Maintenance Policy

University of Jammu

Comprehensive Maintenance Policy for Buildings, Utilities, and Physical Infrastructure

The University of Jammu is committed to maintaining and enhancing its physical infrastructure to ensure its operational efficiency, safety, and sustainability. This policy provides a well-defined framework for the upkeep and management of buildings, sanitary systems, roads, electrical systems, water supply, lifts, air conditioning systems, and other related facilities. It seeks to promote effective maintenance practices that reduce disruptions, extend infrastructure longevity, and foster an optimal campus environment for academic and administrative excellence.

 1. Objectives

This maintenance policy aims to achieve the following objectives:

1.1 Provide a clean, safe, and conducive environment for all academic, research, and administrative activities.

 1.2 Ensure the durability and operational efficiency of the university’s infrastructure and facilities.

 1.3 Reduce downtime and disruptions caused by infrastructure failures through proactive and efficient maintenance practices.

 1.4 Promote cost-effective and environmentally sustainable maintenance strategies.

 1.5 Foster user satisfaction by promptly addressing maintenance concerns.

 2. Scope of Policy

This policy encompasses the maintenance of the following infrastructure and utilities:

Buildings : All academic, administrative, residential, and auxiliary structures, including auditoriums, canteens, and hostels.

 Sanitary Systems : Toilets, drainage systems, septic tanks, and waste disposal mechanisms.

 Roads and Pathways: Campus roads, pedestrian walkways, parking lots, and associated infrastructure, such as signage and lighting.

 Electrical Systems: Power supply networks, internal wiring, electrical fixtures, and backup systems, including generators and inverters.

 Water Supply: Pipelines, water pumps, water storage tanks, and drinking water systems.

 Lifts (Elevators): Passenger and service lifts in university buildings.

Air Conditioning Systems: Centralized and individual air conditioning systems in administrative buildings.

 3. Types of Maintenance

3.1 Preventive Maintenance

Objective:

Proactively maintain facilities to prevent potential breakdowns and ensure optimal functioning.

 Frequency: Scheduled maintenance activities at regular intervals (e.g., monthly, quarterly, annually).

 Activities: Routine inspections, cleaning, servicing, lubrication, and the timely replacement of consumables such as filters, batteries, and bulbs.

 3.2 Corrective Maintenance

Objective:

Address specific defects or malfunctions identified during inspections or reported by users.

Examples : Fixing plumbing issues, repairing electrical faults, replacing damaged fixtures, and patching structural cracks.

 3.3 Predictive Maintenance

Objective :

Leverage advanced monitoring systems and tools to predict potential failures and prevent disruptions.

 Examples : Monitoring electrical loads to prevent overloading, assessing wear and tear on lift components, and using sensors to identify HVAC issues.

3.4 Emergency Maintenance

Objective: Provide immediate responses to unforeseen breakdowns or failures that pose safety risks or disrupt operations.

 Examples: Addressing power outages, fixing burst water pipelines, resolving lift malfunctions, and managing storm-related damages

 4. Roles and Responsibilities

 4.1 University Administration

Allocate sufficient funds for all maintenance activities and emergency reserves.

Approve significant maintenance projects and monitor their progress.

 4.2 Maintenance Committee

  • Chaired by the Dean of Planning and Development, this committee oversees all maintenance operations, ensuring compliance with the policy.
  • Conduct regular inspections and audits of facilities to assess their condition and plan required interventions.
  • Coordinate with technical teams, vendors, and service providers for timely and efficient maintenance execution.

 4.3 Technical and Support Staff (UWD)

Perform routine maintenance activities, inspections, and repairs as required.

Maintain detailed measurement books of maintenance activities, including materials used, labor involved, and outcomes achieved.

 4.4 End Users (Students, Faculty, Staff, and Visitors)

Report damages, malfunctions, or safety concerns promptly to the designated helpline or authority.

Use infrastructure responsibly to minimize unnecessary wear and tear.

 5. Maintenance Guidelines for Specific Infrastructure

5.1 Building

Structural Inspections: Quarterly assessments of walls, ceilings, flooring, water tanks (over roof and sump) and other structural components to detect and address issues promptly.

Repair and Upkeep: Address structural cracks, water seepage, broken fixtures, and leaks without delay.

Renovations: Schedule comprehensive renovations, including painting, flooring replacement, and waterproofing, every 5–10 years or as required.

 5.2 Sanitary Systems

Repairs: Address blockages, leaks, and damaged sanitary fittings promptly.

Upgrades: Periodic replacement of outdated systems with more efficient, eco-friendly solutions.

5.3 Roads and Pathways

Inspections: Semi-annual assessments of roads, walkways, and parking areas for surface wear and tear.

Repairs: Timely pothole filling, resurfacing of damaged roads, and repainting of road markings and traffic signs.

Safety Enhancements: Install and maintain adequate lighting, reflective signage, and other safety measures.

 5.4 Electrical Systems

Routine Inspections: routine checks of wiring, distribution boards, and electrical fixtures to prevent faults.

Backup Systems: Regular servicing of inverters and generators to ensure uninterrupted power supply during outages.

Upgrades: Replace obsolete systems with energy-efficient alternatives such as LED lighting and smart energy meters.

 5.5 Water Supply

Routine Checks:  regular inspections of pipelines, water pumps, and storage tanks to identify leaks or inefficiencies.

Water Quality Monitoring:  Conduct regular cleaning of water tanks to ensure safe drinking water for compliance with safety and quality standards.

Conservation Measures:  Install water-saving fixtures, promote rainwater harvesting, and implement recycling initiatives.

 5.6 Lifts (Elevators)

Annual Maintenance Contracts (AMCs): Enter into agreements with certified vendors for periodic inspections, safety checks, and servicing.

Safety Systems: Ensure that lifts are equipped with functional alarm systems and backup power supplies.

Emergency Preparedness: Establish rapid-response protocols for handling lift breakdowns.

 5.7 Air Conditioning Systems

Preventive Maintenance: Quarterly cleaning, filter replacements, and checks on refrigerant levels and compressor performance for administrative building/ centralized facilities.

Efficiency Monitoring: Regular assessment of energy consumption to ensure optimal performance.

AMC s: Engage specialized vendors to handle preventive and corrective maintenance of HVAC systems for administrative building/ centralized facilities.

 6. Budget and Financial Provisions

 6.1 Annual Allocations : Dedicate a fixed percentage of the university’s annual budget to preventive and corrective maintenance activities.

 6.2 Emergency Reserve : Maintain a contingency plan to address unforeseen repair requirements.

 6.3 Cost Monitoring : Periodically review maintenance expenses to ensure cost-effectiveness and budget optimization.

 7. Sustainability and Safety Measures

 7.1 Utilize eco-friendly and energy-efficient materials and systems to reduce the environmental footprint.

 7.2 Implement water and energy conservation practices across the campus.

 7.3 Ensure strict compliance with workplace safety standards through trained staff in emergency response protocols.

 8. Monitoring and Evaluation

 8.1 Performance Indicators: Use metrics like downtime, repair frequency, and user feedback to evaluate maintenance effectiveness.

 8.2 Regular Audits: Conduct annual audits to assess the condition of infrastructure and identify areas for improvement.

 8.3 Policy Updates: Periodically revise the policy to integrate technological advancements, user feedback, and emerging best practices.

 9. Emergency Response Mechanism

Dedicated Helpline: Establish a 24/7 staff for reporting critical maintenance issues.

 Rapid Response Teams : Deploy skilled teams to address urgent issues like power failures, burst pipelines, or lift malfunctions.

 Clear Protocols: Define comprehensive communication and action protocols for emergencies, including evacuation plans for lift failures.

 10. Policy Review and Updates

The Maintenance Committee will review this policy annually to ensure alignment with evolving technologies, institutional needs, and user expectations. Updates will incorporate lessons learned and new opportunities for efficiency and sustainability.

 This policy underscores the University of Jammu's dedication to fostering a campus environment that meets world-class standards, aligning with its mission to excel in academic, research, and administrative pursuits. By implementing effective, efficient, and sustainable maintenance practices, the university aims to ensure its infrastructure remains safe, operationally sound, and conducive to the holistic growth of its students, faculty, and staff.