3.11 Physical Resources
3.11.1 Control of physical resources
The institution exercises appropriate control over all its physical resources.
Judgment of Compliance:
The University of Tennessee at Chattanooga (UTC) exercises appropriate control over all its physical resources. From the administrative level (where planning and development are handled) to each operational detail, UTC maintains appropriate supervisory control and management of its physical resources.
Planning and Development
The UTC Campus Master Plan was established to serve as the guiding document in helping UTC achieve its stated vision of being recognized as a premiere metropolitan university, known for its outstanding undergraduate and graduate academic programs, scholarly and creative achievements, diversity and inclusiveness, and critical partnerships that take advantage of our setting to provide solutions to global concerns. The Master Plan defines seven major goals for the development of the campus. These goals, as articulated within the plan, provide a structured approach toward developing and expanding the campus and, ultimately, achieving the vision of the University.
While the Master Plan serves as the guideline for the growth and development of the campus, the Facilities Planning Committee was established to address immediate and long-range planning for the University’s academic and administrative facilities. The committee is comprised of executive staff members appointed by the Chancellor and, per the Facilities Planning Committee Charter, is responsible for
- recommending to the Chancellor priorities and schedules for UTC’s capital outlay and capital maintenance requests
- preparing recommendations regarding physical facilities and land use—including renovations and initial utilization
- assigning existing academic and administrative space and identifying temporary locations as required
- examining facilities program statements as required for capital projects
- annually evaluating the following:
- Review of UTC Capital Submittal
- Review of Facilities Planning and Management budget request
- Review of previous fiscal year’s facilities expenditures
- Review of proposed facilities expenditures for the coming fiscal year
- Review of building assessments
- reviewing, on a regular basis, status of projects during design and construction
- reviewing campus standards and/or policies for facilities
- participating in campus master planning efforts.
Day-to-Day Operations Management
The day-to-day use of campus facilities is governed by a myriad of separate but inter-related policies, business processes, departments, and committees. These varied aspects of campus operations intertwine synergistically to effectively and efficiently govern building use.
The Facilities Use Committee, for example, is a strategically selected group of campus administrators who review all requests for events held on the campus. Because of the diverse representation of various campus functions selected for the committee, its members are able to scrutinize requests, make recommendations, discuss needed preparations or security requirements, and, consider applications for campus events according to the facilities use policies.
Maintenance of Physical Resources
Allocation of Physical Space
UTC maintains an accurate record of campus spaces detailing who occupies and is responsible for all assigned spaces; what spaces are currently unassigned and available; and what spaces cannot be assigned (restrooms, common areas, mechanical spaces, etc). This task is accomplished through the Facilities Building Inventory module from the German company, SAP. The Facilities Planning & Management department routinely updates the information in the SAP system, based on the assignments made by the Facilities Planning Committee. The information within the database is also routinely used by the Planning Committee to determine the implications of space assignments.
Physical Maintenance and Improvement
The Facilities Department works closely with The Department of Safety and Risk Management to monitor and control any physical alterations to campus properties. Campus occupants are required to submit a written request to the Facilities Department where it will be reviewed. If approved, both in-house and contracted work is routed, coordinated, and supervised by the Facilities Department. This effort ensures a consistent and acceptable quality of work; prevents degradation to building systems; and maintains a safe, secure environment for campus occupants.
Physical inventory occurs annually. Each department is asked to check items in their possession against the physical inventory report provided to UTC from the UT system controller’s office. Once the inventory report is submitted by the departments, the updated information is checked for errors and entered into SAP. All updates and corrections to UTC’s current physical inventory occur at this time. Changes and deletions to departmental inventories are also carried out throughout the year through the submissions of a T-64 form. This procedure is in accordance with UT system policy.
Documentation of Asset Disposal
Items deemed outdated or no longer fit for University use are either disposed of or sold at public auction, in accordance with UT system policy. Campus occupants who wish to have items delivered to surplus submit UT system form T-22; Computer CPU’s are required to be listed on a separate form, and all other items are listed according to item type. These forms go to the surplus office where they are checked for errors and proper authorization, then a work order is created to move the items. Once the item is in Surplus Equipment’s possession, it is checked off and transferred in SAP from the original owner’s account to the Surplus inventory’s account. The T-22 is then held until auction or the items are disposed of, at which time the original form is delivered to Purchasing for a six-year storage term.
As an entity of the state, all UTC owned and leased properties are insured through the State Property Insurance Pool. This pool provides for a combination of self-insurance and private insurance coverage for losses in excess of $25,000. Building content values are adjusted semi-annually using asset inventory reports for each budget entity, and building values are adjusted annually using a general inflation factor as well as on an as-needed basis for capital renovations. Fiscal policy relative to UTC property insurance details these procedures. Actual insured property values can be found here by using division code search criteria of 155 for “educational buildings,” 160 for “other buildings,” and 162 for “non-owned buildings.”
Protecting High-value Assets
The state maintains a third-party fine arts policy for both owned and contractually borrowed art works. This policy is a zero-deductible policy for all exposures with the exception of earthquake and flood where a $10,000 per occurrence deductible applies. All other high-value assets are covered through the State Property Insurance Pool. Additional information regarding the State of Tennessee Fine Arts Insurance Policy can be found at this link.
UTC purchasing guidelines are based on UT Fiscal Policies FI0405-FI0420. After the applicable bidding process, Business Services issues all purchase orders for goods and services greater than $5000. Contracts are executed through the Contract Office which works in conjunction with Business Services to ensure the above requirements are met prior to the signing of a contract.
In summary, UTC exercises utmost control of all its physical resources as a means to achieving its short-term goals and University Mission.
- UTC Campus Master Plan 2000, Executive Summary
- Facilities Planning Committee Charter-2005
- Application for Use of Facilities
- Facilities Use policies
- Facilities Work Order form
- T-64 Form
- UT System Policy; Equipment
- UT System policy; Surplus Property
- Surplus Form T-22; general items
- Surplus form; CPUs
- Fiscal Policy, UTC Property Insurance
- Actual Insured Property Values
- State of Tennessee Fine Arts Insurance Policy
- UTC Purchasing Guidelines
- UT Fiscal Policies regarding purchasing