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Policy 4302
Facility Modification/Maintenance

Date of Current Revision: May 2011
Responsible Officer: Director, Facilities Management

1. PURPOSE

The purpose of this policy is to outline procedures for the initiation, funding and approval of university facility modifications and maintenance. This policy is designed to ensure the optimal condition of campus facilities and the prudent management of financial resources.

2. AUTHORITY

The president has given Facilities Management the authority to enforce this policy.

3. DEFINITIONS

Emergency Maintenance:
Maintenance or repair requiring immediate action to prevent personal injury or property damage.

Income Producing Events:
An external group that generates revenue for the sponsoring department or organization. The presence of the group requires housekeeping, landscaping and/or maintenance services to spend extra, unplanned hours to maintain campus facilities.

Maintenance Management System (MMS):
A computerized system for managing asset reliability, asset history tracking and billing of all Facilities Management work. This includes the work request/work order process. This campus-wide system is called Facility Focus.

Major Maintenance:
Repair/replacement of major equipment or building systems items that is necessary for the continued utilization of the facility. These projects do not modify or alter the function of a facility.

Major Projects:
Work that modifies or alters the function of any university facility, or portion thereof. Major projects typically include: renovations, the installation/removal of wall/doors and the connection of new equipment requiring utilities changes/accommodations (Equipment Trust Fund items, instructional technology, etc.) These projects are differentiated from Major Maintenance Projects (i.e. HVAC equipment replacement, building painting, maintenance reserve projects, etc.) that address facility repair needs.

Routine Maintenance:
Normal upkeep and repair required to maintain facilities including housekeeping, maintenance, landscaping and utility service operations. This includes Preventative Maintenance (routine inspections, cleaning, adjustment, etc.), Predictive Maintenance (planned repair or replacement prior to failure) and Deferred Maintenance (repairs delayed due to lack of resources).

VUSBC:
Virginia Uniform Statewide Building Code. Compliance with the VUSBC is required for all construction/renovation projects in accordance with the mandated annual permit process.

4. APPLICABILITY

The policy applies to all departments and all facilities that are owned, leased or operated by the university.

5. POLICY

All modifications and repairs to campus facilities must be coordinated with and accomplished by Facilities Management in order to ensure safe, efficient and code-compliant facilities. This policy addresses major projects, routine maintenance, preventative maintenance, emergency maintenance, deferred maintenance, income producing events, departmental improvements and other associated program requests.

6. PROCEDURES

6.1 Major Projects

6.1.1 A major project should be submitted to the Facilities Management Work Control Center as a work request. Anticipated major project work should be thoroughly discussed with the department and approved through the initial VP authorization to proceed with the concept prior to initiating the work request. Major Project work requests must clearly state the nature and location of the building modifications required. If a specific deadline applies it must be so noted on the work request. Accomplishment time frame is subject to program needs/requirements; the availability of manpower, materials and contractual services; and the priorities of concurrent projects as determined by Facilities Management.

6.1.2 Individual departments are responsible for obtaining the funding necessary to accomplish their major projects (based upon Facilities Management or Facilities Planning and Construction estimates including the cost for development of estimates). Projects that require design by outside consultants and/or are funded by capital accounts will usually be accomplished by the Office of Facilities Planning and Construction. All other projects will be designated for accomplishment by Facilities Management. Facilities Management will initiate the Annual Building Permit (if required).

6.1.3 In the event that a unit requires a project for which departmental or divisional funding is not available, the project may be submitted by the requesting department as part of the university's annual operating budget process. Projects funded through this mechanism will normally be restricted to larger projects which, while less than capital in scope, are beyond what could reasonably be accommodated within the unit's annual operating budget.

6.1.4 Budget submissions are normally due in January. Units considering funding requests should submit Major Project work requests to Facilities Management no later than October 16 in order for the estimates to be accomplished by the anticipated January operating budget submission deadline. If approved, project funds will be available for use the following July 1. The requesting unit will be responsible for planning far enough in advance to fit their project within the university's operating budget cycle. Only true emergencies with health and safety considerations will be considered outside of this schedule.

6.1.5 Approved projects will be scheduled and communicated to all concerned by the Facilities Management Master Planner. The project schedule will be established after consideration of manpower, materials and concurrent projects. Projects will be scheduled on a year-round basis and will not be limited to periods between semesters. The Building Services Coordinator will be responsible for the notification of non-availability of affected facilities to users and, if necessary, obtaining alternate facilities.

6.1.6 All maintenance reserve and anticipated major maintenance projects will be listed on the Facilities Management's Comprehensive Plan which will be updated on an ongoing basis by the Master Planner and Facilities Engineering to provide an overview of anticipated needs.

6.2 Routine Maintenance

6.2.1 Routine maintenance requests should be directed to the Building Services Coordinator or Residence Hall Area Coordinator. Building Services Coordinators will initiate an electronic work request on the Facility Focus System. A written work request form can be submitted if electronic access is not available. Residence Hall Directors will use a form supplied by the Office of Residence Life. Work requests must clearly state the nature and location of the problem. If a specific deadline applies, it must be noted on the work request form.

6.2.2 Preventive maintenance work will automatically be initiated by Facilities Management as scheduled maintenance.

6.2.3 All equipment and materials required for routine maintenance and major projects will be ordered and supplied through Facilities Management. Any department purchasing items that will alter their facility or the climate of their space must be approved through Facilities Management.

6.2.4 Maintenance response is subject to the availability of manpower and materials, and the priorities of concurrent projects. Normal initial response time is five working days. Estimates will be provided prior to performing work only if specifically noted on the Work Request Form. Effective July 1, 2007, small scope estimates will be added to overall project estimates and will be billed at the appropriate craft rate.

6.2.5 Funding is provided by Facilities Management for E&G supported facilities (i.e. academic and administrative departments). Auxiliary Enterprise facilities (i.e. Residence Life and Dining Services) work is funded by the unit's operating budget from which Facilities Management is required to fully recover all related expenditures.

6.3 Emergency Maintenance

6.3.1 Emergency maintenance requests should be submitted to Facilities Management work control by telephone (x86101) from 7:30 a.m. Monday through 7:30 a.m. Saturday. From Saturday at 7:30 am through Monday at 7:30 am, call Campus Police (x86911). The exact nature and location of the emergency should be identified to ensure that the maintenance staff can make a prompt response. Only emergency requests will be handled by telephone. The Work Control Center will be responsible for initiating a work order for emergencies.

6.3.2 Funding for emergency maintenance in academic and administrative (E&G) facilities will be provided by Facilities Management. Auxiliary Enterprise work is funded from the unit's operating budget from which Facilities Management will fully recover all related expenditures.

6.4 Income Producing Events

6.4.1 When any department or organization hosts an income producing event, the department or organization is responsible for any expenses required of housekeeping or landscaping, and maintenance used to maintain campus facilities for the event. The department or organization is required to submit a work request via Facility Focus to alert Facilities Management of the event and to request services.

6.4.2 The Master Planner for Facilities Management will work closely with departments and organizations to ensure that events are identified, tents permits are issued, and events are communicated and covered by facilities staff as required.

6.4.3 When departments or organizations do not submit work requests for income producing events, Facilities Management is authorized to submit work requests to cover any increased cost of operations.

6.4.4 In the event that no additional personnel or time is required to support an income-producing event, the work order will not be charged.

7. RESPONSIBILITIES

7.1 The Senior Vice President for Administration and Finance is the final approving authority for all major projects. Approval will be based upon the overall benefit(s) of the project in support of the mission of the university.

7.2 The divisional senior vice presidents have responsibility for evaluating all major projects submitted within their division for appropriateness, support of unit objectives and adequate funding.

7.3 The Director of Facilities Management is responsible for ensuring that proper action is taken to accomplish all necessary work required to maintain university facilities in a state of repair adequate to support the mission of the university.

7.4 The Facilities Management Assistant Director for Operations is responsible for coordinating all aspects of daily maintenance activities. This includes accomplishing emergency maintenance, preventive maintenance, routine maintenance and assigned major projects.

7.5 The Facilities Management Master Planner is responsible for coordinating all major projects and facilities related to support for campus events.

7.6 The Facilities Management Engineering Manager is responsible for reviewing all major projects and all major maintenance projects, consulting when necessary with the individual initiating the request, providing estimated project costs, coordinating the annual building permit process, developing the project schedule in coordination with the Senior Planner, and coordinating the accomplishment of assigned projects.

7.7 The Director of Facilities Planning and Construction is responsible for providing an estimate of project costs, developing project schedules and coordinating the accomplishment of Major Projects and Maintenance Reserve Projects that involve design by outside consultants and/or are funded by capital outlay accounts.

7.8 Building Services Coordinators are departmental designees appointed by the building's dean or department head and approved by the appropriate division head. A list of Building Services Coordinators can be found at http://www.jmu.edu/safetyplan/fire/duties/BuildingCoordinators.shtml

7.8.1 Building Services Coordinators and Residence Hall Directors are responsible for initiating work requests for routine maintenance and emergency maintenance in their buildings.

7.8.2 Emergency maintenance requests should be called in directly to the Facilities Management Work Control Center.

7.8.3 Building Services Coordinators and Residence Hall Directors will work closely with Facilities Management to ensure that buildings are kept in a good state of repair.

7.8.4 Building Services Coordinators are responsible for informing all building occupants of maintenance activities that will affect building operations (i.e. electrical power outages).

7.8.5 Building Services Coordinators should coordinate the locking/unlocking of their buildings.

7.9 Maintenance Management System (Facility Focus) users are responsible for developing written operating guidelines and providing a copy to the Facilities Management Applications Manager. Facility Focus security requirements shall comply with University Policy 1204. Facility Focus users may request specific reports from the Information Technology Department by completing a Computer Service Request.

8. SANCTIONS

Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.

9. EXCLUSIONS

None.

10. INTERPRETATION

The authority to interpret this policy rests with the president and is generally delegated to the Director of Facilities Management.

Previous version: March 2009
Approved by the President: May 2005

Index Terms
Buildings
Modification