Oklahoma State University Policy and Procedures
MISSION STATEMENT
3-0810
BUSINESS & FINANCE
NOVEMBER 1983
INTRODUCTION AND GENERAL STATEMENT
1.01 The mission assigned to the Physical Plant includes the following: to maintain,
repair, make improvements to, and operate the physical facilities (land, buildings and
installed equipment, utility plants and distribution systems, roads and parking areas)
owned by the University and not otherwise assigned to another department (such as
Student Services Maintenance); to perform minor new construction or alterations as
directed; to perform services within its capabilities as requested by other departments
and agencies at their expense; to provide fire safety and general safety support to the
entire University; to collect and dispose of all hazardous waste materials; to provide
telephone service to the entire University; to provide for mail handling and
distribution on campus; to collect and dispose of all general refuse; and to provide for
the lock and key system for all University buildings and all other facilities requiring
locks. The Director of the Physical Plant is responsible to the Vice President for
Business and Finance.
PURPOSE AND SCOPE
2.01 The primary purpose of the Physical Plant includes the following:
a. To ensure that the physical facilities are in such condition as to
provide optimum support to the University in accomplishing its primary
functions of teaching, research and extension.
b. To ensure that the physical facilities are kept in a suitable condition of
usability in compliance with all applicable codes, standards, and
regulations at minimum expense to the University.
c. To ensure that support services are provided at the least practical
expense to all agencies and departments.
d. To provide surroundings which are comfortable and esthetically
pleasing to such a degree that they make a positive contribution to the
learning experience of the students; to the teaching, research, and
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extension efforts of the faculty; and to the general working conditions of
the staff, from the lowest level to the President.
PROCEDURES
3.01 To reach the mission assigned and accomplish the purposes set, the following
specific tasks are assigned to the Physical Plant:
a. General Maintenance Organization
(1) To provide carpentry services including cabinet work, general
carpentry, roofing, concrete, and masonry work.
(2) To provide electrical services including lighting (interior and
exterior); bells, buzzers, clocks and alarms; primary power
distribution, secondary power distribution (interior and exterior);
electrical controls and motors; and general use public address and
other sound systems.
(3) To provide refrigeration and air conditioning services
including heating and cooling of personnel spaces, temperature
control for equipment as required by the various users of such
equipment, and for the distribution lines carrying steam, heating
hot water, and chilled water.
(4) To provide mechanical maintenance services including
plumbing, welding, machine work, the distribution lines for water,
sewage and natural gas, and for maintenance of certain assigned
mobile and stationary special purpose equipment.
(5) To provide paint services including painting of structures
(interior and exterior), equipment, signs, traffic control painting,
and glazing.
(6) To provide custodial services to the interior of buildings and
structures maintained by the Physical Plant, unless specifically
excluded.
(7) To provide grounds services including maintenance of
improved grounds, providing and maintaining plants and flowers,
making improvements to the grounds in accordance with
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approved landscape development plans, and to maintain
equipment as directed.
(8) To provide roads and grading services including maintenance
and cleaning of roads, parking lots, and sidewalks; excavation,
earth moving, and backfill; ice and snow control; and disposition
of trash not disposed of by regular disposal service.
(9) To provide comon labor as required by other sections of the
Physical Plant.
b. Utilities
(1) To operate and maintain a water treatment plant which will
provide water to the University and to the City of Stillwater.
(2) To operate and maintain a central utility plant which will
produce steam, chilled water and electric power to serve as much
of the heating, cooling and electric power requirements of the
campus as the capacity of the plant will permit. To coordinate
with the appropriate public utility company(s) for the remaining
needs.
(3) To operate such major heating and cooling systems as are
installed in all general University buildings.
(4) To develop and implement an energy management strategy for
the entire campus in coordination with the University Energy
Conservation Committee. To install, maintain and operate a
central computerized energy management control system.
(5) To install, repair, maintain and operate all street, parking lot,
area, playfield, and other outdoor lighting systems.
(6) To provide and maintain current plans showing the location
and description of all primary and secondary power lines, steam
tunels, chilled water lines, sewage, natural gas lines, water lines,
outdoor lighting and other installed utility systems.
c. General Services
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(1) To provide fire safety services pertaining to fire prevention,
investigation of fires, and the improvement of generally safe
conditions in all University facilities, exclusive of traffic safety.
(2) To provide for the collection, intermediate storage and final
disposal of all hazardous waste materials.
(3) To receive, unload and account for all incoming goods to the
University campus and to sort, reload, transship and deliver all
goods to recipient departments.
(4) To provide postal services including the operation of a U.S.
Post Office on the campus, to deliver U.S. Mail to the various
sections of the University and to pick up and deliver intra-campus
mail.
(5) To provide for the maintenance and operation of the
University telephone system as required and to periodically
review, analyze, and update the total system consistent with
University needs and changes in telephone technology. To
provide a central control point for requesting telephone services
from Bell Telephone Company and to process telephone bills for
payment.
(6) To provide trucking services for delivery of material and
equipment as requested by the various departments and agencies
of the University (including the Physical Plant), for disposal of
trash collected in small trash containers located around campus,
and for disposal of ashes from buildings, exclusive of student
living quarters.
(7) To provide "operators" at those buildings containing large
amounts of installed plant equipment, such that the attention of a
full time Physical Plant representative is required for at least one
shift.
(8) To provide other departments and agencies with estimates of
costs to perform projects in excess of $500 for which they have to
arrange the financing.
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(9) To provide a storeroom carrying a stock of standard, common-
use construction and maintenance items to serve the Physical
Plant and for sale to other departments and agencies.
(10)To provide for the pick up and disposal of trash from the large
trash containers serving the entire University and for the supply
and maintenance of the containers.
(11)To provide for the maintenance and safe operation of
elevators not assigned to other parties.
(12)To provide keys and key control for all buildings and related
equipment requiring locks.
d. General Division Administration and Operation
(1) To provide for the maintenance of personnel records and the
preparation of payrolls for all Physical Plant employees.
(2) To maintain a central file of correspondence and directives
concerning the operation of the Physical Plant.
(3) To develop a budget to meet the Physical Plant financial needs
and to provide the necessary accounting services to support all
financial transactions.
(4) To issue work orders to authorize all work accomplished by
the Physical Plant.
(5) To provide the University Purchasing Department with all
information necessary to purchase all storeroom stock, material
and equipment not carried in stock, and services as needed to
accomplish all authorized work orders and to otherwise support
the Physical Plant.
(6) To maintain an inventory of all material and equipment held
by the Physical Plant as required by regulations pertaining to
custody of same.
e. Administration
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(1) To provide policies and procedures which will lead to the
staffing of the Physical Plant with the most capable personnel
available and to provide them with adequate training and full
knowledge of their rights, duties, and responsibilities.
(2) To design and place in operation a preventive maintenance
program which will result in optimum utilization of funds
provided for plant maintenance.
(3) To provide an overview of all work accomplished to ensure
that it is being done in the most effective, economical, and
workmanlike manner, all factors being considered.
(4) To review all new projects planned by the University
Department of Architectural Services to ensure that factors
pertaining to the future maintenance and operation of the facilities
are known to and considered by the architect and the Vice
President for Business and Finance.
(5) To provide long-range planning and recommendations
concerning the need for major repairs, alterations, new
construction for facilities used and operated by the Physical Plant,
and for major repairs to other facilities.
(6) To provide design and engineering support to projects as
needed, which are not assigned to the Department of Architectural
Services.
(7) To meet with representatives of other departments and
agencies to provide assistance as needed.
(8) To perform such other tasks as may be directed by the Vice
President for Business and Finance or others.
Revised: November 1983
