The following table of contents is provided to assist users
with finding the appropriate section of the policy for their use:
Mixed Use Facilities (Auditoriums, Hart Chapel, Moore Hall, Becht Hall)
This guide is intended:
1. To help department chairpersons, department directors, Deans and other appropriate administrators to have an understanding of the various services performed by the Facilities Management Department and Facilities Planning Department;
2. To provide guidance on which department (and individuals within the departments) to contact for various services; and
3. To provide guidance on the process to be followed in order to request costing, approving and scheduling of projects.
A. General Roles of Departments
Requests for services (excluding maintenance and repair items as defined in Section B. 1.) from Departments should follow the normal approval process for departments. Specifically, requests should come from the faculty/department member to the department chairperson or unit head. If approved at that level it would then be directed to the Dean or other appropriate supervisory manager on to the appropriate Divisional Vice President.
Facilities Management and Facilities Planning are two separate departments within the Finance and Administration Division. The Facilities Management Department is under the direction of the Institutional Maintenance Superintendent (IMS) and reports to the Associate Vice President for Finance and Administration. The Facilities Planning Department is under the direction of the Director of Facilities Planning and reports to the Vice President for Finance and Administration.
a. Repair and preventative maintenance work on university facilities
b. Grounds maintenance and improvement
c. Custodial services, including those services provided by both in-house custodial staff and contracted custodial services
d. In-house renovation work of university facilities
e. Moving of university equipment and furnishings
f. Set-up of university equipment for special events
2. The Facilities Planning Department is responsible for long term planning of facilities repair and construction, construction and renovation work performed by outside contractors and installation of carpet, other flooring, blinds and other window treatments in university facilities. Specific examples of areas of responsibility include:
a. Developing long term facilities construction and renovation plans consistent with university goals;
b. Working with facilities planners and designers to develop specific repair and construction plans to be performed by outside contractors;
c. Overseeing the work performed by outside contractors;
d. Reviewing and providing cost estimates for carpet, other flooring, window blind and other window treatment requests from university departments; and
e. Working with Commonwealth, State System, and local agency representatives to ensure regulatory requirements are met.
B. Categories of Facilities Management and Facilities Planning Work
The four categories of facilities work are outlined below:
This is work which is generally performed by the University in-house maintenance staff and encompasses both emergency and non-emergency work, moving services, grounds services and custodial services.
This work is done to maintain current building systems and components or to repair malfunctioning building systems and components. In some instances this work may involve the installation of new or upgraded levels of equipment but the installation is a direct result of a failed or malfunctioning existing piece of equipment.
Work of this nature is charged to the University Facilities Management budget and it is expected that repair work (including labor) on this type of work does not exceed $3,000.
Examples of work in this category include: Replacement or repair of lighting fixtures; heating, ventilation and air conditioning units; doors, windows and other general building components; painting, carpet and/or drapes/blinds that are determined to be beyond the normal wear and tear cycle.
This is work which is not required to maintain normal service but rather to upgrade or expand an area or to provide additional space and/or services or projects which have been identified as continuing current improvement or providing the opportunity for improvement of services in a particular area. Depending on the nature of the service requested this work may be performed by in-house maintenance staff, an outsider contractor or by a combination of in-house staff and contracted services.
Projects in this area generally cost from $500 to $20,000. This work may involve either in-house design or work plans (approved by the requestor) or may require outside design services.
Funding for special project work may come from a single source or from a variety of funding sources. Those sources include Division, College and Department budgets. In addition funding may be enhanced with other institutional funds or sources of revenue.
Departments/individuals who write a grant in support of facility or equipment improvements should be certain to obtain a firm estimate from the facilities management or facilities planning department for any renovation or remodeling work required as a result of the grant application prior to submitting the grant. In addition the grant writer must alert the Vice President for Finance and Administration of the inclusion of renovation/remodeling work included in the grant.
Formal cost estimates for the work requested will not be developed without the appropriate approval. Each Divisional Vice President is responsible for establishing the level at which project estimate requests may be made within his/her division. This determination must be communicated to the Facilities Management Department to assure they know procedurally who a department must contact for approval of a request for estimate. The approval for estimating may be designated by the Divisional Vice President to the Department Director level or above.
Final estimates and designs must be approved by the Divisional Vice President before the project is placed on the listing of potential projects. Once a project is placed on the listing the Vice President for Finance and Administration, in consultation with the appropriate Division Vice President will review the project list and prioritize the estimated project on the current listing of projects. Facilities Management and Facilities Planning will then schedule projects, based on the prioritization, whenever possible and reasonable, and advise the Vice President for Finance and Administration of the projects which have been scheduled.
In estimating the cost of projects the requestor will be provided with a separate listing of items which will be replaced within the scope of the project which are considered items that due to normal wear and tear would be performed as Maintenance and Repair Work. These items will not be charged to the project account due to the fact they fall within the scope of Maintenance and Repair Work (defined above).
Examples of work in this category include: Construction of new walls or removal of existing walls to create additional classroom or office space; addition of, replacement of or removal of existing fixed office or classroom components in order to improve the work or classroom space available; installation of book shelves, new carpet and/or drapes.
This is work which represents major facility renovation or improvements. The initiation of request for this work, conceptualization and design of the project, may be initiated by a department or division but the initial request must be approved through the President's Executive Council. Needs are generally identified through the Facilities Planning Department, Facilities Planning Committee or President's Executive Council. Work in this category may cost from $20,000 to $100,000.
Examples of work in this category include: Conversion of an existing space to a new use via renovation/remodeling; complete upgrading of a lab, classroom or work area.
This is work involving significant renovation of a facility or construction of new facilities. Work is this category must be requested and approved through the President's Executive Council at a minimum and generally is work which is identified at the PEC level and above.
Examples of work in this category include: Construction of new facilities; complete renovation of existing facilities.
To request work to be performed the appropriate process, as outlined below, should be used.
a. For emergency repairs a department should contact the Facilities Management Department work order center at extension 2361 Monday through Friday from 7:00 a.m. to 3:00 p.m. except for holidays.
b. For emergencies between 3:00 p.m. and 7:00 a.m., on weekends or on holiday's departments should call the Boiler Plant at extension 2394.
c. Once a call is placed a Facilities Management Department staff member will be dispatched to address the emergency repair need.
d. In some instances during non-working hours or in the event an out-of-stock part is required to complete the repair, a Facilities Management Department staff member may make a temporary repair and advise that the particular item needing repair not be used until additional staff or parts may be secured. In either event the Facilities Management Department employee will advise the designated individual in the department of the status of the repair, if not completed the anticipated completion date and will advise when the repair is actually completed.
a. For non emergency repairs a department should contact the Facilities Management Department by either completing a ‘fix-it' request on the Facilities Management Department Web Site or through contacting the work order center at extension 2361. As noted above the work order center is staffed Monday through Friday from 7:00 a.m. to 3:00 p.m. except for holidays.
b. During hours that the work order center is not staffed individuals should submit the request through a ‘fix it' request on the Facilities Management Department Web Site. If an employee is unable to access the web site for any reason they should send the request via an e-mail message. E-mails should be sent to firstname.lastname@example.org.
c. Within five work days of the non emergency repair request a representative of the Facilities Management Department will contact the department and advise on the scheduled date for the work to be completed.
d. The scheduling of the work will be dependent on the need for the repair and the availability of staff to make the repair. Regardless of the schedule for the repair the Facilities Management Department representative will advise the department within five days of when the anticipated repair work will be completed.
e. If there is any delay in the scheduled repair work the Facilities Management Department representative will advise the department of when the work has been rescheduled to and the reason for the rescheduling.
a. The department chairperson or director should discuss the need for the work with his or her supervisor
b. The requested work should then be routed through the appropriate Academic Dean, as applicable, and the Divisional Vice President for approval and to request a rough estimate.
c. Those approving the request for a rough estimate should seriously evaluate the potential for the requested work being approved before the approval for an estimate is granted.
i. The request for the rough estimate should be forwarded to the Institutional Maintenance Superintendent (IMS) or by contacting the IMS directly at extension 2361. The IMS will review the requested work and make an initial determination if the nature of the work is in-house in nature or if it is likely to be contracted out. In either case, a member of the Facilities Management or Facilities Planning Department will contact the requestor within five working days of receipt of the request to schedule a time to discuss the work further.
ii. If the work is in-house in nature the Facilities Management Department will contact the requestor to set up a time to discuss the work and provide a rough estimate.
iii. If the work appears to be contracted out in nature the IMS will refer the request to the Director of Facilities Planning for review. A member of the Facilities Planning Department staff will then contact the requestor to set up a time to discuss the work and provide a rough estimate.
d. A rough estimate is not a commitment from either Facilities Management Department or Facilities Planning Department to complete the work for the cost provided. Rather, it is an attempt to give the requestor an ‘approximate idea' of what the work would cost.
e. Once the rough estimate is provided the requestor will use that estimate to obtain approval to proceed to have the work formally estimated by having his/her immediate supervisor, Academic Dean, as appropriate, and Divisional Vice President approve seeking a firm estimate for the requested work.
f. The determination to proceed to a firm estimate should be based on the rough estimate, budget availability within the area, known/confirmed outside sources of funding for the work and the general need for the work on a prioritized basis within the College and/or Division. Projects with little hope of funding should not be moved to the firm estimate stage since the costing of the actual project is a time consuming process which pulls limited resources in the Facilities Management Department or Facilities Planning Department away from projects with firm funding and/or higher priority.
g. If approval is granted to move to a firm estimate the requestor should advise the IMS or Director of Facilities Planning, as previously designated, and request that a firm estimate of cost for the work be developed. A Facilities Management Department or Facilities Planning Department representative, as appropriate, will contact the requestor within five working days to schedule a time to formally discuss the project and obtain all necessary information in order to provide a firm estimate.
h. The requestor should understand that depending on the nature and scope of the request more then one meeting may be necessary in order to discuss the various service work that may be required (carpentry, painting, electrical, plumbing, communication services).
Mixed Usage Facilities:
This category of facilities includes all auditoriums, Hart Chapel, Moore Hall and Becht Hall. Due to the nature of usage in these facilities it is important that the University have a mechanism in place to evaluate needs for repair and upgrade. Once each semester, the Director of Facilities Planning and the IMS will conduct an assessment of each mixed use facility. This assessment of need will include sending a brief survey to faculty who used the facility for instruction requesting their input on the facility and discussion with the Events Coordinator regarding her observations and feedback she has received from other users of the facility. In addition the Director of Facilities Planning and IMS will conduct a walk through of the facility. Needs which are identified through this process will be provided, with a cost estimate, to the Vice President for Finance and Administration. The Vice President for Finance and Administration will discuss the project with the appropriate Divisional Vice President(s) prior to placing it on the priority listing of work.
Project Approval Process:
Once a project has been fully estimated and approved by the requestor and the appropriate supervisor the project summary will be sent to the Vice President for Finance and Administration who, in consultation with the appropriate Division Vice President(s) will determine the priority of the project and add it to the current project listing.
A running list of estimated and approved projects will be maintained by the Vice President for Finance and Administration. These projects will be prioritized in the following manner:
A Priority - Projects which have been determined to have the highest priority for completion
B Priority - Projects which have been determined to be of merit but not over those projects designated as having an A Priority.
C Priority - Projects which have been determined to be of merit for future consideration but would not likely be approved for completion within the current fiscal year.
A Priority and B Priority projects would also received a numerical designation indicating a further priority with the general category. For example, the highest A Priority project would be designated A-1.
In general, facilities management or facilities planning (as appropriate to the nature of the project) would be expected to complete the projects in priority order.
As new projects are estimated the Vice President for Finance and Administration will review the project and add it to the priority listing. The Vice President for Finance and Administration, in consultation with the appropriate divisional Vice President will determine the level of the project. The Vice President for Finance and Administration may place a project ahead of other previously approved and prioritized projects. For example, if a new project is submitted and placed on the A priority list it may move to the third highest priority A-3. As a result the current A-3 project and all following projects would move down one on the list.
In general facilities management and facilities planning will complete projects in the order which they are placed on the priority listing. However, based on the scope of the project and available funding, with approval of the Vice President for Finance and Administration, lower priority projects may be completed ahead of other projects. For example, if the A-2 priority project is a 10 week renovation of an office area costing $20,000 and the A-3 priority project is a 2 week renovation of a classroom area costing $7,000 the Facilities Management Department may request that they complete A-3 ahead of A-2 based on time availability and funding.
Project List Review:
Twice each fiscal year PEC will be provided the current full listing of priority projects for general review. PEC may determine that re-prioritization of the project listing is necessary. This review will be done in March and October of each year and will be initiated by the Vice President for Finance and Administration.
Funding for projects may come from a variety of sources including but not limited to Department Funds, Division Funds, University General Funds, and Year End Funds. PEC will establish a general funding mechanism for project work and that account will be assigned to the Vice President for Finance and Administration for oversight purposes.
Through the course of the normal fiscal year, dependent on budget availability, PEC may add funding to the project account for general use or for completion of a particular project deemed to have a high priority by PEC.
Priority List Changes:
In addition to changes noted above that may be made by PEC to the priority list, items may be removed from the list or moved down on the list based on, but not limited to, either of the following circumstances:
A. During the semi-annual review of the listing by PEC a determination is made that a particular project is either no longer necessary or has moved to a lower overall priority over other projects.
B. A department advises the appropriate PEC member, Facilities Management, or Facilities Planning (who in turn notifies the Vice President for Finance and Administration) that the project is no longer viable or necessary.
Departments that need to have furniture or equipment moved, including out bounding of furniture and equipment should contact the Facilities Management Department by completing a "Move-It" request via the Facilities Management Department web site or by contacting the Facilities Management work order center at extension 2361. The work order desk is staffed Monday through Friday from 7:00 a.m. to 3:00 p.m. except for holidays. If a requestor is unable to access the Facilities Management Department web site a request may be sent via e-mail to email@example.com. A member of the Facilities Management Department staff will contact the requesting department within five working days to schedule the requested move.
a. Departments should be aware that depending on the scope of the move coordination may be required with other departments to arrange for changes in phone line service and/or relocation of other communication connections.
b. For requests to out-bound furniture or equipment, departments should consult the university surplus property policy for guidelines on offering the item for use by other departments prior to contacting the Facilities Management Department to request that the item be moved or out bounded.
c. During peak times, two weeks prior to commencement and two weeks after commencement and two weeks prior to the start of the fall semester and two weeks after the start of the fall semester only emergency moves will be considered. During these time periods a representative of the Facilities Management Department will contact the requestor within five days and advise on the earliest date the move may be completed.
Custodial Services requests, as with other service request to the Facilities Management Department are categorized into emergency and non-emergency request.
a. For emergency custodial services requests the department should contact the Facilities Management Department work order center at extension 2361. The work order desk is staffed Monday through Friday from 7:00 a.m. to 3:00 p.m. except for holidays. For emergencies between 3:00 p.m. and 7:00 a.m., on weekends or on holiday's departments should call the Boiler Plant at extension 2394. Once a call is placed a Facilities Management Department staff member will be dispatched to address the emergency custodial services need. A Facilities Management Department employee will advise the designated individual in the department of the status of the request and if not completed the anticipated completion date.
b. For non-emergency custodial services requests, a department should contact the Facilities Management Department by either completing a ‘clean-it' request on the Facilities Management Department Web Site or through contacting the work order center at extension 2361. As noted above the work order desk is staffed Monday through Friday from 7:00 a.m. to 3:00 p.m. except for holidays.
During hours that the work order desk is not staffed individuals should submit the request through a ‘clean it' request on the Facilities Management Department Web Site. If an employee is unable to access the web site for any reason they should send the request via an e-mail message. E-mails should be sent to firstname.lastname@example.org.
A Facilities Management Department employee will advise the designated individual in the department of the status of the request and if not completed the anticipated completion date.
c. Outside Contracting: Departments should be aware Custodial Services in the following facilities on campus are provided through an outside contractor: Ballentine Hall, Becht Hall, Campbell Hall, Carrier Hall, Egbert Hall, Gemmell Student Center, Givan Hall, Harvey Hall, Nair Hall, Ralston Hall, Siler Learning Center, Student Recreation Center and Wilkinson Hall.
Emergency maintenance and custodial needs in addition to routine maintenance and repair items for the Venango Campus should be reported to the Venango Maintenance Supervisor. All other facilities repair, remodeling and renovation issues for Venango Campus should be directed to the Executive Dean of the Venango Campus. The Executive Dean is responsible for determining need and priority of the Venango Campus and for communicating those issues, as appropriate, to the Provost, President and members of the PEC.