Take home message: Any work done on U-M buildings, grounds or equipment is likely to invoke regulatory restrictions and University policy requirements – even something as simple as painting a room or replacing a floor surface. Facilities and Operations should be consulted before any work is done on U-M facilities, and they can provide you with permissions (where required) and guidance and support on how to proceed.
U-M Policy and helpful links
- Buildings are subject to laws and regulations throughout their life: during design and construction, day-to-day operation and maintenance, redesigning or modification, right through to demolition or disposal. Working in a U-M department, you don’t necessarily need to understand all these regulatory requirements – but you do need to make sure you consult with Facilities and Operations before ANY work is done on U-M facilities. They have primary responsibility for the stewardship of U-M’s physical property – including its buildings and equipment – and can advise you on any relevant compliance issues. They may also need to give you permission to do certain things. More specific contacts are set out below for different kinds of building, grounds or equipment issues.
- For the UM-Dearborn campus, facilities and building issues are supported by UM-Dearborn Facilities Management, in conjunction with Ann Arbor offices where necessary.
- For the UM-Flint campus, facilities and building issues are supported by UM-Flint Facilities and Operations, in conjunction with Ann Arbor offices where necessary.
- Key U-M guidelines and policies related to building and facilities use (such as serving alcohol on University premises, use of University grounds, outdoor events, naming of facilities and spaces, and real estate policies) are collated on the Facilities and Operations Guidelines page.
- Capital projects, construction and major works projects are managed through Architecture, Engineering and Construction (AEC), within Facilities and Operations. Any architectural or related engineering services must be approved by AEC before being procured. Information about construction site safety, which is relevant not only for those working on sites but for everyone that works near a construction site, is available on the Environment, Health and Safety Department page.
- Leasing space as a landlord or a tenant (other than student housing) must be conducted through the Real Estate Office (part of Architecture, Engineering and Construction). Leasing of student housing space is managed by U-M Housing: see the separate Housing compliance page for more information.
- Building and grounds construction, operation and maintenance are managed through Plant Operations, within Facilities and Operations. They cover everything from minor construction projects and improvements to existing buildings (such as painting, renovations or electrical work, which is handled by Construction Services) to building maintenance (which is managed by Facilities Maintenance) pest, waste and recycling management (which is handled by Plant Building and Grounds Services).
- Utilities are also managed by Plant Operations, who handle energy management, utilities distribution and billing, and power plant services.
- Ann Arbor departments can coordinate their various building and maintenance needs through Work Management, that acts as a single point of contact for obtaining services or work orders, and runs the Plant Operations Call Center.
- Safety and environmental issues on U-M premises are supported by Environment, Health and Safety Department – see our Environmental Health and Safety compliance page for more information.
- Smoke-free campus – smoking is not permitted inside any U-M buildings or vehicles (per Standard Practice Guide (SPG) 601.04). From July 1, 2011, this restriction will be extended to U-M grounds, making U-M a smoke-free campus: see the Smoke-free University Initiative website for more information.
- Security and public safety on U-M premises is supported by the Department of Public Safety (DPS) – see our Safety, Security and Public Health compliance page for more information.
- The Office of Space Analysis (a part of the Office of Financial Analysis) maintains U-M’s space and location data, which is used for Federal and State reporting and budget analysis purposes. When Departments are asked to provide a survey of their space, it is critical that this be done accurately and promptly. You can read more about building and space information and reporting on the Provost’s Space Utilization Initiative website.
- There are guidelines for the use of U-M’s space, such as office space guidelines and research space guidelines, on the Provost’s Space Utilization Initiative website.
- Class scheduling is primarily handled through the Registrar’s Office. See these resources for curriculum maintainers, which includes time lines for the class scheduling process. See also this site about the Provost’s Classroom Scheduling and Utilization project, which includes information that you can post in classrooms to help support shared scheduling.
- Equipment or building fixtures and systems can also attract legal requirements through different phases of their life: from buying (see our Purchasing compliance page), to installation and maintenance (which could raise building, construction and safety issues), to using it safely and properly training those who need to use it (see our EHS compliance page for more information), and properly disposing of the equipment at the end of its life (e.g., through Property Disposition for electronic goods, through following EHS procedures for any hazardous substances, or through other waste management mechanisms including recycling).
- Capital equipment over $5,000 in value (or purchased using grant money) must be tagged and tracked by Property Control, within the Office of Financial Analysis.
- Sale of U-M real estate or granting permission to third parties to use U-M premises (including easements, short term licenses and leases) must be handled by the Real Estate Office (part of Architecture, Engineering and Construction) in accordance with the Standard Practice Guide on Real Estate Transactions (SPG 601.23). This is particularly crucial because some property transactions require Regental approval under Chapter 3 of the Regents Bylaws.
Things to remember
- Even if some building work or equipment upgrade seems “minor”, there may still be legal requirements to consider. Consult with Facilities and Operations before doing any facilities upgrades or work in your area.
- There are a number of useful checklists on the U-Manage site, that summarize U-M procedures and vendor information for some of the more common building and facilities work, such as painting, moving, interior design, flooring and security. Following these checklists can save you time and help you ensure you are carrying out building upgrades in accordance with legal requirements.
- Departments can coordinate their various building, utilities and maintenance needs through Work Management, that serves as a single point of contact for obtaining services or work orders, and runs the Plant Operations Call Center which can be reached at (734) 647-2059.
- U-M premises or equipment can only be leased or loaned out in consultation with Facilities and Operations, to ensure that any legal issues are properly handled; and any dealings with U-M real estate must be handled by the Real Estate Office.
- Learn how to be an environmentally responsible steward for your building (and save energy and other costs in the process) by becoming involved in Planet Blue, reading about Sustainability at U-M (and the efforts of the Office of Campus Sustainability), and taking the time to learn about energy management and recycling efforts at U-M.
People to talk to
Facilities and Operations can answer any questions you have about buildings, grounds or equipment issues. Read about the different teams within Facilities and Operations to find a relevant contact area, or email the Office of the Assistant Vice President for Facilities and Operations for guidance.
For building, plant, utilities and maintenance needs on the Ann Arbor campus, contact the Plant Operations Call Center which can be reached at (734) 647-2059 – this Call Center serves as a single point of contact for obtaining services or work orders.
If you are on the UM-Dearborn campus, start by talking to UM-Dearborn Facilities Management. They have a number of direct contacts for different building and grounds issue areas listed on their Notes from Facilities Folks page, or you can email or call their main office on (313) 593-5270.
For real estate sale, leasing, or access to university property (such as boundary disputes or easements), contact the Real Estate Office by calling (734) 763-2302.
Established 3/4/11, last updated 11/14/17 – Contact us if you believe any information is incorrect or outdated