CHAPTER THREE
ADMINISTRATION AND FINANCE
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330 |
FACILITY SERVICES |
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Facility Services shall provide a functional, attractive environment to support the university’s mission. Units within the department include Administrative, Custodial, Engineering, Landscaping, Trade Shops, Transportation Services, Energy, Utilities, and Campus Recycling Program. |
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331 |
Maintenance |
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Facility Services shall be responsible for all work necessary to maintain the building structures and building systems (i.e., elevators, roofs, doors, windows, walls, plumbing, heating, cooling, ventilation, and electrical), grounds, custodial, and utilities. |
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332 |
Non-Maintenance |
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Facility Services shall provide non-maintenance services on a chargeback basis to campus departments. Non-maintenance requests include furniture repairs, repairs to fixed and movable equipment, modification to any existing facility (walls, air conditioning, doors, lights, etc.), installation of carpet and/or floor coverings, lock core changes, installation of equipment, moving services, unlocking filing cabinets, etc. |
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332.1 |
Minor Capital Outlay Program Facility Services and Facilities Planning and Capital Projects shall be responsible for the University’s annual minor capital outlay program, regardless of funding source. |
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332.1.1 |
Submittal and Administration |
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Facility Services and Facilities Planning and Capital Projects shall be responsible for the following items related to the minor capital outlay program:
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332.1.2 |
Campus Review and Approvals |
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Facility Services and Facilities Planning and Capital Projects shall be responsible for coordinating all campus minor capital outlay reviews with appropriate committees. The President shall have the ultimate authority on campus for approving the annual minor capital outlay program and project designs for minor capital outlay projects. |
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333 |
Campus Locks and Keys |
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333.1 |
Campus Locks |
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Campus Locks, except for locks securing desks, filing cabinets, and equipment lockers, shall be of an approved master locking system under the jurisdiction of the Administration and Finance Division. |
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333.2 |
Campus Keys |
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Facility Services shall be responsible for establishing and maintaining a system for accountability of keys. Key authorization shall be the responsibility of the program administrators (vice presidents, deans, and division heads). State keys shall not be duplicated nor possessed without proper authorization. Campus keys shall be used only for official university business. |
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334 |
Signage, Posters, Banners and Bulletin Boards |
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334.1 |
Interior Signs |
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Interior signs shall be posted inside a building on approved bulletin boards. These boards are for "Official University Business." Posting of signs on building walls, doors, windows, etc., is prohibited. |
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334.2 |
Exterior Signs |
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Permanent exterior signs are reserved for Official University Business and must be approved by Facility Services and Facilities Planning and Capital Projects to assure signs meet campus design and construction requirements. |
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334.3 |
Temporary Signs |
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Placement of temporary signage is subject to review by Facility Services for interference with university operations, safety and compliance with University policy. |
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334.4 |
Bulletin Boards |
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Prior to installation, any permanent bulletin board shall be approved by the Facility Services Department. Any bulletin board larger than two square feet must be glass or plexiglas covered. Responsibility for bulletin boards within buildings rests with the department, school, or administrative unit. These boards are for "Official University Business." |
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334.5 |
Red Handprints |
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A red handprint will be placed on campus identifying where a “sexual assault” occurred. The handprints will be updated annually and remain for a ten year period. Multiple assaults in the same area will be represented by one handprint. A “sexual assault” is defined as any act specified in sections 220, 243.4, 261, 262, 264.1, 286, 288, 288a, or 289 of the California Penal Code. |
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334.6 |
Poly P |
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Rolling Thunder, an ASI, Inc. recognized club, is formally assigned responsibility for upkeep, repair, improvement as well as developing procedures for the orderly maintenance of the Cal Poly “P”. Procedures shall be submitted to the Vice President for Administration and Finance for approval and included in the ASI Club Policy handbook. Expenses for the upkeep of the Poly P shall be with the approval of the Director of Facility Services and processed through the Facility Services Department. |
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335 |
Lost and Found |
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Facility Services shall maintain the campuswide Lost and Found service. Lost and found items shall be kept for six months from the date the article is received by Facility Services. After six months, the property will be sold at public auction to the highest bidder. Notice of the public auction will be advertised in the local newspaper at least five days before the time. Any property upon which no bid is made may be disposed of following the sale. Monies received by the
campus from public auction for these items shall be used for scholarships and
loans to students. |
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336 |
Memorials |
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The Campus Landscape and Advisory Committee via the Campus Planning Committee shall have responsibility for approving the installation of any memorial bench, tree, plaque, etc. |
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337 |
Display of the United States and |
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Facility Services shall be responsible for the |
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338 |
Energy and Utilities |
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Facilities Services shall be responsible for managing the University’s energy and utilities, including utilization budget, costs, and consumption; federal, state and local regulations compliance; energy and utility planning; establishing energy/utilities usage guidelines; and campus recycling program. |
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338.1 |
Campus-wide Power Interruption |
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The campus will not close down during a daytime blackout. Employees are expected to remain at work unless directed otherwise. The dismissal of a daytime class shall be at the discretion of the instructor. Blackouts that occur during hours of darkness shall result in the cancellation of classes and campus closure until the following morning for safety reasons. Facility Services shall notify Public Affairs if notification is received regarding a pending power interruption. Public Affairs shall notify the campus and off-campus news media of all power interruptions. Public Affairs shall also notify by telephone the President’s Office, VPAF, VPAA, VPSA, VPA, ASI Executive Director, and Foundation Executive Director. These individuals shall be responsible for notifying those who report directly to them to relay appropriate information and actions to be taken. Information Technology Services shall be notified as to the expected length of all outages so battery back-up issues can be addressed. |
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338.2 |
Second or Third Stage Power Emergencies |
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The campus will implement the Power Reduction Plan when a second or third stage power energy exists. |
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338.3 |
Campus Recycling Program |
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Facility Services shall be responsible for managing the University’s recycling program, including developing and implementing recycling guidelines and awareness programs; scheduling and coordinating recycle pick-ups; helping develop recycled products purchasing programs; and reporting recycling progress in accordance with state guidelines. |
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339 |
Transportation Services |
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Transportation Services maintains University-owned vehicles for University employees in the performance of their duties in the most effective, efficient, and safest way possible. University-owned vehicles and professional drivers shall be provided to campus departments on a chargeback basis. |
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339.1 |
Use of University Vehicles |
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University vehicles shall be used only in the conduct of University or state business. Only University employees may drive University vehicles. The campus may not loan or lease a University vehicle to an auxiliary organization. |
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339.2 |
Misuse of University Vehicles |
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Employees misusing University vehicles are liable for the costs of misuse incurred by them or consented to by them. They are also subject to disciplinary action by the campus. |
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339.3 |
Vehicle Maintenance and Repair |
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Transportation Services shall provide maintenance and repair of University owned and auxiliary vehicles. Department owned and auxiliary vehicles are repaired on a chargeback basis. |
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339.4 |
Transportation of Non-State Employees |
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Non-state employees may be transported in university-owned vehicles if the event is sponsored by a university entity. Sponsorship may also be through Conference Services or via ASI using the Form 81. |
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339.5 |
University Bus Drivers |
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Only University employees who are classified as Bus Driver shall be allowed to transport passengers in University-owned buses. |
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339.6 |
Student Assistants All student assistants, regardless of the number of times they drive a University-owned vehicle, must attend the Defensive Driver’s training. |
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Reference |
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Date approved by the President: · Office responsible for implementation: Facility Services · Date when the policy is to be reviewed and by whom: · Related University Policies/Documents/Manuals/Handbooks: Facility Services Procedure Manual ·
Any laws, regulations or codes of practice
which should be referred to in conjunction with the policy: Public law 829, Federal Flag Code, State of
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