Campus Service

services

what we do - our services

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    Access cards

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    Av-equipment

    PROJECTORS

    Facility Support changes lamps in projectors where possible. Otherwise contact ITS.

    FUNCTIONALITY

    Facility Support checks the functionality of AV equipment.

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    Cleaning

    faultS and deficiencies in CLEANING

    Shortcomings regarding cleaning or missing consumables must be reported to Building Support

    FILLING OF DISPENSERS

    The cleaning supplier is responsible for refilling various dispensers (hand paper, toilet paper, hand alcohol etc.).

    QUALITY CONTROL

    Periodic quality control of the cleaning is carried out by AAU Cleaning. Random checks are carried out as needed by a third party.

    ORDERING EXTRA CLEANING

    Agreed and settled directly between the user and the cleaning supplier.

    LOAN OF A CLEANING TROLLEY

    Contact Facility Support if there is a need to borrow a cleaning van in connection with holding smaller events.

    more about cleaning (in danish)

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    Flaws and deficiencies

    REPORTING OF ERRORS AND OMISSIONS

    Errors and deficiencies regarding buildings, premises and cleaning are entered into the Building Support system, which is available to everyone.

    link to building support

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    Group study rooms

    SUPERVISION OF AND PREPARATION OF GROUP STUDY ROOMS


    GENERAL ARRANGEMENT OF FURNITURE

    Furniture has been set up for the number of people the room is intended for + an extra chair. After 14 days, you can request Facility Support via email about any changes to the inventory.

    CLEANING IN GROUP ROOMS

    It is the students' responsibility to keep order in the group room.

    Waste must be sorted according to Waste management at AAU. Facility Support can be contacted for inquiries about special waste fractions.

    If the group room is not cleaned up, Facility Support contacts the student secretary in question, who contacts the group regarding lack of cleanup.

    When students hand over the group room at the end of the semester, they are asked to ensure that it has been cleaned up and that any effects have been properly sorted by source.

    The students have a duty to empty/clean refrigerators located in group room areas, group rooms and communal kitchens, on an ongoing basis and up to holiday periods.

    Effects left in the group room after submission will be disposed of.

    See more about House Rules at AAU

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    Handling of furniture

    inventory and furniture

    Campus Service is responsible for furniture and inventory in group rooms, seminar rooms, auditoriums, study environments and common areas as well as repair/maintenance of this.

    The individual institutes/departments are responsible for the acquisition/repair of furniture in their own areas: offices, coffee rooms, meeting rooms, kitchenettes, storage rooms, etc.

    Assembly and assembly of furniture in these areas is also the responsibility of the individual institutes/departments.

    The Inventory Department/institutes and other departments are themselves responsible for receiving inventory. Handling of new furniture etc. ordered from the Inventory Department is handled in accordance with the agreement with the Inventory Department.

    Without prior agreement with Facility Support, reception of inventory cannot be handled by Facility Support.

    Disposal and costs for this in relation to old furniture etc. in offices is the institute/department's own responsibility.

    Facility Support can, by agreement with the Team Leader, help to a limited extent, depending on access conditions, the size of the relocation and the assistive devices available.

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    Keys

    FOR OFFICES

    Facility Support stores and delivers keys to offices etc.

    User must be registered in the AAU lending system. The key is personal and may not be lent or passed on to others. The key must be returned to the Facility Support office upon resignation

    FOR GROUP ROOMS

    When keys to group rooms are handed over, a deposit of DKK 1,000 per room is paid via MobilePay. This deposit covers any lost keys

    ORDERING KEYS

    The team leader in Facility Support Team West is responsible for ordering keys from the supplier.

    Orders are placed once a week - Mondays no later than 11.00 via form sent per mail to fstv@adm.aau.dk.

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    Lamps and light sources

    LIGHT BULBS, FLUORESCENT FLUES, ETC.

    INDOORS

    Standard light sources are replaced by Facility Support.

    Special light sources, such as retrofitted spots, desk lamps, light sources in splash cabinets, etc. as well as ordering and paying for these is a user-paid task. If the user has purchased a light source themselves, Facility Support can in special cases assist with the replacement in agreement with the Team Leader.

    As a starting point, all light sources at AAU will be replaced with LEDs to the extent possible. Standard light sources are in color 840.

    Any questions can be addressed to the Campus Service Electrical Department via the following email: elafdeling@adm.aau.dk

    OUTDOOR

    Outdoor light sources are taken care of by Campus Service.
    Ordering these light sources is the responsibility of the Campus Service Electrical Department.

    OTHER related TASKS

    Facility Support is responsible for:

    • Reconnecting the HPFI
    • Reactivation of automatic fuses
    • Replacement of fuses (max 10 AMP)
    • Troubleshooting of electricity under tables
    • Installation of electrical rails under/on tables in agreement with the electrical department.
    • Assembly/establishment of "stockings" in agreement with the electrical department.
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    Letters

    INCOMING/OUTGOING letters

    PostNord delivers all incoming letters to the mail rack/mail box at the individual addresses (one location in each building), where institutes/departments must collect the mail for internal distribution.

    Outgoing letters must be placed in the mail racks no later than 8:00 a.m. The mail racks will be emptied on Monday and Thursday. PostNord stamps outgoing letters.

    If there are special needs, eg large shipments, you can contact Facility Support by sending an email to the local facility support office.

    INTERNAL letters

    Internal mail will be handled as external mail in connection with delivery in the individual building.


    MISCELLANEOUS

    For letters that, in special cases, must be sent on the same day, it is the user's own responsibility to have them stamped/sent via PostNord's mailboxes.

    The definition of letters is up to 2 kg. Letters/parcels over 2 kg must be sent as parcel post.

    Letters without the correct address can be handed in at the nearest Facility Support office, which will then send them back labeled with "Addressee unknown". If it is not possible to send the letter back, it is delivered to the ESDH secretariat.

    Facility Support acknowledges receipt of registered letters and stores the letter until it is picked up. The recipient will be contacted by Facility Support via email to arrange a personal pick-up at Facility Support within the office's normal opening hours.

    For PP franking, registered letters and letters with delivery certificate, the user can find instructions and a form on PostNord's website.

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    Moving and relocation

    As a general rule, moving is a user-paid task. It is the requisitioner's responsibility to contact the moving company in accordance with AAU's purchase agreements.

    However, if resources allow, Facility Support can assist with smaller "internal" moves.

    It is the team leader for Facility Support who assesses whether the team has the resources to handle the move "internally", or whether the user must use the external moving company associated with AAU.

    movings in general

    For all moving tasks, it is expected that everything is packed up and disconnected.

    Please note that it is the users' own responsibility to dismantle or reinstall IT and other equipment. Help from ITS can be arranged here. The applicant is responsible for ensuring that the vacated premises are cleared and ready for cleaning after the move.

    Please note that current regulations for lifting, pulling and pushing must be observed - also in connection with moving and setting up furniture.

    All tasks in connection with removals must be notified at least 5 working days in advance.

    "INTERNAL" MOVings BETWEEN BUILDINGS (IN IMMEDIATE PROXIMITY TO EACH OTHER)

    Depending on access conditions/weather conditions, Facility Support can assist with moving:

    • 1 desk
    • Max. 5 moving boxes of 15 kg
    • Shelves can be moved with the aids that Facility Support has available.

    Facility Support cannot assist with moving larger items between floors if there is no lift available or if the size of the item makes the use of the lift impossible.
    The user is responsible for packing in moving boxes and that the weight limit for moving boxes is observed

    If the buildings are not in close proximity to each other, external help must be requested.

    MINOR Movings INTERNALLY IN BUILDINGS

    Max. 3 office workplaces by agreement with team leader for Facility Support
    Facility Support cannot assist with moving larger items between floors if there is no lift available or if the size of the item makes the use of the lift impossible.
    The user is responsible for packing in moving boxes and that the weight limit for moving boxes of 15 kg is observed.

    For all other moves, external help must be requested.

    MOVE TO AND FROM THE DEPOT

    Facility Support can, by agreement with the team leader, help to a limited extent, depending on access conditions, the size of the move and the aids available.

    It is the user/institute in question who is responsible for cleaning up the storage room and is responsible for whether there is space in the storage room in question before contacting Facility Support.

    If Facility Support helps to move things in storage rooms, the requester MUST accept if Facility Support points out that there is not enough space in the room.

    We do not exchange two identical desks, etc.

    MOVING BOXES

    Facility Support lends moving boxes for internal moves (max. 5 per office workplace). These must be returned within 14 days - otherwise the user will be invoiced for these.

    The moving boxes are to be picked up and handed over to the local Facility Support office.

    CHANGE OF ADDRESS

    In the event of a move that involves a change of address, it is the user's responsibility to update their personal information in relevant systems at AAU PDS.

    MAJOR conversIONS, NEW BUILDINGS AND RENOVATIONS

    In the case of major conversions, new-builds and renovations, it is the task of the Construction & Operations department to appoint a person responsible for contact with the moving company. Campus Service, Construction & Operation can be contacted via the following email: bygaalborg@adm.aau.dk

     

     

     

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    Offices and office hours

    FACILITY SUPPORT OFFICES

    The Facility Support offices are located at the following addresses

    CONTACT FACILITY SUPPORT

    Facility Support can be reached by email or phone 9940 3333 Monday to Thursday at 08.00 – 15.30 and Friday at 08.00 – 15.00. Feel free to write an email with a description of the task to be solved.

    The offices are staffed every day from 08.00 – 09.00 and at 12:30-2:00 p.m.
    There may, however, be situations when the office is closed due to busyness, meetings, training etc.

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    Packages

    shipping packages

    Departments at AAU are themselves responsible for sending packages and preparing relevant documents for the shipment. AAU has entered into a framework agreement on mail and shipments. The agreement can be viewed on the website of the Department of Economics.shipping guide (in danish)

    RECEIving PACKAGES

    The carrier/courier delivers packages directly to the recipient. If packages are delivered at Facility Support, if a direct delivery to the recipient has not been possible, Facility Support contacts the recipient to agree on collection at Facility Support against a receipt.

    Packages are only received by Facility Support if a correct AAU contact person/recipient with contact information appears.

    If a package is received by Facility Support, the recipient will receive an email about which Facility Support Office the package can be picked up at. If the package is not collected after 14 days, the recipient will receive a reminder with a deadline of another 8 days. If the package is still not collected, it will be returned to the sender with "receipt refused".

    Internal packages from ITS must be collected at the relevant Facility Support office.

    DELIVERY CERTIFICATE OR "modtagerFLEX"

    Instructions can be found on the supplier's website.

    Where it is deemed possible, a power of attorney can be set up for the user or institute in question for receipt of receipt.

    The power of attorney is an agreement between the user or institute and the package supplier regarding the delivery of packages at a previously agreed location. A barcode is set up here, which the package supplier scans and this is valid as a receipt for delivery.

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    Print and copy

    Read more about print and copy here

    Any printers and copiers in offices are the user's own responsibility.

    PAPER

    Facility Support orders copy paper (standard white A4 and A3 according to the applicable purchase agreement) and arranges for delivery in the copy room. It is the institute/department's own responsibility that the copy room is tidy and that there is space for copy paper.

    TONER/WASTE BOX

    The individual copiers themselves order toner/Waste Box as needed.
    Facility Support replaces toner/Waste Box in copiers in common areas/copy rooms.

    Emptying boxes with used toner in common areas/copy rooms is ordered by Facility Support.

    ERRORS ON COPIER MACHINES

    Facility Support remedies the error if possible, otherwise Facility Support orders a technician or contacts ITS.

    MOVing COPIER MACHINES

    Moving copiers is done exclusively by ITS.

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    Seminar rooms and lecture rooms

    PREPARATION OF lecture ROOMS

    Once a year before the start of studies for the autumn semester, Facility Support ensures that:

    • The room is set up with the number of seats, cf. information from the Webbook
    • Chairs and tables are inspected and tightened
    • Electrical rails under/on the tables and electrical sockets are checked and any errors are reported to Building Support
    • Curtains/blinds are inspected and any faults are rectified
    • Boards are inspected and any errors are reported to Building Support
    • Light sources are checked/replaced and any errors are reported to Building Support
    • Chalk, sponges and pointers are supplemented

    PLACEMENT OF FURNITURE ETC. IN THE lecture ROOMs

    Tables and chairs are set up according to the floor plan/fire plan (fire plans must be present in rooms with space for more than 150 people).

    When the user changes the set-up, it is the user's responsibility to put everything correctly back in place and connect the electricity under/on the tables again after use and the user will be invoiced for the actual time spent on re-setting the furniture, etc.

    SPECIAL ARRANGEMENT FOR EXAMS IN SEMINAR ROOMS

    If a special arrangement of tables is desired in connection with the holding of the exam, this will be agreed with Facility Support, who will set up the tables before the first exam if the room can be accessed within normal working hours.
    The tables will only be set back to the standard setup after the last exam.

    In exceptional cases, another agreement can be entered into with the Team Leader for the Facility Support Office in question.

    If special arrangements are requested, the user must be aware that this is not always possible due to electrical rails under/on the tables.

    COMMON AREAS

    Setting up furniture in common areas must comply with requirements from fire authorities.

    When the user changes the setup, it is the user's responsibility to put everything back correctly. In the event of failure to re-establish, the user will be invoiced for the actual time spent on re-setting the furniture, etc.

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    Snow clearing

    SNOW CLEARING AND SALTING

    Snow removal and salting is carried out and coordinated by Campus Service.
    Lack of snow removal and salting is reported in Building Support.

    Any questions should be directed to coordinator Rasmus Gamborg Kithim (rgl@adm.aau.dk or 9940 9562)

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    Storage rooms

    EMPTYING storage rooms

    Facility Support is helpful in procuring waste containers, as well as in entering into any agreements for the disposal of excess effects

    MOVE TO AND FROM storage rooms

    Facility Support can, by agreement with the Team Leader, help to a limited extent, depending on access conditions, the size of the move and the aids available.

    The user is responsible for cleaning up the storage room and is responsible for whether there is space in the storage room in question before ordering help from Facility Support.

    When Facility Support helps to move things in storage rooms, the requester MUST accept if Facility Support points out that there is not enough space in the room.

    There must be clear markings on the effects that need to go to or from the storage room.

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    Supervision of buildings

    SUPERVISION OF BUILDINGS

    Facility Support assists users in the use of Building Support.

    Facility Support reports errors/deficiencies in Building Support when these are detected on rounds in the individual buildings.

    Facility Support points out inappropriate behavior in the buildings towards the users in accordance with the house rules at AAU.

    In connection with any events, Facility Support can provide advice and guidance as well as ensure that the events in question are also held in accordance with the rules for the loan of premises at Aalborg University and that applicable fire regulations are observed - this also involves keeping escape routes clear.

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    Waste handling