The office of Faculty Affairs and Facilities provides support for faculty and Department Chairs in administering processes for faculty hiring, appointments, performance evaluations, promotion and tenure reviews, and leaves. This webpage is intended to keep current regulations, processes and forms accessible and to clarify steps to support all college faculty in their career progression. Processes are regularly updated. Please let us know if you have questions that are not addressed by these links or if you find information that is not up to date so we can keep these resources as useful as possible for everyone. Questions and comments can be directed to Michael Renfro, Associate Dean for Faculty Affairs and Facilities and to Callie Viens, Faculty Resource Consultant.
Separate custodial and maintenance teams are assigned across the university by building.
Custodial areas are listed by building at: https://facilities.uky.edu/campus/facilities-services/custodial/custodial-areas. This list includes the current contact information for the Custodial Supervisor (first point of contact) and Custodial Superintendent. Regular custodial services should occur weekly for offices and labs, and daily for bathrooms. If you need to request additional custodial services or address custodial issues, it is recommended to attempt to speak with your custodian directly if possible. If that does not address the issue, follow up with the custodial supervisor and then, if necessary, the custodial superintendent.
Maintenance areas are listed by building at: https://facilities.uky.edu/sites/default/files/2025-07/fm_areas_index_11x17_0_0.pdf. The contact information for the maintenance manager (first point of contact) and maintenance supervisors for each area are listed at: https://facilities.uky.edu/campus/facilities-maintenance-areas. For maintenance requests to address a building issue that you would expect to be at no cost to the unit or college (e.g. hallway light), it is recommended to speak with your building’s maintenance workers directly, if possible. Your department’s research facilities manager, or equivalent, may have a relationship with this group that can lead to faster service. If that is not possible, it is recommended to start by contacting the Maintenance Manager for your area followed by the Maintenance Supervisors as necessary. You may also submit a work order for maintenance request at https://www.uky.edu/facilities/CPPD/RequestWork or through myUK (Enterprise Services🡪Facilities Management). You can leave the account number blank for these requests initially. This form will create a formal work order. In practice, informal discussions with the maintenance team are often more productive while the work order may be necessary when that does not lead to timely action.
For emergencies, please call 859-257-2830 and follow up with the maintenance manager and supervisor. Do not rely on the work order form for issues that require immediate attention.
Projects to improve or renovate space in the units and college are assigned to either the Capital Project Management (CPM) or Facilities Maintenance Campus (FMC) team. CPM handles projects with scope over $1M (POC: Wayne Thomas) and FMC handles projects under $1M. For projects under $1M, project requests are initiated at: https://www.uky.edu/facilities/facilities-project-management
The project initiation form must include a cost center to generate an estimate on the project. This estimate is typically $700-800 (one day) but may be as much as $1500 for a more complicated project.
Once you have submitted a project initiation form it will be approved by the college and then by Campus Planning (POC: Paul Knowles) to move forward to design. It will then be assigned to a project manager (PM) by the Director of Facilities Project Management (POC: Joe Kelly). The PM will meet with the initiator to understand the project and generate an estimate. You should receive a request for this initial meeting with the PM within 7 business days of the project being approved by Campus Planning. Once you have met with the PM, you should receive an estimate within 14 business days. Joe Kelly should be contacted to address any delays with this initial estimate.
Following the initial estimate, you must provide a cost center for the work and approval to proceed. The project will then be assigned to a design team to develop a full design for the project. This team is typically external to UK on contract. Approximately 10% of the project cost will be in this design work. The design should be completed within 3-4 weeks, and an updated estimate of costs should be provided. You will then approve moving forward to bid and construction. No bid is required for projects under $100,000 in scope. Your assigned PM is the point of contact through this process, but if there are delays or other issues, these can be addressed to Joe Kelly.
Additional Facilities Contacts
Grounds maintenance requests: 859-257-3105 or PPDgrounds@uky.edu
Snow removal requests: SNOW@uky.edu
HVAC requests: Contact the Delta Room at 859-257-8500
Additional Facilities Policiies
Policy on Signage in Buildings
