycards are issued and controlled by Security. Contact 617-432-1379.

LAN

Visit the eCommons IT website or call the HELP Desk at 617-432-2000.

Lead Paint

Any indication of flaking paint or suspicion of lead paint that could become dislodged should be reported to the Building Manager for investigation and testing.

Leaks

At the first sign of leakage, contact the 24/7 Call Center at 617-432-1901. Be sure to characterize the threat or urgency appropriately. A small drip likely to affect important work or equipment should be expressed with urgency even though it may seem to be manageable at the time.

Lighting & Lamping

Maintenance and operation of the Lighting systems, including building lighting fixtures, are the responsibility of HMS Facilities via the Maintenance and Operations Contractor. Notify the Facilities 24/7 Call Center at 617-432-1901 of burned out lights, lights flickering, unusual noise emanating from light or any other unexpected circumstances. Lighting tours are frequently conducted and lighting changed based on findings or lighting life expectancy.

Lockers

Lockers are assigned by the controlling Departments. If you would like to request a locker not controlled by specific departments, please review the attached locker policy, sign, and contact room scheduling at 617-432-2020.

Mail & Receiving

Service is provided by Campus Operations with two Receiving Areas: 200 Longwood Ave (WAB Garage entrance) and 77 Avenue Louis Pasteur (NRB). For information regarding this service, call 617-432-7909. Note, hours of operation are restricted.

Maps

Area maps providing building and street locations for the Harvard Longwood Campus are available at the Security Office, located at 180-B Longwood Ave.

Mold

The suspect mold must be addressed by the Facilities Team as quickly as possible. Please report all observation to the 24/7 Call Center at 617-432-1901. Be as location specific as possible when reporting.

Motorcycles

Motorcycles can now park in the NRB Garage. Please contact Parking.

Odors/Smells

Unexpected or unusual odors may occur from a variety of sources from time to time. Please contact the 24/7 Call Center at 617-432-1901 and describe the odor and location as best you can.

Painting

Painting of the common areas is the responsibility of Campus Operations. Dormitory room issues should be addressed with the Vanderbilt Business Office. All other painting is supported by Campus Operations on a pay per service basis. Campus Operations can be reached at 617-432-0701.

Parking

Two underground garages and several surface lots provide monthly reserved parking on a fee basis. Parking availability is severely limited. Public transportation use is strongly encouraged. The Parking Office is located at 180-B Longwood Avenue and may be contacted at 617-432-1111. Visitors approved by HMS Administration may park at campus facilities. HMS Administrators must contact the Parking Office to ensure availability and receive the proper instruction.

Pest Control

Pest control preventive and reactive measures are the responsibility of a specialty contractor. Issues should be brought to the attention of the Building Manager or the Facilities 24/7 Call Center at 617-432-1901, who will coordinate the specialty contractor response.

Plumbing

Plumbing service is managed by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. Requests for additional service should be made to the same contacts. Disturbances should be immediately reported to 617-432-1901 All changes to the plumbing system must be approved by HMS Facilities.

Preventive Maintenance

HMS Facilities via the Maintenance and Operations Contractor conducts routine scheduled maintenance tasks on buildings systems, components, and structures. Most tasks follow equipment manufacturer recommendations, others include inspection or test only. Nearly 20,000 items are addressed in the Preventive Maintenance program. Specific areas of interest can be discussed with the Building Manager

Public Areas

Public areas include roadways, sidewalks, plazas, parking lots, lobbies, corridors, cafeterias, lounges, stairwells, classrooms, auditoriums, amphitheaters, seminar rooms and restrooms.

Recycling

This service is provided by the HMS Custodial Team. Issues, questions or special requests should be addressed to the Custodial Management at 617-432-1028 or 617-432-0701.

Requests for Facilities Work

Basic facilities work services are provided without charge. In addition, a variety of services are offered on a chargeable basis. Frequently, the chargeable work reflects a premium as neither budgets or staffing are routinely provided for this work. Typical services that are charged to the customer include alterations, refinishing of office, library, laboratory, lounge and kitchens fabrication, installation of cabinets, shelving, signs, shades, blinds, boards, new equipment connections, repairs to Department procured equipment, additional keys, locks, moving and painting (non-public areas).

Security

A contracted Security force is present on the Harvard Longwood Campus 7 days/week, 24 hours/day, 365 days/year. A Security Central Dispatch can be reached at 617-432-1379. The Director of Campus Security and Emergency Preparedness can be reached at 617-432-6119. All issues related to access control, key cards and key card readers are addressed by the Security Team.

Signs

Maintenance of signs is the responsibility of Campus Planning. All issues, questions, requests should be made to signage@hms.harvard.edu.

Smells/Odors

Unexpected or unusual odors may occur from a variety of sources from time to time. Please contact the 24/7 Call Center at 617-432-1901 and describe the odor and location as best you can.

Snow

Snow removal and walkway, roadway and parking lot maintenance is the responsibility of Campus Operations. Reports of unsafe conditions should be made to the Facilities 24/7 Call Center at 617-432-1901. The Call Center will contact the appropriate personnel.

Space Planning

Inquiries should be made to the Planning Office at 617-432-1702.

Sterilizers

Maintenance of most sterilizers is provided through an HMS specialty contractor managed by the Maintenance and Operations Contractor. Contact the 24/7 Call Center at 617-432-1901.

Storage

There is a very limited availability of storage. Department storage needs should be addressed with the Building Manager. An offsite rental at the Department's expense is generally the resolution.

Telephones & Faxes

Visit the eCommons, IT website or call the HELP desk at 617-432-2000.

Vacuum Systems

Service is managed by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901. Requests for additional service should be made to the same contacts. Report all system performance issues immediately.

Vending Machines

Contact the phone number posted on the machine for specific issues. The establishment and contract management of these machines is the responsibility of Campus Operations 617-432-0701.

Visitors

All visitors must be registered. The visitor's host should contact Security at 617-432-1379.

Warm rooms

Maintenance and operation of the cold/warm rooms are the responsibility of HMS Facilities via their specialty contractor. The specialty contractor is managed by the Maintenance and Operations Contractor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901.

Waste Removal

In general, the Custodial Team of Campus Operations is responsible for the collection and disposal of waste. Specialty wastes and hazardous wastes should be reviewed with the appropriate Health & Safety organization before packaging and discard.

Window Washing

Cleaning is scheduled annually. Washing is contracted to a specialty vendor. Campus Operations manages the cleaning vendor. Contact the Building Manager or the Facilities 24/7 Call Center at 617-432-1901 for more information.