Assignment, Construction, Alterations, Improvements and Maintenance to Facilities (IV.B.4)

Volume ­­IV: Facilities and Safety
Chapter B: Use of Facilities
Responsible Executive: Treasurer and Chief Financial Officer
Responsible Office: Office of the Senior Vice President for Administrative Operations and Offices of the Chancellor
Date Issued: August 1, 2004
Date Last Revised: January 15, 2020

Table of Contents

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

Policy Clarification

Title/Office

Telephone

Email/Webpage

Senior Director, Physical Facilities and Chief Operations Officer

765-494-8000

pfcom@purdue.edu

 

Campus Specific Questions

Title/Office

Telephone

Email/Webpage

Fort Wayne Vice Chancellor for Financial and Administrative Affairs

260-481-6804

 

Northwest Vice Chancellor for Finance and Administration

219-989-2232

 

West Lafayette Senior Director, Physical Facilities and Chief Operations Officer

765-494-8000

pfcom@purdue.edu

STATEMENT OF POLICY

The assignment of space in all University Facilities on the West Lafayette campus and any non-campus building or property must be authorized by the CFO. On each Regional Campus, the Chancellor must authorize the assignment of space. The CFO and Chancellors may delegate this responsibility for any specific University Facility.

All work that involves construction, alteration, improvement or installation to University Facilities must be performed with the full knowledge and written consent of the CFO or designee. All planning, development, estimates, coordination of work and other processes associated with construction, alterations, improvements, installations and maintenance of University Facilities must be overseen and coordinated by the campus Physical Facilities Department. The CFO and Chancellor may assign responsibility for maintenance that does not involve construction, alterations or improvements to a unit other than Physical Facilities for specific University Facilities. Physical Facilities Departments will ensure compatibility with established University standards and compliance with applicable laws and regulations, including but not limited to those related to public works, contracts, building codes, and environmental health and safety, and will coordinate with the requirements of the department or unit for which the work is being planned. The West Lafayette Physical Facilities Department will facilitate a process for submitting and responding to Project Requests for all campuses.

REASON FOR THIS POLICY

The design and construction of any University Facility is regulated by various state and federal laws and regulations, and by procedures established by the Board of Trustees. These regulations, in part, control the process for awarding a public works contract (Indiana Public Works statues found in IC 5-16 and the by-laws established by the Board of Trustees), the requirements for the design of the facility (state building codes), the means and method of conducting the work and control of the workplace environment (OSHA and IOSHA regulations), the requirements for the testing for hazardous materials and their disposal (EPA and IDEM regulations), etc. Failure to comply with these laws and regulations may expose the University to fines. In addition, the individual responsible for the violation also may be subject to fines and/or prosecution by outside agencies.

The University takes these laws and regulations seriously and intends to fully comply with them. This policy ensures compliance with all applicable requirements.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

All units, students, faculty, and staff of Purdue University; third party entities and/or contractors who utilize University Facilities; and external design/construction vendors are governed by this policy.

EXCLUSIONS

There are no exclusions to this policy.

RESPONSIBILITIES

CFO

  • Enforce this policy under the supervision of the President.
  • Review and make determinations on requests for exceptions to this policy for the West Lafayette campus and non-campus facilities.

Provost and Vice Chancellors for Academic Affairs

  • Determine the highest and best use of assigned academic spaces.

Senior Director, Physical Facilities and Chief Operations Officer

  • Administer and interpret this policy on behalf of the CFO.
  • Coordinate standards and procedures in support of this policy for the West Lafayette campus.

Chancellors

  • Review and make determinations on requests for exceptions to this policy for their campus.
  • Implement campus policies and procedures in support of this policy.

Physical Facilities Departments

  • Oversee/coordinate the assignment and inventory of space for University Facilities.
  • Oversee/coordinate the planning, development and execution of construction, alterations, improvements and repair of all University Facilities.
  • Oversee/coordinate the maintenance of University Facilities.
  • Employ professionally trained and certified staff to ensure all construction, alterations and improvements are compatible with University standards and compliant with applicable laws and regulations.

Colleges, Schools, Departments and Offices

  • Submit Project Requests in accordance with procedures established by the West Lafayette Physical Facilities Department.
  • Units assigned responsibility for maintenance, perform work only within the scope of their designation, and not involving construction, alterations, improvements or repairs.

Faculty and Staff

  • Follow applicable procedures for requesting alterations, improvements and maintenance of University Facilities.

Students and Recognized Student Organizations

  • Follow applicable procedures for requesting alterations, improvements and maintenance of University Facilities.

DEFINITIONS

All defined terms are capitalized throughout the document. Refer to the central Policy Glossary for additional defined terms.

Physical Facilities (Department)
The office or department on each campus responsible for the oversight, management and maintenance of the campus’s facilities.

Project Request
A request for construction of a new space or alterations, improvements, installation or maintenance to an existing University Facility. This includes but is not limited to the following: equipment installation; installation, repair or modification of infrastructure; repair or modification of building envelope and structural components; electrical systems and equipment; telecommunication wiring and equipment; lighting; security systems; heating, cooling and ventilation systems; plumbing and piping; walls and wall finishes; doors and partitions; furniture and casework; hazardous material abatement; masonry; and grounds site installations or improvements.

University Facility(ies)
Any University owned, leased, used or occupied building or structure, or any land or infrastructure owned, used or leased by the University.

RELATED DOCUMENTS, FORMS AND TOOLS

Physical Facilities websites:

Information on requesting work orders and projects

Use of Facilities (IV.B.1)

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/facilities-safety/ivb4.html

HISTORY AND UPDATES

January 15, 2020: Updated policy title and reformatted content. Assignment of space moved from IV.B.1 to this policy and assigned to the CFO/Chancellors. Removed details of the processes for construction, alterations, improvements and maintenance. Clarified system-wide application and the role of Physical Facilities on each campus.  

November 18, 2011: Policy number changed to IV.B.4 (formerly I.4.6).

October 13, 2008: Prior to October 2008, this policy was included as an appendix to policy I.4.1, Regulations Governing the Use and Assignment of University Facilities

This policy supersedes previous Memoranda of Understanding related to departments self-performing Construction work.

Appendix

There are no appendices to this policy.

 

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