3.11 Management Policy -Equipment Management Program

Vice President of Business Affairs

Office of Environmental, Health, Safety & Hazardous Waste

Posted On: October 10, 2013 |


  1. To ensure that good maintenance practices are carried out to facilitate the efficient operation of all building equipment.


  1. It is the responsibility of maintenance personnel at McNeese State University to carry out routine, scheduled, preventive, and emergency maintenance on chillers, boilers, heating, ventilation and air conditioning systems.

General Guidelines

  1.   Chillers
    1.   Actions essential for the proper and efficient operation of chillers should address the following items:
      1.   Checking for leaks and proper purge system operation.
      2.   Brushing condenser tubes of water-cooled open tower systems.
      3.   Checking condition levels of refrigerant and oil.
      4.   Checking chiller safety devices.
  2.   Heating, Ventilation, and Air Conditioning System Maintenance (HVAC)
    1.   To ensure that HVAC systems work at peak efficiency, maintenance personnel should:
      1.   Maintain building temperatures within recommended guidelines.
      2.   Check, adjust, calibrate, and repair all controls such as thermostats, controllers, valve and damper operators.
      3.   Replace dirty filters and keep economizer dampers clean.
      4.   Keep all heating and cooling coils clean.
      5.   Eliminate duct work leaks at joints and flexible connections.
      6.   Keep ducts adequately insulated.
      7.   Repair or replace defective dampers.
      8.   Check, adjust, or replace fan belts.
      9.   Lubricate all bearings and other friction joints.
      10.   Inspect fan wheels and blades for dirt accumulation and clean them as required.
      11.   Adjust or repair packing glands and seals on valve stems and pumps.
  3.   Boilers
    1.   Maintenance personnel should:
      1.   Continuously survey the steam system to identify and repair all steam leaks.
      2.   Use acoustic or temperature probes to find non-visible leaks.
      3.   Perform frequent boiler tune-ups.
      4.   Inspect and repair steam traps periodically.
      5.   Inspect insulation on pipes and pressure vessels periodically.
      6.   Periodic inspection of condensate system.
      7.   Repair or replace worn or damaged insulation, tanks, valves, strainers, and piping.
  4.   Testing
    1.   Test procedures are according to manufacturer’s recommendations and suggested schedules.
    2.   Documentation of testing is kept in the HVAC Department.
    3.   Testing should be of a non-destructive nature and may included, but are not limited to, the following approved methods:
      1.   Vibration
      2.   Infrared
      3.   Megger
      4.   Ultrasonic
      5.   Radiography
      6.   Liquid Penetrant
      7.   Magnetic Particle
      8.   Eddy Current
  5.   Training
    1.   Employees involved in routine or preventive maintenance on mechanical may receive either formal or on-the-job training in the various areas related to the program.
      1.   Documentation of training is kept by the HVAC foreman in the Central Plant.
  6.   Equipment Inventory
    1.   An inventory of mechanical and electrical equipment in the program has been established. See Appendix A.
      1.   This list is a “living” document and may be added to, deleted from, and/or modified at any time.

Routine Maintenance

  1. Chillers
    1.   Daily
      1.   Log all operating parameters.
      2.   Listen for unusual noises and vibrations.
      3.   Check oil levels and look for oil leaks.
      4.   Check purge unit on low-pressure machines for excessive run time.
    2.   Annually
      1.   Annual inspection shall be done by maintenance personnel along with an outside service contractor.
      2.   Open condensers and brush tubes.
      3.   Leak check machine.
      4.   Inspect starter and check points for pitting.
      5.   Replace oil and oil filters
      6.   Collect oil samples for analysis on all machines.
      7.   Replace refrigerant filters.
      8.   Check for correct operations and clean purge units.
      9.   Check all safety devices for correct operation.
      10.   Check electronic sensors for accuracy.
      11.   Run machine and log all operating parameters.
  2.   Boilers
    1.   Daily
      1.   Read all gauges and record readings on log sheet.
      2.   Check operational water level.
    2.   Semi-annual
      1.   Check control linkages for the burner.
      2.   Manually trip low water cutoff and check its operation.
      3.   Check air inlet for obstructions.
      4.   Check valves on gas train for proper operation and leaks.
    3.   Annually
      1.   Check all safety devices for correct operation.
      2.   Disassemble low water cutoff and check it operation and general condition.
      3.   Inspect water-side of boiler and clean if necessary.
      4.   Check burner settings and adjust as necessary.
      5.   Inspect fire-side and clean if necessary.
      6.   Check expansion tank and sight glass for proper air cushion.
  3.   Cooling Towers
    1.   Weekly
      1.   Two to three times per week ensure that conductivity level is correct and automatic blow down is operating properly.
      2.   Conduct water analysis to ensure corrosion protection is present.
      3.   Conduct walk-around inspection to verify proper operation.
    2.   Annually
      1.   Drain and clean cooling towers.
      2.   Clean hot basins, spray nozzles, and fill.
      3.   Clean strainers.
      4.   Inspect towers for rust.
      5.   Check and repair float valve if necessary.
      6.   Check fan rotation for imbalance.
      7.   Grease fan motor.
  4.   Air Conditioning
    1.   Window Units
      1.   Clean or replace evaporator air filter on a quarterly basis.
      2.   Check for correct operation and make necessary repairs.
    2.   DX Units
      1.   Clean or replace evaporator filter on a quarterly basis.
      2.   Check for correct operation and make necessary repairs.
    3.   Air Handlers
      1.   Replace air filters on a quarterly basis.
      2.   Grease fan shaft and motor bearings on a quarterly basis.
      3.   Check condition of coils and condensate pans. Clean as needed
  5.   Air Compressors
    1.   Annually
      1.   Replace oil.
      2.   Replace filters.
      3.   Inspect starter contacts and replace as necessary.
      4.   Check alternating control on duplex units for correct operation.
      5.   Check pressure control for correct operation.
      6.   Check discharge air on each compressor to ensure that compressor is not passing oil.
      7.   Check refrigerated air dryer for proper operation and service as per manufacturer’s recommendation.
  6.   Circulating Pumps
    1.   Grease pump motor quarterly as per manufacturer’s recommendation.

Preventive Maintenance

  1. Preventive Maintenance Guidelines
    1.   Preventive maintenance on mechanical equipment shall follow manufacturer’s guidelines and suggested schedules.
      1.   A schedule of work activity has been developed for equipment serviced by the University’s HVAC Department.
      2.   PM work orders are generated by computer software at the Physical Plant office.
    2.   PM schedule is overseen by the HVAC foreman.
      1.   Documented service logs are kept at the University’s Central Plant.

Document Details

Issue Date: 02/27/04
Review Date: 03/15/2021
Revision NO: 1.0
Revision Date: None
Revision Note: None