Policies & Procedures
Reporting a Facilities Issue
If you are experiencing a building emergency (i.e. water leak, power failure, no
during normal business hours (8:15am-4:45pm Monday-Friday), please
use the contact info for Jamie listed on the
CCA Production and Facilities page.
If you are experiencing a building emergency
outside of normal business hours (8:15am-4:45pm Monday-Friday),
please call the Facilities Help Line at 304-293-HELP (4357). Once time permits,
CCA.Facilities@mail.wvu.edu to report the problem so that we may follow
up to ensure the issue is fully resolved. Be sure to mention that you called
the help line.
If you notice something in the CCAC that needs attention but does not qualify as
a building emergency, you may email
or complete the CCA Facilities Issues Form
, which allows you to attach a photo from your
Requesting Facilities Upgrades
All modifications to CCA facilities
must be approved and coordinated by the CCA Production and Facilities Office.
To begin the process, you may submit your request to
. In most cases, a meeting will be requested to
discuss the proposal and begin to define the scope of work.
If it is determined that the project requires Facilities Management involvement,
the Production and Facilities Office will submit a work order to
request an estimate for the work. Projects totaling $25,000 or more require University
Planning Board approval.
Once the scope of work has been solidified, an estimate has been obtained, and the
appropriate approvals have been received, a funding source must be identified.
The project's priority will be evaluated as it relates to the program, School and
College as we determine whether funding will be feasible at that time.
Once funding has been secured, a timeline can be established for the completion of
the work. Major projects can take up to or more than a year to come to fruition.
Advance planning is a must as projects with less time inevitably require more money.
Requesting Keys and Card Access
All requests for physical keys or card
access must be submitted by Faculty or Staff through the online form.
The information you provide during this process will route your request to the
required personnel for approval. All access requests must be approved by
your home department (e.g. School of Art & Design, Dean's Office, etc.) before
the Production and Facilities Office can take action.
Faculty/Staff Key Requests
The Production and Facilities Office maintains a small inventory
of building keys. If the keys you've requested are not in stock, a work order
must be submitted for the Facilities Management Lockshop to cut a new key. Depending
on their current workload, this may add up to a week or more to our turnaround
time. Once your keys are ready, you will be contacted using the email address
you provided, and you will be able to pick up your keys in the Production
and Facilities Office.
Student Key Requests
All requests for keys to be issued to students must originate from the Faculty
or Staff member authorizing the access. All correspondence in regard to these
requests will be copied to both the Student and the Faculty/Staff representative.
The student will be required to pick up the key(s) in person in the
Production and Facilities Office.
All Card Access Requests
Card swipe locks will be updated each Tuesday and Friday between 10am and 12pm.
Each request will be processed during the update immediately following the completion
of the approval process. For example, if you submit your request at 1pm on Friday
and your School director signs off before 10am on Tuesday, you should have access
to the new door(s) between 10am and noon on Tuesday.
All access requests must be submitted by Faculty or Staff
Surplus Equipment Disposal
The CCA Production and Facilities Office
is responsible for coordinating with the WVU Surplus Redistribution Center (SRC)
to manage the disposal of all unwanted items. If the item is determined to have
remaining value, it will be taken to the SRC where it may be reallocated to another
University or State department or auctioned to the general public. If the item
is determined to have reached the end of its useful life, it will be disposed
To arrange for items to be sent to surplus or disposed of, please email CCA.Facilities@mail.wvu.edu
. After examining the items, the Production and Facilities Office will consult the SRC to determine the proper course of action and then
arrange for the item to be removed. Every effort will be made to remove the item
from your area as soon as possible. This turnaround may be affected by Production and Facilities Office workload, available storage space, or SRC workload. Please do not place
your items in the hallway unless you have been instructed to do so by the Production and Facilities Office.
Email, Phone and Network Setup and Requests
All faculty and staff
receive Office365 accounts, which includes Outlook Email and Calendaring, Skype
for business communications, and OneDrive for business document storage, sharing,
and collaboration. For information on accessing your account, please visit the Office365
page on the IT website.
To request changes to office phone or network setup, including port activation,
voicemail reset, or troubleshooting, please email
. When necessary, the Production and Facilities Office
will place service requests with Information Technology Services and assist in
coordinating their work in our buildings.
Please note that numbers are assigned to phones, not locations. Moving
a phone from one room to another effectively moves the line. However not all
network ports have been activated, and additional permissions must be set
on a port to allow it to serve a phone line even if it has an active internet
connection. For this reason, even moving a phone from one port to another
in the same room may require an IT service request. For assistance, contact the
Production and Facilities Office.
Please visit the
for details on campus dialing procedures or accessing voicemail.
All scheduling for CCA facilities is handled in 25Live, the campus scheduling solution
that serves as the one calendaring system for all CCA rooms. All scheduling
requests from faculty and staff are expected to be entered in 25Live following
the formatting outlined in the 25Live CCA Guidebook. This is designed
to standardize the way in which events are entered into 25Live and aid in
the communication of event-related details. Trainings focusing on how the
CCA uses 25Live are offered to faculty each semester. For your reference,
a listing of all CCA locations found in 25Live is included here as well. For
assistance with 25Live, please contact the CCA Production and Facilities Office.
Scheduled training sessions:
no training sessions scheduled at this time
*All training sessions will be in 4039 (Graphic Design Computer Lab on 4th Floor). If
you would like to attend a training session, please email
Jamie.Whoolery@mail.wvu.edu to reserve your spot.
Standard Performance Times
WVU Arts & Entertainment events typically start at 7:00pm or 7:30pm but
may vary. Consult the box office (304-293-SHOW) for specific start times.
School of Theatre & Dance and School of Music Ensembles
Saturday 3:00pm and 7:30pm
Sunday 2:00pm and 7:00pm
School of Music Faculty/Guest Recitals (Bloch/Falbo/Davis)
Monday-Friday 6:00pm and 8:00pm; may use 7:30pm until mid-term
Saturday 3:00pm and 8:00pm; may use 7:30pm until mid-term
Sunday 2:00pm and 7:00pm
School of Music Student Recitals
Wednesday 6:00pm and 8:00pm
Thursday 6:00pm and 8:00pm
Friday 4:00pm, 6:00pm, and 8:00pm
Saturday 12:00pm, 2:00pm, 4:00pm, 6:00pm, and 8:00pm
Sunday 1:00pm, 3:00pm, 5:00pm, and 7:00pm
In the event of inclement weather effecting
the region, the Production and Facilities Office will consult with the School
Directors and the event’s responsible faculty member to determine whether a
cancellation will be necessary. Once a decision has been made, the Production
and Facilities Office will alert the College’s Director of Marketing and
Communications, who will contact University Relations and local media, update
the College’s online event calendar, and post to social media. Although the
cancellation of classes or other events across campus does not necessarily
mean we will cancel College of Creative Arts events, if a 'University
closure’ is announced, all events at CCA Facilities, including rehearsals,
must be cancelled.