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3.11.3 - Physical Facilities PDF Print E-mail
Tuesday, 01 September 2009 08:12

3.11.3 Physical Facilities

The institution operates and maintains physical facilities, both on and off campus, that appropriately serve the needs of the institution's educational programs, support services, and other mission-related activities.

Responsible Unit: Division of Business and Finance/Facilities

Compliance Judgment



The physical facilities of North Carolina Agricultural and Technical State University (A&T) are operated and maintained so that they serve not only A&T's mission but also its aspirations as outlined in the university's strategic plan. [2] Under the direction of the vice chancellor for business and finance (VCB&F), the Office of Facilities is charged with adequate functioning of the university's physical resources. Facilities works to effectively and efficiently provide an environment conducive to supporting the instructional, research, and social responsibilities of the university as defined in A&T's mission statement. To ensure that the office accomplishes its mission, it annually sets forth its objectives and measures its progress in achieving those objectives. [4] The annual report and assessment plan included in the supporting documents demonstrate specific actions that the Office of Facilities has taken in the most recent two years to improve service and campus facilities.

The Campus: The A&T campus consists of approximately 771 acres, located in Greensboro, NC (Guilford County). Approximately 220 acres are on the main campus and 551 acres are located on the University Farm. The university uses 116 facilities consisting of over 3.2 million gross square feet (gsf) in support of its academic mission. Seventy-two building are on the main campus (2,704,199 gsf), twenty-eight facilities (103,751 gsf) on the University Farm, fourteen buildings (169,546) off campus, and four third-party managed (253,915 gsf) University Foundation buildings. A campus map [1] is included in the supporting documents to show the layout of the campus.

Campus Master Plan: The A&TCampus Master Plan [2] is based on the 1995 Campus Master Plan and the 2001 Campus Master Plan Update. All three were facilitated by Hayes, Seay, Mattern & Mattern (HSMM). The 2007 Campus Master Plan is available electronically and in hard copy. The university continuously evaluates new strategies to enhance the campus. Enhancements that will be incorporated into the next Master Plan are sustainability initiatives [8] and A&T's (UNC) Tomorrow Plan. [6]

A broad and diverse representation of the A&T faculty, staff, and students had input into the development of the Campus Master Plan [2] and the Campus Strategic Plan "Futures" [3]. The plans call for dramatically increasing the number of teaching and research faculty as well as adding 5,000 students. The chancellor, in conjunction with his executive staff and deans, has recently published an implementation plan, North Carolina A&T (UNC) Tomorrow Plan [6], which details updates planned over the next ten years.

As part of its formal annual facilities planning program, A&T submits its Six-year Appropriated Capital Improvements Plan [10] and Six-year Repair and Renovation Appropriated Plan [9] and Six-year Non-appropriated Capital Improvements Plan [11] biannually to the University of North Carolina Board of Governors (BOG). [5] The Six-year Capital Improvements Plan lists and describes all potential projects. Campus administrators, A&T Board of Trustees and the BOG review the six-year plans to ensure they comply with the Master Plan [2], Strategic Plan [6], North Carolina A&T State University (UNC) Tomorrow Plan [6] and A&T Ten-Year Enrollment Plan [4]. Funding requests must comply with The University of North Carolina Guidelines and Policies [5], the Office of State Construction Cost Estimate (OC-25) [9], and North Carolina General Statutes G.S 143C-4-3(b) [7]. A&T adheres to all these rules and regulations in the development of its facilities planning efforts.

Facilities Division: The Office of Facilities is a support unit within the Division of Business & Finance. It is responsible for developing and executing the university Master Plan, providing capital improvement for the university, accomplishing day-to-day operations, maintenance, and repair of physical facilities and campus grounds while being student-centered and seeking to achieve the missions, goals, and objectives of the university. The assistant vice chancellor for facilities is the chief administrative officer. Located in the DeHuguley Building and the 1640 Sullivan Street Annex, the Office of Facilities consists of the Departments of Physical Plant, University Engineer, Property Management, Financial Management, and Support Services.

The physical plant, managed by the physical plant director, is responsible for ensuring daily operations of facilities by providing preventive maintenance and repair services to all campus buildings, equipment, and grounds. The service areas within this department specifically include:

  • Housekeeping
  • Grounds, moving and hauling
  • Central receiving and warehouse
  • Garage (state fleet vehicle maintenance)
  • Motor fleet vehicle reservations
  • Steam distribution and boiler plant operations
  • Skilled trades: Heating, ventilation and air conditioning, electrical, plumbing, carpentry, paint, and locksmith
  • Energy conservation and management coordination
  • Small project management and renovations
  • Service contract management (elevators, waste and Dumpsters and pest control)

Another arm of the Office of Facilities is the university engineer. Under the leadership of the director of design and construction, this department manages the Campus Master Plan and Capital Improvement Program via oversight of designer selection, preparation of schematic design, design development and construction documents; financial management of capital projects; project management related to building and renovating facilities that meet or exceed the university's standards and building code requirements; survey existing facilities to evaluate and provide recommendations regarding plumbing, electrical, architectural, structural or heating, ventilation and air conditioning inadequacies; and assist university departments with developing construction budgets.

Work Order Process: All services are coordinated via the work order system (WOS) and the radio dispatch office. Three ways to request services are outlined below in order of preference:

  • Users with an A&T e-mail account can reach the WOS by accessing the Facilities Web page from the A&T Popular Sites drop-down menu and follow the instructions provided, or
  • The Service Request Form can be downloaded from the Division of Business & Finance forms page, completed, and faxed to 336.334.7214, or
  • By calling the radio dispatch office at 336.334.7016 for further assistance.

When requesting service, it is important to note that most employees' work shift is between the hours of 7 a.m. - 4 p.m. and that housekeeping operates two shifts, 5:30 a.m. - 1:30 p.m. and 3:30 p.m. -midnight.

  • During regular work hours, emergencies are serviced through the radio dispatch office by calling either 336.334.7016 or 336.334.7627.
  • After-hour emergencies are serviced through the call back system. The Department of Police and Public Safety coordinates these efforts and can be reached at 336-334-7675, for all requests and requirements generated after 5 p.m.

Routine and Preventive Maintenance: Preventive and routine maintenance is scheduled through the work order system. Preventive maintenance is developed to support the continuing operation of buildings systems, including dynamic equipment, and the campus utilities infrastructure. Its proper implementation reduces systems/equipment failure, extends the life expectancy of buildings and infrastructure systems, and maximizes the availability of campus facilities' support of the university's mission. Routine maintenance involves cyclic or scheduled periodic maintenance such as painting and light fixture replacement. Copies of preventive and routine maintenance work orders and associated reports are maintained in the Physical Plant Work Control Office.

Building Coordinators: To facilitate the activities performed by the physical plant, at least one individual is designated as a building coordinator for each university building that has a single department occupant. These individuals, appointed by the department(s) that occupy each building, serve as the liaison between the Office of the Physical Plant and the building occupants to ensure that services performed are consistent with the customers' expectations.

Physical plant provides each building coordinator with detailed information including procedures to handle service requests, as well as information specific to each building. To ensure the building coordinator is aware of activities in the building, it is suggested to route all service requests through that person. Unless there is an individual customer identified for a particular task, communications between physical plant and the building occupants are directed through the building coordinator.

Customer Feedback: Customer feedback is received from various sources and is constantly assessed by the Office of Facilities leadership team in order to make improvements which fulfill the needs of our customers and the university mission. A comprehensive staff review and survey regarding facilities was completed in 2007. Most of the recommendations contained in that report have subsequently been implemented. A copy of this staff review with the survey results is available in the office of the assistant vice chancellor for facilities. The assistant vice chancellor for facilities meets weekly with the director of design and construction, physical plant director, assistant physical plant director, managers of financial affairs and property management; weekly with in-house project managers; and annually with the full team to discuss ongoing facilities operations and planning. Also, semi-annual feedback meetings are held with the academic deans and other members of the chancellor's cabinet. The assistant vice chancellor for facilities is a member of several campus-wide committees composed of faculty, staff, and students, including the space allocation committee. The physical plant director serves as facilities liaison and meets with academic deans, building representatives and other organizations on campus that includes students and provides direct feedback on facilities performance. The physical plant director meets with building representatives quarterly to discuss process improvements.

Customer feedback forms are prominently available at the important service points such as central receiving, the key issue department and motor fleet. Telephone and e-mail communications, both of a negative and positive nature, are accepted and acted upon. All these forms of feedback are used by the leadership team in a continuous effort to improve processes and performance.

Supporting Documents

[1] Campus Map

[2] A&T SU Campus Master Plan Update 2007 - "Building Connections Education and Pride

[3] FUTURES, "The Vision evolves . . . The Legacy begins"

[4] A&T Long Range Plan Enrollment Projections 2008-2017

[5] UNC Budget Memorandum from BOG, Number 2, 2009-11

[6] UNC Tomorrow Response Plan, Phase 1- May 2008

[7] NC General Statutes G.S.143C-4-3(b)

[8] Strategic Energy Plan, 2008-09

[9] A&TSU Requests to BOG from Constituent Institutions and Affiliates for Repair and Renovations Project for the Six-Year Period 2007-08 through 2012-13

[10] Appropriated Capital Improvements Projects, Six-Year Plan, 2009 through 2015

[11] Non-Appropriated Capital Improvements Projects, Six-Year Plan 2009-10 through 2014-15

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Last Updated ( Thursday, 11 March 2010 14:42 )

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