Policy AD38 ADMINISTRATION OF UNIVERSITY PHYSICAL FACILITIES

Policy Steward: Vice President for Administration

Contents:

  • Purpose
  • Authority
  • Definitions
  • Policy
  • .... Planning and Land Use
  • .... Design and Construction
  • .... Routine and Major Maintenance and Building Operations
  • .... Construction Contract Administration
  • .... Environmental Regulatory Compliance
  • .... Building Code Compliance and Permitting
  • .... Environmental Health and Safety Compliance and Permitting
  • .... Temporary Structures
  • .... Real Estate
  • .... Space Assignments
  • Exceptions
  • Further Information
  • Cross References

  • PURPOSE:

    The purpose of this policy is to establish the responsibility for the administration of the University physical facilities, including buildings, infrastructure, and grounds at all University locations.

    AUTHORITY:

    The Board of Trustees of The Pennsylvania State University, through the President and the Treasurer, has delegated authority to the Office of Physical Plant (OPP) for the planning, design, construction, maintenance, and operations of all University-owned facilities at all University locations (including research centers and campuses), except as specified in the "Exceptions" section of this policy, and as defined in Memoranda of Understanding, lease agreements, or other approved agreements.  OPP has authority to enter into Memoranda of Understanding with other University units related to the administration of all facilities that are unique to units.

    Questions concerning any specific authority or delegation should be referred to the Associate Vice President for Physical Plant.

    DEFINITIONS:

    Routine Facilities Operations and Maintenance -

    Facilities operations and maintenance encompasses all that broad spectrum of services required to assure the built environment will perform the functions for which a facility was designed and constructed. Operations and maintenance typically includes the day-to-day activities necessary for the building and its systems and equipment to perform their intended function. Operations and maintenance are combined into the common term O&M because a facility cannot operate at peak efficiency without being maintained; therefore the two are discussed as one.

    Major Maintenance -

    Major Maintenance is repairs, replacement, or refurbishment done to assets such as building systems or other facilities which have a cost above the level of funding available in annual operating budgets.  Normally such repair costs are at least $5,000 for single projects. Major maintenance frequency is based on the life cycle of the asset and is normally in longer intervals like five to fifty years depending on the useful life of the asset.

    Capital Projects -

    See Board of Trustees Bylaws.

    POLICY:

    Facility administration responsibilities of OPP include:

    Planning and Land Use

    Design and Construction

    Routine Facilities Operations and Maintenance and Major Maintenance

    Construction Contract Administration

    Environmental Regulatory Compliance

    Building Code Compliance and Permitting

    Environmental Health and Safety Compliance and Permitting

    Temporary Structures

    Real Estate

    Space Assignments

    EXCEPTIONS:

    The following is a summary of the exceptions to this Policy:

    FURTHER INFORMATION:

    For questions, additional detail, or to request changes to this policy, please contact the Office of Physical Plant.

    CROSS REFERENCES:

    Other Policies in this manual should also be referenced, especially the following:

    AD01 - Auditoriums, Policies and Procedures for Use of University,
    AD02 - Non-University Groups Using University Facilities,
    AD05– Naming University Facilities,
    AD21– Use of the Agricultural Arena and Agricultural Progress Days Facilities,
    AD26 - Sale of Food and Beverages at University Locations,
    AD30– Cable Television (CATV) at University Facilities,
    AD31 - Outdoor Public Art,
    AD34 - University Recycling Program,
    AD44 - University Storage Space Management,
    AD51– Use of Outdoor Areas for Expressive Activities,
    AD57 - General Regulations on Use of University Property,
    AD62– Scheduling and Use of General Purpose Classrooms,
    AD64– Energy Conservation Policy,
    AD65– Electronic Security and Access Systems,
    AD70 - Emergency Management,
    AD73 - Accessing Athletic and Recreational Facilities,
    AD76 - Emergency Notifications on Digital Signage,
    BS07 - Authority and Procurement,
    FN11 - Contracts and Leases, and
    SY01 - Environmental Health and Safety


    Effective Date: December 11, 2013
    Date Approved: December 9, 2013
    Date Published: December 11, 2013 (Editorial change, May 2, 2017)

    Most Recent Changes:

    Revision History (and effective dates):

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