Facility & Furnishings Improvement Policy
Custodian of Policy: Vice President for Finance & Administration
Relevant Minnesota State System Policy: Procedure 7.3.16 Financial Health Indicators (part 3)
Relevant Procedures: MSUM Maintenance Request System
Effective Date: Fall 2014
Last Review: Spring 2023
Next Review: 2030
Purpose
At MSU Moorhead there are several paths that lead to facility and furnishing improvements:
Minor Requests for repairs to existing space and/or replacement of existing furnishings (i/e under $1,000) must consider the aesthetics of the area and be approved by the Executive Director of Facilities Management and/or their designee. Commercial grade stock items (such as office caster chairs, chair mats, and file cabinets) will be distributed by Physical Plant personnel. Requests shall be submitted via the university's maintenance request system.
Other major improvements and furnishings acquisitions initiated by an individual or individuals must be approved by the affected Department supervisor, then by the Vice President or Dean overseeing that department and finally by the Executive Director of Facilities Management, or Vice President for Finance and Administration. These projects will be planned and executed by the Executive Director of Facilities Management and/or designees, in accordance with Minnesota State system policy governing expenditures from R&R funds.
- Any updates to paint, carpet or other interior fixtures will be under the guidance and approval of the Executive Director of Facilities Management, or Vice President for Finance and Administration.
- Any updates made because of donated materials and services, must follow the same approval process through the department, Vice President or Dean overseeing that department, and by the Executive Director of Facilities Management, and/or Vice President for Finance and Administration.
- Requests for all major updates shall be reviewed by the Facilities Grounds and Safety Committee and must be submitted by completing the Facility and Furnishings Improvement Request form. The size and complexity of the requests, along with other criteria, will be considered when determining which projects will be approved.
Capital Bonding and/or Higher Education Asset Preservation and Renewal (HEAPR) funding allocations for major facility improvements and furnishings acquisitions are overseen by the Vice President for Finance and Administration and the Executive Director of Facilities Management, according to MN Legislative and Minnesota State system policy. Priorities will be developed and updated through the Comprehensive Facilities Planning process using a variety of collaborative input from both the campus community as well local community planning resources.
Rationale
MN legislature and Minnesota State system require that state agencies continually update and maintain facilities.