Operational Efficiency Memo

Memo To: Facilities Services Department
From: Jim Biesecker, Associate Vice President of Facilities Planning and Management
Date: January 12, 2026
Re: Operational Efficiency

Welcome to 2026!! I hope everyone was able to enjoy a peaceful and relaxing holiday break! As we begin the new year, I want to take the time share some updates on areas of operational efficiency that the management team is focused on as we begin 2026.

Over the past several months, we have been actively assessing all areas of our operations to identify opportunities to improve efficiency, supporting the campus initiative “to do less with fewer”. This review includes examining department processes, service levels, and existing policies. Over the recent weeks, you have seen results of these reviews with the changes to housekeeping services to the academic and administrative buildings on campus and restructuring of our locksmith and access control responsibilities. These assessments will continue over the coming months, as we continue to make necessary improvements to our operations.

One immediate area of focus is employee work schedules and expectations regarding attendance and breaks. As a department that supports the campus 24/7, 365 days a year, we have identified inconsistencies in how schedules and breaks are managed. Additionally, we discovered that our Facilities Services Employee Manual has not been distributed consistently in recent years to help convey expectations. These inconsistencies make it challenging for staff to clearly understand the expectations around schedules and for supervisors and managers to share timely information or coordinate work effectively.

To promote clarity and consistency with-in expectations regarding schedules and punctuality, the following expectations have been updated:

Time Clock Operation:

The College’s time clock system is designed to track employee’s arrival and departure from an assigned work schedule. The system has a rounding calculator that simplifies payroll to the quarter hour. Even though it seems that the timeclock gives employee a grace period for arriving and departing campus, your assigned schedules and attendance policies determine punctuality.

Check-In

Please arrive 5 minutes prior to the start of your shift and check in. Use this time to review updates or assignments with your supervisor before departing the CEP for your designated locations or beginning campus work orders.

Check-Out

Please arrive at the CEP 5 minutes prior to the end of your shift to check out. Departure from your assigned area to the CEP should not occur more than 10 minutes before your scheduled end time.

Breaks and Meal

  • Morning breaks are a 15-minute paid break, including travel to and from your break location and any time spent purchasing food or beverages.
  • Meal periods vary by shift, but travel and food purchase time are included in the designated meal period. Most Facilities Services meal times are set for 30 minutes, plus a 15-minute paid break. When checking out at the end of your shift, please click for your non-paid meal time.

    Schedule Changes

    Occasional adjustments to your work or break schedule must be discussed in advance with your supervisor or manager. We will do our best to accommodate requests when possible. Standard Break and Meal Times

    Housekeeping

    • 1st Shift: Break – 9:00 a.m. | Meal – 11:30 a.m.
    • 2nd Shift: Break – 5:00 p.m. | Meal – 7:00 p.m.
    • 3rd Shift: Break – 1:00 a.m. | Meal – 3:30 a.m.

    Facilities Services

    • 1st Shift: Break – 9:30 a.m. | Meal – 12:00 p.m.
    • 2nd Shift: Meal – 5:00 p.m.
    • 3rd Shift: Meal – 2:00 a.m.

    Note: Some positions may have alternate schedules to ensure appropriate coverage.

    Overtime

    We strive to minimize the need for overtime whenever possible. However, due to the nature of our operations—including event support, emergency response, and coverage needs—there will be occasions when overtime is required. As a reminder, all overtime must be approved in advance by a manager or supervisor before a shift is extended.

    We appreciate everyone’s continued effort and flexibility as we work together to strengthen our department’s efficiency and consistency. Your cooperation helps ensure we continue delivering reliable, high-quality service to our campus community. In the coming weeks we intend to roll out additional changes to how an employee submits a request/approval for vacation and sick time. We will also have a streamlined process for requesting uniforms. These reviews will continue throughout 2026.

    Thank you in advance for your ongoing commitment and dedication to helping our department become more efficient. We all play an important role in this future success!

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