Submit and Check on Work Orders

Introduction to Our New Work Order System

Use our online work order application to enter requests easily and track them in real time. Before you start, you'll need:

  • Your UNI
  • The location of the issue or problem
  • If the request is chargeable, please have your ChartString ready. Chargeable requests are requests that are not part of the routine management of the campus. For more information, visit our A-Z of Services and our Rates for Chargeable Services pages.

Having trouble submitting a work order?

We are actively working to improve our work order system and are seeking remedies for the following issues:

  • 64-Character Limit on Description Field: The character limit for the description field of your work order is 64 characters. Characters include letters, numbers, punctuation, and spaces. If you would like to submit a longer description or instructions, please attach a Word document to your work order with your full request.
  • ​Work Order Number Is Your UNI: If you receive your "UNI" as your work order number, the system has not accepted your work order. Please contact us with the details of your request so we may submit it on your behalf.

How to Submit a Work Order

Step 1: Tell us about yourself

To get started, log in using your UNI.

In the first screen:

  1. UNI and Name: These fields will auto-populate.
  2. On Behalf Of: Are you making this request on behalf of someone else, such as a colleague or supervisor? Use the spyglass icon to look up that person using their UNI or first and last name.
  3. Preferred Phone: Sometimes, we need to ask follow-up questions before we can perform the work. Let us know what phone number we can use to reach you.

Tip: As you fill out the form, each choice you select will appear in a box on the right-hand side titled "What have I selected so far?" This is an easy way to keep track of your selections.

Step 2: Where is the issue or problem located?

Columbia University Irving Medical Center is a sprawling campus. Tell us where the problem is, using one of these two methods:

  1. Use the spyglass icon to open up a keyword search for your location. You can search by the short building name (such as "Black" for the William Black Building) or by your office number (such as 101).
  2. Use the plus sign icon to open up a drill-down of locations across the campus. You can drill down by clicking on successive location names. Please narrow your selection as much as you can. When you're ready to select a location, click the blue circle that appears to the left of the location name.
    • If the issue is in an office, lab, or classroom, search the non-residential side.
    • If the issue is in a dorm or apartment, search the residential side.

Once you've made your selection, the question field will automatically populate with a "smart number" that we use internally to mark the location. The Location Description field will populate with the location name.

Step 3: What is the problem?

  • Category: Select the category that covers the issue, like Air Conditioning/Heating or Lab Fixtures/Services. You'll be able to narrow your request and add more information later in the process.
  • Attach File (Optional): Do you have a photo of the issue or problem? You can use this feature to attach the photo or any relevant documentation, like insurance proof for movers. If you're on a mobile device, it's easy to attach a photo from your camera. If you have detailed instructions for us, please attach them here.
  • Details:
    • On the next screen, you'll be asked to select a subcategory for your issue, or provide additional information related to the work. For example, if you requested assistance for an event, you'll be asked to provide the date and times of the event.
    • Before you submit your request, we will also ask you to provide a text description of the issue. Please note, this field has a 64-character limit. Characters include letters, numbers, punctuation, and spaces. If you would like to submit a longer description or instructions, please attach a Word document to your work order with your full request. You can also email us additional information to include with your request; just be sure to specify the work order number.

Chargeable Requests and Estimates

  • If your request is chargeable, you will also be asked to provide your ChartString before advancing. We will not bill the ChartString until after work has been completed.
  • If you request an estimate for chargeable work, it may take several days to receive it. Once an estimate is issued, you have 30 calendar days to approve it. Work will begin only after you have approved the estimate. Please look out for an email from our work order system with the estimate.​

Step 4: Submit your request

When you have finished adding your information, you will see a summary screen that shows all the Collected Information. Please review this for accuracy.

If everything looks good, select Submit. You will be receive a work order number, which you should use for any follow-up inquiries, whether by phone or email.

Tips:

  • System Error: Work Order Number Is Your UNI: If you receive your "UNI" as your work order number, the system has not accepted your work order. Please contact us with the details of your request so we may submit it on your behalf.
  • If more than one person has recently submitted a work request similar to yours, our system will flag it as a potential duplicate. You will have the opportunity to cancel your work request, or submit your request anyway.

How to Check on the Status of a Work Order

Step 1: Log in to Work Order System

To get started, log in to our web application using your UNI.

In the main menu bar at the top of the page, select the tab labeled My Requests.

On this page, you will see all your current and closed requests. You can check on the status of a request and note when it was last worked on. Work orders that have been closed will only be available for 30 days after closing.

Step 2A: If your request is not chargeable...

When you check on your requests, you will be able to see their respective statuses.

Below are the statuses that many of our non-chargeable work orders pass through on their way to completion. The asterisk (*) next to a status name indicates that you will receive an email notification when your work order has reached that stage.

  • Waiting Assignment*​
    • At this stage, we are determining if the work falls under our division's purview and if we can perform the work. If we cannot perform the work, we will cancel your request, the status will change to "Canceled," and you will receive an email with an explanation.
  • Assigned*
    • The work has been assigned to a member or members of our team.
  • In Progress
    • Work has begun. If the work cannot be completed, we may need to reassign or reschedule the work. Some reasons may include if we cannot access the space or if the issue is more complex than initially thought. In facilities-related emergencies, we may also need to temporarily reassign our personnel to resolve the urgent issue first.
    • Waiting Material: Sometimes, we don't have all the materials we need available to us on-site. In that case, we must order the materials to complete the work.
    Waiting Close*
    • At this stage, our team members have reported that they have completed the work. You will receive an email notification and you'll have the opportunity to let us know if the work has been completed to your satisfaction.
  • Closed
    • After 30 days, the work order will automatically be marked as closed by our system. You will see this status on older work orders that have been completed a month earlier.

Step 2B: If your request is chargeable and you do not need an estimate...

When you check on your requests, you will be able to see their respective statuses.

Below are the statuses that many of our chargeable work orders pass through on their way to completion. The asterisk (*) next to a status name indicates that you will receive an email notification when your work order has reached that stage.

  • Waiting Approval*
    • At this stage, we are determining if the work falls under our division's purview and if we can perform the work. If we cannot perform the work, we will cancel your request, the status will change to "Canceled," and you will receive an email with an explanation.
  • Waiting Plan
    • We are determining the labor and materials needed for this work.
  • Waiting Schedule
    • We are scheduling the labor, which may include our own personnel or outside contractors, and coordinating with the space occupants if necessary.
  • Assigned*
    • The work has been assigned to a member or members of our team.
  • In Progress
    • Work has begun. If the work cannot be completed, we may need to reassign or reschedule the work. Some reasons may include if we cannot access the space or if the issue is more complex than initially thought. In facilities-related emergencies, we may also need to temporarily reassign our personnel to resolve the urgent issue first.
    • Waiting Material: Sometimes, we don't have all the materials we need available to us on-site. In that case, we must order the materials to complete the work.
  • Waiting Post*
    • Our team members have reported that they have completed the work. You will receive an email notification and you'll have the opportunity to let us know if the work has been completed to your satisfaction.
  • Waiting Close
    • After the work has been completed, our team will review the cost of labor and materials so that the work can be billed.
  • Closed*
    • You will receive an email when your ChartString has been billed. We recommend that you share this email confirmation with whomever handles accounts on your team.

Step 2C: If your request is chargeable and you need an estimate...

When you check on your requests, you will be able to see their respective statuses.

Below are the statuses that many of our chargeable work orders that require estimates pass through on their way to completion. The asterisk (*) next to a status name indicates that you will receive an email notification when your work order has reached that stage.

  • Waiting Approval*
    • At this stage, we are determining if the work falls under our division's purview and if we can perform the work. If we cannot perform the work, we will cancel your request, the status will change to "Canceled," and you will receive an email with an explanation.
  • Waiting Plan
    • We are determining the labor and materials needed for this work.
  • Waiting Estimate Approval*
    • If you have requested an estimate, you may see this status when you check your work orders in our online system. This means that an estimate has already been emailed to you, and we are waiting for your confirmation via email at cumc.facilities@columbia.edu. Remember, an estimate must be approved within 30 calendar days of issuance. Otherwise, the work order will be canceled. You will receive an email confirmation when you approve your estimate.
  • Waiting Schedule
    • We are scheduling the labor, which may include our own personnel or outside contractors, and coordinating with the space occupants if necessary.
  • Assigned*
    • The work has been assigned to a member or members of our team.
  • In Progress
    • Work has begun. If the work cannot be completed, we may need to reassign or reschedule the work. Some reasons may include if we cannot access the space or if the issue is more complex than initially thought. In facilities-related emergencies, we may also need to temporarily reassign our personnel to resolve the urgent issue first.
    • Waiting Material: Sometimes, we don't have all the materials we need available to us on-site. In that case, we must order the materials to complete the work.
  • Waiting Post*
    • Our team members have reported that they have completed the work. You will receive an email notification and you'll have the opportunity to let us know if the work has been completed to your satisfaction.
  • Waiting Close
    • After the work has been completed, our team will review the cost of labor and materials so that the work can be billed.
  • Closed*
    • You will receive an email when your ChartString has been billed. We recommend that you share this email confirmation with whomever handles accounts on your team.