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Facilities Planning & Space Management - Policies and Procedures

Introduction and Overview and Executive Summary             

Section I   University Policies  

Part A: Executive Committee for Buildings, Facilities & Space

I.   Policy Statement on New Construction, Purchase, Lease or Rental of Buildings and Facilities

II.  Policy Statement on the Assignment of Space

III. Criteria For Space Assignment

IV.  Policy Statement For Alterations/Improvements   

Part B: Buildings, Facilities, & Space: Planning Procedures and Practices

I.    Management Principles

II.   Program Planning

III.  Space Management

IV.  Facilities Improvements

V.   New Construction, Lease, Rental, or Purchase of Buildings, Facilities, and/or Land

VI.  Monitoring of Policy, Practices/Procedures        

Section II   Operating Procedures

Part A: Request for Assignment of Space (Protocol A)

Part B: Space Audit Methods and Procedures (Protocol B)

Part C: Alterations and Improvements (Protocol C)

I.   Section 201: Alterations and Improvements of Facilities

II.  Section 202: Interior Design Services

Part D: Moving (Protocol D)


Introduction and Overview and Executive Summary

This document is provided by the Office of Planning & Budgets (OPB) for the information and guidance of the MSU community regarding the policies and procedures that apply to decisions affecting University facilities and space. Questions regarding facilities planning and the management of university space should be addressed to the Director of the Office of Planning and Budgets/Facilities Planning and Space Management. Phone 355-9271. Questions and concerns can also be brought to the Director of the Office of Planning and Budgets as well as the University Committee on Academic Environment.

OPB has responsibility for University-wide planning with regard to facilities and space utilization at Michigan State University. Within OPB, the Facilities Planning and Space Management (OPB/FPSM) is responsible for facilities planning and space management.

OPB/FPSM operates under policies established by the Executive Committee for Buildings, Facilities, and Space (ECBFS). In general, decisions regarding facilities and space at Michigan State University are made by the Executive Committee or by the Provost and the Executive Vice President for Administrative Services. The OPB/FPSM makes recommendations to the ECBFS, Provost and the Executive Vice President for Administrative Services.

Units within the University may and do propose projects related to facilities and make requests for the assignment and reassignment of space. Such proposals and requests are normally made via the annual Fall Planning process.

When necessary for pragmatic reasons, a unit may initiate a proposal outside the Fall Planning process. Such special requests are addressed to OPB/FPSM via the regular administrative line, that is, department to college to OPB/FPSM, or unit to division to Vice President to OPB/FPSM (see Protocols).

OPB/FPSM cooperates with units in the development of proposals and requests regarding facilities and space. OPB/FPSM also cooperates with units of the University to implement decisions regarding facilities and space when proposals gain approval by the ECBFS.
ECBFS decisions are responses to proposals that units initiate. To repeat for emphasis, proposals from units are normally initiated as a part of the annual Fall Planning process.

EXECUTIVE SUMMARY

This document is organized into two major sections. Understanding its organization will facilitate its use. Policies and general implementation procedures are covered in SECTION I. SECTION II contains Protocols that guide specific types of facilities and space projects.


SECTION I: University Policies

Part A: Executive Committee for Buildings, Facilities & Space

Committee Charge: The Committee recommends policies for construction of new buildings and facilities and for assignment and reassignment of all University space and land, including off-campus, to the President. The Committee has oversight responsibility for the design and construction of buildings and facilities and for assignment and reassignment of all Michigan State University space regardless of source of funds or location. Committee Membership: Provost and Executive Vice President for Academic Affairs: Committee Chairperson Executive Vice President for Administrative Services Vice President and Secretary of the Board of Trustees Vice President for Research and Graduate Studies Vice President for Student Affairs and Services (In addition, the Committee will call upon other Vice Presidents, for example the Vice President for Governmental Affairs and Vice President for Residential and Hospitality Services, as appropriate.)

Committee Staff: The Assistant Director of the Office of Planning and Budgets/Facilities Planning and Space Management (OPB/FPSM) and the Vice President for Infrastructure Planning and Facilities (IPF) serve as staff to the Committee. In addition, the Committee may call upon other personnel in OPB/FPSM, or other staff of IPF (ex. the Land Management Office, and the Campus Planning and Administration office) as appropriate.

Operating Procedures of the Committee: The Committee establishes operating procedures necessary to perform its assignments.

I. Policy Statement on New Construction, Purchase, Lease or Rental of Buildings and Facilities

All Michigan State University land, facilities, and buildings belong to the University as a whole and are subject to assignment and reassignment to meet the overall needs and best interest of the institution. This includes but is not limited to all academic space, auxiliary facilities, farms, and facilities assigned to Intercollegiate Athletics. Long-range planning for optimum use of these valuable, essential University assets is a continuing process.

Within this policy framework, new construction, purchase, lease, and rental of buildings and facilities are planned to support and enhance the effectiveness of: (a) specific programs, and (b) the University as a whole. This duality of purpose is fundamental to planning new construction, purchase, lease, or rental of buildings and facilities; it precludes units from developing and/or executing proposals without authorization from the Executive Committee for Buildings, Facilities, and Space (ECBFS). For example, classrooms will often be added to new construction based in significant part on the overall need for University classrooms as well as for the potential utilization by the unit or units that will be the initial occupants of the building(s). Also, specialized research space may be included to accommodate needs beyond those of the unit(s) that will be the primary occupants of the building(s).

Criteria for New Construction, Purchase, Lease or Rental

      • Demonstrated need by the programs/units that would be the initial occupants of the space.
      • Feasibility for gaining support from a potential funding source, public and/or private.
      • Priority of the program/unit that would occupy the space based on the recommendation of the Provost and/or the Vice President for Research and Graduate Studies and/or the Executive Vice President for Administrative Services and/or the Vice President for Student Affairs and Services.
      • Potential of the project to permit resolution of other facilities and space problems, e.g., by release of space that would serve the needs of other high priority programs/activities.
      • Restrictions relating to grants, donor intent, and legal liability such as bond covenants.

New construction, purchase, lease, and rental will be considered based on the continuing program planning as formulated through the University's Fall Planning process. Although new construction, purchases, leases, and rentals are usually designed or selected with the intended occupants as active participants in the development of specific proposals, others will participate in the development of specific recommendations to ensure that new buildings, purchases, leases, and rentals conform to approved objectives established by the ECBFS. The latter participants will usually be the Assistant Director for OPB/FPSM and the Vice President for IPF, or their designees.

II. Policy Statement on the Assignment of Space

All Michigan State University buildings, space, and land, regardless of fund source or location, belong to the University as a whole and are subject to assignment and reassignment to meet the overall needs and best interest of the institution. Long-range planning for optimum use of these valuable University assets is a continuing process. Policies and procedures that guide space assignment and reassignment are the responsibility of the ECBFS. Unless otherwise specified by the Provost or the Executive Vice President for Administrative Services, space assigned to a College/MAU, whether in a single building or multiple facilities, may be reassigned or reallocated within and among internal units of the College/MAU by the College/MAU to meet its goals and purposes. Any assignment of space between or among Colleges/MAUs is subject to prior approval by the OPB/FPSM and may necessitate action by the ECBFS.

III. Criteria for Space Assignment

Space assignments are made after careful consideration of all relevant factors and consultation with the units involved. Criteria governing assignment and reassignment of University space are:

      • Appropriateness of the space to the function to be served.
      • Physical proximity of departmental units in cases where programs can be enhanced by close geographical locations.
      • Audits and analyses of space requests based on recognized space utilization standards and guidelines. (See Protocol A. -- III.B.5)
      • Accessibility of the space to persons with disabilities and resulting impact on program accessibility.
      • Priorities for research, academic programs and support services established by the Provost, and/or the Vice President for Research and Graduate Studies, and/or the Executive Vice President for Administrative Services, and/or the Vice President for Student Affairs and Services.
      • Minimal disruption of ongoing activities of faculty, students and staff.
      • Restrictions relating to grants, donor intent, and legal liability such as bond covenants, must be recognized.

OPB/FPSM conducts periodic audits and assessments of the utilization of space throughout the University. If improvements in utilization seem possible by relocation, consolidation, or physical changes, the alternatives are explored with the affected units.

IV. Policy Statement on Alterations and Improvements

For reasons of safety, building codes, and liability, building alterations or improvements to campus academic facilities including academic facilities south of Mt. Hope Road must have prior approval of the OPB/FPSM. Building alterations to campus farm properties and off-campus properties including the Agricultural Experiment Station, must have prior approval of the Land Management Office. Regular maintenance and alterations to auxiliary units such as Residence Halls, University Apartments, Intercollegiate Athletics facilities, etc. will be processed through the procedures established by the Executive Vice President for Administrative Services and Operations. Academic space within auxiliary facilities is jointly administered between the Provost and the Executive Vice President for Administrative Services.

Building alterations must conform with all relevant codes including the Americans with Disabilities Act and the National Fire Protection Association, Life Safety Code. Code requirements must be considered during the initial stages of planning. (See also: the MSU Manual of Business Procedures Section 201)

Part B: Buildings, Facilities and Space: Planning Procedures and Practices

The following Planning Procedures and Practices provide guidance regarding the implementation of the University's Policies on:

    • New Construction, Purchase, Lease or Rental of Buildings and Facilities
    • Management of Space (see Section I Part A).

This planning procedures and practices summary is intended to support effective implementation of the policies of the Executive Committee for Buildings, Facilities and Space (ECBFS) and to provide for increased clarification of the roles of the ECBFS and the University's major administrative unit administrators.

I. Management Principles

A. The Major Administrative Unit (MAU) administrator is responsible for space planning and utilization of assigned space consistent with the "Policy on Buildings, Facilities, and Space Management." It is expected that the MAU administrator will hold unit-level administrators similarly accountable.

B. In addition to consistency with the unit's roles and objectives, the criteria governing assignment or a proposal for reassignment of space within the MAU are the same as those set forth by the ECBFS policy governing assignment and reassignment of University space. (See Part A. Policy Statement on the Management of Space and Criteria for Space Assignment and Reassignment).

C. Unless otherwise specified by the Provost or the Executive Vice President for Administrative Services, MAUs may assign or reassign space to internal units within the total space assigned to the MAU by the Executive Committee on Buildings, Facilities and Space.

D. The MAU administrator is responsible for space utilization that is consistent with the purpose for which it was assigned (e.g., laboratory space to be used for laboratory purposes, office space for office purposes, etc.).

E. The ECBFS may delegate to the MAU administrator responsibility for specific buildings, or parts of buildings, designated for the unit's specific purposes. In cases where responsibility has been delegated, the MAU administrator will report to the Office of Planning and Budget/Facilities Planning and Space Management (OPB/FPSM) any changes in the functions related to the space that affect utilization. The MAU administrator is also responsible for projecting needs and reporting changes related to this space through the APP&R/SSPP&R process. The ECBFS will monitor utilization of dedicated facilities to assure that the intentions and restrictions of grants, donors and/or legal liability are being followed.

II. Program Planning

A. Space and facilities proposals shall be communicated via the APP&R/SSPP&R procedures as the standard mode of operation. Any proposal made outside the APP&R/SSPP&R procedure will be reviewed utilizing a procedure as nearly like the APP&R/SSPP&R procedure as possible.

B. Information-Technology needs and requests are routinely noted in the APP&R/SSPP&R process and considered by the Vice Provost for Libraries, Computing, and Technology. These requests should be consistent with space and facilities proposals advanced through the planning process, especially those that contemplate alterations involving technology components.

C. Program and function plans of a unit must contain explicit space and facilities provisions. Responsibility for the articulation of space provisions appropriate for the program or function and consistent with accepted utilization standards (See Protocol B, Space Utilization Standards) and University policy rests with each major administrative unit administrator.

D. Space and facilities assumptions and provisions must be included in all initiatives for changes in programs and functions of all units of the University. New space requirements must be clearly defined and a plan developed to accommodate these needs. Initiatives that do not include space and facilities provisions will be returned to the originating unit(s) by the applicable vice president.

E. The scope (size) of a program or function should not be changed until the facilities requirements are identified and a feasible, funded plan for accommodation of the addition, expansion, or contraction is confirmed.

    1. Each proposal to fill a position (new or existing) should include a declaration by the unit that space can be allocated within the space already assigned to the unit to accommodate adequately the appointee and all related activities. In the absence of sufficient space resources to support a position request, the unaddressed need should be clearly stated and a proposal for resolution identified.

    2. Each proposal for a new course should require confirmation that the necessary instructional space can be assigned either by the unit or the University.

    3. Each outreach proposal should require confirmation that the necessary space can be assigned and the technological support necessary, if any, exists and is accessible for the program proposed.

    4. Each new support service initiative requires confirmation that necessary space can be assigned. 5. Each proposed change in a major programmatic commitment requires confirmation that necessary space can be assigned.

III. Space Management

A. Strategic Space and Facilities Planning - Colleges/MAUs

    1. Colleges/MAUs should engage in space and facilities planning in the context of the APP&R/SSPP&R process each year. The approach known as Strategic Planning, described below, is recommended.

    2. Steps in the annual review of the STRATEGIC SPACE AND FACILITIES PLAN of each College/MAU are as follows:

      • a. Bring the Space Inventory up to date.
      • b. Assess the space and facilities needs of each unit within the College/MAU.
      • c. Generate a list of the changes that may be needed in space and facilities based on the changes in programs that are planned for each unit. This is intended to include the appointment of new faculty that may, for example, need laboratory space upgraded.
      • d. Place the space/facilities proposals (including requests for facilities improvements) in priority order for each unit.
      • e. Place the space/facilities proposals (including requests for facilities improvements) in priority order for the total College/MAU.
    3. Space/Facilities proposals should be such that it would be possible to generate a revised Space Inventory on the basis of each proposal. In other words, each space/facilities proposal should be developed using the concepts and detail that is included in the Space Inventory.

B. It is expected that space utilization patterns will always reflect the programmatic and functional priorities of both the unit and the University's utilization standards (e.g., office size).

C. The appropriate MAU Administrator will propose to the ECBFS, anticipated space assignments in new buildings/facilities and in buildings/facilities that have been remodeled. A detailed, room by room, space assignment plan must be approved by the OPB/FPSM prior to occupancy. OPB/FPSM will report on their review and recommendation to the ECBFS.

D. Prior to allocating additional space to a MAU, the ECBFS shall review and approve all proposed programmatic or functional space assignments and reassignments as advanced by the MAU administrator. See Section II, Protocol A: Request for Assignmen of Space, for details.

E. OPB/FPSM will maintain the Space Inventory of the University which is the official record of space assignments.

F. Classrooms are broadly categorized into two groups: departmental classrooms and university classrooms. Classrooms assigned to a department are equipped by the unit and scheduled by the department according to the specific disciplinary need for which it was assigned. University classrooms are scheduled by the Office of the Registrar, Scheduling Office, taking into account any restrictions related to dedicated space.

G. University Farms

  1. Space and land for livestock, crops, and equipment will be reviewed and approved by the MAU to which it is assigned. South campus farm space utilized as academic offices and laboratories will be subject to review and approval by ECBFS.

  2. The Director of Land Management will inform the ECBFS of changes to the campus farms, including the addition or deletion of minor facilities and appurtenances. A report will be submitted to the ECBFS of changes made and changes proposed, on an annual basis.

  3. Planned improvements related to information-technology require consultation with the Chief Information Officer (CIO) of Information Technology Services (ITS).

H. Auxiliary and Intercollegiate Athletic Facilities

  1. Space, facilities, and equipment will be reviewed and approved by the appropriate MAU administrator such as the Vice President for Auxiliary Enterprises and the Director of Intercollegiate Athletics in consultation with the Executive Vice President for Administrative Services.

  2. Academic space located in these facilities such as offices, classrooms, and laboratories within the residence halls, will be subject to review and approval by ECBFS.

  3. Planned improvements related to information-technology require consultation with the CIO of ITS.

I. Off-campus Facilities and Land

  1. Off-campus space and land will be reviewed and approved by the Agricultural Experiment Station or the MAU to which it is assigned, such as Hidden Lake Gardens, Kellogg Biological Station, and the Management Education Center (Troy, MI).

  2. Planned improvements related to information-technology require consultation with the CIO of ITS.

IV. Facilities Improvements

A. Facilities improvements will be proposed as part of the APP&R/SSPP&R process as the normal procedure.

B. In exceptional circumstances, proposals for facilities improvements may be made at other times using the procedure specified in the Manual of Business Procedures Section 200 or as outlined in Section II, Protocol C., Alterations and Improvements.

C. Funding in whole or part, of facilities improvements initiated by units will usually be by the unit. Requests for special funding must be directed through regular administrative channels. Support from central sources is typically provided to facilitate the efficient, safe, and effective use of space consistent with the criteria for the assignment and reassignment of space noted in Part A. In addition to programmatic improvements, funding from central sources may also be requested to improve handicapper accessibility, address code violations, and remove deferred maintenance that is leading to the rapid deterioration of building systems.

V. New Construction, Lease, Rental, or Purchase of Buildings, Facilities, and/or Land:

A. The Building Committee (see the Faculty and Staff directory for membership) will be responsible for reviewing and recommending changes in proposed standards for construction projects. Revisions of these standards will be reviewed by the ECBFS for approval or other action.

B. New Construction (excluding AES-funded farm buildings):

      1. New Construction is intended to include major remodeling projects that substantially alter and enhance the function of an entire or significant portions of a building.

      2. All proposals for new construction projects, including the site, will be reviewed by and must be approved by the ECBFS or the Provost and the Executive Vice President for Administrative Services.

        • a. Proposals for new construction initiated by units will be submitted via the annual APP&R/SSPP&R process unless circumstances require other timing of an initiative.

        • b. If a proposal is initiated outside the APP&R/SSPP&R process, the proposal will be referred to the ECBFS for review and action.

        • c. Proposals will be evaluated and developed further by the Infrastructure Planning and Facilities Division of Engineering and Architectural Services and Division Campus Planning, OPB/FPSM, and other relevant university units prior to final submittal to the ECBFS or the Provost and the Executive Vice President for Administrative Services.

        • d. A plan for the inclusion of information-technology in the new building needs to be reviewed with the CIO of ITS during the initial stages of planning.

        • e. Any change orders during the construction process must be assessed in terms of financial and program/function consequence and reviewed jointly by the MAU, the Infrastructure Planning and Facilities (IPF) project representative, and other personnel as appropriate (ex. Division of Architectural Services, design engineers, OPB/FPSM) prior to approval.

      3. Final proposals for assignment of space in new construction shall be developed by the unit(s) designated to utilize the new space. These proposals will be reviewed and approved by the ECBFS prior to occupancy. Each final proposal shall be in sufficient detail to permit completion of the Space Inventory forms utilized by the University, including the name(s) of individuals who will be assigned to each room.

      4. A plan for release of space will be an integral part of the planning of each new construction project. The Assistant Director for OPB/FPSM shall monitor the planning of new construction to ensure that release space is identified explicitly.

C. Lease, Rental, Purchase of Buildings, Facilities, and/or Land:

      1. Leasing or Renting of Buildings and Facilities

        • a. Solving space problems by leasing or renting buildings, facilities, and/or land may be a viable alternative to purchasing or constructing new space. Proposals to lease or rent shall be reviewed by the Director of Land Management who will provide comments to the appropriate unit administrator and OPB/FPSM. Proposals must be consistent with the program priorities and approved plans of the Major Administrative Unit, and shall have been reviewed and approved by the Provost, appropriate vice president, and MAU administrator. At this time, the financially-responsible party within the University will be clearly established and specified.

        • b. With the exceptions noted in a. above, all buildings and facilities to be leased for a period less than six months must be reviewed and approved by the Director of Land Management.

        • c. With the exceptions noted in a. above, all lease agreements that equal or exceed six months must be approved by the Executive Vice President for Administrative Services and will be administered by the Land Management Office.

        • d. The Director of Land Management will report annually to the ECBFS on space leases or rentals that are for a period of six months or longer.

      2. Building and Land Purchases or Gifts

        • a. All buildings and land purchases or gifts must be reviewed and approved by the Land Management Office and the Executive Vice President for Administrative Services.

        • b. The Executive Vice President for Administrative Services is responsible for assuring that any building or land purchase or gift shall receive prior review by the ECBFS. At this time, concerns about the source of support (General Fund/Non-General Fund) for utilities, maintenance, custodial, and other University services will be clarified.

        • c. Board of Trustees' approval is required for all real estate purchases or sales.

      3. Joint ventures raise a variety of partnership issues that require the review of the Land Management Office, Office of the General Counsel, and the Executive Vice President for Administrative Services. A report shall be made to ECBFS.

VI. Monitoring of Policy, Practices/Procedures:

A. The ECBFS assigns shared responsibility to the Vice President for IPF and the Assistant Director for OPB/FPSM for monitoring the planning and design of new construction and major renovations to ensure that University policies, practices, procedures and norms are met and conform to the provisions of the approved Program Statement. This joint responsibility includes, but is not limited to, ensuring that the programmatic needs of the unit(s) and the overall University interest in facilities and space are balanced in new construction and major renovations.

B. Plans related to the provision of information-technology in new construction and major renovations shall be reviewed with and seek input from the CIO of ITS.

C. The OPB/FPSM will conduct regular and special audits and analysis of space assigned to a particular unit or cluster of units. The results of these audits will be reported to the appropriate MAU administrator and to the ECBFS.

    1. The audit is the tool for establishing the agreed-upon definition of space that is assigned and the current utilization of that space.

    2. The audit provides reasonable assurance to the ECBFS and to University-level and other administrators that the unit is meeting guidelines of effective and efficient utilization within accepted policy and practice standards.

    3. The audit and space inventory are both baseline data for making changes in assignments, reassignments, and alterations and improvements to space. They are also useful for optimizing the alignment of facilities with the priorities of the unit. Additionally, the space inventory is critical to the calculation of indirect cost-recovery rates.

    4. Prior to a decision to refurbish and/or remodel a facility, a space audit may be conducted to provide perspective on the need for the proposed facilities improvement project.


SECTION II: Operating Policies

SECTION II presents information on the procedures units should follow when working with OPB/FPSM to achieve facilities and space objectives.
To facilitate consideration of proposals initiated by units and to enhance their implementation following approval by the ECBFS, OPB/FPSM has adopted four (4) protocols to guide specific projects. These protocols are described in detail. Each assumes the cooperative involvement of both the unit(s) concerned and OPB/FPSM.

The four protocols include:

I Request for Assignment and/or Reassignment of Space: Protocol A

A space request is a proposal for the assignment to a College/Major Administrative Unit (MAU) of space that is currently assigned to another College/MAU. It can be limited to a request for a single room, a temporary loan of rooms, or as large as a request for all the space in a building. In instances where options for an on-campus assignment of space are not present, the possibility for leasing space may also be considered.
Unless otherwise specified by the Provost and/or Executive Vice President for Administrative Services, space already assigned to a College/MAU may be reassigned internally among its departments without submission of a space request. Such space reassignments should be reported at the time they are completed but no later than the next update of the Space Inventory.


II Space Audit & Analysis: Protocol B

The audit is a confirmation and/or revision of the Space Inventory for a specified unit, usually a College/MAU. Confirmation is based on site inspection by the Space Management Coordinator of the OPB/FPSM in cooperation with representatives of the unit involved. The Space Inventory is the official record of space assignments at Michigan State University. OPB/FPSM initiates updates of the Space Inventory regularly as new data are made available. Campus-wide updates are also done periodically, usually every two years. Also, an audit may be conducted whenever a College/ MAU requests assignment of additional space.

III Facilities Alteration and/or Improvement Project: Protocol C

Facilities Alterations and Improvements Projects are defined as a proposal to change an existing structure or any part of an existing structure. Examples include the addition of a door to a conference room; the installation of a sink in a room that will be used as a laboratory; modifications to create or improve handicapper accessibility; installation of technological enhancements, such as, computer cabling; the division of a large room into offices; the reconstruction of a new configuration of hallways and rooms; or the complete renovation of a building.

Note: Some alteration or improvement projects involve minor changes, some involve moderate changes, and some involve major changes. The procedure to be followed is the same for all projects, although the amount of discussion, analysis, planning, and work may vary from one to the other.

IV Moving: Protocol D

Following assignment of space by the ECFBS, the units involved, in cooperation with OPB/FPSM, agree upon a schedule for moving required to implement the space assignment(s). Additionally, moving may also be required for alterations projects when a space assignment is not involved.

PROTOCOL A REQUEST FOR ASSIGNMENT OF SPACE

I. BACKGROUND

The Assistant Director for the Office of Planning and Budgets/Facilities Planning and Space Management (OPB/FPSM) has primary responsibility for making recommendations relating to the assignment or reassignment of university space to the Executive Committee for Buildings, Facilities, and Space (ECBFS). These recommendations are prepared with the assistance of the Coordinator for Space Management as well as the unit making the request. Assignments are carried out in consultation with/and subject to final approval by the ECBFS.

II. REQUESTS

A. All requests for new space are made to OPB/FPSM normally through the Fall Planning process. Requests must be acknowledged and approved by the chairperson/director, dean/director responsible for the program and must be submitted through the appropriate dean's or vice president's office before forwarding to OPB/FPSM.

B. Requests must be made in writing, outlining the reasons for requesting space and including: (Also, see page A II. for Policy Statement on Management of Space)

1. A description of required special characteristics or physical aspects.

2. The number and description of personnel to be housed: individual names, position titles, F.T.E.s for each faculty and staff, and graduate assistant positions. In addition and as appropriate to the function of the unit, projected counts of visitors or clients is requested.

3. The amount of space being requested.

4. The projected cost components (obtained through estimates from Infrastructure Planning and Facilities (IPF)), for implementing the reassignment of space including alterations and improvements, furniture and equipment, and other services (eg. Telecommunications, etc.) required to occupy the proposed space. Special attention should be given to alterations that may be required for handicapper accessibility. Assistance with accessibility issues can be obtained from the Resource Center for Persons with Disabilities, Department of Human Resources, and IPF. Information-Technology needs should also be addressed as appropriate in the proposal and reviewed with the Chief Information Officer (CIO) for Information Technology Services (ITS).

5. A funding plan for covering the costs of acquiring and implementing the space assignment.

III. REVIEW OF PROPOSALS

A. OPB/FPSM will receive and study all requests for new space or reassignment, including proposals to lease space.

B. Elements of the study may include:

1. Consultation as necessary with the ECBFS to determine the priority of the request with regard to the University's academic and support services.

2. Interviews with faculty or staff initiating the request and the appropriate chairperson and dean or unit director to further define the space need and/or programmatic need for the space.

3. Audit of current utilization of the requesting unit's existing space from available data and on-site observation.

4. Consultation with University professional and technical staff such as architectural designers and engineers regarding any unusual physical or environmental requirements which may be necessary for the planned functions such as ventilation, temperature, utilities, barrier free accessibility, instrument/equipment requirements, cabling, wiring, etc.

5. Analysis of projected space requirements using generally accepted methods and formula standards, Capital Outlay, Program Statement Guidelines, Office of Management and Budget, State of Michigan, 1978; University Space Planning by Bareither and Schillinger, University of Illinois Press, 1968; California Study, 3 parts, published January 1990.

6. Development of potential costs and funding sources for occupying the space, including the possible lease of space. C. Exploration of a lease option requires that the OPB/FPSM, in consultation with the unit, has determined that the unit's space needs cannot be accommodated within on-campus facilities and that funds can be identified to meet the lease costs. For leases that are six months or longer, the Provost and/or the Executive Vice President for Administrative Services must approve the consideration of this option for recommendation to the ECBFS. When these conditions have been met, the matter will be referred to the Office of Land Management for advice on the availability of leased space, costs associated with rental options, and other relevant factors. For all leases that are less than six months, review and approval is required by the Director of Land Management and may not require review by the Provost, the Executive Vice President for Administrative Services, and the ECBFS.

1. Upon the location of suitable space, a total estimated cost will be prepared. The potential location and the estimated cost will then be referred to OPB/FPSM who will review the matter with the Provost and/or the Executive Vice President for Administrative Services. As appropriate, the matter may be referred to the ECBFS for final approval.

2. Following the necessary approvals, a lease agreement will be negotiated by the Office of Land Management and the tenants. The agreement will be reviewed by the Office of Insurance and Risk Management and the Office of the General Counsel, as deemed necessary. The final lease will be executed by the Executive Vice President for Administrative Services and administered by the Land Management Office. The Director of Land Management will report annually to the ECBFS on space leases or rentals that are for a period of six months or longer.

D. Regarding a unit's internal reassignments, if the program affected by the request is a high priority and its space requirements can be met within the requesting unit, a formal proposal for new space need not be forwarded to OPB/FPSM. Notification of internal reassignments for updating the Space Inventory should be forwarded to OPB/FPSM.

E. Inter-unit reassignments will require full consultation with relevant colleges and units as well as the affected vice presidents, deans, or directors before a reallocation of space from one unit or college to another can be considered by or reviewed with the ECBFS. As necessary, the Assistant Director for OPB/FPSM will facilitate a process to note objections from the affected units and attempt to address them.

F. Both departmentally controlled and university scheduled classroom space is protected from conversions to other uses unless replacement space is identified by the unit. Requests involving conversions of University classrooms to other use will be referred by OPB/FPSM to Enrollment Services, who will evaluate and discuss the impact on class schedules with the Office of the Registrar/University Scheduling, and make a recommendation in writing to OPB/FPSM.

 

IV. RECOMMENDATIONS

A. After completion of the study, staff within OPB/FPSM will formulate and document a recommended solution to the request including the costs associated with implementing the solution and an identified funding plan. The recommendation will be reviewed with the affected units prior to submittal to the ECBFS.

B. Where appropriate, the proposal will also address arrangements with other building units for shared use of equipment and facilities as may be useful to all units.

C. It is acknowledged that units may disagree with the recommended solution. Where possible, adjustments will be made so that the objectives of the initial request are met, the interests of the University are maintained, and the affected units are supportive of the final recommendation. In those instances where agreement among the units cannot be reached, FPSM will submit a recommendation to the ECBFS that is determined to be in the best interests of the university and all the units involved.

D. An appeal process is available to the University community. Following ECBFS action, units may request a review of the decision by the ECBFS. The request should be made in writing within two weeks following action by the ECBFS to the Chairperson of the ECBFS, which describes the reasons for the unit's disagreement with the decision. The Chairperson will, if appropriate, inform the ECBFS of the issues and recommend a course of action relative to resolving the issue at the next regularly scheduled meeting of the Committee.

V. IMPLEMENTATION

A. The ECBFS will make the final decision regarding disposition of the space request, which shall be binding on all parties.

B. If the request is approved, OPB/FPSM will notify the units involved and provide them with instructions for implementing the decisions regarding the space assignment. Where necessary, OPB/FPSM will assist units with the implementation process.

C. If the request is not approved and requires revision, the recommendation is referred to OPB/FPSM and the initiating unit(s) for the development of the revision. When OPB/FPSM and the unit(s) complete the revised proposal (see IV A., B. above), it is resubmitted to the ECBFS for reconsideration and action.

D. The Coordinator for Space Management will be responsible for maintaining written records and documentation of all actions regarding space assignments, including appeals, in the central file of OPB/FPSM

PROTOCOL B SPACE AUDIT METHODS AND PROCEDURES

A Space Audit is a comprehensive review of currently assigned space for a College/Major Administrative Unit (MAU). An Audit will include room-specific tours of all space assigned to the relevant units. The tour will be led by staff from Facilities Planning and Space Management and will include representatives of the units. The Analysis phase of the Audit is a comparison of space utilization and distribution based upon departmental personnel rosters, Space Inventory data, and nationally used formulas and standards, which measure adequacy and effectiveness of space use in colleges and universities. Relevant information from the MAU's planning document will also be used during the analysis. An Assignment Review is an abbreviated study of the way space is used and assigned within a unit, without building tours or formulated comparisons.

The Space Audit process is intended to serve as a planning tool for the individual colleges and for the University. The audit report provides information for reference during an internal assessment of space allocations, prospective planning to accommodate changing situations, and realignment of program priorities over a reasonable planning horizon. In this time frame, it will be recognized that a certain flexibility will be required to accommodate emerging opportunities, that identification of shrinking functions may provide the potential for phase-out, compaction, or relocation to make way for new programs or expanding projects.

Requests for a Space Audit or an Assignment Review are made by the Executive Committee for Building, Facilities and Space (ECFBS), the Provost, the dean or appropriate vice president, the Assistant Director of the Office of Planning and Budgets for Facilities Planning and Space Management (OPB/FPSM), or leading administrator of a unit.

Audit Reports for academic units will be sent to the dean and the provost. In support units, the report will be sent to the unit director and the appropriate vice president. Copies of all reports will be retained in the OPB/FPSM files.

I. THE AUDIT: PROCEDURE AND COMPONENTS

A. PROCEDURE

Space Audits will be limited to central campus University buildings and local leased space. Buildings on farms and out-state installations may be audited separately under certain circumstances, such as acquisition of new research facilities, review of leased space, donation of buildings or space. Building tours will be conducted by teams which include OPB/FPSM staff, and college and departmental representatives. During a building tour, each room assigned to the relevant unit will be viewed and notes will be taken to confirm that space is used as designed, is currently assigned and occupied, and to assess the quality of the space and physical conditions of each room. Vacant space or other exceptions will be noted by team members. The information will be used in conjunction with relevant material in the unit's planning documents Fall Planning to develop the report and make recommendations necessary to update the Space Inventory.

B. COMPONENTS OF THE REPORT

1. Narrative discussion of findings, impressions, and recommendations

2. Formulated analysis of space use and personnel data

3. Building floor plans with overlay of names and room types

4. Detail of formulas and space guidelines

5. Compilations of relevant support data such as toxicity levels in labs, office vacancies, or levels of activity for instructional space

6. Other relevant information

C. DISCUSSION OF FORMULAS AND METHODS

A major component of the Audit process is the completion of a study that compares currently assigned space to a formulated projection of space requirements. This analysis is done recognizing that the design of existing facilities impact the application of a formulated projection. At MSU, the projection is calculated using nationally accepted and adapted formulas, which define space needs based upon variations in academic disciplines, numbers of faculty, research factors, instructional characteristics, and other higher education guidelines. The formulas first became an integral part of university planning in the mid 1960's and have since been adapted by colleges and universities as they developed their own models and procedures.

The formula used at MSU will derive a recommended square footage for offices, office work/copy/file rooms, and conference rooms. Within that calculated total, rooms sizes are recommended using the State of Michigan Budget Guidelines for New Construction as guidelines for office sizes based upon function and rank. See, Guidelines for Internal Assessment of Space Use.

II. THE COMPOSITION, ROLE, AND EXPECTATIONS OF AUDIT TEAM MEMBERS

The Audit Team will consist of OPB/FPSM staff and appointed representatives of the affected college or unit, who will:

A. Identify buildings to be audited.

B. Inform appropriate deans, chairpersons, and unit heads of tour schedules and establish with the deans that their involvement will be critical in the provision of information regarding long-range plans, short-range issues, and emerging programs.

C. Invite participation of key faculty and staff within departments to join the tours.

D. Identify factors that are of particular value to the units.

E. Provide advice about sites of particular interest or complexity that require multiple visits.

F. Develop protocol for communication with deans and chairpersons.

OPB/FPSM will plan, lead, and implement the Audit process to its conclusion, including:

A. Establish schedules and appointments for site visits.

B. Supervise and coordinate audit tour activities with the audit team members.

C. Record information on each room in the tour.

D. Develop a report which organizes, displays, and analyzes information collected during the building tours.

E. Distribute the report in draft form to the dean or lead administrator for review, comment, and correction of fact.

 

III. AUDIT REPORT

The Audit Report is viewed as an integral component of the planning process and as an internal planning tool for the college/unit as the space resources and needs of the unit are being presented. It is expected that this report will be used by the MAU to:

A. Develop a set of recommendations to address immediate and long-range space and facilities issues.

B. Provide data on space issues for the Fall Planning documents.

C. Generate information needed for accreditation reviews and internal planning.


GUIDELINES FOR INTERNAL ASSESSMENT OF SPACE USE


Head counts should include all levels of faculty and academic staff including active retired faculty and post-docs as well as non-academic support staff.

Jointly appointed faculty are identified for prorating space needs. Faculty with 50% appointments would not be eligible for full-time offices in both departments, but would be expected to select the home-base department for a private full time office and use shared offices or desk space in the other department.

Retired faculty who continue active involvement with functions of the department may be provided desk and research laboratory space at the discretion of the college or unit. Special consideration needs to be given to the unit's overall space needs relative to the space available to the unit.

Graduate assistant head counts are limited to those on the University payroll. Other graduate students, as a rule, are not considered eligible for office space, laboratory space, or use of offices as study space. This is especially true when unit space needs exceed the amount of space available to the unit.

Duplication of offices for faculty or staff is discouraged for all but exceptional reasons.

Head counts are limited to those currently employed by a University unit in a University-owned building on central campus.

Off-campus faculty, staff, and labor-payroll employees are omitted from calculation of office space requirements for central campus University buildings. A shared work-station for this group may be acknowledged in projections of office space requirements.

A college or unit is expected to make corrections to inappropriate uses of space before new space will be recommended for assignment. Typically, inappropriate space use includes vacancies, labs used for office space, office or lab space used for storage, offices or labs used for study space, more than one office assigned to a faculty or staff member within the same college or unit, or multiple offices assigned to a faculty member in more than one unit. In selected circumstances such as special project work, grant, or contract work, etc., faculty may be assigned office space beyond that of their home unit. In these cases, the space assigned is usually on a temporary basis and is shared with others involved in the project.

OPB/FPSM will provide units with copies of the formulas and guidelines.


Michigan Department of Management and Budget Major Project Design Manual Space Utilization Standards Revised April 2000


UNIVERSITY AND COLLEGE SPACE STANDARDS: Various higher education facilities planning guides exist and may provide guidance for standards of space allocation. The following tables of space utilization standards are provided as a guide.

CLASSROOOMS: Assignable square feet (ASF) per station.

For classrooms averaging 20 stations: approximately 21 ASF per station

For classrooms averaging 30 stations: approximately 17 ASF per station

For classrooms averaging 40 stations: approximately 15 ASF per station

For classrooms averaging 80 stations: approximately 12 ASF per station

For classrooms averaging 120 stations: approximately 11 ASF per station

CLASS LABORATORIES: Assignable square feet (ASF) per station, including the floor area of related service rooms (workload supported space).

Academic Programs Lower Division Upper Division Graduate
Agriculture and Natural Resources 60-70 60-70
Engineering 50-90 75-125
Architecture, Environmental Design Biological Sciences, Fine and Applied Arts, Home Economics, Physical Sciences, Psychology, “Lab” Social Sciences Archaeology, Criminology, Anthropology.) (typically 55-65 85-95
Communications 35-45 55-65
Education (excluding Physical education) 30-50 30-50
Area Studies, Business and Management, Computer and Information Sciences, Foreign Languages, Letters, Library Science, Mathematics, Military Science, Public Affairs and Services, “Non-Lab” Social Sciences (typically History, Economics, Sociology, international Relations, Demography, Urban Studies, Mexican-American Studies 25-35 25-35
Technical/Vocational  Assignable Square Feet per Station
Business and Commerce  25-35
Printing, Photography, Graphic Arts  55-65
Hotel and Restaurant Management  55-65
Transportation and Public Utilities  125-175
Computer Technologies  50-80
Health Services & Paramedical (Except Physical Therapy) 40-60
Physical Therapy  90-110
Mechanical & Engineering Technologies (Except Graphics and Drafting) 120-160
Graphics and Drafting  55-65
Natural Science Technologies  40-60
Public-Service Related Technologies Interdisciplinary Combine the factors of the various academic programs from which the interdisciplinary courses are combined

RESEARCH & GRADUATE TRAINING FACILITIES: Includes service (workload support) space.

Academic Program Assignable Square Feet/Faculty Member Engaged in Research
Agriculture and Natural Resources, Engineering, Biological Sciences, Physical Sciences 900-1,300
Architectural Design, Fine & Applied Arts, Homes Economics, Psychology, Communications  600-900
Educational, Area Studies, Business and Management, Computer and Informational Science, Foreign Languages, Letters, Library Science, Mathematics, Public Affairs and Science, Law, Theology 150-200

OFFICE AND CONFERENCE FACILITIES:

Organizational unit Type of Institution Assignable Square Feet per FTE Staff requiring Space*
Academic Units (see note below) University 140-170 ASF/FTE Staff
4-year 125-150 ASF/FTE Staff
2-year 110-130 ASF/FTE Staff
Non-Academic Units All Institutions 140-170 ASF/FTE Staff

Note: This system does not provide differential values of the criterion for different groups of employees.

However, suggested differential values for academic offices are as follows:

Single faculty member or equivalent: 110 +/- 10 net square feet Double faculty member or equivalent: 165 +/- 15 net square feet Department chairpersons or equivalent: 165 +/- 15 net square feet Deans or equivalent: 200 +/- 20 net square feet

Although faculty and professional staff usually are given larger offices and generate the requirements for conference room space, the other groups of employees create the demand for most office service facilities. The overall factors thus tend to even out.

Study Facilities, Libraries:

Stack Space: If volumeis arbitrarily defined as a bound volume, the single value of 0.10 ASF per volume is appropriate. The calculation of volume equivalents is so complex as to be inappropriate as a required step in a generalized planning system. Therefore, it is suggested that a planning criterion of 0.10 ASF per bound volume be used with the recognition that use of this factor carries with it an implied assumption concerning the mix of library resources.

Study (Seating) Spaces: A value of 25-35 ASF per station for library study is appropriate for most institutions. However, a higher value for library study space may be required in those instances where private study cubicles are provided for faculty and/or graduate students. The number of stations to be provided is determined on the basis of a policy decision, which should be explicit in the program. The requirements for a law library, for instance, may be such that a station for each student may be required.

Library Service Processing Space: This space (recommended at 5% of the sum of stack and study areas) should include only such areas as card catalogs or catalog stations, circulation desks, or other direct processing space. Library office space requirements should be calculated in accordance with space requirements for similar office spaces in other organizational units.

If library office space is not calculated separately, then the sum of the office and other library processing areas will range from 20% (for large libraries) to 25% (for smaller libraries) of the total amount of space in the study and stack categories.

Special, General, and Support Uses: Space requirements for such spaces will be individually assessed.

Special Use: armories, athletic, physical education, audio/visual, clinic (non-medical), demonstration and field-service facilities.

General Use: assembly, exhibition, food, student health, lounge, merchandising, and recreation facilities. Support: Central food store, central laundry facilities, data processing and computer, shop, storage, and vehicle storage.

PROTOCOL C ALTERATIONS AND IMPROVEMENTS

The following procedures are intended to assist academic and academic support service units in the planning and implementation of facility alterations and/or improvement projects. These units typically are located in on-campus facilities.

With the exception of academic space in residence halls which is jointly administered by the Provost and the Executive Vice President for Administrative Services, Auxiliary Services such as those managed by the Division of Residential and Hospitality Services, Intercollegiate Athletics, and most off campus properties which are under the jurisdiction of the Land Management Office follow procedures established by the Executive Vice President for Administrative Services.1

I. DEFINITIONS

A. Alterations and/or Improvements (A & I)

An alteration and/or improvement is defined as any modification of any permanent component or aspect of the built environment including projects related to barrier free accessibility, installation of information-technology, and ergonomic assessments.2 For example, alteration or improvement of a building includes but is not limited to any change in a building that requires partitioning of areas or removal of partitions, any modification to walls, floors, ceilings, fixed equipment, utilities, and/or any attachment of furniture to walls and/or floors, or partitions.

1. Major A & I: Examples are the division of a large room into numerous offices; removal of all interior partitions on one floor of a building and the reconstruction of a new configuration of hallways and rooms; substantial upgrade of laboratory space; or the complete renovation of a building. Typically, these projects include the expansion of a unit's space or acquisition of new space.

2. Limited A & I: Examples are the addition of a door to a conference room; installation of a sink in a room that will be used as a laboratory; installation of a window air conditioner; replacement of carpeting in a room(s); painting of a room(s); installation of equipment which will change consumption of utilities.

B. Proposal for Alterations and/or Improvements

A proposal for alterations and/or improvements is the initial step toward an actual modification of any aspect of the built environment. A proposal identifies why the change(s) is being proposed, what type of work is to be accomplished, and the plan for funding the project.

C. Alteration and/or Improvement Project

Following approval of a "proposal for alterations and/or improvements" and development of an approved funding plan, the project is the actual modification of any aspect of the built environment.

II. MAJOR FACILITIES ALTERATION AND/OR IMPROVEMENT PROJECTS

A. Proposals to make major alterations and improvements to the built environment are normally submitted initially as a component of the unit's annual Fall Planning. Deliberations on such proposals are normally part of the discussions that are an integral part of the Fall Planning process.

Under unusual circumstances there may be an urgent need for major alterations or improvements such that the matter cannot be held to be included in the Fall Planning process. There is a special Office of Planning and Budgets/Facilities Planning and Space Management (OPB/FPSM) protocol for these cases that is described below (See IV. Special Procedure for Urgently Needed Alterations and/or Improvements).

B. Alterations and improvements (major and limited) to academic facilities must receive proper authorization in advance of any actual modification of buildings and other aspects of the built environment. Generally, OPB/FPSM and Infrastructure Planning and Facilities (IPF) must concur with the proposed modifications. Alterations and improvements to academic space in residence halls will involve cooperative planning with the Division of Residential and Hospitality Services while off-campus properties will be planned with the Land Management Office. Projects that involve barrier free accessibility will be reviewed by IPF with the Resource Center for Persons with Disabilities. Consultation and review will be obtained from the Chief Information Officer (CIO) of Information Technology Services (ITS) if the project involves the installation of equipment and cabling related to information-technology. These procedures insure compatibility and integration with existing university facilities and compliance with safety and building codes, statutes, regulations and University standards.

C. Before any alteration and/or improvement project is begun, the College/Major Administrative Unit (MAU) must meet all of the following conditions:

1. Obtain concurrence from the applicable unit and MAU administrators (this is normally accomplished as a part of the annual Fall Planning process),

2. Obtain concurrence from OPB/FPSM concerning current and proposed room use and design,

3. Obtain concurrence from other appropriate units such as the IPF as outlined in B. above and,

4. Specify appropriate and adequate funding arrangements to cover the cost of the project.

5. Obtain approval from the Provost and/or Executive Vice President for Administrative Services that the project may proceed.

III. PROPOSALS FOR MAJOR ALTERATIONS AND/OR IMPROVEMENTS, WITHIN THE FALL PLANNING PROCESS

Step 1. Preliminary discussion(s) of the proposal and funding plan is held between the department, school or other unit(s) and the appropriate College/MAU.

Step 2. If the college/MAU approves, the department, school or other unit(s) discusses the proposal with OPB/FPSM to clarify details as necessary. Depending on the size and nature of the project, particularly projects involving new construction, IPF Division of Engineering and Architectural Services will also be asked to review and examine the proposal. For projects that are deemed feasible, units will obtain an estimate of the cost of the planned project. In most cases, for alterations or improvements to existing space, the initiating unit(s) will submit a Request for Service through the IPF website, ipf.msu.edu. You will be asked to login with your MSUnet ID, then make sure “General service request” is displayed under “Service request types” then click “Start”, fill in the required information and please make sure that “Yes” is selected in the “Estimate” line. IPF will involve all relevant university units as necessary to complete the estimate. Projects involving the construction of new buildings, including additions to existing facilities, will be estimated by the IPF Division of Engineering and Architectural Services at the request of OPB/FPSM.

Step 3. Proposals for which the college/MAU seeks formal approval are incorporated in the Fall Planning.

Step 4. Fall Planning Process: Dean/MAU administrator discusses proposal and funding plan with the Provost and/or the Executive Vice President for Administrative Services as a component of the Program Planning and Review Process.

Step 5. Projects approved by the Provost and/or the Executive Vice President for Administrative Services for detailed planning are referred to OPB/FPSM and the unit(s) for cooperative planning work. An assignment plan for the new space or reconfigured arrangement will be developed by the unit(s) for review by OPB/FPSM.

Step 6. When OPB/FPSM and the department, school or other unit(s), college(s) or other MAU agree on a plan and the appropriate reviews with other University units have occurred, the proposal goes to (a.) The Provost and/or Executive Vice President for Administrative Services and possibly (b.) The Executive Committee for Buildings, Facilities, and Space (ECFBS).

a. Provost and/or Executive Vice President for Administrative Services: provide final review and approval for the project to proceed and authorizes the use of central university resources if requested as part of the funding plan.

b. ECFBS: when the project also involves an assignment of new or additional space such as the consolidation of a unit into space that is currently not assigned to that unit, the Committee will review and act on the request.

Following action by the Provost and/or Executive Vice President for Administrative Services and (as needed) the Executive Committee for Buildings, Facilities and Space, proposals are returned to OPB/FPSM for appropriate follow up.

PROJECTS APPROVED BY THE PROVOST AND/OR EXECUTIVE VICE PRESIDENT FOR ADMINISTRATIVE SERVICES OR THE ECBFS

Step 7. Upon confirmation of funding and the approval to proceed by OPB/FPSM, either OPB/FPSM or the initiating unit will prepare the form "Request for Interdepartmental Material or Service" to initiate the design process. The form, signed by the unit(s) administrator(s), is forwarded with a copy of the project's estimate through the corresponding dean(s) or other appropriate administrative officer(s) or their designees to OPB/FPSM for signature and forwarding to the IPF. In the case of new construction, IPF Division of Engineering and Architectural Services will initiate the process to hire an outside architect for further planning and design.

Step 8. The IPF, in cooperation with OPB/FPSM, the initiating unit(s), and other relevant units such as Information Technology Services, prepares and/or coordinates the final design of the project. The impact of the project design and its execution upon other units is clarified in this step. Should other units or aspects of the University community be affected (e.g. temporary loss of classroom space, interruption of utility services, etc.), plans will be formulated to minimize the disruption as much as possible. Upon approval of the final design by OPB/FPSM and/or the initiating unit, the designed project is implemented by University service units, or competitive bids are solicited from outside contractors with the contract being awarded to the successful bidder.

a. If the funding is being provided by the initiating unit(s), the IPF establishes and maintains direct communication with this unit(s) as the work on the project proceeds from final design to completion. The IPF will notify the unit directly when the project is completed if the initiating unit is administering the project. The unit, with assistance from OPB/FPSM, is then responsible for making arrangements with the IPF for moving into the space.

b. If the funding for the project is being administered by OPB/FPSM, the IPF communicates with OPB/FPSM as the work on the project proceeds; OPB/FPSM maintains communication with the initiating unit. The IPF will notify OPB/FPSM when the project is completed. OPB/FPSM will make arrangements for the move with the unit(s) to which the space is assigned.

IV. SPECIAL PROCEDURE FOR URGENTLY NEEDED ALTERATIONS AND/OR IMPROVEMENTS

If circumstances, such as the award of a major grant, result in the need to initiate a proposal for alterations and/or improvements of facilities outside the Fall Planning process, this special procedure may be implemented.

Step 1. The initiating unit(s) discusses the proposal with the administrator to which the unit reports. Assuming approval at this level, discussions are held progressively up to and including the applicable Vice President.

If this process results in a decision to proceed, preliminary planning discussions and reviews approximating those for major alterations and improvements are held (See III. Step 6 above). OPB/FPSM will facilitate a discussion between the initiating unit and the Provost and/or Executive Vice President for Administrative Services. This review process must include development of a funding plan.

Step 2. If approval is obtained from the Provost and/or Executive Vice President for Administrative Services, the initiating unit obtain an estimate of the cost of the project described thereon by submitting a Request for Service through the IPF website, ipf.msu.edu. You will be asked to login with your MSUnet ID, then make sure “General service request” is displayed under “Service request types” then click “Start”, fill in the required information and please make sure that “Yes” is selected in the “Estimate” line. The form signed by the unit(s) administrator(s) is forwarded through the corresponding dean(s)/vice president(s) or appropriate administrative officer(s) or their designees to the PPD.

Step 3. IPF will review the proposal for feasibility and for clarification and will involve all relevant university units as necessary to complete the estimate.

Step 4. If the initiating unit(s) is prepared to proceed when the estimate is known, the proposal goes to the Provost and/or Executive Vice President for Administrative Services and the ECBFS as appropriate.

Step 5. Upon approval from the applicable Vice President (see Step 4 above) and confirmation of funding by OPB/FPSM, either OPB/FPSM or the initiating unit will prepare the form "Request for Interdepartmental Material or Service" to initiate the design process. The form signed by the unit(s) administrator(s) is forwarded with a copy of the project's estimate through the corresponding dean(s) or other appropriate administrative officer(s) or their designees to OPB/FPSM for signature and forwarding to the PPD.

Step 6. The IPF, in cooperation with OPB/FPSM, the initiating unit(s), and other relevant units such as Information Technology Services, prepares and/or coordinates the final design of the project. The impact of the project design and its execution upon other units are clarified in this step. Should other units or aspects of the University community be affected (e.g., temporary loss of classroom space, interruption of utility services, etc.) plans will be formulated to minimize the disruption as much as possible. Upon approval of the final design by OPB/FPSM and/or the initiating unit, the designed project is implemented by University service units, or competitive bids are solicited from outside contractors with the contract being awarded to the successful bidder.

a. If the funding is being provided by the initiating unit(s), the IPF establishes and maintains direct communication with this unit(s) as the work on the project proceeds from final design to completion. The IPF will notify the unit directly when the project is complete if the initiating unit is administering the project. The department is then responsible for making arrangements with the IPF for moving into the space. OPB/FPSM is available to assist with this process as necessary.

b. If the funding for the project is being administered by OPB/FPSM, the IPF communicates with the unit representative and OPB/FPSM as the work on the project proceeds: The IPF will notify the unit and OPB/FPSM when the project is complete. OPB/FPSM will make arrangements for the move with the unit(s) to which the space is assigned.

V. LIMITED FACILITIES ALTERATION AND\OR IMPROVEMENT PROJECTS

Limited alterations or improvements: Examples are the addition of a door to a conference room; installation of a sink in a room that will be used as a laboratory; installation of a window air conditioner; replacement of carpeting in a room(s); painting of a room(s); installation of equipment which will change consumption of utilities.

A. Proposals to make minor alterations and improvements to academic space must be submitted to OPB/FPSM. OPB/FPSM and/or the IPF must concur with the proposed modifications. Projects that involve barrier-free accessibility will be reviewed by IPF with the Resource Center for Persons with Disabilities. Consultation needs to be obtained from the CIO of ITS if the project involves the installation of information-technology. These procedures insure compatibility and integration with existing university facilities and compliance with safety and building codes, statutes, regulations and University standards.

B. All interior alterations or improvements are under the initial jurisdiction of OPB/FPSM.

C. Before any alteration and/or improvement project is begun, the College/MAU must meet the following four conditions:

1. Obtain concurrence from the applicable unit and MAU administrators,

2. Obtain concurrence from OPB/FPSM concerning current and proposed room use and design,

3. Obtain concurrence from other appropriate units such as the IPF as outlined in A. above and,

4. Specify appropriate and adequate funding arrangements to cover the cost of the project.

VI. LIMITED ALTERATIONS AND/OR IMPROVEMENTS THAT REQUIRE INFRASTRUCTURE PLANNING AND FACILITIES SERVICES

A. INITIAL REQUEST

Step 1. If the college/MAU approves, the department, school or other unit(s) obtain an estimate of the cost of the project described thereon by submitting a Request for Service through the IPF website, ipf.msu.edu. You will be asked to login with your MSUnet ID, then make sure “General service request” is displayed under “Service request types” then click “Start”, fill in the required information and please make sure that “Yes” is selected in the “Estimate” line.

Step 2. The IPF will review the request and will contact the department if additional information is needed. The IPF will involve all relevant university units as necessary to complete the estimate. The IPF will then develop an estimate which will be returned to the requesting department. If a request cannot be approved, the issues will be discussed with the department.

Step 3. Before the unit(s) reaches a final decision on the proposed alterations, consideration should be given to funding, timing, urgency and priority or plans for the space involved.

B. FINAL REQUEST

Step 4. If the unit wishes to proceed with the project, it will prepare the form "Request for Interdepartmental Material or Service". The form, signed by the unit administrator, is forwarded with a copy of the project's estimate through the corresponding dean or appropriate administrative officer to OPB/FPSM requesting that the project be undertaken in accordance with the estimate received. All accounts to be charged and corresponding amounts must be clearly specified on the form.

Step 5: Authorization -- For projects that do not request central university funding support, OPB/FPSM will review the request and then, if appropriate, will forward it to the ipf. If central funding support is requested, OPB/FPSM may consult with either the Provost and/or Executive Vice President for Administrative Services, prior to forwarding the project to ipf for execution.

C. IMPLEMENTATION

Step 6: After the alterations or improvements are authorized, the project is then designed and all construction documents are developed. Departments must allow adequate time for this phase of the project. Upon approval of the final design by the initiating unit, the project will be implemented by University service units, or competitive bids will be solicited from outside contractors and a contract awarded to the successful bidder.

VII. LIMITED ALTERATIONS AND/OR IMPROVEMENTS THAT REQUIRE INTERIOR DESIGN SERVICES

A. INITIAL REQUEST

Step 1. All requests for interior design services including but not limited to carpeting, draperies and reupholstering should be initialed by submitting a Request for Service through the IPF website, ipf.msu.edu. You will be asked to login with your MSUnet ID, then make sure “General service request” is displayed under “Service request types” then click “Start”, fill in the required information and please make sure that “Yes” is selected in the “Estimate” line.

Requests for estimates involving the layout of offices include a design fee. Estimates for carpet, drapery, and reupholstering are provided at no charge.

B. FINAL REQUEST

Step 2. If the department wishes to proceed with the project, it will submit the estimate sheet from Interior Design to OPB/FPSM requesting that the project be undertaken in accordance with the estimate. The form must be signed by the corresponding dean or appropriate administrative officer, and all accounts to be charged and corresponding amounts must be clearly specified on the form.

Step 3. Authorization -- For projects that do not request central university funding support, OPB/FPSM will review the request and then, if appropriate, will forward it to the Interior Design Department. If central funding support is requested, OPB/FPSM may consult with either the Provost and/or Executive Vice President for Administrative Services, prior to forwarding the project to IPF for execution.

C. IMPLEMENTATION

Step 4: After the alterations or improvements are authorized, the project is then designed and all construction documents are developed. Departments must allow adequate time for this phase of the project.

Upon approval of the final design by the initiating unit, the project will be implemented by University service units, or competitive bids will be solicited from outside contractors and a contract awarded to the successful bidder.

General Note: Obligation of Contractors - Supervision, Inspection, and Payment: Contractors must satisfy all provisions as outlined in the bid document and accepted in the award of the contract. This includes proper insurance coverage; meeting equal employment opportunity requirements; providing necessary bonding; assuring the quality of materials, workmanship, and completion of the project. Depending on the nature of the project, these matters, along with job supervision and inspection, are the responsibility of IPF. IPF will assign a project representative to each contracted project. This individual is responsible for all communications with the contractor(s).

PROTOCOL D MOVING GUIDELINES

What follows is a list of common issues that should be considered prior to a unit initiating a move whether it is related to an alteration, relocation, or an internal relocation. Where appropriate, University service units have been identified that can assist in or will be an integral part of the process. The experience of many units is that planning, scheduling, and executing a move takes more lead time than is usually anticipated.

Move Coordinator: The unit is encouraged to designate one staff or faculty member who is familiar with the unit to coordinate the overall planning including the scheduling of University services to effect the move. It is recommended that this individual be designated as soon as a move becomes a serious possibility.

Moving Tasks

1. Develop a schedule that identifies the various events needed to occur prior to the actual move and the target date for completion of the move. Units identified below can assist with determining the various events and the lead time necessary for planning.

2. Identify and develop a list of the type and nature of items that will be moved (eg., furniture, files, books, telephones, computers, lab equipment, etc.).

3. Identify the current location of the items to be moved and their proposed new locations. It is recommended that a table format be used to list items, current locations, proposed new locations, and date of the scheduled moves. It is also recommended that all items to be moved be tagged accordingly. Laboratory equipment used in areas that require biohazard, chemical, or radioactive materials as part of their process should contact the Environmental Health and Safety (EHS) to conduct a safety check before moving. Contact EHS at 355-0153.

4. Relocations Services: Contact IPF at 353-1760.

In most instances IPF can provide relocation services and will move items identified in 1. and 2. above. Should specialized moving assistance be required for certain types of items (i.e., scientific equipment, etc.) the unit will need to make this determination and the appropriate arrangements. Should unit personnel decide to move some items themselves, the unit will need to take this into consideration and schedule accordingly. Unit questions about the availability or application of University insurance to items affected by the moving process should be directed to the MSU Office of Risk Management and Insurance at 355-5022.

Boxes and/or hampers may be needed to facilitate the moving process. Boxes are available for purchase from University Stores. Hampers, subject to availability, may be rented from IPF and from University Stores.

5. Recycling/Salvage: Units must identify items that will no longer be used and coordinate thier pick-up by submitting a Service request through MSU Surplus Store and Recycling at recycle.msu.edu. Contact Surplus Store and Recycling at 353-9038.

6. Cleaning: Prior to occupancy, units should determine in advance if their new space will require cleaning beyond that generally provided by the building custodial staff. Contact Custodial Services at 353-1760.

7. Fixed Equipment: Typically, fixed building equipment should not be moved to another location. However, if a unit wishes to move fixed equipment it must first obtain approval from the OPB/FPSM. The unit also should be prepared to fund the repair costs to the space from which the fixed equipment is removed.

Items considered fixed equipment include, but are not limited to: carpet, draperies, chalkboards, coat-racks and coat-hooks, signage, building directories, window air conditioners, fume hoods, and lab benches.

8. Telephone Requirements: Units will need to make arrangements in advance to change telephone service. This includes the change-over of phone lines, determination of adequate phone connections, proper cabling, and phone system compatibility. To assist with this aspect of the move, contact Telecommunication Systems at 353-5515.

9. Computer Requirements: Units need to determine in advance if the new location has adequate computer cabling and connections to meet the units computing needs. To assist with this evaluation, units should contact Information Technology Services at 432-6200.

10. Furnishings: Units need to determine in advance if the existing furniture and equipment is appropriate and will fit into the new space. It is recommended that units measure the space and furniture/equipment to determine its reuse in the new location.

Assistance in the layout of office space and selection of appropriate furnishings is available through IPF. This service is available to units on a fee basis.

11. Signage: The unit should determine in advance if new signage will be needed. Departments are responsible for signage that is specific to that unit (i.e., Department of MSU). IPF is responsible for building specific signage such as room numbers.

Signage may be obtained from the Instructional Media Center. All signage must be in compliance with guidelines in the Americans with Disabilities Act. This service is available to units on a fee basis from IMC.

12. Keys/Re-Keying: Units should determine in advance if the new space will require new locks and/or keys. Units requiring changes should contact the IPF Key Shop at 353-4881.


1 The Management Education Center (Troy, MI) is under the jurisdiction of the Eli Broad College of Business and the Hidden Lake Gardens (Tipton, MI) are under the jurisdiction of the Division of Campus Park and Planning.(Back to Text)

2 The MSU Policy on Ergonomics addresses the responsibility of supervisors to maintain a safe and healthy workplace for all University employees. The policy also provides procedures and resources that may be needed in a workplace assessment. A copy of the policy can be obtained from either the Assistant Provost and Assistant Vice President for Academic Human Resources (353-5300) or the Assistant Vice President for Human Resources (355-0290).(Back to Text)

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