Facilities Office

Policies & Procedures

Trinity College of Arts & Sciences Office of Facilities policies and procedures are presented below. If you have questions about a procedure or policy, please contact Cathy Carter at 919-660-3041 or cathy.carter@duke.edu.

Title Summary
Building Repair Work Orders

Administrative/department and program offices should have a trained staff person who have an authorized 7i login from FMD. Please use this electronic system to reports needed repairs to your assigned space.

Card Access & Keys

Card access and key use policies, including hours of building access, external door controls, access to labs, access to classrooms, and key policies.

Classroom Scheduling

Procedure for classroom scheduling.

Disabilities Management

Overview of accessibility options for Trinity College facilities.

Duke Key and Access Card Policy

Duke policy and procedures governing administration and control of keys and access cards.

Facilities Budgeting

Major and minor renovations, additional department space, space for new faculty, and furniture are all budgeted through the Trinity College of Arts & Sciences Office of Facilities budget.

Furniture Policies

Duke University and Health Systems has established a system wide office furniture standard and have contracted with vendors to provide these standards.

Hazardous Materials

Overview of hazardous materials handling procedures.

Health & Safety Policies

Overview, with links, of Duke's occupational and environmental safety requirements for facilities.

Key Control Manager Form

Form for requesting a key to space controlled by TCA&S.

Moving Policies

Guidelines for packing personal and Duke items for moves on campus.

Policy on Posting Flyers

Policy on poster content, location, length of posting, and commercial intent.

Reserve A&S Common Space, Teaching Labs & Specialized Spaces

This policy covers how to reserve Trinity College of Arts & Sciences (TCA&S) common spaces such as lobbies, teaching labs, or specialized spaces such as interactive computer classrooms and The LINK. These spaces may be reserved, upon approval, when not in use for academic classes.

Reserve A&S Space - Non-Credit Use - Fall/Spring Semesters

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs during the fall and spring semesters. These spaces may be reserved, subject to approval, when not in use for undergraduate or graduate academic classes.

Reserve A&S Space - Non-Credit Use – Summer Sessions

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs or Continuing Studies programs during the summer months. Access to such academic spaces is administered by the Director of Summer Sessions in collaboration with the Trinity College of Arts & Sciences Office of Facilitie

Room Reservation Contacts

Contacts for reserving AV equipment, classroom and non-academic class scheduling, music room space, events management space, and student organization space.

Signage and Electronic Displays

Duke University and Trinity College of Arts & Sciences have design policies and guidelines in place with which all TCA&S departments and programs must comply.

Space Assignment Inventory

Departments and programs must keep space, function, and occupant information updated in WebCentral, which is the uniersity's space tracking and reporting database. The University Capital Budget Office downloads space records every three months.

Standards for Space Allocation (Square Footage)

Square foot space allocations standards for academic, administrative and classroom spaces.

TCA&S Key Policy

Trinity College key policy, including use of non-master and sub-master keys, activation and deactivation of the Duke ID Card, card access and how to request keys.

Use & Rental Policy for A&S Facility Space - for Non-Credit Activities

This policy outlines how Trinity College of Arts & Sciences (TCA&S) will manage the use, rental and reservation of facility space for non-credit activities. Our goal is to enable the maximum use of facilities while maintaining a cost neutral impact on the college. Facility space will be made available when it is not needed for our undergraduate and graduate student classes and Continuing Studies programs. This policy covers non-credit activity use of facilities space during the fall and spring semesters, and the summer months.

Title Summary
Building Repair Work Orders

Administrative/department and program offices should have a trained staff person who have an authorized 7i login from FMD. Please use this electronic system to reports needed repairs to your assigned space.

Facilities Budgeting

Major and minor renovations, additional department space, space for new faculty, and furniture are all budgeted through the Trinity College of Arts & Sciences Office of Facilities budget.

Furniture Policies

Duke University and Health Systems has established a system wide office furniture standard and have contracted with vendors to provide these standards.

Moving Policies

Guidelines for packing personal and Duke items for moves on campus.

Space Assignment Inventory

Departments and programs must keep space, function, and occupant information updated in WebCentral, which is the uniersity's space tracking and reporting database. The University Capital Budget Office downloads space records every three months.

Standards for Space Allocation (Square Footage)

Square foot space allocations standards for academic, administrative and classroom spaces.

Title Summary
Card Access & Keys

Card access and key use policies, including hours of building access, external door controls, access to labs, access to classrooms, and key policies.

Duke Key and Access Card Policy

Duke policy and procedures governing administration and control of keys and access cards.

Key Control Manager Form

Form for requesting a key to space controlled by TCA&S.

TCA&S Key Policy

Trinity College key policy, including use of non-master and sub-master keys, activation and deactivation of the Duke ID Card, card access and how to request keys.

Title Summary
Policy on Posting Flyers

Policy on poster content, location, length of posting, and commercial intent.

Signage and Electronic Displays

Duke University and Trinity College of Arts & Sciences have design policies and guidelines in place with which all TCA&S departments and programs must comply.

Title Summary
Disabilities Management

Overview of accessibility options for Trinity College facilities.

Hazardous Materials

Overview of hazardous materials handling procedures.

Health & Safety Policies

Overview, with links, of Duke's occupational and environmental safety requirements for facilities.

Title Summary
Classroom Scheduling

Procedure for classroom scheduling.

Reserve A&S Common Space, Teaching Labs & Specialized Spaces

This policy covers how to reserve Trinity College of Arts & Sciences (TCA&S) common spaces such as lobbies, teaching labs, or specialized spaces such as interactive computer classrooms and The LINK. These spaces may be reserved, upon approval, when not in use for academic classes.

Reserve A&S Space - Non-Credit Use - Fall/Spring Semesters

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs during the fall and spring semesters. These spaces may be reserved, subject to approval, when not in use for undergraduate or graduate academic classes.

Reserve A&S Space - Non-Credit Use – Summer Sessions

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs or Continuing Studies programs during the summer months. Access to such academic spaces is administered by the Director of Summer Sessions in collaboration with the Trinity College of Arts & Sciences Office of Facilitie

Room Reservation Contacts

Contacts for reserving AV equipment, classroom and non-academic class scheduling, music room space, events management space, and student organization space.

Use & Rental Policy for A&S Facility Space - for Non-Credit Activities

This policy outlines how Trinity College of Arts & Sciences (TCA&S) will manage the use, rental and reservation of facility space for non-credit activities. Our goal is to enable the maximum use of facilities while maintaining a cost neutral impact on the college. Facility space will be made available when it is not needed for our undergraduate and graduate student classes and Continuing Studies programs. This policy covers non-credit activity use of facilities space during the fall and spring semesters, and the summer months.