School District Of Philadelphia 440 North Broad Street - The School ...

School District of Philadelphia 

Building Handbook 

440 North Broad St. September 28, 2005 


440 North Broad Street 

Philadelphia, PA 


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Philadelphia, PA 

The Elliott-Lewis Corporation manages the day-to-day Operations, Maintenance & 

Support Services at the School District Headquarters Building for the School District of 

Philadelphia(SDP). If you require any of the services identified below, please contact the 

Management Office at the number listed below. 

Building Management Office 

The SDP Building Management Office is located on the Ground level of 440 North 

Broad St., near the 15 th Street Employee Entrance. This office will be staffed to serve 

your needs between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, (215) 

400-8900. If you require emergency services after the normal business hours, you can 

contact the Shift Supervisor at 215-768-0830. 

Elliott-Lewis Corporation on site Management Team: 

Alex Sharrock Project Manager Overall responsibility 

Alex Brodeur Building Superintendent Mechanical Operations 

Name TBD Shift Supervisor On Site 2:00-11:00pm M-F 

Carolynn Kelly 

Administrative Assistant 





Services Provided: 

• Building Management (SDP Policy Enforcement) 

• Mechanical System Maintenance & Operations (Heating & Cooling) 

• Electrical System Services (Power & Lighting) 

• Plumbing System Services (Sanitary Plumbing) 

• Building Automation System Management (Environmental temperature 

monitoring & control) 

• General Building Maintenance (lock adjustments, picture hanging, lamp 

replacements, etc.) 

• Key System Management (issuance, replacements and tracking) 

• Fire/Life/Safety System Management (alarm systems) 

• Janitorial Services (daily cleaning) 

• Conference Center Management 

• Waste removal (Trash daily) 

• Coordination of Recycling Program (Pick up twice per week, Tuesday evening & 

Thursday Evening) 

• Window Cleaning Services (Interior and exterior 2x per year) 

• Pest Management 

• Exterior Landscaping Services (seasonally) 

• Snow Removal (as required) 

• Elevators Management 

• Code Compliance & Certification of Systems (as required) 

• Internal Moving and relocation services within the building ( 1 week notice 

required for scheduling). 

To obtain any of these services please contact the Management Office at 215-400- 

8900. Once the request has been received, the information is placed into the 

computerized maintenance management system (CMMS). At that time the work 

order is printed and scheduled for completion. Any request that involves fabrication 

of furniture, shelving, construction, installation of electrical circuitry, or work that 

can not be completed in one work day is considered a project. 

All Construction related requests must be submitted in writing to Vera Daniel, 

Building Services Manager at vdaniel@phila.K12.PA.US (215) 400-5295. 

• Please note: - The Information Technology (IT) Help Desk can be reached at 

400-4444; all telephone and data problems should be directed to this number. 





Building Policies and Procedures 

• Standard Building Hours: Monday-Friday 7:00 a.m. - 7:00 p.m. 

• After Hours Access: Use Broad Street Entrance. You must show your SDP 

employee ID. After Hours Access also requires signing in and out with Security. 

• Security Access Cards and Keys are managed and provided by the Building 

Management Office. 

• Smoking – To promote a healthier environment, the School District of 

Philadelphia is a smoke free institution. As a matter of policy, smoking is not 

permitted on the Broad St. side of the building, nor at all entrances, exits, adjacent 

stairways and loading dock areas. Please cooperate by extinguishing smoking 

materials in the containers provided. A designated smoking area is available on 

the 15 th St. side of the building. 

• Lost Keys and/or Access Cards: Must be reported to the Building Management 

Office as soon as you become aware of the loss. Lost Keys and Access Cards will 

be replaced after a written request is submitted and approved by SDP. There will 

be a $5.00 replacement cost for an access card, door key or furniture key. All 

keys must be requested using the Key Request Form (see attached) 

• Lost and Found – a lost and found box will be maintained by Security- please 

contact X-8880 if you have lost or found an item. 

• Security Incidents: When you encounter a situation that is out of the ordinary, 

you should contact the Security Desk, 215-400-8880 or 8881 and request that an 

officer respond to your location to record an incident, i.e. theft, vandalism, 

harassment, intimidation, etc. (You can also press the “Security” button on your 

phone which will ring directly to the Security Desk) 

• Deletions/Changes of Security Access to the Building: When it is necessary to 

remove or modify the security access of employees, a written memorandum must 

be sent to the Building Management Office requesting the nature of the 

modification. 

• Employee ID Badges must be worn and visible at all times. 

• Visitor Policy – All visitors must sign in and out with Security. Visitor Badges 

must be worn at all times while within the building. 

• Deliveries to the Building (non-loading dock): Please contact the security desk 

at X-8880 to notify them of the anticipated delivery. You will be called when the 

delivery person arrives, then you must come to the elevator lobby to complete 

your transaction. 

• Deliveries of supplies and or materials to the Building (loading dock): When 

you require use of the loading dock, please contact the Shipping and Receiving 

Office at 400-DOCK (6438). No deliveries of supplies and materials are allowed 

through the Broad Street entrance. 

• Emergency Conditions: Fire/Shelter In Place/Bomb Threat, Power Outage and 

Severe Weather Conditions – These plans will be supplied under separate cover. 

• Emergency: Rescue- If any person requires Emergency Medical Services, 

contact 9-911, then call Security at 215-400-8880 or press the “Security” button 





on the right top side of your phone which will directly dial the Security Desk. Be 

prepared to provide all pertinent information so assistance can be provided. 

• Property Removal: When it becomes necessary for tenants to remove any 

property from the building, an authorized property removal form must accompany 

the items to be removed. The authorized signature of the Department head is 

considered the authorized person. Annually we will update this listing. (See form 

on the District Website - # S-800) 

• No alterations or modifications of any type are permitted to be made by the 

building occupants. No window treatments are to be installed on 

office/conference vision panels or windows. 

• Furniture – The District carefully considered the selection of the furniture and 

office standards for the new Building. Please refrain from moving furniture from 

room to room or cubicle to cubicle. If you must borrow an extra chair for a brief 

meeting, please return it to its home when the meeting is ended. 

• Office/Space Modifications: Requests for space modifications i.e., shelving 

units, furniture reconfiguration, etc. are to be e-mailed to Vera Daniel 

vdaniel@phila.K12.PA.US. Upon approval, the Building Management Office 

will review the plan and submit a cost for materials and labor if required to be 

completed on off shift hours (overtime). Once approval to proceed is granted, the 

project will be placed into the work schedule for completion. No moves or 

furniture changes will be approved until after 1/1/06. 

• Janitorial Services: General cleaning activities are provided between 5:00pm- 

1:00am Monday-Friday. Each department liaison will be provided a carpet 

cleaning schedule. Carpet spot cleaning is performed every night. If something is 

accidentally spilled, please notify the Building Management Office, 8900 as soon 

as possible so the spill can be cleaned up immediately. Janitorial services include 

nightly vacuuming of carpeting and fabric furniture. Dusting of furniture, file 

cabinets, wall mounted fixtures and desks is also provided, however, CLEANERS 

WILL NOT MOVE OR TOUCH ANYTHING ON DESKS. If you want your 

desk surface cleaned, see that it is clear of all items and it will be cleaned. We 

also sanitize telephone receivers nightly. We will wipe computer monitors with a 

dry duster only. All rest rooms are sanitized nightly and monitored twice during 

the normal business hours. All common corridors are cleaned and maintained 

each night. Desk side trash receptacles are emptied nightly, new trash liners are 

also installed. Recycling receptacles are emptied Tuesday and Thursday evenings 

there are large BLUE containers in the area for tenants to use if they have large 

amounts of recycling to discard. Kitchen stations are cleaned every night. 

Please, as a measure against pests, DO NOT throw food waste in desk side 

containers; this includes soda cans. Do not keep food in your area overnight. 

• Refrigerators – please remove food items from the refrigerators daily so we do 

not have food going bad and causing odors etc. 

• Plants, Bicycles and Pets are not permitted in the Building. – Bicycle Racks 

are available in the Broad St. Parking Lot. 

• Water Coolers, Coffee Pots, Refrigerators, Microwaves and Toasters and 

Space Heaters are not allowed in cubicles. 





• Radios, Music CD Players, IPODS and Televisions are not allowed in 

CUBICLES. 

• Parking Lot – Reserved parking will be enforced from 6:00 A.M until 7:00 P.M. 

After 7 PM parking will be on a first come, first served basis. At no time, are you 

permitted to block or double park an assigned parking spot. During normal 

building hours, there is no visitor parking. Handicapped parking is on a first 

come, first served basis. 

• Turn off Lights and Lock Doors before leaving each day. 

• Storage is not permitted in common corridors, elevator lobbies or stairwells. 

• Copiers - Repairs and Supplies – Each copier has an assigned key operator 

(name and extension to be posted on the machine) who has been trained in its 

operation. Any problems or questions with the copier, as well as ordering 

supplies, should be addressed with the key operator. (to be implemented shortly) 

• Print Shop – is located in the basement and can print large or small quantities of 

materials based on timelines set by the Print Shop. The Print Shop can also 

handle mass mailings at a significant cost savings. Your Cabinet-level officer 

must approve all printing requests prior to submission. The Print Shop phone 

number is X-4770. 

• Mail – the mailroom is located in the basement. The mail room personnel will 

deliver US Mail twice daily. Overnight packages will be delivered within _ hour 

of receipt. There is a UPS drop box located on the 1 st floor in the Services Area 

near the 15 th St. elevators for outgoing UPS. We soon plan to have a Fed Ex drop 

box also. 

• ATM Machines – Freedom Credit Union and Wachovia Bank will be placing 

ATM machines in the Services area as described above. 

• Programmed Lighting – All open office area lights are programmed on a 

predetermined schedule. Override light switches are located throughout the open 

office areas. Using the override will keep lights on in a specific area for an 

extended amount of time. If necessary, press the light controls again to turn them 

on for additional time. If there is a requirement for consistent after hours work, 

please call Ext. 8900 and the schedule can be reset. 

• HVAC (Heating, Air Conditioning and Ventilation) – All areas are 

programmed as per a predetermined schedule for HVAC. If working outside of 

the predetermined hours, there are override boxes located in private offices, 

conference rooms and open areas. To extend the hours of HVAC, press the “*/C” 

button on the control box. This will extend operations for three (3) hours. If there 

is a requirement for consistent after hours work, please call Ext. 8900 and the 

schedule can be reset. 

• Department Liaison – Each department will assign a designated liaison who will 

coordinate all work order and conference room requests for the department. 

Project work orders will be accepted by building management from department 

liaisons only. We will also ask designated liaisons for feedback on building 

services, vending, etc. 

• Elevator Entrapment – If you should become trapped in a passenger elevator, 

stay calm and press the button marked “phone”. Speak into the speaker on the 





right side of the elevator door. The phone will automatically dial Security who 

will provide immediate assistance. 

• Conference Center – Rooms that are part of the Conference Center (see 

attachments) are reserved by Building Management at 215-400-8900. The 

furniture in these rooms must stay in the rooms as reservations are made based on 

the rooms’ capacity and the number of chairs provided. Please do not remove 

chairs or any other furniture from these rooms for any reason. Please leave room 

set up as it was found. If plans are changed and the reservation is no longer 

required, please call X-8900 to cancel. 

• Food Service – a food service policy will be published at a later date. 

• Vending – to obtain a refund for lost monies in the vending machines, please 

contact Building Management X-8900. 

• Postings – all announcements, posters, general building information or memos 

must be posted only in designated areas which include bulletin boards in Home 

Rooms and Copy Rooms. All postings must be approved by Building 

Management. PLEASE - DO NOT USE SCOTCH TAPE ON ANY PAINTED 

WALL SURFACE. This practice will damage the wall. 

IT POLICIES 

In order to request a new phone or PC, you must completely fill out the “Location 

Move/Change Request “form enclosed and return to Vera Daniel with the appropriate 

signatures a minimum of 2 weeks in advance of the requirement. 

Data Cables and Phone cables cannot moved from cubicle to cubicle. Physically moving 

a phone or PC from one location to another will deactivate the equipment. 

Once a cubicle is assigned, the above form must be submitted in order to effect a 

change of location. 





Work Environment Protocols and Guidelines 

To help maintain a productive and professional work environment, we ask that each 

employee observe the following protocols and guidelines: 

• Employees should maintain a neat and tidy work space with a reasonable amount 

of personal effects. 

• Employee attire shall be clean, neat and in manner appropriate for their 

assignments. 

• In consideration of those with allergies or sensitivity to fragrances, please avoid 

heavy perfumes, colognes, aerosol fresheners, moth balls etc. in the work place. 

• No scented candles or open flames of any kind are permitted. 

• For safety reasons, please refrain from placing items on top of the overhead 

cabinets in each workstation. 

Housekeeping 

It is everyone’s responsibility to maintain the building’s appearance, cleanliness and 

safety. Therefore we ask that everyone: 

• Maintain restrooms by disposing of paper towels in the proper receptacles and 

wiping up water from counter tops. 

• Maintain homerooms by cleaning microwaves after each use. 

• Clean up spills as they happen, or alert building management that assistance is 

needed. 

• Keep hallways and conference rooms clear of storage items and debris. 

• Remove food items from refrigerators at the end of each day, clean any spills or 

messes left behind. 

• Please report spills to X-8900 as soon as possible so someone can attend to it 

immediately. 

• Special cleaning requests can be addressed by calling X-8900. 

New Hire Procedures 





Two weeks prior to a new employee’s start date, the Office Services/Space Request 

Form must be filled out, and authorized by a Cabinet Member in order for Building 

Management to coordinate the assignment of office space with the installation of 

telephone and data equipment. Please see the form included in this package. 

Recycling 

There are blue recycling cans throughout the building. These containers will be emptied 

every night. All recycling materials should be placed in clear bags while all trash or 

non-recyclables are placed in black bags. 

Acceptable 

White Paper 

Colored Paper 

Accounting Ledgers 

Booklets/Bulletins/Flyers/Pamphlets 

Calculator Tape 

Carbonless Paper (NCR Paper) 

Catalogs 

Copy Paper 

Computer Paper 

Envelopes 

Fax & Telex Sheets 

Junk Mail 

Ledger Paper 

Magazines 

Manila File Folders 

Newsletters 

Newspapers 

Post It Notes 

Scratch Message Pad Paper 

Telephone Books 

Writing Paper 

Non Acceptable 

Freight Envelopes 

Bathroom Waste (Tissues & Paper Towels) 

Batteries 

Carbon Paper 

Cellophane 

Cloth 

Cups, Plates & Trays 

Foil Products 

Food Products 

Food Scraps, Wrappers & Containers 

Gummed Labels & Backing Sheets 

Hardcover Books 

Packaging Materials 

Photographic Paper 

Printer Ribbons 

Spiral Binders 

Scrapping (Metal, Plastics, etc.) 

Styrofoam Cups & Packaging 

Tyvek Envelopes 

Toner Cartridges 

Paper clips, rubber bands, scotch tape and staples on paper need not be removed. 

However, you can further reduce waste by saving paper clips and rubber bands for future 

use. 

Please place your aluminum cans, steel tin cans and glass and plastic beverage bottles in 

the designated container in your Homeroom for “wet trash”. 

Conference Center Procedures 





To reserve a room: Submit a completed reservation form via e-mail to 

CKelly@ElliottLewis.com, (5) days in advance of your needs with the following 

information. (We only accept reservation requests in advance covering a two month 

period). 

Date of Meeting 

Time required (include set up time) 

Number of Attendees 

Names of Outside Attendees 

Special Requirements i.e., TV with VCR, Easel, Modem Jack, etc. 

Identify a contact person, telephone number and fax number 

Your Department 

Topic of Meeting 

Supervisor’s Approval 

Confirmation: Your confirmation will be e-mailed back to you upon schedule approval. 

Room Access: Conference Room Doors are normally locked. They will be unlocked 

prior to each scheduled meeting time by Building Management. 

Conference Room Policies: 

1. Smoking is not permitted anywhere in the Building 

2. No open flames of any type 

3. Do not use Scotch Tape on any painted surface (masking tape or painter’s tape 

can be used). Please do not tape easel paper to walls and write on with marker 

pens! It will bleed through. Please remove all items at end of meeting. 

4. Do not hang items from ceilings or windows, particularly on the Atrium side of 

the Conference Center Rooms. 

5. No loud music or parties are permitted 

6. Be considerate of the surrounding training rooms, conference rooms, offices, 

etc. (monitor noise level) 

7. Do not move furniture between rooms 

8. If furniture is moved within the room , please restore room to its original set up 

9. When you leave the room, do not leave valuables behind 

10. When leaving for the day, turn off all lights, close and lock the door 

11. If the rooms is not cleaned and returned to its original layout, or if there are any 

damages to the room or furniture found after your meeting, you may lose your 

conference room scheduling privileges, and your department may be charged 

any necessary costs. 





SPECIAL RULES: 

• Rooms will be set up as defined by the room Layout Chart. 

• If you change the way the room is setup, you are responsible for returning the 

room to the layout defined by the room layout chart before leaving. 

A catering policy will be published at a later date. 

Rooms included in the Conference Center: 

3 rd Floor 

3049 – 14 people (Portal C) 

3098 – 10 people (Portal D) 

3180 – 14 people (Portal A) 

3181 – 8 people (Portal A) 

2 nd Floor 

2171 - 8 people (Portal A) 

2172 - 14 people (Portal A) 

2166 - 10-12 people (Portal A) 

2032 – 10 people (Portal C) 

2079 – 10 people (Portal D) 

2187 – 12 people (Portal B) 

Auditorium – 250 people (Portal D) 

1 st Floor 

1078 – 20 people 

1080- 36 people + 12 around perimeter 

1169 – 20 people 

1072 – 28 people 

1075 – 82 people (theatre style) 

1173 – 20 people 

1071 – 12 people 

1177 – 12 people 

1069 – 22 people 

1179 – 16 people 

1183 – 32 people (classroom style) 

Request Form for Conference Room Usage 





Date of need: _____________ 

Phone number: ____________ 

Contact Person: _____________________ 

Fax Number: ___________________ 

Department: ________________________ Room # preference: _________________ 

Begin time: _____ am – pm End time: _____ am – pm Number of attendants: ____ 

Setup Style: The room set-ups are predetermined, if you require a different setup, 

we ask that you return the room to its original layout before leaving. 

Tables and Chairs: Conference Style ____Classroom Style ____ 

Auditorium Style (Chairs only): 

Special Requirements: *Food Set Up ____ Audio Visual Equipment ____ 

For AV questions and to reserve equipment , call 215-400-6334 or 6340. 

* To be offered at a later date 

___________________________________________________________________ 

If other than internal School District employees are attending, their names must be 

given to Security for access. 

Set Up Time needed: Yes: ___ No: ___ Time: ________ (M) (H) 

Freight Elevator: Yes: ___ No: ___ Time: _______ am – pm 

We agree to the Conference Room Regulations attached 

Signed: _______________________________ Date: __________ 

Supervisor’s Approval 

Email to CKelly@ElliottLewis.com 

DO NOT WRITE BELOW THIS POINT 

Approved: Yes: ___ No: ___ No Rooms Available: ___ 

Approved to use Room Number: _______ Date: ______ By: ___________________ 

Notified: 

User: ________________ 

E-mailed Confirmation: Yes: ___ No: ___ 


Date of 

Request:_________________ 

______ 





Education Center 


Philadelphia, PA 19130 

LOCATION MOVE/CHANGE REQUEST FORM 

Employee Status select one (x): 

Employee Information 

New Hire 

Existing Staff 

New Hire Start Date: 

Employee Name: 

Department 

Position/Title: 

Last 4 Digits of SS#: Floor Salary Grade: 

Requested Move/Change Date*: 

(*No request will be allowed until after 1/1/06) 

Office Type select one (x): 

Large Office: Small Office: Large Workstation: Small Workstation: 

Location #: 

IT Requirements 

Phone PC Laptop 

Software/Connections: 

# ABC Code: 

Requestor’s Name: (please print) 

Requestor’s Signature: 

Authorized Administrator Signature: 

Cabinet/SRC Member 

School District of Philadelphia Headquarters Project 





Record of Security Access Card / Key 

Transmittal 

1. Key #: _____________ 2. Access Card #: _____________ 

3. Date Requested: ______________ 4. Key Type: Door Furniture Other 

5. Number of Keys requested: ________ 6. Number of Keys assigned to this lock: _________ 

7. Requestor’s Name (Print Last, First, MI): ______________________________________________ 

8. Employee ‘s last 4 digits of Social Security #: _________ 9. Initial Issue Replacement 

10. Employee Assigned Seat: _________ 11. ABC Code: _______ 12. Start Date: ____________ 

13. Department: _______________ 14. Floor #: _________ 15. Cubicle/Office #: __________ 

16. Date Required: _______________________ 17. Phone #: ______________________ 

18. Building(s): SDP 

19. Access hours: (24/7 Unless otherwise noted) ___________________________________________ 

20. Authorized to proceed by: Building Liaison Project Manager 

21. Authorizing liaison (print): _________________________________________________________ 

22. Authorizing liaison (signature): _____________________________________________________ 

FOR BUILDING MANAGEMENT USE ONLY 

21. Building Services Administrator Approval: ________________________ Date: ____________ 

22. Work Order #: ___________________ 

23. Work completed by: ___________________________ Date: _________ Time: __________ 

24. Key / Access card received by: ____________________________________________________ 

25. Key / Access card returned: _________________________________ Date: ________________ 

26. Accepted by: _____________________________________________ Date: ________________ 

27. Date Key / Access Card returned to inventory: ________ Hook # / Location: ______/_____ 

28. Information entered in database by: __________________________________________________

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