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When you think of a college campus, what comes to mind? Lecture halls buzzing with students, libraries filled with quiet concentration, or sports fields echoing with cheers.
But behind that everyday rhythm, there’s a crew of people working long hours—often behind the scenes—to make sure every building is clean, every classroom is ready, and every system is working exactly as it should.
We’re talking about custodial and maintenance staff—the backbone of any educational institution. Their work affects public health, safety, efficiency, and even the reputation of the school itself.
So let’s take a real look at what they actually do, how their departments function, and why their role matters more than most people realize.
The Silent Backbone of Every Campus
It’s easy to overlook the people who make sure everything works. But campuses don’t run on autopilot. From clogged drains in dorm bathrooms to snow-covered sidewalks to classrooms that need to be spotless by 8 a.m.—someone’s taking care of all that.
And it’s not just about aesthetics. It’s about health, safety, and keeping an entire infrastructure humming every single day.
Custodial Staff
Custodial teams, often referred to as janitorial staff, are responsible for much more than basic cleaning. Their tasks include:
- Sanitizing restrooms — sometimes more than once a day, especially in high-traffic areas like libraries and student unions.
- Floor care — sweeping, mopping, vacuuming, and polishing, to reduce slips, preserve surfaces, and present a professional appearance.
- Trash and recycling management — making sure bins are emptied regularly and sorted correctly.
- Classroom resets — rearranging chairs, refilling supplies, and making sure each room is ready for the next group of students. To facilitate these tasks efficiently, custodial teams often rely on useful furniture moving equipment designed to handle heavy classroom furniture safely.
- Public space upkeep — from entry lobbies to elevators, these areas must stay inviting and hygienic.
According to data from UC Davis Custodial Services, their team covers more than 12 million square feet of space across campus. They operate in three shifts—day, swing, and night—to provide 24/7 coverage, with extra attention given to high-priority areas like science labs and lecture halls.
Area vs. Team Cleaning
How custodians work varies by institution size.
When Cleaning Crosses Into Maintenance
In some smaller districts, custodians wear more than one hat. They might change a lightbulb, patch a small hole in drywall, or reset a tripped circuit breaker.
But in larger institutions, those tasks typically fall under the domain of maintenance due to union agreements, training requirements, or liability concerns.
Maintenance Staff
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When you think of maintenance, think infrastructure. These are the people who make sure systems actually work:
- Electrical systems — outlets, lighting, wiring, emergency systems.
- Plumbing — sinks, toilets, fountains, and drainage.
- HVAC — heating, ventilation, and air conditioning systems.
- Structural upkeep — flooring, doors, windows, and roofing.
- Groundskeeping — everything from mowing lawns to repairing fences to applying herbicides.
At St. John’s University, the Facilities Department has a dedicated team of Building Managers who oversee all maintenance tasks within assigned buildings.
They’re the first responders when something breaks—and the planners who schedule inspections and preventive repairs.
Groundskeeping
Grounds maintenance plays a bigger role than most people think. Athletic fields, in particular, require constant attention. According to NCES recommendations, institutions typically staff one full-time employee for every 15–20 acres of property.
For fields used by varsity teams, upkeep is even more rigorous. For example:
It’s all about safety and performance—poor turf management can lead to injuries, just like broken bleachers or faulty lighting can.
How It’s All Organized
The structure behind these teams can vary widely:
In Smaller Schools
- A head custodian might report directly to the principal.
- Maintenance could be a small team or even a single person responsible for multiple systems.
In Larger Universities
- A central Facilities Management Department oversees everything.
- Custodial teams may be managed by area leads.
- Maintenance is often divided by craft (electricians, plumbers, HVAC techs) or region (north campus, south campus, etc.).
No matter the setup, it comes down to resource management.
Tools of the Trade
Category
Custodial Staff
Maintenance Staff
Primary Focus
Cleaning, sanitation, trash, public spaces
Repairs, infrastructure, grounds, inspections
Staffing Ratio
10,000–15,000 sq. ft. per FTE
1 FTE per 15–20 acres (grounds)
Management System
Chemical dispensers, shift schedules
Work orders, CMMS (Computerized Maintenance)
Organizational Model
Area cleaning or team cleaning
Craft-based or building-based assignment
Work orders are typically logged using a CMMS—this system helps prioritize repairs (e.g., broken HVAC = urgent), track costs, and schedule recurring tasks like fire alarm checks or filter replacements.
Why It All Matters
Health and Safety
Clean facilities reduce the risk of illness. Sanitized bathrooms and properly ventilated classrooms aren’t just preferences—they’re basic public health necessities.
The same goes for routine HVAC maintenance, which helps regulate temperature and air quality, especially important in older buildings or areas prone to mold and allergens.
Educational Functionality
Let’s say a projector fails in a lecture hall right before a midterm review. Or a leak starts dripping in the chemistry lab. These situations can derail class plans fast.
Maintenance and custodial teams prevent, fix, and troubleshoot problems like this—sometimes before anyone even notices.
Campus Experience
Students and parents pay attention. Dingy bathrooms, overflowing trash cans, or patchy grass on a campus tour? That sticks.
On the flip side, a clean, well-kept environment signals professionalism and care. It’s part of the school’s identity.
At UC Davis, custodial staff’s in-house expertise ensures compliance with state safety codes while allowing them to respond faster than outside contractors.
At St. John’s, the Facilities Department ties its work to the mission of creating a “unique sense of place”—a reflection of pride in both the institution and the people who maintain it.
Challenges They Face
1. Understaffing
The National Education Association reports that 65% of Education Support Professionals (ESPs) are asked to do work outside their job descriptions. That’s a clear sign of not having enough boots on the ground.
When there aren’t enough staff, corners can get cut—not because people are lazy, but because they’re stretched too thin. And that can lead to slower repairs, dirtier facilities, and higher risk of accidents.
2. Wages and Retention
More than half (53%) of ESPs say they struggle to make a living wage. That leads to high turnover, which disrupts operations and drives up training costs.
A revolving door of employees makes it harder to maintain consistency—and trust—especially in jobs that rely on institutional knowledge.
3. Lack of Training
Only 26% report being satisfied with professional development. That’s a problem. Technology is always changing—especially when it comes to energy-efficient systems, chemical handling, or digital work order platforms. Training keeps people safe and systems working.
4. Job Insecurity
Roughly one in three ESPs are laid off at the end of the academic year and then rehired later. It’s a budget tactic, but it creates instability for employees and affects team cohesion.
So, Who Keeps It All Running?
@danshutes To the maintenance and custodial staff… You’re the real MVP’s. #teacher #teachersoftiktok #teacherlife #school #fyp ♬ Paradise – TELL YOUR STORY music by Ikson™
The answer is: people you probably don’t see. Custodians who mop hallways while most of campus is asleep.
HVAC techs who climb onto roofs in August heat. Building managers who troubleshoot leaks, flickering lights, or complaints about room temperatures—all before 10 a.m.
They’re not in the spotlight, but without them? Campus life would grind to a halt.
Final Thoughts
Campus custodial and maintenance staff aren’t just part of the operation—they are the operation. They keep spaces safe, functional, and inviting, directly affecting student wellness, academic performance, and school pride. Their work deserves recognition, investment, and respect.
If institutions want to foster environments that truly support learning and community, they can’t afford to overlook the people who keep everything running in the background. From squeaky-clean floors to fully functioning HVAC systems, the effort is there—even if you don’t always see it.
And maybe next time you pass someone mopping a hallway or fixing a leak, you’ll know just how much goes into making your campus feel like home.
