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3.11.1 Control of Physical Resources PDF Print E-mail
Sunday, 06 September 2009 17:02

3.11.1 Control of Physical Resources

The institution exercises appropriate control over all its financial and physical resources.

Responsible Unit: Division of Business and Finance

Compliance Judgment



The assistant vice chancellor for business and finance/facilities (AVCF) has responsibility and control over the design and construction program for the university as well as maintenance and repair of campus grounds and physical facilities for the main campus (220 acres) and the University farm (551 acres). Departments reporting to the AVCF and sharing in the responsibility of monitoring the university's physical resources include Design & Construction, Physical Plant, and Property Management.

Each unit in the Facilities office develops annual assessment plans complete with goals and assessment measures to monitor success at achieving those goals. These assessment plans generate an annual report that "closes the loop." The data is used to ensure that the Facilities Office fulfills its mission [1]. In particular, the Facilities Division proactively takes on the responsibility of day-to-day functioning of university physical resources by providing an effective and efficient environment conducive to supporting the education, research and social responsibilities of the university as defined in the NCA&T mission statement. The credentials of the AVCF and the facilities leadership team are available in pdf format as Facilities Administrators Credentials [2].

Campus Master Plan

The Campus Master Plan [3] was developed to facilitate planning for the future growth of the university in alignment with strategic planning. The University Master Plan is reviewed on a biannual basis to determine the necessity for updating the document. A Master Plan update is considered if changes to the Campus Strategic Plan [4] are significant, implementation of the Campus Strategic Plan [5] or Proposed Capital Projects [6] have been approved by the Board of Trustees of North Carolina A&T State University. North Carolina A&T State University submits its Implementation of the Campus Strategic Plan strategies [5] and proposed Capital Improvement Projects [7] to The University of North Carolina Board of Governors for approval.

Capital Improvement Plan

North Carolina A&T State University follows the rules of The University of North Carolina with regards to the Capital Planning [7]. The Capital Plan is approved by the University of North Carolina Board of Governors on a biennial basis. The Plan includes a six-year projection of major new construction, repair and renovation projects and self liquidating projects. The Capital Plan is also updated off-cycle years and reflects North Carolina A&T State University continuous process of strategic planning and master planning. The current plan encompasses 2009-2015 [8], [9], [6]. The Capital Plan contains a listing and description of all potential projects. The North Carolina A&T Board of Trustees and The University of North Carolina Board of Governors reviews the Plan to ensure it complies with the Strategic Plan [4], Implementation of the Campus Strategic Plan [5] [3], Repair and Renovation Regulations [10] and Enrollment Plan [11].

Deferred Maintenance

The university tracks and reports deferred maintenance through the State Construction Office Facility Condition Assessment Program (+FCAP). The methodology used by the FCAP team defines deficiencies and steps required to restore a facility to its original condition when built. The most recent FCAP study performed in 2008 identified over 73 million dollars of deficiencies [12]. The FCAP study does not include items that were not originally installed in the facility such as central air condition, elevators for accessibility, sprinklers in residence halls, modernization of outdated facilities. FCAP deficiencies are used to determine the allocation of the Repair and Renovation funding received from the State [13] and to determine if a facility should be placed higher on the list of proposed projects for renovation or demolished [13]. North Carolina A&T State University is required to address campus deferred maintenance deficiencies when requesting state allocation for repair and renovation projects [7]. North Carolina A&T State University received an average of 2.4 million dollars annually for the period 1998-99 to 2008-09 [14].

Property Management

The Office of Property Management, under the direction of the Assistant Vice Chancellor for Facilities, is responsible for North Carolina A&T's property inventory and the surplus property program. The property inventory is updated annually by each department [15] and consists of equipment and systems with a value of $5,000 or greater and controlled equipment (electronic equipment and laboratory equipment valued from $1,200 to $4,999) [16] [17]. The property inventory is updated each year and sent back to the departments along with a report of missing equipment [18]. The property office on campus holds the missing equipment report. The property office creates the report using an in-house database. Department heads are responsible for the property within their departments. Departmental property liaisons (designated by the department heads) are trained annually regarding inventory policies and procedures through workshops held on campus. Property Management handles the disposal of surplus property in accordance with the North Carolina State Surplus Property Office and Property Management Policies and Procedures Manual [19]. NCA&T' internal policies and procedures related to Property Management are housed in NCA&T' Administrative Policies and Procedures Manual and are available on the Business & Finance website and NCA&T' Handbook of Operating Procedures.

Insurance Programs (Risk Management)

NC A&T State University participates in the NC Department of Insurance (NCDoI) program. The agent of record is the North Carolina Association of Insurance Agents. This program provides a variety of insurance policies (property, auto, equipment, crime, student health, etc.) for all state agencies. NCDoI insurance policies are developed to take advantage of favorable rates. At NC A&T State University, the director of Environmental Health and Safety and Risk Management under the Division of Student Affairs is responsible for the university's Risk Management program.

Emergency Management

When emergencies occur, the NC A&T UPD utilizes an emergency siren calls to voice mailboxes, emails, "Crime Alert" flyers in residence halls and university buildings, headlines or "scrolls" on the university's broadband television network and notices on the university's website to communicate with the campus community. In 2007, the UPD enrolled members of the staff in ICS 100, 200 and 400 classes ensure that compliance with the National Incident Management System (NIMS). The plan addresses various man-made and natural disasters that may pose threats to the campus community. Copies of the revised Comprehensive Emergency Management Plan (CEMP) are distributed to offices with roles in the plan. The CEMP outlines procedures to be followed by areas identified in the CEMP. The CEMP is periodically (at least annually) reviewed, exercised, and tested at the local level to ensure that the university's response to an emergency will protect lives and preserve university assets.

Additional information regarding other health and safety related programs that are the responsibility of EHS and UPD can be found EHS policies and UPD's General Orders.

Supporting Documents

[1] Facilites, Mission Statement

[2] Facilities Leadership Team Credentials

[3] Campus Master Plan Update 2007, "Building Connections, Education and Pride"

[4] FUTURES, Vision evolves . . . The Legacy begins, 2006

[5] UNC Tomorrow, Phase 1 Response Plan, May 2008

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

[7] UNC System, Budget Memorandum Number 2, 2009-11

[8] Budget, Requests to BOG from Constituent Institutions and Affiliates for Repair and Renovations Project for the Six-Year Period 2007-08 through 2012-13

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

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

[11] Long Range Plan Enrollment Projections, 2008-2017

[12] Business & Finance, FCAP Summary

[13] UNC Repair and Renovation Funding Program Review, 1993-2003

[14] Business & Finance, Repair and Renovation Funding Summary, 1993-2008

[15] Business & Finance, Policy III - Annual Physical Inventories (Property Mgmt Policies & Procedures Manual)

[16] Business & Finance, Policy II-B, Capitalizatoin Equipment in the Year of Acquisitions

[17] Business & Finance, Policy II-C, Inventories Fixed Assets

[18] Business & Finance, Policy V, Missing Assets

[19] Business & Finance, Policy VIII, Surplus Property

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Last Updated ( Tuesday, 16 February 2010 13:00 )

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