RFSS Services

The RFSS Associate Director is the head of the department and is responsible for ensuring quality service to all within RFSS facilities. This role includes making financial decisions and setting the strategic focus. The Associate Director develops key partnerships across campus that can be leveraged for the benefit of those within RFSS facilities and participates in various university committees to advocate for the needs of researchers and clinicians within the RFSS building portfolio.

RFSS staff positions include: Portfolio Manager, Facilities Coordinators, Events Manager, Student Administration Manager, Oceasoft Project Manager, and Information Desk Assistants (student position).

RFSS installs and maintains Oceasoft Alarm Monitoring in research facilities across the Twin Cities campus. This system empowers researchers to monitor their equipment in real-time, alerting them of equipment failure and preventing loss of research. For more information: rfssoceasoft@umn.edu.

Information desks are staffed from 8:00 a.m. to 4:00 p.m., Monday through Friday, at several locations including 717 Delaware, CCRB, LRB/MTRF, MCB, MRF, NHH, and WMBB. Student employees are trained to answer questions, provide directions, and address requests and concerns from building occupants and users. Building occupants without an information desk in their building have access to a desk in an adjacent building to help with their needs.

Access to all University buildings is U-card controlled. RFSS facilitates access by ensuring that individuals have completed the required training and have received faculty permission before conveying access approval to the Department of Public Safety. A database containing information on each person with access is maintained, audited, and updated yearly to ensure security for all occupants within RFSS-controlled facilities. RFSS also manages punch-code locks in these facilities to provide secure access to shared areas of the buildings. Additionally, RFSS provides and monitors the use of Visitor Cards, which are available for check-out by visitors, vendors, and occupants.

All keys, except those for RAR, BSL-3, and FM spaces, are controlled by RFSS. This includes maintaining a database for record-keeping, managing key assignment records, and handling key return records.

Basic security measures are provided through U-card-controlled card readers, punch locks, and door keys. RFSS is responsible for the maintenance of card readers and orders re-keying as needed, per the Regent’s key policy.

RFSS receives requests for improvements and maintenance from faculty, staff, and department administrators. After gathering information and evaluating needs, RFSS submits work requests to Facilities Management or outside vendors. Progress is monitored and communicated to the original requester. RFSS staff meet regularly with FM Team Managers to ensure timely communication and completion of work requests.

RFSS has a full-time staff member dedicated to assisting both internal and external customers who wish to hold events in RFSS facilities. Revenue generated by external events is returned to the main RFSS budget, reducing the cost of RFSS services for building occupants. Both small and large events regularly take place in RFSS facilities.

RFSS manages over fifty conference rooms that building occupants can reserve for one-time or recurring meetings. Staff assist with planning and instructions on the use of equipment within these spaces.

Building residents share various equipment such as copy machines, film processors, dishwashers, dryers, and autoclaves. Copiers and film processing equipment function as ISOs, operated and maintained by RFSS staff. Service contracts are in place for all equipment, and RFSS staff monitor use, provide supplies, and arrange for service as needed.

RFSS staff work closely with University Health and Safety, the Department of Emergency Management, and Facilities Management to ensure a safe working environment for building occupants. Building Coordinators serve as the Designated Facilities Representatives and Primary Building Contacts for each RFSS facility, providing information and monitoring safety issues in their assigned buildings.

• Mail Sorting: Information Desks serve as both US and Campus Mail drop-off and pick-up sites. Information Desk staff sort mail into a stacking system by floors and/or departments, forward mail as necessary, and solve addressee mislabeling issues.
• Phone and Data Services: RFSS collaborates with OIT to provide phone and data services to building occupants and users.