[alisonward]

Sara,

It’s funny you posted this as I have initiated the same thing here at UTK. If you get any hits, please let me know.?

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Alison Ward
Associate Director for Facilities and Operations
University of Tennessee
Knoxville TN
(865) 974-3692
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Original Message:
Sent: 01-17-2025 15:19
From: Sara Cope
Subject: Standard Operating Procedures Document?

Greetings!

I’m writing to see if anyone can share an example of an SOP ? Standard Operating Procedures ? document for your Student Center(s).  We are working on one for our department, and while it may get called different things, the gist is that it will be a manual that describes all our processes, procedures, resources, space, AV ? all in one. Please reply here or email me directly at sara.cope@vanderbilt.edu with any documents or comments.  Thank you!!

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Sara Cope
Associate Director, Facilities and Operations
Vanderbilt University
Nashville TN
(615) 875-8395
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[schultztl]

Sara – I’d be very interested in this as well.? We’ve needed one for quite some time.?

Thanks, Tracy Schultz?

University of Missouri

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Tracy Schultz
Director of Facilities, Business Operations
University of Missouri
Columbia MO
(573) 884-8903
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——————————————-
Original Message:
Sent: 01-17-2025 15:19
From: Sara Cope
Subject: Standard Operating Procedures Document?

Greetings!

I’m writing to see if anyone can share an example of an SOP ? Standard Operating Procedures ? document for your Student Center(s).  We are working on one for our department, and while it may get called different things, the gist is that it will be a manual that describes all our processes, procedures, resources, space, AV ? all in one. Please reply here or email me directly at sara.cope@vanderbilt.edu with any documents or comments.  Thank you!!

——————————
Sara Cope
Associate Director, Facilities and Operations
Vanderbilt University
Nashville TN
(615) 875-8395
——————————

[Robert Rouzer]

Hi Sara,

I went through this exercise for student building managers many years ago.? My main purpose then was to use the procedures as a training manual.? We selected potential managers primarily from the students working in the building since that gave us a chance to have observed their performance.? Based on the number of graduating managers, we put together a cohort of potential managers in January each year and then did training with them one evening a week for about 8 weeks.? After that, they started shadowing with the current managers so that, when senior week came and all the graduating managers wanted to spend time with (party) with their friends, we had a crew ready to step in.?

Anyway, after years of reviewing performance excellence award applications from all sorts of organizations, I can give you some tips for your procedures (processes) documents.

• Keep each item as simple as possible.? The title of the item should tell exactly what the task is.? In other words, “Setting up a Mic on a Podium” is better than “How to do AV”.
• Have the people who currently do each task write down the steps that they follow for that task.? This will likely point out variability and help you to refine the procedures.
• Review each step in the procedure looking for steps that “add value” and steps that do not.? You goal is to eliminate non-value added steps.?
• Note on the procedure who is responsible for each procedure and change make changes.
• Date the procedure and be sure that there is a place to note updates.
• Regardless of any updates, each procedure should be reviewed periodically and the date of the next review should appear on the document.
• Procedures that involve equipment should note inventory numbers as well as regular maintenance routines and who is responsible for them.

Last, don’t try to “eat the elephant” all at once.? Put together a format and document one procedure.? Ask your colleagues if if makes sense to them.? Refine as needed and move on the the next item.? Over time, you’ll have your manual.

This kind of project is a lot of work but it is worth the effort!

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Robert Rouzer
Gallatin TN
(615) 527-7707
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Original Message:
Sent: 01-17-2025 15:19
From: Sara Cope
Subject: Standard Operating Procedures Document?

Greetings!

I’m writing to see if anyone can share an example of an SOP ? Standard Operating Procedures ? document for your Student Center(s).  We are working on one for our department, and while it may get called different things, the gist is that it will be a manual that describes all our processes, procedures, resources, space, AV ? all in one. Please reply here or email me directly at sara.cope@vanderbilt.edu with any documents or comments.  Thank you!!

——————————
Sara Cope
Associate Director, Facilities and Operations
Vanderbilt University
Nashville TN
(615) 875-8395
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