Table of Contents:

1. Introduction and Overview: ......................................................................... 2

2. Mission Statement: ...................................................................................... 3
3. Facility Management Contribution to the Success of The University of
To be
Stirling – RAK put on .......................................................................................
Campus: the last section, after Continuous Improvement 5
4. Organizational Structure and Roles: ............................................................. 7
5. Policies and Procedures: .............................................................................. 9
6. Training and Development: ........................................................................ 10
7. Performance Measurement and Reporting: ............................................... 11
8. Continuous Improvement: ......................................................................... 12
Conclusion: ...................................................................................................... 13

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 1. Introduction and Overview:

Welcome to the University of Stirling - Ras Al Khaimah Campus Facility Management

Handbook, a comprehensive guide designed to ensure the seamless operation and
maintenance of our esteemed institution's physical infrastructure. This handbook is a
testament to our commitment to providing a safe, comfortable, and conducive environment
for both students and staff.

Our Vision:
At the University of Stirling - Ras Al Khaimah Campus, we envision a dynamic learning
environment that fosters academic excellence, innovation, and inclusivity. The Facility
Management Handbook plays a pivotal role in realizing this vision by outlining guidelines,
procedures, and best practices for the effective management of our campus facilities.

Purpose of the Handbook:

This handbook serves as a central resource for all stakeholders involved in the maintenance,
operation, and utilization of the physical assets of our campus. Whether you are a student,
faculty member, administrator, or service provider, this document is designed to provide
clarity on the standards and expectations that contribute to the overall success of our
institution.
User Guide:
To maximize the benefits of this handbook, users are encouraged to navigate its contents using
the detailed table of contents. From facility maintenance and safety procedures to space
utilization and sustainability initiatives, each section is crafted to provide clear insights and
guidelines.

Continuous Improvement:
Recognizing the dynamic nature of facility management, this handbook is designed to evolve
with the changing needs of our institution. Continuous improvement initiatives, feedback
mechanisms, and regular updates ensure that the information herein remains relevant and
responsive to the evolving landscape of the University of Stirling - Ras Al Khaimah Campus.

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 2. Mission Statement:

The primary purpose and function of the Facility Management Department at the University
of Stirling - RAK involve overseeing and maintaining the physical infrastructure, spaces, and
services necessary for the effective and efficient operation of the campus. Here are key
aspects of the primary purpose and functions:

i. Infrastructure Maintenance:
a. Facility Maintenance: Ensure the upkeep, repair, and maintenance of all
campus buildings, including classrooms, laboratories, library,
administrative offices, and recreational facilities.
b. Grounds Maintenance: Manage the landscaping, outdoor spaces, and
overall appearance of the campus to create a safe and aesthetically
pleasing environment.
ii. Safety and Security:
a. Safety Compliance: Implement and enforce safety protocols, ensuring
that buildings and facilities meet safety standards and codes.
b. Emergency Preparedness: Develop and maintain emergency response
plans, conduct drills, and coordinate with relevant authorities to ensure
a prompt and effective response to emergencies.
iii. Space Planning and Utilization:
a. Space Allocation: Allocate and manage the use of campus space to
support academic, administrative, and other functions.
b. Space Optimization: Continuously assess and optimize the use of space
to meet evolving needs and promote efficiency.
iv. Sustainability Initiatives:
a. Environmental Responsibility: Implement and promote sustainable
practices, including energy conservation, waste reduction, and eco-
friendly building design and operations.
b. Green Building Initiatives: Incorporate environmentally friendly
features and technologies in new construction and renovations.
v. Technology Integration:
a. Facility Management Systems: Utilize technology and data-driven
systems to monitor and manage facility operations efficiently where
possible.
b. Smart Building Solutions: Implement technologies for energy
management, security, and automation to enhance the overall
efficiency and sustainability of campus facilities where possible.
vi. Collaboration with Stakeholders:
a. Interdepartmental Collaboration: Work closely with academic
departments, administrative units, and other stakeholders to
understand and address their facility-related needs.

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 b. Vendor Management: Collaborate with external vendors and service
providers for specialized facility services and maintenance.
vii. Budgeting and Financial Management:
a. Budget Development: Develop and manage budgets for facility
maintenance, repairs, renovations, and new construction projects.
b. Cost Control: Monitor expenditures, seek cost-effective solutions, and
ensure financial resources are allocated efficiently.
viii. Customer Service:
a. Service Requests: Respond promptly to service requests from campus
users and address facility-related issues.
b. Customer Satisfaction: Prioritize customer satisfaction by providing
quality services and maintaining a positive and responsive relationship
with the campus community.
ix. Regulatory Compliance:
a. Compliance Management: Stay informed about and ensure compliance
with local, and federal regulations related to facility management.
b. Permitting and Licensing: Obtain necessary permits and licenses for
facility operations.
x. Long-Term Planning: Capital Planning: Develop long-term plans for the
maintenance, renovation, and expansion of campus facilities when necessary.
In summary, the facility management department plays a vital role in creating and
maintaining a safe, functional, and sustainable campus environment that supports the
institution's mission and goals. Its functions encompass a wide range of activities, from day-
to-day maintenance to long-term strategic planning for the optimal use of physical resources.

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 3. Facility Management Contribution to the Success of The
University of Stirling – RAK Campus:

Facility management plays a crucial role in supporting the overall mission of The University of
Stirling -RAK. The mission revolves around providing quality education, fostering research and
innovation, promoting a diverse and inclusive community, and preparing students for success
in their chosen fields. Facility management directly contributes to the achievement of these
goals in several ways:

i. Optimal Learning Environments: Facility managers ensure that classrooms,

lecture halls, laboratories, and other learning spaces are well-maintained and
conducive to effective teaching and learning. Comfortable, well-lit, and properly
equipped spaces contribute to a positive educational experience.

ii. Infrastructure Support: The maintenance and upkeep of campus infrastructure,

including buildings, utilities, and landscaping, are essential for creating a safe and
welcoming environment. This supports the overall mission by providing a campus that
is conducive to academic achievement and community engagement.

iii. Research and Innovation Spaces: The University of Stirling -RAK emphasizes
research and innovation as part of its mission. Facility management is crucial in
providing state-of-the-art laboratories, research facilities, and collaborative spaces
that enable faculty and students to engage in cutting-edge research and creative
activities.

iv. Sustainability Initiatives: The University of Stirling -RAK strives to be

environmentally responsible and promote sustainability. Facility managers must
contribute by implementing energy-efficient systems, waste reduction programs, and
sustainable building practices, aligning with The University of Stirling -RAK’s
commitment to social responsibility.

v. Technology Infrastructure: In the modern educational landscape, technology plays

a significant role. Facility managers are responsible for maintaining the technological
infrastructure, including classrooms equipped with the latest educational technology,
campus-wide Wi-Fi, and other digital resources necessary for effective teaching and
learning.

vi. Safety and Security: Creating a safe and secure campus environment is a
fundamental aspect of the mission of The University of Stirling -RAK. Facility managers
must implement security measures, emergency preparedness, and ensure that
buildings comply with safety codes and regulations.

vii. Community Engagement Spaces: The University of Stirling -RAK serves as a hub
for community engagement and cultural activities. Facility management must ensure

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 that spaces such as auditoriums, theatres, and community centres are well-
maintained and available for events that contribute to the broader community.
In summary, facility management is integral to the success of a higher education institution by
providing the physical infrastructure and support services necessary for academic excellence,
research advancements, and the overall well-being of the campus community. The efficient
and effective management of facilities aligns with the institution’s mission and contributes to
its success in fostering a vibrant and thriving academic community.

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 4. Organizational Structure and Roles:

Organizational Structure: The Facility Management Department at The University

of Stirling – RAK is organized to carry out its mission efficiently and effectively. The
department comprises the following key units, each with specific responsibilities:

i. Maintenance and Operations:

a. Facility Maintenance Team: Responsible for the day-to-day upkeep,
repair, and maintenance of campus buildings and infrastructure.
b. Grounds Maintenance Team: Manages landscaping, outdoor spaces,
and ensures the overall cleanliness and attractiveness of the campus.
ii. Safety and Security:
a. Safety and Compliance Team: Implements safety protocols, conducts
inspections, and ensures compliance with safety standards.
b. Emergency Response Team: Develops and executes emergency
response plans, conducts drills, and collaborates with emergency
services.
iii. Space Planning and Utilization:
a. Space Allocation Team: Manages the allocation and utilization of
campus space based on the needs of academic, administrative, and
other functions.
b. Space Optimization Team: Conducts regular assessments to optimize
space usage and recommends improvements.
iv. Sustainability and Environmental Services:
a. Sustainability Team: Implements and monitors sustainability initiatives,
including energy conservation, waste reduction, and green building
practices.
b. Environmental Services Team: Ensures eco-friendly practices in daily
operations, waste management, and environmental compliance.
v. Technology Integration:
a. Facility Technology Team: Manages facility management systems, smart
building solutions, and technology integration for efficient operations.
vi. Collaboration and Stakeholder Engagement:
a. Interdepartmental Collaboration Team: Coordinates with academic
departments and other units to understand and address facility-related
needs.
b. Vendor Management Team: Manages relationships with external
vendors and service providers for specialized facility services.
vii. Finance and Administration:
a. Budget Development Team: Develops and manages budgets for
maintenance, repairs, and construction projects.
b. Cost Control Team: Monitors expenditures, seeks cost-effective
solutions, and ensures efficient financial resource allocation.

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viii. Customer Service:
a. Service Desk Team: Manages service requests, responds to inquiries,
and addresses facility-related issues promptly.
b. Customer Satisfaction Team: Measures and enhances customer
satisfaction through quality service delivery.
ix. Regulatory Compliance and Permitting:
a. Compliance Management Team: Stays informed about and ensures
compliance with local, state, and federal regulations.
b. Permitting and Licensing Team: Obtains necessary permits and licenses
for facility operations.
x. Long-Term Planning:
Develops and implements long-term plans for facility maintenance,
renovation, and expansion.
Although, at the current state, some of these teams are yet to be introduced; it is believed the
above structure is crucial to succeeding in delivering the institution’s mission.

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 5. Policies and Procedures:

The Facility Management Department operates under a set of policies and procedures to
ensure consistency, compliance, and efficiency in its operations. These policies cover areas
such as:

i. Maintenance Procedures: Guidelines for routine maintenance, inspections, and

repairs of campus facilities.
ii. Safety Protocols: Procedures for implementing safety measures, conducting
inspections, and responding to emergencies.
iii. Space Allocation Guidelines: Criteria and processes for allocating and managing
campus space.
iv. Sustainability Practices: Standards for implementing sustainable initiatives,
including energy conservation and waste reduction.
v. Technology Usage Policy: Guidelines for the use and maintenance of facility
management systems and smart building solutions.
vi. Collaboration Protocols: Procedures for engaging with academic departments,
administrative units, and external vendors.
vii. Budgeting and Financial Procedures: Processes for budget development,
monitoring expenditures, and financial reporting.
viii. Customer Service Standards: Standards for responding to service requests and
maintaining high levels of customer satisfaction.
ix. Regulatory Compliance: Guidelines for staying informed about and complying with
relevant regulations.
x. Long-Term Planning Framework: Procedures for developing and implementing
long-term plans for facility maintenance, renovation, and expansion.
These policies and procedures ensure that the Facility Management Department operates in
a transparent, accountable, and standardized manner.
The FM team is working towards completing the aforementioned policies and procedures and
put them in place.

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 6. Training and Development:

To maintain a skilled and competent workforce, the Facility Management Department invests
in ongoing training and development programs for its staff. These programs cover areas such
as:

i. Technical Skills: Training on the latest maintenance and operational techniques,

technology integration, and safety protocols.
ii. Leadership and Management: Development programs for managers and team
leaders to enhance leadership and decision-making skills.
iii. Customer Service Training: Programs to improve communication and service
delivery skills for staff interacting with campus users.
iv. Regulatory Compliance: Training on staying informed about and complying with
local, state, and federal regulations.
v. Sustainability Practices: Education on implementing and promoting sustainable
practices in daily operations.
vi. Technology Integration: Training on the use and maintenance of facility
management systems and smart building solutions where applicable.
vii. Emergency Response: Drills and training sessions to ensure staff are well-prepared
for emergency situations. This includes but not limited to fire and emergency
evacuation drills.
viii. Continuous Improvement: Programs focused on fostering a culture of continuous
improvement within the department.

The FM team is responsible of highlighting the needs for training and development to the
institution’s management in order to ensure adequate FM team are equipped with the best
knowledge to handle their roles efficiently and effectively.

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 7. Performance Measurement and Reporting:

The Facility Management Department employs key performance indicators (KPIs) and metrics
to assess its performance and effectiveness. Regular reporting mechanisms are in place to
communicate these results to relevant stakeholders. Key areas of measurement include:

i. Maintenance Performance: Metrics on response times, completion rates, and

overall effectiveness of maintenance activities.
ii. Safety and Compliance: Measurements of safety inspection results, compliance
rates, and effectiveness of emergency response plans.
iii. Space Utilization: Assessment of how well campus space is allocated and optimized
to meet the needs of different functions.
iv. Sustainability Impact: Metrics on energy conservation, waste reduction, and the
success of green building initiatives.
v. Technology Integration: Evaluation of the efficiency and reliability of facility
management systems and smart building solutions.
vi. Customer Satisfaction: Surveys and feedback mechanisms to gauge the satisfaction
levels of campus users.
vii. Budget Adherence: Monitoring of expenditures, cost control measures, and
adherence to budgetary constraints.
viii. Regulatory Compliance: Regular assessments to ensure compliance with local,
state, and federal regulations.
ix. Long-Term Planning Success: Evaluation of the successful implementation of long-
term plans for facility maintenance, renovation, and expansion.

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 8. Continuous Improvement:

The Facility Management Department is committed to a culture of continuous improvement.

Regular reviews and assessments of policies, procedures, and performance metrics are
conducted to identify areas for enhancement. Continuous improvement initiatives include:

i. Feedback Mechanisms: Soliciting feedback from campus users, stakeholders, and

staff to identify areas for improvement.
ii. Benchmarking: Comparing the department's performance and practices with
industry standards and best practices.
iii. Training and Development: Adapting training programs based on feedback and
emerging industry trends.
iv. Technology Upgrades: Keeping abreast of technological advancements and
upgrading facility management systems as needed.
v. Sustainability Innovations: Exploring new and innovative ways to enhance
sustainability practices and reduce the environmental impact.
vi. Collaboration Enhancement: Seeking opportunities to improve collaboration with
academic departments, administrative units, and external vendors.
vii. Emergency Response Drills: Regularly conducting drills to test and improve the
effectiveness of emergency response plans.
viii. Long-Term Planning Review: Periodic reviews of long-term plans to ensure they
align with the evolving needs of the institution.

By actively pursuing continuous improvement, the Facility Management Department ensures

that it remains adaptable, efficient, and aligned with the evolving needs of The University of
Stirling - RAK.

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Conclusion:

The Facility Management Handbook serves as a comprehensive guide for the Facility
Management Department at The University of Stirling - RAK. It outlines the department's
mission, goals, organizational structure, and key functions. The handbook further emphasizes
the contribution of facility management to the success of the university by providing optimal
learning environments, supporting research and innovation, fostering sustainability, and
ensuring the overall well-being of the campus community. With a robust organizational
structure, adherence to policies and procedures, ongoing training initiatives, and a
commitment to continuous improvement, the Facility Management Department remains
dedicated to creating and maintaining a safe, efficient, and sustainable campus environment.

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