Administrative Policies

AD38 Administration of University Real Estate and Physical Facilities

Policy Status
Active
Subject Matter Expert
Tamia Kramer, 814-863-0795, tek5263@psu.edu
Vice President for Physical Plant, 814-865-4402
Policy Steward
Senior Vice President and Chief of Staff

Contents:

  • Purpose
  • Authority
  • Scope
  • Definitions
  • Policy
  • Further Information
  • Cross References

  • PURPOSE

    The purpose of this policy is to establish the responsibility for the administration of the University’s physical plant, including buildings, infrastructure, and grounds at all University locations.

    AUTHORITY

    Pursuant and subject to the University’s Bylaws, the President has been delegated the general supervision of and general management and executive powers over all the property, operations, business, affairs and employees of the University. The President has further delegated responsibility for the University’s physical plant to the Senior Vice President for Finance & Business/Treasurer, who in turn has delegated certain responsibility to the Office of Physical Plant and the Office of University Real Estate Services, as set forth in this policy. Exceptions are noted in this document.

    Questions concerning real estate matters should be referred to the Director of Real Estate. Questions concerning other matters relating to the physical plant should be directed to the Vice President for Facilities Management and Planning and Chief Facilities Officer. Questions concerning any specific authority or delegation should be directed to the Senior Vice President for Finance and Business/Treasurer.

    SCOPE

    This policy applies to all University locations except:

    • Penn State Health owned and operated grounds and facilities.
    • Penn State College of Medicine has responsibility for the administration of the University’s physical facilities and grounds at Hershey as described above.
    • The Pennsylvania College of Technology has the responsibility for the administration of the physical facilities at Penn College. The Pennsylvania College of Technology has the responsibility for the administration of the physical facilities at Penn College.
    • The Electro-Optics Center, an independent research center near Kittanning, PA has the responsibility for the administration of the University’s physical facilities at that location.

    DEFINITIONS

    Facility(ies) - As used in this policy, any building or structure or any improved or unimproved land, or any part of any such building, structure or land, that is owned, used or occupied by the University.

    Hazardous Building Materials – “Hazardous building materials” are hazardous substances that may be present in interior and exterior building surfaces and materials. These hazardous building materials These hazardous substances may include:

    • Asbestos - Pre-1990 buildings for interior materials (walls, flooring and ceiling materials). Post-1990 buildings may have asbestos roofing.
    • Lead – Paint in pre-1978 buildings for EPA residential dwelling compliance. OSHA does not recognize a date. All paints are assumed to contain lead at some level now. Lead piping in older waste drainpipes.
    • Mercury – Fluorescent light bulbs and thermostats (mercury switches)
    • Polychlorinated Biphenyls (PCBs) - Caulks and glazing putties in pre-1980 buildings.

    Major Maintenance - “Major Maintenance” means repairs, replacement, or refurbishment done to assets such as building systems or other facilities which have a cost above the level of funding allocated for such purpose in annual operating budgets. Major Maintenance frequency is based on the life cycle of the asset and is normally at longer intervals like five to fifty years depending on the useful life of the asset.

    Real Estate – Real Estate means real property assets owned or occupied by the University.

    Routine Facilities Operations and Maintenance - “Routine Facilities Operations and Maintenance” encompasses the full spectrum of services required to assure the built environment will perform the functions for which a facility was designed and constructed. Routine Facilities Operations and Maintenance typically includes the day-to-day activities necessary for the building and its systems and equipment to perform their intended function.

    Space – Any Facility, or a portion thereof, that can be assigned to the use of a department or unit.

    POLICY

    AD38. The following functions are the responsibility of OPP:

    38.1. Planning and Land Use

    • Lead the programming, development, and implementation of campus master plans (land use, building opportunities, future utility systems and infrastructure, parking, etc.), sub-district plans, and college/unit master plans for all campuses, colleges, and units.
    • Perform site selection studies and feasibility studies for new buildings (including acquisitions), building additions, renovations, recreation facilities, parking, public spaces, etc.
    • Manage and maintain the Capital Plan within financial parameters as approved.
    • Guide conformance with municipal zoning and land development processes.
    • Lead zoning changes and processes, including rezoning variance requests, lot consolidation requests.
    • Lead the design and installation of all exterior signage (example: directional signs, building identification signs), and temporary signs and banners.
    • Develop transportation plans that accommodate vehicles, transit, bicycles, and pedestrians.
    • Lead the process to select sites for and approve the installation of temporary and permanent public art and sculpture at the UP campus. (See Policy AD31 Outdoor Public Art).
    • Conduct building or property due diligence surveys including environmental site assessments for potential contaminants.

    38.2. Design and Construction

    38.2.1 Buildings and Structures

    • Lead the design and construction of all new buildings and structures, as well as building renovations, renewals, and expansions.
    • Lead the assessment of building conditions for potential presence of hazardous building materials. Where present, lead the abatement efforts to remove hazardous building materials that may be impacted by related building activities.
    • Lead the selection process for architects and engineers.
    • Develop and maintain standards and policies regarding the design and construction of all University facilities.
    • Facilitate design and/or project approvals with senior administration and Board of Trustees consistent with the University’s Bylaws.

    38.2.2 Landscape and Grounds

    • Lead the design and construction of all landscapes, plazas, recreation fields, and other outdoor spaces.

    38.2.3 Utilities and Infrastructure

    • Lead the design and construction of University utility systems and other infrastructure, such as roads, sidewalks, parking, lighting, etc. for all University owned facilities.
    • Negotiate with utility companies for rates and services.

    38.2.4 Approve all exterior modifications to University facilities.

    38.3. Routine Facilities Operations and Maintenance and Major Maintenance

    • Manage the Routine Facilities Operations and Maintenance and Major Maintenance of buildings, infrastructure (except telecommunications), campus landscapes, and grounds.
    • Operate and maintain University utility systems and infrastructure.
    • Approve all interior modifications to University facilities including activities where building occupants intend to drill, mount or otherwise disturb building floors, walls and surfaces.
    • Lead the assessment of building conditions for potential presence of hazardous building materials. Where present, lead the abatement efforts to remove hazardous building materials that may be impacted by related building activities.
    • Administer the Refuse Collection and Re-cycling programs at University Park. (see Policy AD34 University Recycling Program) · Maintain outdoor public art at University Park. (see Policy AD31 Public Art)

    EXCEPTIONS: The following is a summary of the exceptions to this section 38.3 not including hazardous building material assessment and abatement activities:

    • The following administrative units have been authorized by OPP to manage the Routine Facilities Operations and Maintenance of their buildings, pursuant to written Memoranda of Understanding or other appropriate documentation.
      • Housing and Foods Services
      • University Park Airport
      • Bryce Jordan Center
      • Nittany Lion Inn and The Penn Stater Conference Center Hotel
      • Penn State Hospitality Services
      • Intercollegiate Athletics
      • Commonwealth Campuses
      • Applied Research Laboratory
      • Agricultural Research Stations
      • HUB-Robeson Center
    • Routine Maintenance of buildings not owned by the University, which are operated by Applied Research Laboratory.
    • Major Maintenance program administration is the responsibility of the auxiliaries and Applied Research Laboratory. However, the work is executed through OPP.
    • Routine Facilities Operations and Maintenance contracted by other administrative units per approved and regularly reviewed Memorandum of Understanding with Office of Physical Plant.

    38.4. Construction Contract Administration

    • Bid and award all contracts at the University for design and construction professionals (See Policies FN11, Contracts and Leases, FN27, Establishing and Billing Service Center User Rates) after receiving all necessary approvals.

    38.5. Environmental Regulatory Compliance

    • Act as the University’s responsible agent for environmental regulatory compliance.

    38.6. Building Code Compliance and Permitting

    • Act as the University’s responsible agent for building code compliance.

    38.7. Environmental Health and Safety Compliance and Permitting

    • Act as the University’s responsible agent for environmental health and safety compliance and permitting (e.g. OSHA, see Policy SY01, Environmental Health and Safety).

    38.8. Temporary Structures · Approve the location and design of all temporary structures (see Policy AD57, General Regulations on Use of University Property).

    38.9. The following are the responsibility of University Real Estate Services:

    • Act as the principal and initial point of contact for all real property transactional activity, whether internally or externally sourced, and under the authority of the Office of the Senior Vice President of Finance and Business.
    • Initiate, manage, and conduct all transactional activity related to real property transfers, grants of land, leases and other real property interests after obtaining all applicable approvals.
    • Initiate, manage and conduct all real estate negotiations for all University programs in accordance with the Office of the Senior Vice President for Finance & Business/Treasurer. (see Policy FN11, Contracts and Leases).
    • Manage any vendors engaged in the course of any URES business.
    • Administer the terms and conditions of real property contracts and leases, involving verification of financial, project management and property management obligations. Manage all negotiations for permanent and temporary grants of land pertaining to utilities, pedestrian paths, and roadways to, over, under or for use of any University property.
    • Coordinate with FCs/DBSs on any expansion, termination, renewal or relocation of a leased facility.
    • Manage all rent billing, collections and audit activity for real property leases.
    • Maintain all legal documentation for University real estate activities, as the source of record and point of contact for archival retention and information release. (See Policy AD35, University Archives and Records Management)

    38.10. Space Management

    • At University Park, the University Space Committee is responsible for space assignments and approval of changes in use.
    • At locations other than University Park, the Campus Chancellors are responsible for space assignments except for auxiliaries.
    • At both University Park and Commonwealth Campuses, Facility Coordinators and Directors of Business Services are responsible for maintaining space data in the space management system of record (e.g., LionSpace)
    • Oversee the management of storage space at University Park.

    FURTHER INFORMATION

    For questions, additional details, or to request changes to this policy, please contact the Office of Physical Plant or the University Real Estate Services office as appropriate.   

    CROSS REFERENCES

    Other Policies in this manual should also be referenced, especially the following:

    AD01 - Policies and Procedures for Use of University Auditoriums
    AD02 - Non-University Groups Using University Facilities
    AD05– Naming University Facilities
    AD21– Use of the Agricultural Arena and Agricultural Progress Days Facilities
    AD26 - Sale and Serving of Food and Beverages at University Locations
    AD30– Cable Television (CATV) at University Facilities
    AD31 - Public Art (formerly Outdoor Public Art)
    AD34 - University Recycling Program,
    AD51– Use of Outdoor Areas for Expressive Activities,
    AD57 - General Regulations on Use of University Property,
    AD62– Use of General Purpose Classrooms (formerly Scheduling and Use of General Purpose Classrooms)
    AD64– Energy Conservation Policy,
    AD65– Electronic Security and Access Systems,
    AD70 - Emergency Management,
    AD73 - Accessing Athletic and Recreational Facilities,
    AD76 - Emergency Notifications on Digital Signage,
    BS07 - Authority and Procurement,
    FN11 - Contracts and Leases, and
    SY01 - Environmental Health and Safety


    Most Recent Changes:

    • October 13, 2022 - Revisions throughout the entire policy to clarify responsibilities and authorities.

    Revision History (and effective dates):

    • May 2, 2017 - Editorial change to the EXCEPTIONS section. Clarified exceptions to this policy as they pertain to the Penn State Health Hershey Medical Center and the Penn State College of Medicine.December 11, 2013 - Revisions throughout the entire policy to clarify responsibilities and authorities.
    • June 15, 2006 - Revision History added.
    • August 28, 1995 - Incorporated the Bryce Jordan Center.
    • June 2, 1992 - New Policy.
    Date Approved
    Date Published
    Effective Date