Policies
Welcome to Farmingdale State College’s Policy Library. This library is the official repository for all institutional policies and procedures and is intended to be a resource for faculty, staff and students seeking information related to the policies that govern the institution. This library does not contain department-specific policies and procedures. Please contact the department for specific departmental policies and procedures.
Please direct all questions regarding policy content to the Responsible Office listed on the respective policy.
If you wish to propose or amend an institutional policy, please review the Policy for Developing Institutional Policies and complete the Policy Proposal Form.
For assistance with drafting and amending policies, please refer to the Policy Writing Guidance and/or contact the Risk and Compliance Office at 934-420-5365.
Project Initiation Policy
Policy Purpose
The purpose of this policy is to ensure projects related to campus facilities such as; construction, rehabilitation, significant equipment orders, and other activities modifying campus property are in compliance with New York State construction codes, fire safety codes, the Americans with Disabilities Act, and other construction-related regulations. This policy is also intended to ensure any projects are consistent with the campus’ strategic plan, budget, and space/aesthetic goals.
Persons Affected
Faculty, Staff, Third-Parties
Policy Statement
All Farmingdale State College projects related to facilities (hereinafter “Projects”), must be reviewed and approved by Facilities Operations. Projects include any campus modification to facilities, construction, rehabilitation, ordering of significant equipment, conversions of existing space, and requiring use of materials and labor of any form. All departments and offices, including Related Entities, are required to request such Projects, as defined below, by following the procedures outlined in the policy. This includes all Projects regardless of funding sources. Funding sources include, but are not limited to: campus operating funds, income fund reimbursable, dormitory income fund reimbursable, Research Foundation, Related Entities, New York Power Authority (NYPA) grants, any other grants.
Procedures
1. A Project Request Form must be completed and approved by the dean, department head or director.
2. The Budget Office will review the Project Request Form to ensure the Project is aligned with the campus’ strategic plan and budget.
3. If approved by the Budget Office, Facilities Operations will review the Project Request Form and determine if the request needs to be approved by Senior Administration.
4. The project request may be denied by Facilities Operations or Senior Administration in which case the Project Request Form will be returned to the requestor with an explanation.
5. After the Project Request Form has been approved, Facilities Operations will do the following:
a. Create a Project Initiation Form and assign the project a project number.
b. Establish a scope of work based on the project details in the Project Request Form.
c. Prepare a cost estimate, either by Facilities Operations or a third party.
d. Establish a project schedule based on the scope of work. This schedule will target critical dates and help achieve an anticipated completion date.
6. Facilities Operations will schedule a meeting to discuss the project, if deemed necessary.
7. After the meeting, Facilities Operations will make any necessary changes to the project initiation form and complete the funding section of the form.
8. Once all parts of the Project Initiation Form are completed, a final copy will be sent to the requestor and dean, department head or director for their records.
9. At this time, the project, depending on the size and complexity, will be scheduled for design or construction and will follow the State University of New York procurement guidelines for design and construction.
10. If the project must go to design, construction will not take place until the design is fully complete.
11. All work will follow New York State building codes and regulations.
12. Facilities Operations will be responsible for all aspects of inspections and testing required for the project. If testing and inspection are required by a third party, Facilities Operations will coordinate all services that are needed.
13. Facilities Operations will be the only liaison between the campus and designer and/or contractor. No negotiations of changes to the contract, work day or any other aspect of the project shall be discussed with the designer and/or contractor by campus staff or personnel.
14. Upon completion of design and/or construction, Facilities Operations will do a final inspection with the requestor and dean, director or department head to ensure that the designer and/or contractor have fulfilled their scope of work.
15. Facilities Operations will approve all payments related to design professionals, materials, contractors, testing and inspecting services for the project.
By following these procedures the campus and campus staff will benefit from properly planned construction endeavors while ensuring that the project achieves its goals in an efficient manner from project request to finished construction.
For more information visit the Facilities Operations web page.
Definitions
Projects – For the purpose of this policy, projects is defined as any campus modification to facilities (including but not limited to painting, carpet and equipment installation etc.) construction, rehabilitation, ordering of significant equipment, and conversions of existing space, and requiring use of materials and labor of any form.
Related Entities – Entities related to the campus that are formed to meet the specific needs of, or provide a direct benefit to, the campus. For Farmingdale State College, these include the Auxiary Services Corporation, Alumni Association, College Foundation, the Bookstore, Aramark Dining, the Children’s Center, and any other entity formed and approved by the Chancelor or designee.
Senior Administration - The President’s Cabinet, including Vice Presidents for Administration and Finance, Marketing & Communications, Student Affairs, Development and Engagement, Academic Affairs, and the Chief Diversity Officer.
Significant Equipment – Any equipment that requires installation, a building permit, structural work, mechanical work, electrical work, plumbing work, abatement, and/or removal of hazardous materials. Facilities Operations should be contacted to determine whether or not equipment being requested meets these criterion.
Related Documents
SUNY Procurement Policies and Procedures
Responsible Office
Facilities Operations
Policy History
Date of Permanent Approval: December 10, 2019
Policies
Categories
- Academic Integrity Policy
- Amnesty Policy
- Aviation Flight Center Safety Policy
- Campus Policy For Preferred First Name
- Campus Policy for Animals Care and Use for Research
- Campus Policy for Assignment of Credit Hours
- Campus Policy for Credit‐By‐Evaluation
- Campus Policy for Transfer Credit
- Captioned Media Policy
- Faculty Compensation and Load Credit for Credit‐Bearing Internships
- General Education Requirements
- Grade Grievance Procedure
- Guidelines for Academic Standing for Matriculated Undergraduate Students
- Plagiarism Detection and the Family Education Rights and Privacy Act (FERPA)
- Planning & Conducting Distance Learning
- Policies for Academic Standing for Non-Matriculated Students
- Policy and Procedure Guide For Faculty Led Study Abroad Programs
- Policy for Recording Classroom Instruction
- Research Integrity Policy
- Specially Designated Course Policy
- Student Attendance Policy
- Syllabus-Guide
- Writing-Intensive Requirement
- Bottled Water Policy
- Child Protection Policy
- Farmingdale State College's Payment Card Policy
- Food and Beverage Policy
- Fraud and Irregularities Policy
- Mandatory Reporting and Prevention of Child Sexual Abuse
- Payment Collection and Cash Handling Policy
- Policy for Developing Institutional Policies
- Records Retention and Management Policy
- Acceptable Use Policy for Computer Facilities
- Additional Sick Leave Request Guidelines(a.k.a. Presidential Sick Leave)
- Affirmative Action Search Waivers Policy
- Also Receives Policy
- Alternate Work Arrangements Policy
- Alternate Work Location Policy
- Background Investigation Policy
- Chosen Identity Policy
- Civility and Bullying Policy
- Discrimination and Sexual Harassment Complaint Policy & Procedure
- Domestic Violence and the Workplace Policy
- Drug and Alcohol Free Workplace Policy
- Extra Service Processing Procedure
- Farmingdale State College Consensual Relationship Policy
- Gender-Based Violence and the Workplace Policy
- Informal Resolution Policy
- Internal Promotion Policy
- Mandatory Reporting and Prevention of Child Sexual Abuse
- Nepotism Policy
- New Position Justification
- Part Time Recruiting and Hiring
- Policy for Addressing Formal Complaints of Sexual Harassment Under the Title IX Regulation
- Policy for Title IX Grievance Process Hearings
- Reimbursement of Moving Expenses Policy
- Religious Accomodations Policy
- Sexual Harassment Response and Prevention Policy Statement
- Telecommuting Policy
- Tobacco Use Policy
- Volunteer Policy
- Workplace Violence Prevention Policy
- Acceptable Use Policy for Computer Facilities
- Banner Security Policy
- College Email Policy
- Copyright Guidelines
- Data Communication Network Security Policy
- Farmingdale Information Security Policy
- Farmingdale State College Privacy Policy
- GDPR Privacy Notice
- Guidelines for the use of Digital Material
- Retiree Email Policy
- Wired or Wireless Network Policy
- Chosen Identity Policy
- Farmingdale State College Consensual Relationship Policy
- Farmingdale State College Student Alcohol Policy
- Informal Resolution Policy
- Policy for Addressing Formal Complaints of Sexual Harassment Under the Title IX Regulation
- Policy for Title IX Grievance Process Hearings
- Policy on Student Rights Assembly Procedures
- Refund Policy
- Sexual Harassment Response and Prevention Policy Statement
- Student Immunization Policy