Facilities Services

001: Introduction

Campus Facilities and Grounds
Section 001: Introduction
Effective: 04/20/2010

The Campus Facilities and Grounds Policy and Procedure Manual (CFG) provides the user with policies and procedures applicable to the design and development of the facilities and grounds at the Oregon State University campus. The CFG applies to all university departments. The Procurement and Contract Services (PaCS) Policy & Procedure Manual, however, may specify different procedures if required by a grant or contract, or if more appropriate.

Information regarding Facilities Services and the services provided can be found on our website http://oregonstate.edu/facilities/. Corrections, changes, or suggestions for the manual should be communicated to the CFG Manual Coordinator via e-mail or phone: 541-737-7670.

In the event of an inconsistency or conflict, applicable law and Board of Higher Education policies supersede university policies and university policies supersede college, department or lower unit bylaws, policies, or guidelines.

The University reserves the right to add, amend, or revoke any of the contained rules, policies, regulations, and instructions or incorporate additional ones, with or without notice, as circumstances or the good of the university community may require.

Campus Facilities and Grounds Manual Overview
The Campus Facilities and Grounds Manual includes the roles and responsibilities of parties involved in construction activities at the Oregon State University campus, and specific policies governing how the work will be completed. These policies are not intended to be the policies of Facilities Services, but rather University policies for the design and development of campus buildings and grounds.

Facilities Services is the central coordinating unit for Oregon State University Design, Development, and Maintenance activities and, as such, is in charge of ensuring the planning, development and construction of facilities is completed in accordance with this manual and the applicable Oregon Administrative Rules, Oregon Revised Statues, State and local comprehensive plans, the Campus Master Plan, and local land development code requirements.

002: Definitions

Campus Facilities and Grounds
Section 002: Definitions
Effective: 04/20/2010

Terms used in the Campus Facilities and Grounds Policy and Procedures Manual are defined as follows:

A

Adaption. The alteration and/or renovation of facilities designed to retain the value of the facility and to respond to changing institutional needs and external standards.

Alteration. The changing of internal arrangements or other physical characteristics of an existing facility for most effective use, including interior finishes, cabinets, and moving walls.

B

Bid. Competitive offer by an outside contractor or vendor in which price, delivery (or project completion), and conformance to specifications are the predominant award criteria.

Building Manager. Building Managers are responsible for monitoring the buildings to which they are assigned.  For a list of duties and responsibilities, contact the Work Coordination Center (WCC).

Building Systems. Attachments to the building, such as wiring and electrical service and fixtures, central air conditioning and ventilation system, heating system, plumbing, fire protection system, and environmental monitoring system. This does not include movable equipment such as freezers.

Building Use Credits. Three percent (3%) of the total Indirect Cost Recoveries from grants and contracts is set aside for improvements to facilities that directly or indirectly support research. The 3% represents the building use allowance component of indirect costs.

C

Capital Repair Program. The planning and budgeting for known future repair and replacement requirements that extend the life and retain the usable condition of campus facilities and systems not normally contained in the annual operating budget. Such requirements include: building upgrades, code requirements, major items that have a maintenance cycle over one year (e.g., replacing roofs, painting buildings, resurfacing roads, replacing chillers, transformers, etc.).

Campus Master Plan. The document that comprises the policies, guidelines and development standards for OSU’s physical development. The document and zoning regulations are approved through the public land use approval process.

Capital Construction.  Refer to Oregon Administrative Rule (OAR) AR 580-63-0005 http://arcweb.sos.state.or.us/rules/OARS_500/OAR_580/580_063.html.

Capital Construction Project.  Any project subject to the terms and conditions of OAR 580-63-0005.  In addition, a Capital Construction project is any project in which the total budget exceeds $500K.

Change Order. Amendment to a contract or project for additional work, extra work, deletion of work, or any change in the original scope of work or specifications that may result in a change in the original contract price and/or change in contract time.

Charge-Back. Costs for services rendered and billed by Facilities Services to the requesting departments, unless paid for by other funding sources.

Charge-Back System. A system of cost control that requires the requesting unit or organization to pay for work done to its area.

Circulation Area. The portion of the gross area of a building required for physical access to various divisions and subdivisions of space.

Construction. Involves the erection of a new facility, or the addition or expansion of an existing facility that adds to a building’s overall dimensions. Construction involves support facilities for buildings, including outside utilities, parking, roads, sidewalks and landscaping, or any building addition or improvement to any OSU facility.

Cyclical Maintenance. Maintenance that can be predicted and performed on a regular basis (cycle).

D

Deferred Maintenance. Maintenance projects not included in the maintenance process nor in the capital repair process due to a lack of funding.

Design Authorization. Written agreement authorized by department head to pay for design work required for the Scope of Work indicated.

E

Estimate. An approximation of the expected cost to complete the work indicated. See Scope of Work.

Equipment Maintenance & Repair. Refer to http://oregonstate.edu/dept/budgets/genupol/gupfixed.htm.

F

Facilities Services.  The organization that is responsible for overseeing the planning, development, operation, and maintenance of university buildings, structures and grounds.

Facilities Services shall:

Final Design. Includes drawings, scope of work, specifications, equipment and material lists, permits, and any other documentation required to initiate, complete, and inspect construction.

Fixed Equipment. Equipment affixed to a building and similar to building system equipment is considered fixed equipment. This includes fume hoods, autoclaves, sterilizers, lab benches and cabinets, cage washers, overhead cranes and hoists, affixed power generators, dormant scales, walk-in freezers, water fountains, sinks, faucets, eye washers, office fixtures, chalk/white/bulletin boards, attached/installed projector screens, carpets, window drapes and blinds, etc. Building Maintenance & Repairs’ account code 23502 is used.

Footprint. The working square footage required supporting a particular function; this often includes space for furniture as well as chair movement and circulation.

H

Hazardous Waste. A waste substance that may cause severe illness, death, or may cause a substantial hazard to health or the environment when improperly managed.

Historic District. A historic district is designated by the National Register of Historic Places. The historic district is a physical boundary around an area or a boundary and includes buildings, open spaces or landmarks identified as contributing and/or noncontributing resources within the area and/or boundary.

I

Improvement. Addition of quality features to existing space by upgrading mechanical or electrical systems or architectural finishes. (Examples are installation of carpet on worn floors, the addition of air conditioning, or installation of special lighting to create an aesthetic condition).

Also See Renovation.

L

Land Development Code. Land development regulations are administered by a Local Certified Government body in accordance with comprehensive plans. The code is intended to ensure that development is of the proper type, design, and location; serviced by a proper range of public facilities and services; and consistent with goals and policies in a comprehensive plan. It may also include a development approval process that shall not result in the exclusion of needed housing at densities permitted by the underlying zoning designations, or result in unreasonable costs or delays.

M

Maintenance. Systematic day-to-day process funded by the annual operating budget to control the deterioration of university facilities (e.g., structures, systems, equipment, pavement, grounds), and includes landscape management, custodial, and call-in requests for service.

Examples Include:


Minor Construction Project.  A project that is less than $25,000 and requires a single contractor or single Facilities Services trade or shop.

Moveable Equipment. Equipment which can be moved and is either minor equipment or on the Fixed Asset equipment inventory.  This includes office furniture, office equipment , window and plug in air conditioner units, electric water coolers, specialized lab equipment such as spectrometers, low temperature freezers, ductless fume hoods, centrifuges, operating room equipment, major medical instruments and equipment, laundry equipment, cafeteria and kitchen equipment, portable generators, etc. Equipment Maintenance & Repairs’ account code 23501 is used.

P

Preliminary Planning Figure. Estimate of the funding required for a preliminary Scope of Work—generally given as a range on a Design Authorization Form.

Preventive Maintenance. Planned actions undertaken to retain an item at a specified level of performance by providing repetitive scheduled tasks which prolong system operation and useful life (i.e., inspection, cleaning, lubrication and part replacement).

Project Architect. The person, firm or corporation appointed by the Owner (Facilities Services) to provide a design, contract documents, and contract administration of construction work.

Project Authorization. The written agreement authorized by a department head to pay for the design and construction work required to complete the scope of work indicated.

Project Manager.  Is an employee of Facilities Services that coordinates and facilitates the project and project sponsors’ goals in accordance with the Project Review Team’s recommendations or requirements.

Project Review Team.  The Project Review Team (PRT) is a team of representatives from Facilities Services, and perhaps other parties involved in a project coordination effort, that cooperatively reviews and develops the scope of work as it relates to the planning, development, long-term operation, and maintenance of campus buildings and structures.  The PRT serves as an agent to the Vice President of Finance and Administration to ensure the applicable campus policies, regulations, and requirements are incorporated into the project. 

Project Sponsor.  An individual or individuals seeking to plan or initiate an improvement or development.

Punch List. A list of deficiencies, incomplete or unacceptable work items compiled by the project manager during the final inspection of a project.

R

Renovation. Total or partial upgrading of a facility to higher standards of quality or efficiency. Under certain conditions a renovation may also be classified as an improvement.

Repair. The restoration of a facility allowing its effective use for its designated purpose. Repai; overhauls or replaces major parts deteriorated by usage or the elements.

Routine Maintenance Project.  A project that does not require new construction or work typically associated with the life cycle maintenance requirements of finishes, fixtures, or equipment (this may include the replacement of equipment or specific parts).

S

Schematic Phase.  The first stage in a construction project that confirms the project program. This phase includes the development of a project design and construction schedule, preparation of initial cost estimates, and descriptive drawings and/or study models of the project design.

Scope Changes. A change to the written and agreed upon scope of work requested by the customer or resulting from unanticipated occurrences during the project. Scope changes may or may not involve a change in project cost or time on a change order.

Scope of Work. A written statement or list of tasks, reached through consultation with department personnel and defines the actual work to be done. It is presented to the department either on a drawing or as a separate document.

Service Call.

Strategic Plan. A plan that projects programs five to ten years for most business functions. Some strategic facility management plans project three to five years.

T

Transit and Parking Services.  Transit and Parking Services is part of Facilities Services and the organization that is responsible for the transit and parking management on campus. Refer to http://oregonstate.edu/facilities/transit_pkg/index_pkg.html .

V

Value Engineering. Evaluation of construction methods and/or materials to determine which have the net result of reducing costs, consistent with specified performance, reliability, maintainability, aesthetic, safety, and security criteria.

W

Work Order. A number assigned to a service call (maintenance or repair request) or project work request that is processed by the Facilities Services Work Coordination Center.  Information regarding the request is entered into the departmental CMMS, a unique work order number is assigned to the request, and a work ticket is generated describing the request details. 

Work Request. A service call (maintenance or repair request), project request or estimate request submitted to the Facilities Services Work Coordination Center for processing.

Work Coordination Center.  The Work Coordination Center (WCC) is Facilities Services’ Administrative Unit that receives requests from customers, and initiates/directs the work request and project request work flow process. The WCC should be the first point of contact for all inquires to Facilities Services.

003: Roles and Responsibilities

Campus Facilities and Grounds
Section 003: Roles and Responsibilities
Effective: 04/20/2010
Revised: 11/11/2011

Facilities Services

Facilities Services is a service organization that oversees the construction, development, operation and maintenance of the physical space and grounds of the Oregon State University campus.

When to Involve Facilities Services

  1. When any alteration or adaptation of existing physical space, regardless of the funding, occurs.
  2. When major equipment is purchased by a department to ensure the utility requirements of the equipment are reviewed prior to the installation of and connection to any existing building system, utility, chiller, etc.
  3. When any assignment of physical space is reassigned to a department to ensure the University Space Committee processes and procedures are followed.
  4. When any exterior change to the existing campus grounds occurs.
  5. When any capital construction project is being planned.
  6. When the capital construction biennium project list is being prepared.
  7. When a permit is required for the work.
  8. When any improvement to a space is being planned.

Procurement and Contract Services (PaCS)

The service organization that, in conjunction with Facilities Services, develops and executes all construction contracts, and purchase orders for materials, equipment, or construction services for projects over $5,000 in contract value and all design contracts regardless of contract amount.

When to involve PaCS

  1. When any construction-related professional services are required (i.e. architect, engineer, special inspection and testing, survey, etc.), regardless of contract amount.
  2. When any construction services are subject to Oregon Prevailing Wage Law (BOLI) requirements.
  3. When any material/equipment or construction services in excess of $5,000 are required (Purchase Order for $5,000 to $25,000 or construction contract for projects greater than $25,000).

Building Managers 

A Building Manager is an Oregon State University faculty or staff member appointed to coordinate the construction, operation, maintenance and custodial needs of the building with Facilities Services.  The Building Manager is not authorized to commence construction activities or renovations of space without the approval of Facilities Services.

Campus Planning Committee

The Campus Planning Committee (CPC) is an advisory body that makes recommendations to the Vice President of Finance and Administration on the site selection and design development of building or other exterior improvements.

Deans and Directors

Deans and Directors provide authorization to commence alterations and adaptations to space that is assigned to their College or Department.  They are responsible for contacting Facilities Services when any proposed alteration or adaptation occurs, or when equipment is purchased.

University Space Planning Committee

The University Space Planning Committee is an advisory body that makes recommendations to the Vice President of Finance and Administration and the Provost regarding University space policies, guidelines, allocations, and other matters relating to the use and management of the physical space on campus.

Parking Committee

The Parking Committee is an advisory body that makes recommendations to the Vice President of Finance and Administration regarding the policies of the parking management on campus.

004: Planning, Construction, and Maintenance

Campus Facilities and Grounds
Section 004: Planning, Construction, and Maintenance
Effective: 04/20/2010
Revised: 03/04/2011

1. Planning

  1. Campus Planning oversees the broad application of the regulatory requirements for development on campus.  The regulatory requirements include, but are not limited to, City of Corvallis Land Development Code, OSU Campus Master Plan, and Federal and State requirements for Historic Resources.
  2. The Campus Planning Committee makes a recommendation to the Vice President of Finance and Administration.  The purview of the Campus Planning Committee includes changes to the exterior of campus grounds and facilities, as well as the siting of new buildings and facilities.
  3. Space Planning is done in accordance with the policies and procedures set forth by the University Space Committee, as approved by the Provost and Executive Vice President. Facilities Services oversees the reassignment of space and safeguards the policies and procedures for space planning. All space requests are processed using the Request for Space Form. http://oregonstate.edu/facilities/cpd/campusplanning/forms.
  4. Planning services are provided by the Campus Planning Department.  Contact the Facilities Services Work Coordination Center at 541-737-2969 for information.

2.   Construction

  1. Construction projects are managed by Facilities Services Design and Construction staff or Campus Operations staff depending on the scope of the project.  In general, Capital Construction projects, or projects requiring the services of two or more trades/contractors, are managed by the Design and Construction staff.  Projects requiring the service of a single trade are typically managed by a Campus Operations supervisor.  Contact the Facilities Services Work Coordination Center at 541-737-2969 for more information.
  2. The Oregon State University Development Surcharge requires that all capital construction projects and major renovation projects be subject to an Oregon State University Surcharge.  The revenue generated from the surcharge is used to improve campus utility infrastructure, transportation infrastructure, and other necessary campus assets.  Refer to the Oregon State University Surcharge matrix to review fee schedule, https://sharepoint.oregonstate.edu/sites/Facilities/FSpublish/Finpub/Forms/AllItems.aspx?RootFolder=%2fsites%2fFacilities%2fFSpublish%2fFinpub%2fCapital%20Construction&FolderCTID=&View=%7b19A51641%2dA6D9%2d43F2%2d994E%2d7F50C21EF1FF%7d.

3.   Capital Construction

  1. Each biennium the Oregon University System (OUS) accepts proposals for Capital Construction projects. Refer Biennium Capital Construction – project submission requirements and schedule http://www.ous.edu/dept/capcon.
  2. Facilities Services assists OUS by sending out a call for proposals, gathers project information, completes cost estimates for the project, as appropriate, and submits a list of potential projects to the Vice President of Finance and Administration and the Provost for review and prioritizing.
  3. Capital Construction is completed in accordance with Oregon University System Division 60 – Real Property, Facility and Campus Planning. Refer to http://arcweb.sos.state.or.us/rules/OARS_500/OAR_580/580_060.html.

4.   Capital Repair  

  1. Each biennium, Oregon University System allocates funding to address the deferred maintenance and repair needs on campus. 
  2. Facilities Services prepares a list of priorities of maintenance repair needs each biennium.  This list is submitted to the Vice President of Finance and Administration and the Provost for review.
  3. Facilities Services also assists with Capital Repair request made by Hatfield Marine Science Center, the Agricultural Experiment Stations, Forest Research Laboratory, and the Cascades Campus.
  4. In general, the approach for Capital Repair is to spend 75% of the biennium allocation on building systems and 25% of the allocation on cosmetic upgrades.

5.   Maintenance

  1. Facilities Services is allocated funding to assist with the general maintenance and repair of campus.  Maintenance activities on campus are categorized as follows:
    1. Routine
    2. Immediate, and
    3. Emergency
  2. The Facilities Services Work Coordination Center dispatches all service calls to the appropriate group within the Campus Operations Unit.  For more information, call the Work Coordination Center at 541-737-2969.
  3. For a list of services refer to the Facilities Services Campus Operations Maintenance Services website at http://oregonstate.edu/facilities/site_ops/index_siteops.html.

6.   Project Work Request Process

  1. Each project for construction and maintenance is processed by the Facilities Services Work Coordination Center; all projects or work order requests are initiated through the Work Coordination Center at 541-737-2969.

005: Transit and Parking Services

Campus Facilities and Grounds
Section 005: Transit and Parking Services
Effective: 04/20/2010

Transit and Parking Services

  1. Transit and Parking Services (TAPS) is an auxiliary unit, which requires them to be self-sustained on the revenue the organization generates.  TAPS receives no funding from Education and General Funds for its operation.
  2. TAPS is responsible for administering the OSU Transit and Parking programs, including, but not limited to:
    1. Parking Permits
    2. OSU Shuttle
    3.  Maintenance of parking lots
  3. TAPS is subject to the requirements of Oregon Administrative Rule Division 30 Regulations Governing the use of Motor vehicles. Refer to http://arcweb.sos.state.or.us/rules/OARS_700/OAR_740/740_030.html.
  4. TAPS works with the Campus Parking Committee to modify parking regulations and to resolve appeals to citations.

006: Environmental Health and Safety

Campus Facilities and Grounds
Section 006: Environmental Health and Safety
Effective: 04/20/2010

1.   Environmental Health and Safety

  1. Environmental Health and Safety (EHS) administers the OSU safety program and helps the university administration in meeting its health and safety responsibilities. EHS is responsible for other safety functions including, but not limited to
    1. Accident incident record keeping
    2. Accident investigation
    3. Biological safety
    4. Chemical carcinogen safety
    5. Fire and safety inspections
    6. Fire extinguisher inspection and maintenance
    7. Hazardous chemical emergency response
    8. Hazard communication and material safety data-sheet information
    9. Hazardous waste disposal
    10. Industrial hygiene surveys
    11. Prescription safety glasses
    12. Safety complaint investigation and resolution
    13. Safety consultation and training
  2. For further information, please refer to the OSU Safety Policy & Procedures Manual at http://oregonstate.edu/dept/budgets/SAFManual/SAFTOC.htm, as well as the Safety Instructions at http://oregonstate.edu/ehs/safety-instructions.

2.   Radiation Safety

  1. Radiation Safety is responsible for monitoring the use of radioactive material and radiation machines at the university and administering the radiation safety program. The Radiation Safety Office is in the Environmental Health and Safety Dept. Radiation Safety provides the following services:
    1. Consultation and training on safety procedures in handling radioactive material
    2. Radiation surveys
    3. Radioactive material disposal
    4. Radioactive material and radiation machine inventory record keeping
    5. User authorization
    6. Dosimetry
    7. Inspections
    8. Maintenance of the university’s radioactive materials-use license

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

 

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/groundsuse.html 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.

Manual Revision Records

2012

Date Section Revision
May 24 007-19: Signage, Posters, Banners Updated link for  Facilities Services Campus Planning

2011

Date

Section

Revision
Nov 11 FAC 003: Roles and Responsibilitiy updated content
Nov 11 FAC 007-16: Capital Construction updated content
March 4 FAC 004 Planning, Construction, and Maintenance updated link for Request for Space Form