Submitting a NetFacilities Work Order

• Log in to NetFacilities (https://system.netfacilities.com/ldap/register)
• Use your New School Single Sign On user name and password (full email address - NetID@newschool.edu - do not use your email alias)
• First-time users will be asked to register with the system. This is a one time process and is only required when first using the system.

• Click Work Order Tab

• Choose your Sub-Site/building from the drop down menu (i.e. I Arnold Hall (55 West 13th St))
• Choose your Area/building location from the drop down menu (i.e. 202- Theresa Lang Center)
• Enter detailed Location Description- Enter a designated area within a space that is not available in the Area drop down menu (i.e. hall way outside of room)
• Enter Start Date & Time of service needed
• Select Service Type (choose Room set-up for events)
• Choose Symptom & Task (if applicable)
• Enter detailed Service Description (Enter detailed request (see event/room set-ups below)
• Choose Priority Level (default setting: Normal)
• Click Submit

For Event/Room Set-up Request

• When choosing a room for your event:
• Consider the room capacity (Please note: Maximum capacity will decrease when furnishings are added)
• Reserve Room via 25Live
• Furnishings are not moved outside of designated locations (if allowable some furnishings may be relocated within the room)
• All event/room set-ups require a 72-hour advance notice. All events require additional time for the set-up and the breakdown of the room (time varies according to location and set-up requested).
• Room set-ups require a detailed Service Description.
• Room Reservation from 25Live (reservation must be confirmed in order for the NetFacilities work order to be approved)
• Service Description must include:
• Reservation Code
• Set-up Time
• Start Time
• End Time
• Comments/Description
• Contact person’s name & number
• Furniture set-up:
• Indicate event format (i.e. lecture, reception, meeting)
• Tables: quantity, size, and placement
• Chairs: quantity and placement
• Miscellaneous request (i.e. Marley floor, stanchions)
• For UC: telescopic/wagon seating
• Attach floor plan/layout if needed
• Event rentals: You must provide a Certificate of Insurance (COI) form the Rental company (see attachment). All COIs will need approval from the Office of General Counsel.
• For any outside furniture, clothing and/or material must have proof they are pest free and flame retardant.
• Facilities is not responsible for rental furnishings or equipment. The rental company/contractor must set-up and breakdown their own equipment/furnishings.
• Rentals should be dropped off and picked up on same day as event. Facilities cannot store any rentals.
• Walk-throughs (prior to work order approval) may be required for large events, extensive set-ups, multiple locations, VIP attendance or special requests. All special layout requests will need a floor plan/diagram submitted prior to approval for review from Paul Gottlieb (Fire/Safety) and Monika Jackowski/Janice Shaman (Facilities) and may if needed approval from Mike Biondo (Security) and Mark Fitzpatrick (IT/AV).
• Requests for events that do not fall within the university scheduled building hours will require advance notice and special permission. Permission to extend building hours must be submitted via a work order for review and approval by Monika Jackowski (Facilities) and Mike Biondo (Security). All extended building hour requests must include a work tag for the extra staffing required for your event. Fees vary depending on the building location. Additional fees may also occur should additional Facilities and/or Security staffing is needed.
• Catering requests
• Outside caterer must provide COI
• Open flames and/or sternos are not permitted (must adhere to fire code)
• Requestors are responsible of removing any unused food at the end of the event

After a work order has been submitted, a requestor may

• Update a work order – make any necessary changes. Please note: you will not have the ability to submit changes via the Net Facilities system once a work order has been approved. You must contact Facilities for any changes needed after a work order has been approved.
• Discussion – Communication between requestor and Facilities team member. You must choose an email recipient otherwise Facilities will not receive a discussion email.
• Discussion field
• Enter your message in the outgoing message field
• Select email recipient (You must select an email recipient from the drop down menu. If Facilities Management is not chosen, we will not receive the discussion email)
• Click Save or Save & Close
• Optional – cc any Facilities administrators listed from the drop down menu

• Add attachment – Add any files/documents that are pertinent to the work order (i.e. floor plans, room layout, images). You must notify Facilities when an attachment has been added after the work order has been approved

• Once you submit your work order, you will receive an email confirmation from alerts@netfacilities.com

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