Introduction
In November 1986 Council adopted procedures in relation to the built space of the University. In short these procedures vested authority for the disposition of space in the Vice-Chancellor and such authority overrides any precedent established by traditional occupation. The Vice-Chancellor can, and has, delegated his authority to specific persons in relation to certain spaces; the delegations can be withdrawn. Delegations clearly exclude the right to cause any changes to be made to the building fabric without reference to the Head, Buildings and Grounds Division. Proposals on the procedures in relation to alterations in or about University buildings were discussed at Heads of Research Schools and the Board of The Faculties in mid 1987. The then Head of Buildings and Grounds Division, Mr Ken Harrison, introduced the topic, stressing the need for a recognised method of operation.
It was agreed by both groups that central coordination of activity was desirable in order to avoid the problems of non-compliance with building and safety regulations.
The further benefits following on from the establishment of a data base for maintenance scheduling and estimating were acknowledged.
Consideration was given to the legal responsibilities of the University to comply with the regulations imposed by Government departments.
The University is a single legal identity and as such is represented by the Vice-Chancellor. No other officer has legal standing and the individual schools and sections have no legal identity in their own right. The corporate risk is too great to allow individual sections to commit the University in such areas without some form of central coordination. Whilst the need to seek formal approval from the Head, Buildings and Grounds Division may seem restrictive, a standardised format within agreed guidelines should permit rapid approval.
The University has never had a properly maintained system for recording the physical attributes of its buildings and services, e.g. electricity and water reticulation. The Buildings and Grounds Division attacked this problem by the installation of a computerised data base for facilities management. All building floor plans have been transferred to the computerised draughting system. At a subsequent stage services details such as electrical, fire, lighting, equipment and fixed furniture layouts, etc., will be added. Attributes for each space, e.g. its use (office, laboratory, store, workshop, etc.), type of floor covering, air conditioning installed and any other features will be added. In addition a maintenance history, details of alterations, costs and planning of future maintenance is scheduled. When in place, the facilities management system will allow, among other things, the development of a realistic space inventory, a space utilisation index, a property register, the allocation of resources within the Works & Services Department, and will provide data for a maintenance history. Entering and verifying the data will take some time to complete.
It can be readily appreciated that the integrity of the data could be compromised if changes are made that are not accurately recorded.
This is most likely to happen in relation to electrical, telephonic and data systems, but some structural changes and alterations to other services are currently being made also without reference to the Buildings and Grounds Division. This has led to considerable difficulties with the Building Section of the ACT Administration and the relevant internal Staff Associations.
Method of Operation
1) Any operation involving an alteration to the fabric of a building must have the prior approval of the Head, Buildings and Grounds Division or his delegate (see attached listing).
2) *All* proposed works must be notified to the Head, Buildings and Grounds Division at the earliest possible stage in theplanning process.
The aim is to avoid the problems set out above. The Head, Buildings and Grounds Division has the authority to require changes to the proposal where there is some conflict with statutory requirements or University policy. Advice will also be offered where a plan is thought not to be cost effective, and where more economical alternatives are possible. A check list has been prepared to assist responsible officers to take appropriate steps in relation to any proposal for internal or external change to a University building.
L.W. NlCHOL
Vice-Chancellor
10 February 1989
APPROVAL CHECKLIST FOR ALTERATIONS IN OR ABOUT BUILDINGS
CATEGORY A:Approval is required from the Director,Facilities and Services(or through his nominated officer) for proposed action included on this sheet.
| Proposed Action |
Nominated Officer where appropriate
|
Comments
|
Alterations/additions to heating, ventilation, air-conditioning, exhaust or
control systems in buildings |
Associate Director, Property and Buildings |
To be evaluated |
| Asbestos - Any operation that involves or exposes materials known or suspected of containing asbestos |
Associate Director, Property and Buildings |
Involvement of OH&S Officer and ACT
Administration - Building Section - to be determined |
| Car Parking - Alterations or additions to. |
Associate Director, Business and Site Services |
Signs to comply with University policy and guidelines |
| Building Fabric - Any alterations or additions, internally or externally |
Associate Director, Property and Buildings |
May require approval of Local Planning and Building Authorities - to be determined |
| Electrical Services - Any alteration or addition, including lighting |
Associate Director, Property and Buildings |
To SAA and ACTEW requirements. "Notification of Electrical Work" applications to be passed through Facilities & Services. |
| Fire Systems - including sprinklers, first aid extinguishers, etc. |
Associate Director, Business and Site Service |
Fire Officer,F&S to assess needs |
Fume Cupboard or hood -
installation of |
Associate Director, Property and Buildings |
Requires Certificate of Compliance with
Code AS 2243.8 |
| Heavy Loadings - Placing on existing floors, e.g. large safes, heavy equipment items, etc. loadings internal and external wall, roof/ceilings, etc. |
Associate Director, Property and Buildings |
May require detailing and certificate from
practicing Structural Engineer - to be determined. |
Installationor Application - Of any device, structure or treatment which alters the external appearance of a
building or the site including external signs, painting or landscape work |
Associate Director, Property and Buildings |
Will require approval of the Buildings & Grounds Committee and National CapitalPlanning Authority |
Installationog Hoistsand
Cranes - Generally used for lifting materials in workshops, etc. |
Associate Director, Property and Buildings |
Will require approval from Local Building and Safety Authorities |
Installationof Lifts -
Passenger and goods |
Associate Director, Property and Buildings |
Will require approval of Local Building and Safety Authorities. Copy of annual
contract inspections reportstoFacilities and Services. |
| Landscaping - Alterations or additions to |
Associate Director, Property and Buildings |
All work to be consistent with the Landscape Strategic Plan. |
Plumbingand Drainage -
Alterations or extensions to existing water or waste systems. Connection of
equipment to such systems. |
Associate Director, Property and Buildings |
Also requires inspection and clearance from ACTEW - Water Division. A licensed Plumber and Drainer to take out permit |
| Security Systems- Cardax, installation or alteration and addition. |
Associate Director, Business and Site Services |
Will require approval and co-ordination of project. |
| Signs - Alternations or additions to |
Associate Director, Property and Buildings |
Signs to comply with University policy and guidelines. |
| Natural Gas - Installation, alterations/additions to |
Associate Director, Property and Buildings |
Estimated gas consumption and gas pressure required. |
APPROVAL CHECKLIST FOR ALTERATIONS IN OR ABOUT BUILDINGS
CATEGORY B:Approval is required from the person or Authority shown for proposed actions on this sheet. The Director,Facilities and Servicesshould be notified in the first instance.
| Proposed Action |
Approval Required From
|
Other Requirements
|
Communications Cabling - External (Optical Fibre and Copper) - Alterations or additions to underground or overhead cable plant,external to buildings
|
Manager, Networks and Communications |
Permission to excavate is required from Facilities and Services |
| Communications Cabling - Internal - Alterations or additions to structured cabling and tie cabling systems, within buildings |
Manager, Networks and Communications |
Notification to Facilities and Services required. Joint final inspection by F&S and IT services. |
| Telephone System - Alterations or additions to internal building MDFs and IDFs |
Manager, Networks and Communications |
Notification to Facilities and Services required. Joint final inspection by F&S and IT services. |
| Antenna Systems & Communications Poles and Towers - Alterations or Additions to microwave radio dishes, satellite dishes or antenna systems and their supporting structures. |
Manager, Networks and Communications |
Permission to erect is required from Facilities & Services. May require approval of the Buildings & Grounds Committee and National Capital Planning Authority. |
Dangerous Goods - Creation
of storage facilities,
e.g. Flammable Liquids
Store |
Occupational Safety Inspectorate ACT
Administration |
Building Section - ACT Administration |
Gas Systems - Installation,
alteration/addition to, cylinder storage facilities |
BuildingElectical and Plumbing Control (BEPCON), ACT Administration |
See notes on Pressure Vessels |
Pressure Vessels - Installation or alteration of compressed air or gas
(other than gas cylinders) systems, steam generators or boilers |
Occupational Safety Inspectorate - ACT
Administration |
Annual inspection conducted by Occupational Safety Inspectorate. Copy of test certificates to Buildings and Grounds |
PCBs - Any operation that involves materials known or suspected of containing PCB (insulating oils in
transformers or capacitors or switchgear) |
ANU Occupational Health and Safety Officer |
ANU OH&S Unit to verify presence of PCB |
APPROVAL CHECKLIST FOR ALTERATIONS IN OR ABOUT BUILDINGS
CATEGORY C: For proposed actions listed under, aFacilities& ServicesAdvisory Service is available throughthe Associate Director.
| Proposed Action |
Approval Required From
|
Other Requirements
|
| Fixed Furniture - Alterations to positioning, placement of equipment items, bookshelves, etc. |
N/A |
May involve ANU Fire Officer and OH&S Officer |
| Floor Coverings - Installation or replacement including surface treatment |
Associate Director, Property and Buildings |
Suitability, design and safety aspects to be considered. Compliance with University policy.
|
| Paintingor Decoration - Of internal spaces |
Associate Director, Property and Buildings |
Product selection and application to be considered. Compliance with University standards.
|
|
General Information
Authorisations
Relevant Dates
Related Documents
Procedure