Emergencies P&F Assist Help Desk  

Cleaning responsibilities at UQ are broken into precincts. At St Lucia we have 6 precincts, Gatton and Remote Sites. Building Service Officers (BSO) are responsible for ensuring that cleaning is undertaken in their allocated precincts as per scheduled requirements and are the first point of contact for ad-hoc job requests.

A cleaning contractor is engaged at all of UQ’s sites, with the exception of the Gatton Campus, where an in-house team is employed to undertake the cleaning duties.

Making a cleaning request

To request a cleaning service, report a missed service, report a spill etc. at any UQ site:

Log your service request through your ARCHIBUS Nominated user: ARCHIBUS Service FM
OR contact PF Assist - Phone: 336 52222
Email:   pfassist@pf.uq.edu.au
Location:    PF Assist Reception, Prentice Building (42), St Lucia campus

Day Cleaning at UQ

Building activity over recent years has delivered more complex building designs and a large increase in space at UQ. Simultaneously, there has been a move towards increased activity in 24/7 student learning spaces and greater use of facilities at weekends. Together, these factors put an additional pressure on the cleaning budget as we try to ensure that our spaces are always presented to reflect the standards of a world class University.

Property and Facilities is constantly seeking ways to keep costs under control and had identified that the introduction of day-time cleaning could assist in this effort. A trial implementation of day-time cleaning was conducted and day cleaning was rolled out to UQ in 2015.

Why day cleaning?

  • Better value for P&F cleaning budget
    This is because savings can be achieved by avoiding the penalty rates paid for night-time cleaning.
  • Less productivity benefits available from night-time cleaning
    In the past the cleaners had unrestricted access to spaces overnight and were able to get work completed quickly. With the advent of a 24/7 UQ work environment these productivity gains are no longer available.
  • Proven solution
    Day-time cleaning has been successfully introduced in other Australian universities. Over the past two years, day-time cleaning has been introduced by P&F to all new buildings, including AEB, GCI and OHC at Herston. In each case there has been a reduced cost and the occupants have been pleased with the results.

Main benefits

  • Significant Value Improvements
    Night-time services attract penalty rates of pay and therefore are more costly than a day-time service. Day-time cleaning allows for savings to be achieved and these can be re-directed to address increased service needs in the busiest student areas.
  • Sustainability Improvements
    Day-time cleaning can assist UQ in achieving its sustainability objectives. Night-time cleaning requires lights to be on, and occasionally air-conditioning. By cleaning in the day-time lighting and air-conditioning is already operating.
  • Operational Benefits
    • Cleaners access offices when they are occupied during the day. This reduces the security risks associated with rooms occasionally left open by mistake.
    • Natural light allows for better cleaning results, especially with glass and polished surfaces.
    • With day-time cleaning schedules cleaners are constantly in view and this reduces the opportunity to take short cuts and improves accountability.
    • Cleaners have to travel from building to building during their shift. In remote areas daylight provides a safer environment for travel between areas.
    • Improved response times for spills due to immediate availability of cleaners on site.

Minimising disadvantages

P&F recognises that there may be some disturbances within a work area when cleaners enter the space during normal work hours. These disturbances are reduced by the contractor:

  • Training the cleaning staff with regard to correct protocol
  • Ensuring that interruptions are minimised by having all tasks completed quickly and efficiently
    In most instances cleaners will be in and out of a work area within a few minutes and generally this occurs just once weekly within a predetermined time slot.

When introducing day-time cleaning to new buildings over the past two years, P&F consulted with building occupants and worked with them to reduce the impacts. Among the changes adopted following this consultation were:

  • Improvements to scheduling
  • Introduction of new and quieter vacuum cleaners
  • Reduction in chemical smells
  • Protocol regarding access

It is expected that additional issues may arise in the future and that suitable solutions will be available.

What hours apply?

Day-time cleaning is concentrated in the periods between 6.00am and 10.00am in the mornings and 6.00pm and 10.00pm in the evenings. Scheduling is put in place to ensure that student teaching areas such as lecture rooms and laboratories, and associated spaces are cleaned outside of teaching times. The timeframes have been established through testing and consultation in those buildings where day-time cleaning has already been implemented successfully.

In general the following time frames apply:

  • 6am to 10am for areas of high occupancy and use
    These include lecture theatres, seminar rooms and meeting rooms as well as foyers and toilets in highly trafficked areas. Cleaning of all teaching spaces will be completed before classes.
  • 10am to 2pm for areas of lower occupancy and use
    These include offices, corridors, staff common rooms and toilets.
  • 6pm to 10pm for high risk (OHS) and high use areas

 

Daytime Cleaning Etiquette for Building Occupants & Cleaning Staff

It is important that the cleaners are able to undertake their tasks quickly and efficiently and that building occupants allow cleaners the time required to clean their personal office spaces. Generally this only takse a few moments on a weekly basis. Cleaners undertake training in day cleaning etiquette according to a set of guidelines. Guidelines for building occupants and cleaning staff is available here.

Please take time to examine the Cleaning Scope of Works. This document provides important information for building occupants regarding the scope and limits of the contracted cleaning services, and how to request services that are not included in the scope of works.

Cleaning Schedules

For information on the Cleaning Schedule for your building please phone your Building Services Officer or PF Assist on 52222.

 

Cleaning Schedules for Buildings

Building cleaning schedules are available on request, please talk to your BSO. Precinct map and contacts available here.

Scope of Work for Cleaning

For detailed information on the cleaning tasks for each space please refer to the cleaning scope.  If the cleaning scope is not being followed in your space, please please talk to your BSO or log a job in Archibus, with the details so that we can follow up for you as soon as possible.

 

    The table below outlines the standard cleaning frequencies for different space types across UQ. Standard cleaning is undertaken Monday to Friday. Please note that some areas will differ slightly as required and agreed and according to the schedule for the building.

    Standard Cleaning Frequencies (Monday to Friday)
    Area Standard Frequency
    Offices (including office rubbish bins) Weekly
    Toilets/Showers/change rooms Daily
    Classrooms/seminar rooms Weekly or 2 x weekly
    Kitchens/common rooms Daily
    Meeting rooms Weekly
    Laboratories Weekly
    Centrally Controlled Lecture Theatres Daily
    Store rooms Monthly
    Photo copy rooms Weekly
    Internal Public areas Differs according to use - refer to schedule for building
    Libraries Daily (larger libraries only)
    24/7 student learning centres 3 x Weekly
    Stairs Weekly
    Lifts Weekly
    Building Externals Weekly
    Central Campus external areas (Campbell Place, Great Court, Mansfield Place, Bus Stops, Staff house Rd) Daily
    Precincts External Weekly

     

At St Lucia, a Cleaning Response Team is in place who undertake specific daytime cleaning duties in busy areas and also respond to cleaning requests as they come through. At Gatton, the in-house team will respond to urgent requests. This will include cleaning of water leaks, large spills, broken glass and any other cleaning which needs to be undertaken in a timely manner for occupational health and safety reasons. To request this service please telephone your BSO, phone PF Assist on 52222 or log a job in Archibus. Precinct map and contacts available here.

General ad-hoc cleaning - funded by P&F
Type of cleaning Frequency Note
Spot Cleaning of carpet As required Cleaning of small spills such as coffee or other food or liquid, toner etc. that requires a quick response to prevent staining
Office Cleanouts As required/on request Undertaken as staff/furniture is moved from one office space to another. This does not include periodic cleans
Response Cleans As required For any situation which requires an immediate response such as broken glass, large water spills, anything that presents an occupational health and safety risk etc.
General ad-hoc cleaning - not funded by P&F
Appliance Cleans (Fridges & Microwaves) As required/on request Can be undertaken on request, either at regular intervals or as required at the cost of the requester (charged at the current hourly rate)
Window coverings (blinds and curtains) As required/on request As required at the cost of the requester. Price will be quoted for each job

 

In addition to the standard cleaning schedules, Cleaning Services is responsible for the organisation and management of periodic cleaning as per the tables below. The Building Services Officer is responsible for checking that all work undertaken is completed to an acceptable standard prior to approving the job to be charged. BSO will undertake audits of student focused spaces at the end of each year and prioritise the cleaning requirements so that a periodic cleaning schedule can be developed for the following year. Precinct map and contacts available here.

Periodic Cleaning- Cleaning Services Funded
Note These spaces will be included in P&F’s periodic cleaning scope and will be dependent on budget allocations.
Floor Type Area included How it is prioritised
Carpeted Floors/Vinyl Student focused areas such as libraries and learning centres
Centrally controlled lecture theatres, public areas, public hallways and public foyers, non-research laboratories
These spaces are prioritised by BSO & School/Centre staff and scheduled at the beginning of each year according to a defined budget
Upholstered Furniture In student areas only (libraries, learning centres) These pieces of furniture are prioritised by BSO, School/Centre staff and scheduled at the beginning of each year according to a defined budget
Windows- External A periodic schedule is in place for window cleaning and will be implemented annually These spaces are prioritised by BSO & School/Centre staff and scheduled at the beginning of each year according to a defined budget
Windows- Internal Internal- Student focused areas such as libraries and learning centres
Centrally controlled lecture theatres, public areas, public hallways and public foyers & other areas identified by BSO
These spaces are prioritised by BSO & School/Centre staff and scheduled at the beginning of each year according to a defined budget
Showers All showers with shower curtains Install new shower curtains as required. To be checked by BSO annually
Periodic Cleaning- Not funded by Cleaning Services
Note It is best to schedule spaces with your BSO early to ensure that you get the best value for money as there is generally a minimum area cost.
Floor Type Area included How it is prioritised
Carpeted Floors/Vinyl Office areas, meeting rooms, seminar rooms (not centrally controlled), clinics, research laboratories, Institutes,  non-UQ leased spaces, other, non-defined space, furniture outside of student focused areas These spaces are prioritised by BSO & School/Centre staff and scheduled at the beginning of each year
Upholstered Furniture In any area which is not a student area These pieces of furniture are prioritised by School/Centre staff and scheduled at the beginning of each year
Windows- Internal In any area which is not a student area These spaces are prioritised by BSO & School/Centre staff and scheduled at the beginning of each year
Windows- External In any area which has been cleaned within the last 3 years These spaces are prioritised by BSO & School/Centre staff and scheduled at the beginning of each year

 

The cleaners undertake a general laboratory induction prior to working in any laboratories at UQ and undertake cleaning according to a specific scope of work. Only laboratories which have completed the PF118 Hazards in Laboratories Form (required annually) will be cleaned.

If your laboratory has special requirements and requires the cleaners to undertake a site-specific induction prior to cleaning, please ensure that this is noted on the PF118 Hazards in Laboratories Form when completed so that it can be arranged.

Campus Services manages the cleaning standard according to an agreed set of KPI’s which are monitored on a weekly or monthly basis.

As part of the monitoring process, a minimum of 30 buildings per month are audited across all UQ sites jointly by a UQ staff member and a representative of the contractor. Audit results are updated regularly. At Gatton, audits are conducted by the BSO on a regular basis.

In addition to building audits undertaken by UQ and the contractor, from time to time, Campus Services engages an external auditor to provide feedback on the standard of cleaning being delivered under the contract and also by the internal cleaning team at our Gatton campus.


 

More Information:

Cleaning Section Contacts

St Lucia Campus Precincts Map