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Scheduling of Facilities & Engineering Services Meetings (F&E.01.01.02)

Scheduling of Facilities & Engineering Services Meetings (F&E.01.01.02) - Policies, Administrative, UWHC, Department Specific, Facilities & Engineering Services

F&E.01.01.02

FACILITIES & ENGINEERING SERVICES DEPARTMENT
POLICY & PROCEDURE




Effective Date:
July 2015
X Administrative Manual
Computer Room Manual

PE.01.01.02


Original
X Revision
Page 1
of 2
Title: Scheduling of Facilities &
Engineering Services Meetings


PE.01.01.02 Scheduling of PE Meetings

I. Purpose:

To establish guidelines for scheduling meetings in the Facilities & Engineering
Services Department.

II. Policy:

Meetings shall be scheduled in the Facilities & Engineering Services Department
based on the following guidelines:
A. The Administrative Secretary is available to schedule meetings.
B. The Administrative Secretary has access to read all employees’ calendars.
C. Scheduling is done with an effort to minimize double booking.
D. Consideration is given to the Facilities & Engineering Services Vacation
Calendar.
E. Facilities & Engineering Services employees make every effort to attend
scheduled meetings and be on time.

III. Procedure:

A. Meetings will be scheduled at a time when everyone is available.
1) In the event that everyone is not available in a timeframe necessary for
the meeting, double booking of meetings will occur. The following
guidelines shall be followed to determine which meeting to attend:

i. If one conflicting meeting was requested by your supervisor, you
shall attend that meeting. If necessary, you shall reschedule the
other.
ii. If your supervisor determines that there is urgency to one
conflicting meeting, you shall attend that meeting. If necessary,
you shall reschedule the other.
iii. If your supervisor has no involvement in your conflicting meetings,
you shall determine which requires your attendance.
iv. If your attendance at both meetings is of equal importance,
reschedule one of the meetings.
v. Otherwise, you shall fully brief a representative to attend in your
place. The representative shall take notes of decisions made,
action required by you, and timelines for said action. You shall

FACILITIES & ENGINEERING SERVICES DEPARTMENT
POLICY & PROCEDURE




Effective Date:
July 2015
X Administrative Manual
Computer Room Manual

PE.01.01.02


Original
X Revision
Page 1
of 2
Title: Scheduling of Facilities &
Engineering Services Meetings


PE.01.01.02 Scheduling of PE Meetings

follow up with the meeting organizer with questions and
clarifications.

B. Planned Absences
1) In the event that a meeting is scheduled during a planned
absence, the following guidelines shall be followed:
i. Notify your supervisor. If he/she determines your attendance is
necessary, the Administrative Secretary shall reschedule the
meeting.
ii. Otherwise, you shall fully brief a representative to attend in your
place. The representative shall take notes of decisions made,
action required by you, and timelines for said action. You shall
follow up with the meeting organizer with questions and
clarifications.

IV. Coordination:
Continual Readiness Committee


Wayne Abbott
Director, Facilities & Engineering Services