PROPOSED REVISION TO: REG 07.25.1 – Alteration, Renovation, Maintenance and Repair of Facilities

Rationale: To incorporate language presently in REG07.25.2 regarding Facilities Modification Request to include all conditions when a Facilities Modification Request is required.

REG07.25.2 will then be deleted as a PRR with the information presently shown in REG07.25.2 transferred to -- a more appropriate location since REG07.25.2 is not a regulation, but simply a required University procedure.

Review Process:

9/16/11 AVC, for Facilities authorizes transmittal of PRR for review

9/16/11General Counsel preliminary review (Terry White reviewed)

9/16/11VC for Finance & Business review

NA(Relevant NCSU committee or other body) review, if applicable

NAGeneral Counsel final review, if changes have been made

10/4/11EOM, Information Only


Policies, Regulations and Rules / Authority
Vice Chancellor for Finance and Business
Title
Alteration, Renovation, Maintenance and Repair of Facilities
Classification
REG07.25.1
PRR Subject
Facilities
Contact

Facilities Division Administrative OfficerUniversity Program Specialist (919) 513-2414

History: First Issued: July 1, 2002.

Revised: August 16, 2011

Related Policies:
NCSU REG07.25.10 - Work Request
NCSU REG07.25.2 - Facilities Modification Request

Additional Information:
Office of the University Architect
Facilities Modification Request Form

1. DEFINITIONS

1.1 Alteration includes, but is not limited to, all minor construction; changes in facilities configuration; fabrication, modification, removal, or installation of hardware and equipment; signs; erection, relocation, or removal of partitions, doors, and windows; and changes in type of finishes and flooring materials

1.2 Renovation applies to that work which is required to restore, upgrade, or otherwise improve the general condition of facilities

1.3 Maintenance or Repair includes all work necessary for the general upkeep of existing facilities, facility components, grounds, and utility systems

1.4 Structural/physical changes to interior space is defined as demolition or new construction that includes: installation of fixed equipment or furniture requiring utility, electrical, laboratory exhaust or HVAC connections; fire alarms and fire suppression systems; taps into building utilities or HVAC systems; plumbing; involvement of any hazardous materials or life safety issues such as propane, natural gas, chemicals, fumes, ventilation issues

2. RESPONSIBILITIES

The Facilities Division is responsible for review and approval of all alterations, renovations, maintenance and repair of NC State University facilities. All alterations, renovations, structural/physical changes, maintenance and repair must be performed or contracted only through the Facilities Division unless the Division gives expressed written approval for an exception. The Division will ensure that alterations, renovations, maintenance and repair are:

2.1 Designed and carried out in compliance with the parameters of the Physical Master Plan and the programmatic needs of the university

2.2 Conducted so as to protect the health, welfare and safety of the university community

2.3 In compliance with State Building Codes and University and State Building standards

2.4 Reviewed by the required campus units, university committees and state agencies

2.5 Documented and archived into building "As Built" plans

3. APPLICATION

This rule shall apply to all facilities belonging to or under the responsibility of NC State University. Departments violating this rule will be required to correct non-compliant work and will be financially responsible for all costs to obtain compliance. Exceptions to this rule are as follows:

3.1 University Housing, Athletics, Dining, Student AffairsCampus Enterprises, and Transportation operate their own Maintenance and Repair units and may carry out limited, pre-approved maintenance and repair within the space / buildings assigned

3.2 CALS Research Stations and field laboratories operate their own Maintenance and Repair units and may carry out limited, pre-approved maintenance and repair at these off-campus facilities

4. ALTERATIONS OR RENOVATIONS REQUESTS

Departments requesting alterations or renovations must:

4.1 Contact the appropriate College Facility Coordinator to discuss need, source of funds and scope of work.

4.2 Submit a Facilities Modification Request (FACMOD) to the Office of the University Architect within the Facilities Division if the project involves one or more of the following:

4.2.1 Structural/physical changes to interior spaceAlteration as defined in 1.1, renovation as defined in 1.2, or structural/physical changes as defined in 1.4

4.2.2 Changes in the use of the space such as conference room to office, hallway to office, teaching lab to research lab, Chemistry space to Statistics space

4.2.3 Changes in the room numbers, door numbers, or unassigned space

4.2.4 Exterior changes to the building

4.2.5 Equipment located exterior or interior to the building and interior equipment requiring utility services

4.2.6 New external structures; e.g., bus shelters, benches, bike racks, news stands, special fencing, banners, picnic, recreation shelters, flagpoles

4.2.7Recreational areas; e.g., volleyball, basketball, tennis courts

4.2.8Locating equipment interior or exterior to buildings including, but not limited to, the installation of fixed equipment or furniture requiring utility connections, including HVAC systems, AC window units, fume hoods, gas cabinets, lasers or the addition of fixed or portable equipment that utilizes hazardous chemicals or gases

4.2.9Changes Affecting University "110" Classrooms: Any change; e.g., priority scheduling assignments, change in the number of seats, adding screens or equipment, adding lecterns, adding AV infrastructure, change in use of space, change in room number, which would affect University "110" Classroom space. (The FACMOD should contain an explanation or justification for the proposed change. In addition to the regular FACMOD reviewers listed below, other appropriate departments may be consulted in reviewing and acting upon FACMOD requests affecting "110" classrooms.)

4.2.6 4.2.10Any proposal from a private construction firm

4.3 Initiate a planning study if the project will affect the assignment of space, add more space, impact exterior building appearances, or change programmatic functions - contact the Office of the University Architect.

5. MAINTENANCE OR REPAIR REQUESTS

Individuals requesting maintenance or repair must:

5.1 Contact the Building Liaison, who will submit the Work Request.

5.2 Provide the Building Liaison all information pertaining to the work request to include any situations that may be occurring within the building such as power outages, water shut downs, HVAC systems.