Questions frequently arise on campus regarding the responsibility for the maintenance and repair of buildings and equipment. To assist the campus community understanding the policy for a complex institution such as MSU, a discussion of the policy and the rationale behind it is both necessary and useful.

Physical Plant Division is funded for General fund facilities, i.e., a permanent facility of the main campus which houses academic or administrative functions and which are supported by the University's General fund.

A Classification of Accounts for Physical Plant, developed by the Association of Higher Education Facilities Officers (APPA) and accepted and recognized by ACE (American Council on Education) and NACUBO (National Association of College and University Business Officers) serves as the national basis for determining the Physical Plant funding responsibility. Obviously there are variations from this standard for each institution. Research facilities differ on each campus and historical agreements may take precedence. However, each institution can apply the general principles for its own unique circumstances. An excerpt from this document is listed below.

Excerpt from A CLASSIFICATION OF ACCOUNTS FOR PHYSICAL PLANT

2. Building and equipment Maintenance

Building Maintenance includes all items related to routine repair of buildings, structures, and appurtenance, including normally recurring repairs and preventive maintenance. The following are included:

• 2.1 Interior and exterior of buildings
• 2.1.1 Plumbing, heating, air conditioning, and ventilation
• 2.1.2 Electrical Repairs of all types including primary and secondary systems, certain lamp replacements (requiring special ladders and rigging), and maintenance of outdoor lighting fixtures (excluding energy costs)
• 2.1.3 Carpentry and cabinetmaking
• 2.1.4 Painting and glazing*
• 2.1.5 Hardware, locks, keys, closers, and records for same
• 2.1.6 Roofing and sheet metal work, including downspouts and gutters
• 2.1.7 Welding and necessary machine work
• 2.1.8 Elevators and similar equipment
• 2.1.9 Miscellaneous building repairs such as tuckpointing
• 2.2 General-purpose classroom furniture and equipment within buildings, but not inventoried to a department
• 2.3 Utility distribution systems inside buildings - electrical, heating, process steam, water lines, gas lines and sewer lines (storm and sanitary)
• 2.4 Operating and replacement costs of all equipment, materials, and tools used in building maintenance, excluding hand tools furnished by employees

Building maintenance also may provide services on a reimbursable basis to other accounts. Examples of these are auxiliary enterprises, alterations and improvements, new construction, experimental and special teaching support facilities, and departmental inventories equipment.

Is there a general rule of thumb used to determine who pays for service?

Generally, the Physical Plant Division is funded to maintain components of General Fund facilities that could be used by any academic or administrative department if the building were to change hands. If the equipment or work in question does not meet this test then it is the department's responsibility to pay for the particular service.

Are there delegated responsibilites included in Physical Plant funding that don't meet the usual rule of thumb?

Through historical practice and specific assignments, the Physical Plant has been delegated (and funded to perform) maintenance work outside the general guidelines, work that would otherwise be excluded. These exceptions do not extend the general concepts; they are merely accepted and funded exceptions. The delegated responsibilities include:

1. Farm Building Exteriors - Physical Plant maintains the exterior of farm buildings and other research buildings off the main campus, yet part of the University's East Lansing property.
2. Farm Building Water System - When the University supplies water, Physical Plant maintains branch water lines to the exterior wall of farm buildings and other research buildings off the main campus, yet part of the University's East Lansing property.
3. Swimming Pools - Physical Plant maintains swimming pools. Special equipment (such as movable bulkheads, bubblers, and diving boards) is excluded.
4. Other Athletic Facilities - Physical Plant maintains handball courts, squash courts, gymnasia, and arenas in Jenison, Circle IM, and West IM. This does not include special equipment, anchoring devices, or the painting of lines.

What is excluded from Physical Plant Service?

There are a variety of facilities and equipment within General Fund buildings that are excluded from Physical Plant funding. These exclusions include, but are not limited to, the following:

• Through wall or window air conditioners
• Laboratories and associated equipment and related utility piping within the room
• Inventoried equipment
• Carpeting and draperies
• Distilled water systems
• Compressed air systems and other air supply systems not intended for building environmental (heating & ventilating) control
• Vacuum systems
• Movable classroom seating

There is an easy way to identify the exclusions. Visualize a common classroom or office building devoid of furniture, office machines, laboratories, people, programs, computers and similar features. An excellent example would be to imagine the classroom wing of Bessey Hall, between semesters, emptied of furniture and audio-visual equipment. Anything added to such an imaginary building is outside the funded responsibility of Physical Plant.

Also excluded from Physical Plant funded service are facilities with other sources of funds, such as grants, or self-supporting enterprises, such as the residence halls, intercollegiate athletic facilities, and medical clinics.

Are maintenance services available for hire?

In addition to the services supported by the Physical Plant, certain other services are available for hire. The type of work involved and the prevailing workload will determine whether Physical Plant performs the work itself or uses other sources. Examples of these departmental services include:

• Routine or special maintenance service to non-general fund facilities
• Alterations and improvement work
• Laboratories and associated equipment maintenance and repair
• Departmental inventoried equipment and maintenance and repair
• Repair or replacement of carpeting and draperies
• Lock repair, keys or hardware for departmental equipment
• Fabrication or installation of special items

What can I do if I have a question regarding funding responsibility?

If the above guidelines do not address your particular situation or a more detailed explanation is desired, please contact Physical Plant Maintenance Services at 3-1760 and we will be happy to respond.

* Interior painting budget was eliminated during budget cuts of the 80's.

12/09/82

Revised 4/00