Troy University
SACS Reaffirmation of Accreditation
3.11.3 The institution operates and maintains physical facilities, both on and off campus, that appropriately serve the needs of the institution’s educational programs, support services, and other mission-related activities. (Physical facilities)
 
X Compliance   Partial Compliance   Non-Compliance

Narrative:  

Troy University is in compliance with this Comprehensive Standard.

Troy University maintains and operates more than 2,000,000 square feet of physical facilities that serve the needs of the institution’s educational programs, support services, and other mission-related activities. This support is accomplished through a contract with Sodexho Campus Solutions at the four Alabama campus, located in Troy, Dothan, Montgomery, and Phenix City, and through contracts with owners at office and classroom facilities that Troy University leases at its locations outside of Alabama. Evidence that the University's physical facilities are adequate to meet the institutional mission is documented in the sections that follow.

Educational Programs

Services provided to maintain the physical facilities of the institution’s educational programs, including classrooms, laboratories, and libraries are the following:

  • Routine maintenance
  • Event support services, set-ups, and management
  • Project management
  • Moving
  • Shipping and receiving
  • Custodial services
  • Utilities management
  • Hazardous waster management
  • Risk management
  • Construction management
  • Warehousing
  • Motor pool management

Support Services

The following is a list of services provided for maintaining physical facilities for support services, including residence halls, offices, and dining facilities:

  • Event support services, set-ups, and management
  • Routine maintenance
  • Project management
  • Construction management
  • Grounds services
  • Landscaping
  • Golf course grounds services
  • Warehousing
  • Motor pool management
  • Fleet management
  • Moving
  • Custodial services
  • Shipping and receiving for large items not delivered by UPS or others

Other Activities Related to Troy’s Mission

The following services are provided to maintain physical facilities for the University’s mission-related activities, such as the Rosa Parks Museum, public radio facilities, and athletic facilities:

  • Event support services and management
  • Sports turf grounds services
  • General grounds services
  • Landscaping services
  • Mail delivery
  • Routine maintenance
  • Deferred maintenance (Facilities Capital Action Plan – FCAP)
  • Motor pool services
  • Vehicle fleet management and maintenance
  • Risk management (building physical safety)
  • Project management
  • Construction management
  • Facilities master planning
  • American’s with Disabilities studies
  • Warehousing
  • Preventive maintenance
  • Regulatory agency management

Each campus location provides routine maintenance through custodial, grounds, and maintenance departments located at each campus. Documentation and tracking of these department services is monitored by a computer maintenance management software (CMMS) system for each campus location. The CMMS systems also tracks material cost and labor cost for each department.

Off campus sites are maintained at multiple locations in the United States and around the world. These sites are managed by property owners leasing space to the institution at these locations to meet Troy University’s mission-related needs. The physical needs of these locations are handled directly between each campus administrator and the property owner leasing the space to the institution.

For the Alabama campus locations, annual satisfaction surveys are performed to determine how effective the operation and maintenance of the physical facilities is in serving the needs of the institution’s educational programs, support services, and other mission-related activities. The fall 2007 physical facility survey results, including changes from the previous year, are provided

Master Facility Plan

Troy University maintains a facility master plan that addresses the current and future needs of the institution. The 2003 Facilities Master Plan is provided. At present the institution is preparing a new facilities master plan which should be approved by the spring of 2009.

The Institution’s Plan for Routine and Preventive Maintenance

All routine and preventive maintenance is managed through the CMMS system for each campus. Routine requests are generated by physical plant staff or submitted by faculty, staff, and students of the institution. Requests are classified by the following categories and anticipated response times:

  • Routine (1-3 days)
  • Urgent (within 24 hours)
  • Project (department specified)
  • Event (date specific)
  • Staff Generated (5-7 days)

Online submission of work orders is achieved easily by accessing the work request system known as Get.It! located on the physical plant home Web page. At the physical plant Web site users can click on the Get It! request system located on the left side of the page.

Preventive maintenance schedules are established for all major mechanical equipment and building systems. These schedules result in preventive maintenance procedures that are performed on all major mechanical equipment and building systems. The purpose of any preventive maintenance program is to extend the life of assets and to preempt premature equipment and system failures. The following is a brief list of equipment and building systems set up on preventive maintenance schedules:

  • Chillers
  • Air handler units
  • Cooling towers
  • Circulation pumps
  • Roof systems
  • Primary electrical services
  • Boilers
  • Building safety systems
  • Risk management prevention
  • Etc.

All schedules are electronically established and maintained in the CMMS system and subject to change and modification as needed to meet the needs of the institution. A partial listing of equipment within the system with established preventive maintenance schedules is provided.

Preventative Maintenance Schedules

The Institution’s Deferred Maintenance Plan

The institution maintains a deferred maintenance plan for all Alabama campuses. This plan addresses the back log of physical building needs and prioritizes these over a 5-year period. As funding is available through university reserves, these items in the plan are approved and work is completed through the department of projects and construction. Annually the administration meets to review, prioritize and approve deferred maintenance items for all campuses based on allocated funding.

The institution’s deferred maintenance plan is prepared and maintained online within the Facilities Capital Action Plan (FCAP) that is prepared by Sodexho. Sodexho Campus Solutions specializes in offering this information for the University. A PDF of the online report can be reviewed.

Physical Facilities Support the Needs of the Institution’s Educational Programs, Support Services, and Other Mission-Related Activities

Annually the department of projects and construction obtains evidence from educational programs, support services, and other mission-related entities on campus identifying physical needs. These needs fall into the following categories:

  • New construction
  • Renovation of existing space(s)
  • Alterations to classrooms, offices and labs
  • Improvements for instructional spaces for technology
  • Improvements for support services
  • Improvements for mission-related entities (i.e., athletics)

Together with items documented in the deferred maintenance plan these needs are compiled and organized according to their physical condition, academic or program need. Scopes of work are defined and general budgets prepared for each request. This information is presented to the division of finance and then reviewed by the Chancellor for final approval. In addition to this annual process, other requests are received and approved throughout the year to meet program needs in a timely manner.

The annual report for the 2007-2008 fiscal year is provided:

Annual Report for the 2007-2008 Fiscal Year

The Institution Provides Adequate Physical Facilities at Off-Campus Sites

Each site director for off-campus sites is responsible for identifying and addressing physical facility needs with the property owner from whom the property is being leased from. If needs for off-campus sites exceed the contractual responsibility of the property owners the department of projects and construction for the University is notified and assistance is provided.

Summary

Troy University is in compliance with this Comprehensive Standard.

 

Supporting Documentation Location
A-6 Recommended Maintenance Project Funding Schedule http://sacs.troy.edu/reference/
A-6_Recommended_Maintenance_Project_Funding_Schedule.pdf
Dothan, Montgomery, Phenix City Projects Completed Since 2004 http://sacs.troy.edu/reference/03-11-03/Dothan-Montgomery-PC-Project-Completed-Since-2004.pdf
Facilities Master Plan http://sacs.troy.edu/reference/2003-Master-Plan-SACS-2008.pdf
Physical Plant http://www.troy.edu/physicalplant/
Physical Facility Survey Results, Fall 2007 http://sacs.troy.edu/reference/03-11-03/Fall-2007-System-Summary-Survey-Results.pdf
Preventative Maintenance Schedule by Task Code Counts http://sacs.troy.edu/reference/03-11-03/PM_Schedule_by_Task_Code_Counts.pdf
Project Dedicated Funds Report, Fiscal Year 2007-2008 http://sacs.troy.edu/reference/03-11-03/Project_Dedicated_Funds_FY_07-08.pdf

 

Last Updated: 08/22/2008