Facilities Facts

CONTACT & HOURS

 

Events Set-Up Facts

The Event Setup Request Form is designed to streamline event coordination by serving as a single point of submission for facility-related needs.

  • All events, regardless of size, must be submitted through the Event Setup Request Form.
  • Please provide complete and accurate details to ensure your request is fulfilled correctly.
  • Requests may be updated after submission if changes are needed.
  • For multi-day events, submit a separate request for each day.

Important Guidelines

  • Tables and chairs must not be moved from their assigned rooms.
  • All rooms and outdoor spaces must be reserved and confirmed through 25Live.
  • 25Live is used for space reservation only; facilities setup needs must be submitted through the Event Setup Request Form.
  • Reservations ensure appropriate services, including HVAC.
  • External users must follow the District’s facility use process via Facilitron.
  • Submitting information within a specific service section will generate a work request to that department. Leave sections blank if services are not needed.
  • College Police are notified of all events for campus safety purposes.
  • Attach setup diagrams or layouts when available.
  • Large events should include a logistical planning meeting.
  • A shared events calendar (Events@miracosta.edu) is available for campus-wide visibility.

Understanding Utility Carts 

Eligibility and Training

Employees must complete Risk Management - Utility Cart Safety Training and approval prior to operating a utility cart. Refer to the Risk Management website for requirements.

Reservations

Utility carts are reserved through Facilitron. Advance reservations are recommended.

Key Pickup and Return

  • Keys are issued at the Facilities Office (OC-T600) and must be signed out.
  • Utility carts are located in the OC 4200 Facilities Yard.
  • Keys may be picked up in advance for early use.
  • After use:
    • Return the cart to the Facilities Yard
    • Plug in the cart for charging
    • Return keys to the Facilities Office or after-hours drop box

Additional Notes

  • Availability may be limited, especially on Fridays.
  • Keys include access fobs for the Facilities Yard.
  • Keys are assigned and must be tracked carefully.

Helpdesk Requests

Submitting Requests

All Facilities requests should be submitted through the Helpdesk Portal. This is the most efficient way to initiate and track service requests.

Service Categories

  • Custodial: Cleaning, furniture moves, light bulb replacement (non-repair), clock adjustments
  • Grounds: Landscaping, irrigation, parking lots, outdoor waste, exterior concerns
  • Maintenance: Building systems and repairs (HVAC, electrical, plumbing, lighting, leaks)

Key Information

  • Requests are reviewed and prioritized based on urgency and workload.
  • Updates are provided through the Helpdesk system—please review all related communications.
  • Requests should be submitted with appropriate priority levels to avoid delays in critical work.

Lost or Stolen Keys / Access Devices

Lost or stolen keys, fobs, or key cards must be reported immediately.

Required Actions

  1. Report the incident to College Police and obtain a CAD number.
  2. Notify your supervisor.
  3. Submit a Helpdesk Key Request including the CAD number.
  4. Obtain required approval from appropriate leadership.

Replacement keys are issued after approval is received.

Important: Keys and access devices are assigned individually and must not be shared.

District Vehicle Use

Driver Authorization

Employees must be approved through Risk Management before operating District vehicles or utility carts.

Reservations

District vehicles are reserved through Facilitron.

  • Submit requests at least 72 hours in advance when possible.
  • A single request may be used for multi-day vehicle use.

Vehicle Checkout Return

  • Pick up keys at Facilities (OC-T600) and sign out the vehicle.
  • Return keys to the Facilities Office or after-hours drop box.
  • Do not remove gate access devices from vehicles.

Additional Requirements

  • Overnight trips require a spend authorization number.
  • Vehicle use is limited to two consecutive nights unless approved.
  • Fuel cards are provided; receipts must be returned to Facilities.
  • Accident procedures and insurance information are located in each vehicle.
  • Users are responsible for tolls and related fees.

General Facilities Contact

For all Facilities-related requests, use the Helpdesk Portal.