A. Policies & Executive Orders

Below are documents that form CSU policy for Facilities Management:

Executive Order 847, Policy Statement on Facility Maintenance, January 10, 2003

Refines the standard to which campuses maintain CSU facilities and mandates responsibility for the university president to ensure appropriate resources are dedicated toward proper operation and maintenance of the campus's physical plant.

E​​​​xcerpt: “It is the responsibility of the university president to ensure that appropriate resources are directed toward meeting the requirement of proper operation and maintenance of the campus physical plant.”

Interim Vice Chancellor Roush memo to campus presidents on Systemwide Facilities Maintenance Policy - Review of EO 847, April 29, 2014:

​Excerpt: “Title 5 Section 42402 then delegates responsibility for the education effectiveness, academic excellence, and general welfare of the campus to each campus president's responsibility. This includes responsibility to manage facilities management risk and maintain both state- and non-state -funded facilities in good condition.”

Executive Order 987​, Policy Statement on Energy Conservation, Sustainable Building Practices, and Physical Plant Management, August 2, 2006​

Executive Order 987 provides campuses requirements and guidelines around campus energy use and utility operations.

Excerpt: “All CSU buildings and facilities, regardless of the source of funding for their operation, will be operated in the most energy efficient manner without endangering public health and safety and without diminishing the quality of education.​​”

Executive Order 994, Financing and Debt Management Policy, October 23, 2006

Defines the California State University Financing and Debt Management Policy requiring campuses to complete updated FCAs every three years: 

Excerpt: “7.2 Reserve Review: At a minimum of once every three years, each campus shall conduct an in-depth review to assess the adequacy of the reserves and the campus reserve policies applicable to the projects funded by debt, and shall make necessary adjustments and changes to account for changing conditions. For Major Maintenance and Repair/Capital Renovation and Upgrade Reserves, the reviews should include formal studies of facility systems and necessary funding levels to cover all aspects of cost of replacement through the reserve-funding plan.”​

Executive Order 1000, Delegation of Fiscal Authority and Responsibility, July 1, 2007

Delegates authority to campus presidents to manage funds and approve certain fiscal transactions. This delegation reflects a modification recently made to the Education Code allowing the CSU to deposit certain fees in local trust accounts.

The campus president and chief financial officer have the authority and responsibility to ensure that costs incurred by the CSU Operating Fund (see SUAM Section III: CSU Fund Categories and Types - ADD LINK) for services, products and facilities provided to other CSU funds and to Auxiliary Organizations are properly and consistently recovered with cash and/or a documented exchange of value.

Excerpt:​ “Ensure that costs incurred by the CSU Operating Fund (see Section III: CSU Fund Categories and Types) for services, products, and facilities provided to other CSU funds and to Auxiliary Organizations are properly and consistently recovered with cash and/or a documented exchange of value.  Allowable direct costs incurred by the CSU Operating Fund shall be allocated and recovered based on actual costs incurred. Allowable and allocable indirect costs shall be allocated and recovered according to a cost allocation plan that utilizes a documented and consistent methodology including identification of indirect costs and a basis for allocation.”

B​. 10-12 Months Post Occupancy Handover​

Commissioning provides the campus with documented confirmation that the new facility fulfills the functional and performance requirements of the campus, occupants, and operators. To achieve this, it is necessary for commissioning process to establish and document the campus criteria for system function, performance, and maintainability. For the process to work successfully, it is important that the campus, commissioning agent, design team, contractors, and operators work together as a team throughout their involvement with the project.

The heating, ventilating and air conditioning systems and controls and plumbing systems, including domestic hot water systems; Electrical systems, including lighting and lighting controls systems; as well as the building envelope are required all to undergo commissioning.

The Chancelloor's Office has provided a guideline to outline commissioning process and identify roles and responsibilities and provide information to guide campus staff involved in the commissioning project.​​

C​. Maintenance of New Facilities

Each year, the CSU opens new facilities across our 23 campusees. Regular maintenance of new facilities includes the cost of utilities, building maintenance, custodial, landscape, and administrative support. This funding will sustain budgets needed to open and operate new buildings and will help slow the growth in deferred maintenance backlog.

References:

• CSU Operating Budget: Maintenance of New Facilities