Submit and Check on Work Orders

On Wednesday, August 15, we launched our new, enhanced work order request form.

How to Use to Our Work Order System

Instructions


How to Submit a Work Order Request

Step 1: Gather Information

Before you start, you will need the following:

  • 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.

Step 2: Log In and Get Started

  1. Visit our work order system.
  2. Log in with your UNI. If you do not have a UNI, you may ask a colleague with a UNI to place the request on your behalf.
  3. Select "Create" at the top left.
  4. You will be prompted to indicate what type of request this is: non-residential or residential. If you are in an academic, administrative, or research space (such as a classroom, office, or lab), select non-residential. If you are seeking support for your on-campus apartment, select residential
EZRequest home screen
Our work order system features several tools and resource on its home screen. You can also use the link at the top right to Log Out.

Step 3: Confirm Your Contact Information

Work order screen in EZRequest system
Tip: The green highlight indicates what type of request you are making. If you need to change from non-residential to residential, or vice versa, make the selection at the top. Please note, if you change the type of request, whatever information you have already provided will be deleted and you will have to start again.
  • Provide Your Information: If you are in our system, your information will auto-populate with contact information from our directory.  If your information is incorrect, please contact our Customer Service Center so we can update your information on the ticket. You can call 212-305-HELP (4357), option 3, for support.
  • Are you making this request on behalf of someone else? If so, indicate “yes” and leave their information. This helps us know whom to contact if we have further questions.

Step 4: Provide the Location

EZRequest location information questions
Tip: No need to use the dropdown list! Start typing your location to view suggestions.
  • Location: Building and Floor. You must provide the building and floor where the issue is located. As you start typing, the form will suggest possible matches so you don't need to scroll through the entire list.
  • Room or Additional Location Information. If you can, please include the room number. If you do not provide a room number, you must supply additional location information, such as “men’s restroom.”

Step 5: Tell Us About the Issue

EZRequest category instructions
Tip: Unlike in previous iterations of our work order form, the details field is practically limitless! Use this opportunity to let us know as much about the issue as you can.
  • Category: Select the category that covers the issue, like Air Conditioning/Heating or Lab Fixtures/Services. Start typing and our system will suggest categories. Use sub-category and issue/problem to narrow down your request.
  • Detailed Description: Please provide as much detail as you can about your request so our team can respond.
  • Add Attachment: 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. Use this area to help illustrate for our team the issue you are noticing.

If everything looks good, select Submit. You will be receive a work order number. Please use this with any follow-up inquiries, whether by phone or email.

Chargeable Requests

EZRequest chargeable screen
Tip: Our fields are smart to help you minimize potential errors in accounting information.
  • If your request is chargeable, you must provide your ChartString before advancing. We will not bill the ChartString until after work has been completed. Use the magnifying glass to input your information.
  • 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.​ You can also review our Rates for Chargeable Services.

Residential Requests

EZRequest residential questions
Tip: Help us respond to your issue effectively by answering these questions about your housing.
  • If this is a request for a residential space, please provide us permission to enter your space to address your concern. Please also advise if there are minors or service animals in the area that our team should keep in mind.

 


How to Check the Status of a Work Order

Step 1: Log In

  1. Visit our work order system.
  2. Log in with your UNI. Please note, work orders will only appear under the UNI of the original requestor.
  3. Select "My Requests" at the top left.

Step 2: Review My Requests

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

Non-Chargeable Requests

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 Closure*
    • 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.

Chargeable Requests (No Estimate Requested)

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 Closure
    • 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.

Chargeable Requests (Estimate Requested)

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 Closure
    • 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.