Facility & Furnishings Improvement Policy

  • Custodian of Policy: Vice President for Finance & Administration
    Relevant Minnesota State System Policy: Procedure 7.3.16 Financial Health Indicators (part 3)
    Relevant Procedures: MSUM Work Orders
    Effective Date: Fall 2014
    Last Review: Spring 2014
    Next Review: 2020

    Purpose

    At MSU Moorhead there are three paths that lead to facility and furnishing improvements:

    Minor Requests for repairs to existing space and/or replacement of existing furnishings (i/e under $1,000) must consider the aesthetics of the area and be approved by the Physical Plant Manager and/or their designee. Commercial grade stock items (such as office caster chairs, chair mats, and file cabinets) will be distributed by Physical Plant personnel. Requests shall be submitted via the university's work order system.

    Other major improvements and furnishings acquisitions initiated by an individual or individuals must be approved by the affected Department supervisor, then by the Vice President or Dean overseeing that department and finally by the Physical Plant Manager, or Vice President for Finance and Administration. These projects may be part of internal remodeling projects funded from discretionary Repair and Renewal operating funds, or an approved supplement to that annual budget from other operating accounts. These projects will be planned and executed by the Physical Plant Manager and/or designees, in accordance with Minnesota State system policy governing expenditures from R&R funds.

    • Any updates to paint, carpet or other interior fixtures will be under the guidance and approval of the Physical Plant Manager, or Vice President for Finance and Administration.
    • Any updates made because of donated materials and services, must follow the same approval process through the department, Vice President or Dean overseeing that department, and by the Physical Plant Manager, and/or Vice President for Finance and Administration.
    • The University shall be under no obligation to provide for the safe and secure storage or placement of any personal furniture brought in by faculty or staff.
    • Requests for all major updates shall be reviewed by the Facilities and Grounds Committee and must be submitted by completing the Facility and Furnishings Improvement Request form. Major projects shall be scored and ranked by the Facilities and Grounds Committee each fall semester. The size and complexity will determine the timeliness of approval.

    Capital Bonding and/or Higher Education Asset Preservation and Renewal (HEAPR)funding allocations for major facility improvements and furnishings acquisitions are overseen by the Vice President for Finance and Administration and the Physical Plant Manager, according to MN Legislative and Minnesota State system policy. Priorities will be developed using a variety of collaborative input from the 5 year Campus Master Planning process and Campus Strategic Plan as well local community planning resources.

    Rationale

    MN legislature and Minnesota State system require that state agencies continually update facilities as needed. In addition, the University requires that a broad based group is available to review requests for renovation.