Facilities Planning & Management Work Requests
Facilities Planning & Management utilizes an electronic request system to receive and track work requests. This system is intended for all routine, non-emergency requests and ensures the office is promptly notified.
At EIU, we are committed to providing a quality learning environment for our students, faculty, and staff. Our Facilities Planning & Management team plays a crucial role in achieving this goal through effective planning, service, maintenance, repair and construction of our facilities.
To ensure that your request is handled promptly and accurately, please take a moment to read the descriptions below and select the appropriate work order form. Whether it's a maintenance issue, a repair request, or a construction project, we are here to assist you every step of the way.
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Maintenance Work Order
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The Maintenance Work Order form enables EIU staff to enter routine, non-emergency maintenance requests pertaining 24 hours a day. Maintenance issues should be explained in full so the nature of the situation and necessary response can be determined.
This system is not monitored 24/7 and should not be used for emergency work requests or for maintenance needs which pertain to safety and security or need rapid response.
Please have the following information available to fill out the Maintenance Work Order form:
- Specific location (building, room number, suite, etc.)
- A detailed description of the action requested
- Photos or documents to support the request, if applicable
Maintenance Work Order Form
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Key Requests
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Requests for keys to academic or administrative areas, desks and cabinets are processed through the Central Stores Keys department.
Keys can be issued or returned to Central Stores (the east building of the Facilities Planning and Management complex) Monday through Friday, during normal office hours (7 am to 4 pm).
Keys issued to an individual are their responsibility. A department head or responsible person must sign all key requests.
For us to issue keys to an employee or student a maintenance work order must be filled out by the requester.
Student residence hall room keys are processed by EIU Housing.
Key Request Instructions
IMPORTANT: This is a two-step process. Below is a detailed description of each step.
Step 1 - Submit a Maintenance Work Order for Your Key- Go to the Maintenance Work Order.
- Click on the three dots next to "Request Type" and click the check mark next to "Keys".
- Fill out all the required boxes, indicated by a red asterisk.
- Requester Name: Who is entering the request into the system or manager name
- Requester Email: the email address of the person who will receiving notifications of the work order status
- Phone #: Contact phone number in case of questions
- Building Name: The drop-down menu includes all buildings on campus. Select the correct building.
- Building Floor Code: Sorted by room number per floor.
- Room #: Room number.
- Action Requested: Enter the name and E# of the person who needs the key(s).
- Click "Submit Request".
- A pop-up similar to the image below will provide you a request number. You need this number to complete Step 2.
Step 2 - Complete Online Key Request Form
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Emergency Service Requests
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Emergency service requests are generally related to: safety, security, and/or the potential for major damage. For emergency requests, call work control at 217-581-3416 or 217-581-2119 between the hours of 7 am and 3 pm. After 3 pm, calls will be routed to our after-hours service.
Please have the following information available when calling in emergency work orders:
- Specific location (building, room number, suite, etc.)
- Contact Name
- Telephone Number
- Email Address
- Detailed description of the work request / emergency
Emergency Request Call
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Move Request
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The Move Request Form is designed to streamline the process for any asset moves within Eastern Illinois University's campus. Use this form if you are relocating to a new office space, sending assets to surplus (scrub), or temporarily shifting resources for an event. If you have any questions, feel free to call Property Management at 217-581-7111 or email propertycontrol@eiu.edu.
Please have the following information available to fill out the Move Request form:
- Asset tag number, if applicable
- Current location and delivery location of the asset
- Any other details necessary for the move to be completed
- Reminder: All assets with memory (computers, etc.) need to be transferred to ITS scrub
Move Request Form
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Event Request
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After scheduling your event through Campus Scheduling and ensuring the Unusual or Extraordinary Event Form is filled out, complete this form if your event requires setup in a location beyond the current arrangement. Whether it involves moving and set up of tables, chairs or equipment this form allows you to request assistance with any necessary adjustments for your event setup.
Please have the following information available to fill out the Unusual Event Request form:
- Event date
- Building name
- Number of tables, chairs, boxes, etc.
- Pickup / end date
- Any additional relevant details
- Relevant photos, if applicable
Event Request Form
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New Project Request
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All construction, renovations, modifications or changes to existing facilities on campus require a Project Request form before work on a project may begin.
Please note: Clients should anticipate at least six months from time of assignment for projects to be completed. Projects to be completed during the summer session for the beginning of the fall semester must be received no later than January 15.
Please have the following information available to fill out the Project Request form:
- Account number
- Target budget
- Department
- Scope of the project
- Desired start and finish dates
- Relevant documents
New Project Request Form
Work Request FAQ
How does FPM’s business model work?
In May 2024, Facilities Planning & Management (FPM) implemented a new Computerized Maintenance Management System (CMMS) and adopted a cost center model.
This means:
- FPM charges for materials and labor per work order
- Requests are submitted through the FPM Work Control system
How work requests are handled
- Requests are submitted by campus users
- FPM Work Control reviews and converts them into work orders
- Work orders are assigned to appropriate trade shops
Who pays for what?
- FPM-funded work: Routine maintenance in state-supported buildings and select facilities
- Department-funded work:
- New installations or upgrades
- Department-specific equipment or changes
- Requests from student fee-funded units, events, and SBLHS
Housing & Dining reviews and submits their own requests before routing to FPM.
FPM will always contact departments before charging an account.
Maintenance vs. Renovations
Renovations / Alterations (R&A)
R&A includes any changes to a space or building infrastructure, such as:
- Adding or removing walls
- Changing the function of a room (e.g., classroom to computer lab)
- Installing equipment that requires upgrades to power, HVAC, data, or plumbing
- Any modification to existing building systems
If your request requires altering the space to make something work, it is likely an R&A project.
Maintenance
Maintenance includes repairing or replacing existing items, such as:
- Fixing walls, floors, furniture, or fixtures
- Routine painting (not tied to a renovation)
- General upkeep of spaces and building systems
If the work restores something to its current condition without changing the space, it is maintenance.
Quick Example
- New equipment that works with existing infrastructure → Maintenance New equipment that requires room or system changes → R&A
Some requests may be classified as projects rather than maintenance, especially if:
- Multiple trades are involved
- The work is extensive or involves upgrades
If you are unsure, contact FPM at 217-581-3520.
Common Requests & Who Pays
Covered by FPM (No Department Charge)
General / Custodial / Moving
- Routine custodial services
- Waste collection and disposal
- Recycling and refuse site cleaning
- Small-scale mold remediation
- Moving furniture and items
- Re-lamping (on switch-controlled fixtures)
Carpentry
- Routine repairs (floors, doors, locks, ceilings, trim)
- Reissuing worn keys (with original returned)
- Hanging permanent items (whiteboards, frames)
- Minor personal item hanging (under one hour)
Electrical
- Repair of existing outlets, switches, lighting, network drops
- Resetting breakers or restoring power
- Replacing failed motors
- Re-lamping (non-switch fixtures)
Grounds
- Lawn and landscape maintenance
- Athletic field upkeep during normal hours
- Tent setup (standard conditions)
HVAC
- Temperature issues (hot or cold calls)
- Airflow issues
- Maintenance of existing equipment
- HVAC-related leaks
Painting
- Repair and repainting of damaged or worn spaces
- Preparing spaces for new occupants
- Standard room and wayfinding signage
Plumbing
- Repair or replacement of failed fixtures
Requires Department Funding
General / Custodial / Moving
- Overtime cleaning or moving for events
- Cleanup due to misuse or damage
Carpentry
- New furniture assembly
- New construction or installations
- Rekeying or new keys (lost or additional)
- Mounting TVs or monitors
- Event setup and teardown
- Temporary signage or banners
- Room rearrangements (non-essential)
- Repairs due to misuse
- Custom equipment fabrication
Electrical
- Adding or relocating outlets, switches, lighting, or data
- Installing TVs or monitors
- Event support or staffing
Grounds
- Overtime event support
- New landscaping or site modifications
- Preparing permanent outdoor spaces
HVAC
- Adding or relocating thermostats
- Installing new heating or cooling equipment
- Fabrication or repair of department-owned equipment
Painting
- Painting spaces in good condition (cosmetic updates)
- Accent walls or design changes
- Custom signage or graphics
Plumbing
- Installing new fixtures
- Upgrading working fixtures (for preference)
- Event-related plumbing setup
Labor Rates (FY26)
Listed by Trade and Hourly Rate:
- Brick Mason: $89.31
- Carpenter: $93.25
- Electrician: $102.72
- HVAC: $111.32
- Laborer: $85.73
- Painter: $92.05
- Plumber: $111.88
- Movers: $23.66
Why are the rates so high?
Rates include the full cost of labor, not just wages. This includes:
- Wages and benefits
- Paid leave and holidays
- Required breaks and cleanup time
- Health insurance
- Tools, vehicles, and supplies
- Supervision and overhead
Does FPM make money?
No. FPM is a cost center, not a profit center.
The goal is to break even each year. Any surplus or deficit is adjusted in future labor rates.
Are materials marked up?
No. Materials are billed at actual cost with no markup.
Can I get an estimate?
- Estimates are typically provided for projects, not small jobs
- You may request a rough estimate, but it may take time
- FPM does not provide fixed quotes or competitive bids
How long will my request take?
- Work orders are prioritized based on urgency
- Higher-priority requests are completed first
- Exact timelines are difficult due to volume and changing priorities
Tips:
- Include deadlines when submitting requests
- Be realistic about urgency
- Call Work Control for urgent (non-emergency) issues after submitting your request: 217-581-3416
Emergency issues: Follow emergency procedures and contact first responders.
How do I track my request?
You will receive email updates when:
- Your request is accepted and turned into a work order
- The work order is completed and closed
Note:
- One request may generate multiple work orders
- If a request is closed without work, you will receive an explanation
