- What is considered an emergency facility repair?
- How do I report an emergency facility issue?
- What information should I include when reporting an emergency?
- How do I submit a request for a non-emergency facility repair?
- How do I submit a customer request?
- What information should I include in my customer request?
- What is the general processing procedure after I submit my customer request?
- How do I follow up on the status of my customer request or work order?
- Can a student worker/helper submit a customer request?
- My customer request is locked. What do I need to do to unlock it?
- How do I add a new account code to AIM?.
- How do I add a new fiscal administrator (FA) code to AiM?
- Can more than one fiscal administrator (FA) be assigned to a FA code?
- How do I request to change the fiscal administrator (FA) assigned to a FA code?
- The FA assigned to our FA code is going on vacation or taking a leave of absence. How can we assign a substitute during their absence?
- What types of requests are typically non-billable services?
- I am a new AiM user. How do I activate my account?
- I’ve forgotten my AiM login information. Can I reset my username/password?
- How do I request to rent palms for an event?
- How do I request to dispose of excess furnishings?
- What is an Alteration Agreement and when is it needed?
- Where is the WCC office located?
- What is the best way to contact the WCC office if I have other questions, etc.?
Emergency Requests
What is considered an emergency facility repair?
There are a variety of circumstances that may be classified with emergency status. Some examples include:
- Air conditioning outages (especially if there is no airflow at all)
- Lights that burn out, are flickering, or humming if it is interrupting workflow
- Continuous leaks from water fixtures (toilets, sinks, etc.)
- Out-of-service elevators
- Ceiling leaks
- Non-functional door locks with ASSA, Sargent, or 5-button combination locks (for 10- or 12-button combo locks, please contact your department)
- Repairs that address potential or actual risks to the health and safety of personnel, or that disrupt security and/or regular operations
Please note that the list above is not comprehensive. Requests submitted within the purview of emergency response shall be subject to evaluation and appropriate scheduling.
How do I report an emergency facility issue?
During business hours (Monday through Friday, excluding holidays, from 7:00 a.m. to 4:00 p.m.), all facilities emergencies should be reported by calling the Work Coordination Center by phone at (808) 956-7134 ext. 3
After hours (Monday through Friday 4:00 p.m. – 7:00 a.m., holidays, and weekends), all facilities emergencies should be reported by calling the Department of Public Safety at (808) 956-6911.
What information should I include when reporting an emergency?
Please include as much detail as you can provide. Please be prepared to provide at least the following information:
- Who: Who can we contact if we need further information about the issue?
- What: What is the issue? (Please provide as much detail as possible.)
- When: When was the issue first noticed?
- Where: Where is this happening? Please include both building and room information when possible.
- Why: Why is this an emergency? (Examples can be found here.)
Customer Requests
How do I submit a request for a non-emergency facility repairs?
For non-emergency issues, please submit a customer request in the AiM (eFacilities) system.
How do I submit a customer request?
An AiM (eFacilities) user guide can be found at this link.
What information should I include in my customer request?
Please be prepared to provide information similar to what is required for an emergency request.
What is the general processing procedure after I submit my customer request?
Your request will be reviewed and converted into a work order, at which point Campus Operations and Facilities (COPF) personnel will review and prioritize the work. If COPF has any questions during this process, we will notify the contact indicated on the request.
How do I follow up on the status of my customer request or work order?
Please email our office at manoawcc@hawaii.edu.
When sending an inquiry, please include the related customer request or work order number.
A customer request number is a six-digit number (e.g. 123456), and a work order number is a six-digit number followed by the fiscal year and campus (e.g. 123456-23-MA).
Can a student worker/helper submit a customer request?
AiM (eFacilities) requests should be submitted by active UH faculty and/or staff.
My customer request is locked, what do I need to do?
Please email our office at manoawcc@hawaii.edu with your username, and we will address the record lock.
Fiscal
How do I add a new account code to AIM?
To request the addition of a new account number in the AiM system, please submit a request with the following information:
- New Account #
- New Account Name (e.g. “2019 Repairs and Maintenance”)
How do I add a new fiscal administrator (FA) code to AiM?
To request the addition of a new fiscal administrator in the AiM system, please submit a request with the following information:
- Fiscal Administrator Code
- Fiscal Administrator email address
Can more than one fiscal administrator (FA) be assigned to a FA code?
Only one email address can be assigned to a FA code (this FA is considered the primary FA), however, multiple FAs can have access to the requests associated with that FA code.
The auto-generated email notification will only be sent to the primary FA.
How do I request to change the fiscal administrator (FA) assigned to a FA code?
Please have the currently assigned FA submit a customer request in AiM to make the change to the new FA. In the request, please include the following information:
- FA Code
- Currently Assigned FA Username
- New FA Username
- Effective Date of the Change
The fiscal administrator (FA) assigned to our FA code is going on vacation or taking a leave of absence, how can we assign a substitute during their absence?
Please have the currently assigned FA submit a customer request in AiM to make the change to the new FA. In the request, please include the following information:
- FA Code
- Currently Assigned FA Username
- New FA Username
- Effective Date of the Change
Once your original FA has returned, please submit a new customer request using the same information format to revert the FA code assignment back to your original FA.
What types of requests are typically non-billable services?
General building preventative maintenance and repairs are an operating expense of the Campus Operations and Facilities and are not normally charged to academic departments. Other requests for work may be billable to the requesting department.
Other
I am a new AiM user. How do I activate my account?
Please have someone within your department who already has access to AiM submit a customer request with the following information:
- New User’s Username
- Authorizer’s (manager or supervisor) Username
- Fiscal Administrator Code
I’ve forgotten my AiM login information. Can I reset my username/password?
AiM login information is the same as your UH email address login information. You can find more information about resetting your UH email address password on the ITS website.
How do I request to rent plants for an event?
To request to rent plants, please submit a customer request in AiM at least two weeks in advance of the requested event date. In the request, please include:
- Date/Time of delivery to event location
- Date/Time of pick up from event location
- Number of plants
- Event location
For a one-day rental, the cost will include labor hours for pick up and drop off of the plants as well as equipment cost (e.g., truck). If the rental period is longer than one day, in addition to labor hours and equipment, there will be charge of $6.00 per plant per day.
If the request is submitted less than two weeks in advance of the event, there may also be a $6.00 per plant expedite fee.
How do I request to get dispose of excess furnishings?
To request for item disposal, please submit a customer request in AiM. The request will be considered, but COPF may not be able to accommodate it depending on the size and weight of the requested item(s), or removal timeline.
Lab equipment may need to be decommissioned. More information about equipment decommissioning/regulated waste disposal can be found on the UH Mānoa Environmental Health and Safety (EHSO) office website.
What is an Alteration Agreement and when is it needed? (WIP)
Alteration agreements document a department’s responsibility for non-standard equipment installation and modification to an existing facility that is not standard with the rest of the building.
Where is the WCC office located?
Our office address is:
2002 East-West Rd
Honolulu, HI 96822
Please also feel free to reference the map below:
What is the best way to contact the WCC office if I have other questions, etc.?
For non-emergency facility inquiries you can contact our office via email at manoawcc@hawaii.edu.
For emergency calls or inquiries, please call our office at (808) 956-7134 ext. 3.
If you have any questions about reservations, please email mareserv@hawaii.edu.
Our office hours are Monday through Friday (excluding holidays) 7:00 A.M – 4:00 P.M.