The Facilities Management Department of the Harford County Public Schools receives approximately 14,500 formal work requests (those requiring a Work Order) per year from schools and offices, and generates approximately 950 Preventive Maintenance Work Orders as well. Minor repairs and replacements can sometimes be handled by the Building Engineer, Building Custodian, or the custodial staff.

Problems that come to the attention of the principal of a given school are processed by in-school personnel submitting work requests (Work Orders) via the Maintenance Direct Computerized Maintenance Management System. Problems come to light through regular inspections by Facilities Management and observation and reporting by students, staff, and members of the public. Each site has a minimum of two individuals—normally the Secretary and Building Custodian— who are permitted to send requests to Facilities at the discretion of the building’s primary administrator, the school’s principal. This process avoids duplication, prevents confusion, and allows more direct and immediate action by custodial staff for correction of minor problems.

Facilities Management also handles the disposal of property (through a required form, Disposal Form 31) and the movement of heavy materials from one location to another. The disposal process requires several levels of pre-approval and ensures that valuable used items that might be sold or used elsewhere in the HCPS are properly directed and treated. The process also ensures lawful and proper destruction of those materials that are confidential or environmentally sensitive.

Please note that emergencies and problems directly and significantly affecting the health and safety of our students and employees always receive the most immediate attention. Conversely, those Work Orders not immediately attended to may have a lower priority due to emergency work demanding staff time. Furthermore, a Work Order may be awaiting needed personnel, materials, or even a capital improvement to be accomplished. If you notice a problem in a public school building or on the grounds of a public school, first contact a building administrator of that school (see “How to Report a Facilities Problem”).

Of course, any situation demanding immediate attention by civil authorities (for example, a fire or a door forced open suggesting a break-in) should be reported by calling 911.

However, those problems not requiring fire, police, or emergency medical technicians but involving the physical condition of a public school building or grounds should be reported as soon as possible with a phone call to one of the building administrators for that affected school. A complete list of building administrators (principals and assistant principals) and phone numbers is available in the Schools Directory

Be sure to include all information you can so that the problem or situation can be remedied as soon as possible. Please note that emergencies and problems directly and significantly affecting the health and safety of our students and employees always receive the most immediate attention. The issue or problem you report may not demand immediate remedy; it is still important to us to fix it a soon as we can. Nevertheless, some situations may be awaiting personnel time, needed materials, governmental agency supervision or procedure, or even a capital improvement. Your building administrator may be able to explain a delay in repair.

If, after consulting with a building administrator, you feel additional information or response is needed, please use our email contact site, HCPS Contact Form. When you are prompted for a subject to select for your message, use “Reporting a Facilities Problem.” Be sure to include all the information available including the exact nature and location of the problem, the administrator with whom you’ve spoken, and the date of your original call. Appropriate central administration personnel will be in contact with you within one or two working days.