007: Campus Facilities and Grounds Policies and Procedures

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

007-01: Academic Building Access:

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

The University establishes the building schedule based on the term class schedule. Department Heads may have buildings and rooms open for special meetings during after-hours. The Department of Public Safety (737-3010) and the custodial contractor are responsible for opening and closing most academic buildings. Typical opening and closing of academic buildings is as follows:

a.   Open at 6:00 a.m. Exceptions: Saturday, Sunday, and holidays

b.   Close at 6:00 p.m. Exceptions: Buildings used for evening classes close at 10 p.m.

c.    Contact the Building Manager and/or Department of Public Safety for emergency building access. Campus emergency, dial 541-737-7000, campus non-emergency, dial 541-737-3010 or at http://oregonstate.edu/tools/mailform?to=osp.dps@oregonstate.edu&recipient=Oregon+State+Police+Trooper/Public+Safety+Officer.  

007-02: Academic Classroom Access

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

The locking and unlocking of an academic general purpose classroom is coordinated between the Building Manager and the Registrar’s Office. 

007-03: After-Hours Access

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

Coordinate after-hours building and room access with the Building Manager and the Office of the Registrar.

007-04: After-Hours Use of Buildings

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   The Oregon State Board of Higher Education established, in the Administrative Code, the following policy regarding “Use of Facilities by Outside Organizations.”  In general, it shall be the policy of the various institutions in the state system not to make available the buildings and other facilities of these institutions. Exceptions to this policy shall be approved by the Executive Vice President or President of the institution. In general, exceptions will be made only in the case of community, regional, or state gatherings where no admission fee is charged. The benefiting organization, in all instances, will be expected to meet normal expenses, such as custodial, policing, etc.

b.   All individuals or groups requesting meeting space at Oregon State University shall schedule meetings by contacting:

  1. The Schedule Clerk in the Registrar’s Office
  2. The Memorial Union (MU) Business Office to schedule MU facilities
  3. LaSells Stewart Center
  4. CH2M Hill Alumni Center

c.    Schedule meetings ahead of meeting time to:

  1. Eliminate conflicts with regularly scheduled classes
  2. Preserve a study and research environment
  3. Ensure availability of the area requested

d.   Requests must contain the following information:

  1. An explicit purpose
  2. The place requested
  3. Time
  4. Number to attend, etc.
  5. Name of the meeting manager, to allow proper communication and fix responsibility.

e.   General Purpose Classrooms available for evening use are:

  1. Listed with the Schedule Clerk
  2. Reviewed at the beginning of each term
  3. Subject to availability
  4. Limited to buildings with late evening closing schedule
  5. Exceptions must be approved by the Registrar and may be subject to approval by the Provost/Executive Vice President

f.    After Hours Classroom Activities:

  1. Regularly scheduled evening classes
  2. Extra or rescheduled day or evening classes
  3. Professional society meetings, including student chapters
  4. Seminars and special instructional lectures sponsored by an academic department
  5. Training and information sessions sponsored by an administrative department
  6. Large Memorial Union-administered and officially-approved student activities, such as
  1. Student chapters of professional academic societies
  2. Regional or national seminars, conferences, short courses

g.   Responsibilities of the scheduling organizations are to:

  1. Maintain the general conditions within the building and room
  2. Make arrangements for the meeting, including:
    1. Custodial services
    2. arking permits
    3. Maintenance or repairs to the room as a result of the use
    4. Posting and removal of signs
    5. Providing administrative items necessary for a successful meeting
    6. Notifying the Building Manager 24 hours before all meetings

007-05: After-Hours Use by Individuals

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

a.   Departments obtain after-hours use permits annually from Department of Public Safety.

b.   An after-hours use permit is required after normal open hours.

c.    An after-hours use permit is issued and signed by the dean or department head.

d.   An after-hours permit log shall be kept by the dean or department head showing:

  1. Individual’s name
  2. Valid dates 
  3. Approved areas

e.   Individuals without a staff card or after-hours permit will be asked to leave the building

007-06: Americans with Disability Act

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   The following policies apply to all campus construction projects subject to the terms of the ADA, and appropriate Americans with Disability Act Design Guidelines.

b.   Entry Point: Main entry points to a building shall be constructed in a manner that allow for universal access.

  1. Door access shall be electronically controlled to exceed the ADA building code requirements and meet the OSU Construction Standard.

c.    Bathrooms: For new construction, a minimum of one ADA accessible bathroom shall be installed on every floor per the OSU Construction Standard.

d.   Stairwells: the stairwells shall accommodate the design specifications of the OSU approved Evacu Track unit per the OSU Construction Standard.

e.   Backup generated power will be provided to a minimum of one passenger elevator in each new building or when backup generated power is provided to existing buildings on campus.

007-07: Animals on campus

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   The following policies apply to dogs and animal pets on campus:

  1. Dogs and other pets on campus must be on a leash not exceeding six feet, and under competent control
  2. Dogs and other pets may not be tethered unattended on campus
  3. Dogs and other pets are not allowed within any campus building
  4. Exceptions:
    1. Animals for approved research purposes
    2. Animals delivered for observation by Veterinary Clinic personnel
    3. Guide or companion-dogs accompanying disabled persons
  5.  Violators will be cited and animals will be impounded according to provisions of Corvallis Municipal Ordinance No. 50.63.

b.   For more information see Animal Handlers Policy under General University Policies, see http://oregonstate.edu/dept/budgets/SAFManual/SAF212.htm in the OSU Administrative Policies and Procedures Manual.

007-08: Equipment Maintenance & Repair Policy

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   The Department of Facilities Services is responsible for the normal operating costs of building systems at reasonable levels based on prudent operation with energy and resource conservation in mind. Higher levels of service are the responsibility of the using department.

b.   Refer to Equipment Maintenance and Repair policy for a definition of fixed equipment versus movable equipment, funding responsibility, and the service levels provided; how to set up maintenance contract with Facilities, and/or the cost estimate process. See http://oregonstate.edu/dept/budgets/genupol/gupfixed.htm.

007-09: Heating and Cooling Policy

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   The heating and cooling policy governs the practice for temperature control for occupied university facilities during normal working hours (8:00 a.m. to 5:00 p.m., Monday through Friday, for most buildings).
Where applicable, the temperatures specified in the building’s design criteria will be used.  

b.   Call the Facilities Services Work Coordination Center at 541-737-2969 if heating or cooling needs adjusting.

c.    Heating Occupied Spaces

  1. A minimum of 68oF is maintained during normal building use hours, unless adjusted to meet unforeseen constraint or demand.
  2. After-hours space temperatures are set between 58-62oF

d.   Cooling Occupied Spaces (where available)

  1. A maximum of 76oF is maintained during normal building use hours, unless adjusted to meet unforeseen constraint or demand.
  2. After-hours cooling is not provided.

e.   Alternate Heating/Cooling Schedules

  1. Requests for alternate heating/cooling schedules should be processed through the Work Coordination Center.

f.    Variance

  1. Requests for alternative heating/cooling limits should be verified against building design specifications and then processed through the Work Coordination Center and approved by the Facilities Services Director.

g.   Prohibited Equipment

  1. Electric space heaters that do not meet current UL standards or which cause electrical circuit overloading. Questions concerning UL standards shall be referred to Environmental Health & Safety personnel.
  2. User-installed self-contained portable air conditioning units.
  3. Any exceptions must be approved in writing by the Facilities Services Director.

007-10: General Key and Building Security

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   This policy is intended to maintain a safe and secure working environment, to prevent thefts from buildings, and to provide a customer-friendly procedure to borrow and return keys on campus through a university-supported key and building security policy.

b.   University keys are the property of Oregon State University. The OSU Facilities Services Key Shop is responsible for the issuance of keys, maintenance of keys and locks, and inventory of keys.

c.    At the request of authorized faculty, staff, and students, keys may be issued to them by the OSU Facilities Services Key Shop, upon payment of a refundable deposit.

d.   All University keys are assigned to individuals. The person whose name appears on the key request form is responsible for all keys listed. All keys must be surrendered upon request of the key shop, the authorizing department, Department of Public Safety, or upon leaving the university. The key card states the responsibilities of the key holder, and upon signature of this card the key holder agrees to follow the OSU Key and Building Security Policy.

e.   It is the department's responsibility to:

  1. Issue exterior door keys only to those authorized persons who have a continuing need to access a building after closing hours.
  2. Ensure that all unneeded keys are returned to the Facilities Services Key Shop.
  3. Report all keys that have not been returned or are lost to Department of Public Safety and Key Shop immediately.

f.    Persons failing to return issued keys may be charged for costs associated with re-keying of the spaces accessible by the key. Refusal to return a key upon request may result in arrest for theft of university property.

g.   It is the responsibility of the key holder to report any malfunctioning locks to the Facilities Services Work Coordination Center at 541-737-2969 or to Department of Public Safety, if after hours. Damaged keys should be delivered to the key shop to receive a replacement without charge. Lost keys must be reported to the issuing department within 24 hours of loss.

h.   University locks shall not be replaced with non-university-issued locks without permission of the Facilities Services Key Shop. Locks replaced without authorization will be removed, and a charge to the department will be made for costs related to the removal.

i.     The following actions are in violation of this policy:

  1. Loaning keys without authorization
  2. Duplication of keys
  3. Altering of keys, locks, or mechanisms
  4. Propping of doors
  5. Admitting unauthorized persons into building
  6. Failure to return a key when requested by the OSU Key Shop, Department of Public Safety, authorizing department, or upon leaving the university
  7. Persons in violation of this policy may be issued a university citation from Department of Public Safety and may be assessed damage and/or replacement costs.
  8. Education and training in key policy and issuance of keys will be provided at no cost to departments by Facilities Services Key Shop and Department of Public Safety.

007-11: Building Door Lock Devices

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   This policy governs the installation and maintenance of door lock devices for buildings on the Oregon State University campus.

b.   Facilities Services Key Shop is responsible for installing locks on doors.  Any contractor hired in accordance with a construction project shall contact the Key Shop to coordinate the installation of locks, prior to the installation of the device.

c.    All new construction projects or major renovation projects shall be equipped with the approved electronic device per the OSU Construction Standards Manual on every first-floor door access.

007-12: Building Key Issuance

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

a.   This policy governs the control of keys on the Oregon State University campus.

b.   The policy applies to all administrative units, except:

       i.    Student housing (Housing),

       ii.    Farm buildings (College of Agricultural Sciences)

      iii.    Library carrels (The Valley Library)

      iv.    Temporary structures

c.    The policy does not apply to locks on:

       i.    Office furniture (departmental responsibility)

       ii.    Clothing lockers (individual responsibility)

d.   The basis of issuing a key is a demonstrated continuing need. The requester’s department head or designate decides the need and issues the approval.

e.   Eligible key holders must present a completed Key Request Form with an original signature of the authorizing person (signature on file) to the Key Shop. Uses of signature stamps or proxy signatures are not accepted.

f.    For a copy of the Facilities Services Key Request Form, please contact the Facilities Services Key Shop at 541-737-3565.

g.   Please refer to the Facilities Services Key Distribution Form for eligibility, distribution procedures, and other information pertaining to obtaining keys.

h.   Building Managers may request and be issued, without deposit, one set of keys for the building(s) of responsibility.

i.     Department heads may request and be issued, upon payment of appropriate deposit, a set of keys for all the rooms assigned to the department.

j.    Extra department space keys are for temporary issuance only to department personnel.  Contact the Facilities Services Key Shop for details.

k.   Department Heads may initiate action to handle all departmental key issues and accountability. Adoption of this option obligates the Department Head to assume responsibility for all departmentally issued keys.  Contact the Facilities Services Key Shop for details.

007-13: Building Key Control

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   This policy governs the control of keys on the Oregon State University campus.

b.   Anyone in possession of an Oregon State University building key shall:

       i.    Keep the key in a secure location anytime the key is not in use.

      ii.    Immediately report a lost or stolen key.

     iii.    In the event the key is lost, then the key holder may be held liable for the costs associated with re-keying the buildings accessed by the lost key.

     iv.    Return any key no longer needed.

      v.    It is not permitted for a key holder to transfer posession of a key to another employee.  All keys must be returned to the Key Shop and reassigned to the appropriate person.

     vi.    All keys shall be assigned to a person, not a department, organziation, or committee, etc.

    vii.    A department head shall:

            1.   Ensure all keys are returned for any employees that will no longer be working for the university.

            2.   Maintain a current authorized signature card at the Key Shop.

     viii.    A deposit shall be required for any key issued.  Please refer to the Facilities Services Key Request Form for current deposit fee.

007-14: Building Key Return

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

a.   This policy governs the procedure for returning keys to the Facilities Services Key Shop.

b.   All employees are responsible for returning keys at the end of their employment at Oregon State University.

c.    All employees are responsible for returning keys to the Facilities Services Key Shop when the key is no longer needed.

d.   Any building managers in possession of building keys are responsible for returning keys at the end of their appointment as a building manager.

007-15: Building Construction, Renovation, Remodeling, and Alteration

Campus Facilities and Grounds Policy and Procedures Manual

a.   This policy governs the practices and procedures for any and all building construction activities on the Oregon State University campus.

b.   The purpose of this policy is to:

  1. Establish central regulatory responsibility for the university’s physical spaces
  2. Assure that university-wide interests are met
  3. Applies to all university-related facilities, statewide
  4. Applies whatever the funding source

c.    This policy is intended to prevent construction activities from occurring or being initiated by departments or building managers without first ensuring that:

  1. The applicable permits are obtained.
  2. The work is planned and implemented in compliance with the applicable building code regulations, fire code regulations, ADA guidelines, OSU best practices, and zoning code regulations.
  3. All university space (regardless of its assignment to a particular department or organization), is managed, renovated, altered, etc., in a consistent manner in accordance with the applicable policies and procedures of the appropriate university committees such as the Campus Planning Committee, University Space Committee, University Safety Committee, etc.
  4. All required analyses, such as an electrical load analysis, are completed prior to the installation of equipment.
  5. The space is assigned to the department interested in initiating the alteration or construction.
  6. The contractors being used are licensed and in contact with the appropriate Facilities Services staff.
  7. Appropriate professionals are used to design and engineer the work.
  8. An asbestos survey and abatement are completed in accordance with Policy 15.h of this manual prior to the work commencing.
  9. Changes in existing building systems are completed in a manner that do not adversely impact the systems overall operational efficiency.
  10. The Procurement and Contract Services Office is contacted so the appropriate coordination for all appropriate contract services is completed.

d.   A department, Building Manager, organization, etc. shall not commence any improvement, remodel, renovation, demolition or installation of equipment without first contacting the Facilities Services Work Coordination Center at 541-737-2969 for consultation and coordination of work. 

e.   All department representatives and building managers interested in initiating a construction project shall contact the Work Coordination Center at 541-737-2969 to coordinate the effort with Facilities Services prior to the commencement of work. 

f.    A department, building manager, organization, etc., shall not initiate any work on building systems (HVAC, electrical, etc.) or install any mechanical equipment or research equipment without first contacting and coordinating the proposed work with Facilities Services.

g.   Policy 15.d and 15.f of this manual apply to any project on campus regardless of the fact that the work is being completed by Facilities Services or by an outside contractor.

h.   Any work requiring a permit needs to be coordinated with Facilities Services prior to the work commencing.

i.     Prior to the start of any renovation, alteration, etc., the Facilities Services Environmental Health Safety Department shall be contacted to coordinate a survey for suspect and known asbestos containing materials in the project area.  No flooring or building materials shall be removed or demolished without first contacting Facilities Services Environmental Health and Safety.

j.    Prior to the start of any renovation, demolition, alteration, etc., Environmental Health and Safety shall be contacted to review the proposed project isolation plan to ensure the safety of university personnel, students, and the general public.

k.   All local exhaust systems used to control the exposure of humans to hazardous chemicals or other detrimental materials in the air shall be approved by Facilities Services Environmental Health & Safety.  For acceptable models for use in OSU applications, please contact the Work Coordination Center at 541-737-2969 or visit the Environmental Health & Safety web site at http://oregonstate.edu/ehs/.

l.     When project construction will impact an adjacent parking area, then the Project Manager shall contact Transit and Parking Services prior to any work commencing to ensure all applicable Transit and Parking Standard Operating Procedures for construction activities impacting parking areas are followed.

007-16: Capital Construction

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010
Revised: 11/11/2011

a.   This policy is intended to govern the procedures associated with the planning and submission of a capital construction project.

b.   A capital construction project is any project subject to the terms and conditions of the Oregon Administrative Rule Division 63 http://arcweb.sos.state.or.us/rules/OARS_500/OAR_580/580_063.html.

c.    A major capital construction project is a project sponsored by a college or department that is in excess of 500K and requires new construction, new equipment, or additional space.

d.   A minor capital construction project is a project that is more than 25K, and requires two or more Facilities Services trades or outside contractors.

e.   All capital construction projects with values over $1 million require State legislative authority.

f.    All major capital construction projects shall be approved and by the Vice President of Finance and Administration and the Provost prior to submission to the Oregon University System.

g.   Any project submitted to Oregon University System or the OSU Foundation for potential funding shall include a conceptual design of the proposed building and two independent cost estimates for the proposed project.

h.  Any dean interested in initiating a new capital construction project can contact the Facilities Services Work Coordination Center at 541-737-2969 or visit the Facilities Services website at http://oregonstate.edu/facilities/ to obtain a copy of the procedures associated with initiating a capital construction protect.

007-17: Painting

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   This policy is intended to govern the painting activities for the exterior and interior painting activities.

b.   Facilities Services shall be responsible for the painting of all building exteriors.

c.    Facilities Services shall be responsible for the painting of all common areas (i.e., non departmental space).

d.   Painting of interior spaces is scheduled for every 12-15 years.

e.   Departments are responsible for painting of the assigned departmental space.

  1. A department may hire the Facilities Services paint crew or an outside contractor to paint their assigned space.
  2. Prior to the area being repainted, the department shall contact the Work Coordination Center at 541-737-2969 to coordinate the work, regardless of whether Facilities Services or an outside contractor is hired to perform the work.

007-18: Portable Outdoor Bins

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   This policy is intended to govern the placement of portable outdoor bins. These bins are permitted within nine locations on the Oregon State University Campus. The management of these locations is a function of Facilities Services. Contact the Facilities Services Work Coordination Center at 541-737-2969 for more information.

007-19: Signage, Posters, Banners

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010
Revised: 05/24/2012

 

a.   This policy is intended to govern the placement and use of campus signage, posters or banners.

b.   The installation of monument signs, building signs, and banners shall be in accordance with the Oregon State University Sign Plan.  Please contact the Facilities Services Work Coordination Center at 541-737-2969 for more information or visit the Facilities Services Campus Planning website at http://oregonstate.edu/facilities/cpd/signage to review a copy of the Sign Plan.

c.    Recognized student organizations of university departments may place posters on stands or easels in campus buildings and on designated bulletin boards, or in designated areas on campus grounds.

  1. Stands or easels shall not block stairwells, ADA access areas, or fire exits.
  2. Contact the Facilities Services Work Coordination Center at 541-737-2969 to obtain a listing of designated campus ground areas and requirements.  
  3. Posters displayed inside buildings must be authorized by the building manager, or registered at the Student Activities Center, and stamped and authorized for posting.
  4. Posters shall be posted only on designated bulletin boards, name the sponsor or sponsoring organization, be removed by 5:00 p.m. of the day following the announced event, election, or deadline and be no larger than 14" x 20”.

d.   The City of Corvallis sign code controls all signage visible from public and private property surrounding OSU.

007-20: Special Campus Grounds Use Events

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010
Revised: 11/21/2013

 

a.   This policy is intended to govern the procedures for obtaining a special use permit for activities occurring on the Oregon State University campus.

b.   Any department or employee interested in sponsoring a special event (e.g., parade, fun-runs, helicopter landings, or an event that otherwise does not occur on a routine basis at Oregon State University), is responsible to complete a Campus Grounds Use Request Form & Sound Permit. Refer to http://oregonstate.edu/lasells/campus_grounds and http://oregonstate.edu/dept/security/prog_event_proc/helicopter.php.

c.    The form must be submitted at least 14 days before the event to lsc.services@oregonstate.edu.

d.   All approved forms shall be sent to the Facilities Services Work Coordination Center in the Oak Creek Building.

007-21: Specialized Equipment

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   This policy is in place to govern the placement and installation of specialized equipment.

b.   No specialized equipment such as pumps, heaters, research equipment, window-mounted air conditioner, etc., shall be installed without first contacting the Facilities Services Work Coordination Center at 541-737-2969.

c.    For window-mounted air conditioners, please submit an Air Conditioner Request Form, https://sharepoint.oregonstate.edu/sites/Facilities/Web%20Part%20Pages/DocsForms.aspx?PageView=Shared, to the Work Coordination Center.

007-22: Roof Access

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures
Effective: 04/20/2010

 

a.   No roof access is permitted without approval from Facilities Services; please contact the Work Coordination Center at 541-737-2969 for more information.