Policy Manual: Section 900: Facilities

901 GENERAL POLICY ON REAL ESTATE AND FACILITIES

The term "real estate" includes: (1) land and anything permanently affixed to or growing upon the land; (2) All rights issuing out of, annexed to, and exercisable within or about real property; (3) Any estate or interest in real property.

The term "facilities" includes buildings of all types, as well as campus grounds and athletic venues. It includes all outdoor areas of a USG institution including streets, entrances, gates, and landscape features, such as quadrangles, gardens, lakes, fountains, and fields. (BR Minutes, August, 2007)

901.01 LEGACY OF OWNERSHIP

Title to all real, personal, and mixed property of whatever nature of each of the institutions named in the Bylaws of the Board is vested in the Board of Regents, to be held by said Board in trust for the benefit and use of the institutions entitled thereto, it being the purpose and intent of the General Assembly that the Board of Regents shall hold title to the property or assets of each institution, so that each institution shall receive the use and benefit of the property devoted to its use, and in no event shall the property or assets of one institution be subject to the liabilities or obligations of any other institution, provided, however, that this restriction shall not prevent the Board of Regents from utilizing the facilities, educational or otherwise, of one institution for the advancement or assistance of another (Acts, 1931, pp. 7, 26).

901.02 PORTFOLIO MANAGEMENT AND UTILIZATION

901.03 COMPLIANCE AND RISK MANAGEMENT

The Board of Regents recognizes the importance of compliance with all applicable laws and regulations and to that end encourages the employment of knowledgeable professionals in the acquisition, development, planning, design, construction/renovation, management and operations of its real estate and facilities. In the absence of specific laws or regulations, industry standards and good management practices shall be followed.

Pro-active efforts shall be initiated to ensure that compliance is addressed and risks are appropriately managed. (BR Minutes, August, 2007)

901.04 BOARD OF REGENTS PROCEDURES AND GUIDELINES

The Board of Regents holds the University System chief facilities officer responsible for the establishment of the procedures and guidelines under which the acquisition, development, planning, design, construction/renovation, management, and operation of facilities of the University System of Georgia shall be accomplished. Documentation of Board of Regents procedures and guidelines shall be maintained and updated in electronic format and shall be readily available to institutions, consultants, vendors, and any other parties involved in work on University System of Georgia (USG) real estate and facilities related initiatives. A complete list and current documents will be accessible on the USG web site. Copies will be available in the Office of Facilities.

The University System chief facilities officer shall work with the Office of the Attorney General to make available standard forms of agreement, contracts, and other templates of legal documents that might expedite or facilitate real estate and/or other facilities transactions.

The University System chief facilities officer shall periodically update the Board on the status of documents available for guidance on USG facilities related topics. (BR Minutes, August, 2000)

901.05 TRAINING AND STAFF DEVELOPMENT

901.06 DELEGATION OF AUTHORITY

For the purposes of the Board of Regents Policy Manual Section 900, unless specifically designated otherwise, the Chancellor's designee shall be the University System chief facilities officer or any other person designated by the Chancellor in writing from time to time.

Where the Board has authorized action or has previously delegated authority the Chancellor, the Chancellor's designee, and the University System chief facilities officer shall be authorized and empowered, in the name and on behalf of the Board of Regents of the University System of Georgia to take or cause to be taken any and all such further action as, in the judgment of such officials, may be necessary, proper, convenient or required in connection with the execution and delivery of such instruments, documents or writings in order to carry out the intent of authority granted and authority delegated for all public private venture transactions and all real property transactions of the University System of Georgia. Such authorization may not be further delegated to individual institutions of the University System of Georgia. (BR Minutes, January, 2008)

901.07 PLACE NAMING

The Board of Regents considers the naming of a place in the University System of Georgia (in honor of a living or deceased individual, corporation, foundation, or organization) to be one of the highest and most distinct honors that it can bestow. Place naming shall require authorization by the Board of Regents and shall be in accord with Board of Regents procedures and guidelines.

The place naming policy shall apply to the naming of all Board of Regents real estate and facilities. (See section 901 for definition.) This includes all property owned or leased by the University System of Georgia, including facilities constructed, donated, or acquired by affiliated organizations of the institutions.

Board authorized place namings are not to be modified or appended. The place namings of facilities and grounds of an institution will endure only for the useful life of the facility or feature and not in perpetuity. If a facility or area is demolished, destroyed, developed or substantially changed, a named building or area may no longer exist. In that event, the president of an institution may determine if maintaining the name for transfer to a new facility or area is appropriate. The president ultimately determines the validity of maintaining a name for transfer at the institution level and shall seek Board approval as appropriate.

Situations may occur which would warrant the removal of a name from a place in the University System of Georgia. Circumstances may dictate that the parameters under which a name was bestowed have changed to the extent that consideration must be given to removing the name. As place naming authority lies with the Board of Regents, so does the authority and responsibility to remove a name.

The president of an institution is authorized to act, without prior approval of the Board of Regents, in the authorization of interior space namings, and interior space naming removals, on behalf of the Board of Regents, with authority to act for the Board in the authorization of interior space names, and removal of names, that are in accordance with the Board of Regents place naming procedures and guidelines. The term "interior space" includes rooms, hallways, floors, and features as well as other enclosed or conditioned space(s) within buildings. Institutions shall provide a report on namings and naming removals for interior space, as information only, to the University System chief facilities officer at the end of each calendar year in accordance with Board procedures and guidelines.

Place naming in the University System of Georgia is a significant fund raising opportunity. The raising of funds related to place naming is encouraged as an important resource for institutional advancement. Presidents of institutions should maximize potential of fund raising in association with place naming.

When naming is to honor a living person for outstanding and distinguished service as a public servant, and not in recognition of a gift, that person must have been disassociated from employment by or service to the University System or from local, state, or federal government employment for at least two years prior to the naming. In the event that the individual being honored is no longer living, the two year waiting period may be waived.

Institutions within the University System vary and "outstanding service" and "philanthropic giving" is intended to a certain extent, to be a flexible standard. Each naming situation must be judged on its merits after taking into account the facts that are relevant to the person or entity being honored and the institution involved. The president of each institution should ensure that the proposed naming is consistent with the interest of the institution and the University System and that the value of service warrants the actions proposed.

All proposed namings will be submitted to the University System chief facilities officer who shall then submit the recommendations to the Board of Regents for approval in accordance with the Board's place naming procedures and guidelines. Institution presidents are responsible for coordinating announcements, events, or any other actions or activities associated with place namings in a manner that reflects the Board's place naming authority.

Institutions shall maintain current guidelines for place naming opportunities covered by Board policy, including appropriate financial commitments corresponding to such naming opportunities. Updates of institution place naming guidelines will be submitted to the University System chief facilities officer to ensure compliance with Board policy.

The University System chief facilities officer shall maintain records on place namings and report periodically to the Board on the history of place (facilities and interior space) namings including the status of fund raising in association with such namings. (BR Minutes, August, 2007)

902 STRATEGIC CAPITAL PLANNING

902.01 SYSTEMWIDE MULTI-YEAR PLANNING AND FUNDING MODEL

902.02 CAMPUS MASTER PLANNING

A master plan for capital development of each institution shall be maintained on a current basis in the office of the Board and at the institution. Development and maintenance of such plans shall involve continuous study by the office of the University System chief facilities officer under the supervision of the Chancellor and the respective institutions. The University System chief facilities officer shall periodically inform the Board of the scope and direction of campus master plans for capital development (BR Minutes, May 1995).

903 OFF CAMPUS INSTRUCTIONAL SITES

In accordance with Section 303.03 of The Policy Manual, University System institutions may offer instruction at locations away from their home campuses. Institutions must follow appropriate procedures for approval to offer such instruction as specified in Section 303.03. No institution may propose the use of any off-campus instructional location prior to approval of the academic program(s) to be offered at that location.

Once approval to offer external instruction has been secured, any utilization of off-campus facilities must adhere to the following guidelines:

Every off-campus instructional location in the University System of Georgia will conform to all appropriate standards of due diligence, structural integrity, adequacy of resources, and responsible use as designated by the University System chief facilities officer. Facilities will be appropriate to support the academic purpose of the off-campus location and will reflect quality standards comparable to home campus facilities.

Any off-campus instructional location that requires or anticipates no capital investment for facilities (either to acquire or to operate) within the next three fiscal years is subject to administrative review and approval by the Chancellor.

Any off-campus instructional location that requires or anticipates a capital investment for facilities (either to acquire or to operate) within the next three fiscal years must be reviewed and approved by the Board of Regents.

In all cases, the proposal shall be reviewed in accordance with the External Instruction in the University System of Georgia: Policies and Procedures, as adopted by the Board of Regents on February 2, 2005, and as thereafter amended. Institutions must adhere to the guidelines, criteria, and nomenclature contained in that document. The designation of an off-campus instructional location as a campus, center, or consortium requires approval by the Board of Regents through its Committee on Academic Affairs.

The University System Office's review shall be coordinated by the University System chief academic officer in consultation with the University System chief facilities officer, and if the proposal anticipates the creation of a new location or significant expansion of an existing location, it shall be presented to the Board of Regents for approval. (BR Minutes, February 2005.)

904 PROJECT AUTHORIZATION

904.01 AUTHORIZATION BY BOARD OF REGENTS

All new buildings, major renovation, rehabilitation, or other projects, except routine maintenance, involving the campus or buildings of a unit of the University System using funds from any source shall require authorization by the Board of Regents and shall be implemented in accord with established Board procedures under the direction of the University System chief facilities officer.

The University System chief facilities officer is authorized to act, without prior approval of the Board of Regents, in the authorization of projects on behalf of the Board of Regents, with authority to act for the Board in the authorization of projects that are in accordance with the accepted campus master plan, provided, however, that the authority so delegated shall be for projects that do not exceed the sum of $1,000,000 in initial construction cost.

The University System chief facilities officer may delegate any or all of the above authority, to authorize projects, to individual institution presidents in the University System based upon an evaluation by the Chancellor or University System chief facilities officer of the ability of an institution to properly administer the delegated authority. Such delegation of authority shall be administered in accordance with Board of Regents policies, procedures and guidelines. Delegated authority may be withdrawn at the discretion of the Chancellor or the University System chief facilities officer. (BR Minutes, August, 2007)

904.02 ANNUAL PLAN FOR CAPITAL IMPLEMENTATION

The Board of Regents shall establish on an annual basis the projects to be included in the University System building program upon the recommendation of the Chancellor who shall take into consideration the funds available and the requests of the presidents of the institutions. (BR Minutes, August 2007)

904.03 EMERGENCY AND OTHER PROJECTS OUTSIDE ANNUAL PLAN

905 CAPITAL PROGRAM PROCUREMENT

905.01 PROJECT DELIVERY

The Board of Regents shall use appropriate construction delivery methods in accord with current industry practices and under procedures and guidelines developed by the University System chief facilities officer. (BR Minutes, August, 2007)

905.02 PROFESSIONAL SERVICES

When any institution of the University System of Georgia requires professional advice in laying out long-range plans for campus and plant development, the University System chief facilities officer may authorize the employment of a competent professional to gather necessary information and render needed services. The University System chief facilities officer shall inform the Board periodically of the progress of campus planning efforts (BR Minutes, May 1995).

Facilities related consultants, including but not limited to architects, engineers, landscape architects, interior designers, program managers, and facilities planners, shall be procured in accordance with Board of Regents procedures (BR Minutes, September 1997).

905.03 CONSTRUCTION SERVICES

905.04 FURNITURE, FIXTURES, AND EQUIPMENT

In connection with the development of a new facility at an institution of the University System of Georgia the cost of the purchase of essential furniture required to place the facility in operation shall be included in the total project budget of the facility. Such furniture shall be that required in addition to existing furniture which is suitable for moving into the new facility.

The purchase of instructional, administrative, operational or maintenance equipment for use in a new facility shall be the responsibility of the institution. The Chancellor and his/her staff will cooperate with and assist the institution in securing whatever assistance in the purchase of equipment that may be available through special or restricted funds included in the total funds of the project other than bond funds (BR Minutes, 1950-51, p. 199; 1950, p. 415; 1951-52, p. 10; 1952-53, pp. 4-5).

906 CONTRACTING

906.01 CONTRACTING AUTHORITY

When qualifications based selection (QBS) is used, and unless otherwise provided by these policies, Construction contracts over $5 million and related professional service contracts entered into by the Board of Regents shall require prior approval by the Board. The University System chief facilities officer is authorized to act, on behalf of the Board of Regents, without prior approval of the Board of Regents, in a bid award of previously authorized construction projects (BR Minutes, August, 2007).

The Chancellor or the University System chief facilities officer is authorized to act, without prior approval of the Board of Regents, in the qualifications-based selection of professionals and as the contracting officer for and on behalf of the Board of Regents, with authority to act for the Board in the execution of construction contracts/contract change orders, professional service contracts/contract amendments, including but not limited to architectural/engineering contracts for the preparation of plans for new buildings or engineering projects, major remodeling, and other projects in the University System of Georgia, provided, however, that the authority so delegated shall not exceed the sum of $5,000,000 for any one contractual obligation (BR Minutes, August, 2007).

The Chancellor or the University System chief facilities officer is authorized to delegate any or all of the above authority, in qualifications-based selections and to act as contracting officer, to individual institutions in the University System of Georgia based upon an evaluation by the Chancellor or University System chief facilities officer of the ability of an institution to properly administer the delegated authority. Such delegation of authority shall be administered in accordance with Board policies, and procedures and guidelines. Delegated authority may be withdrawn at the discretion of the Chancellor or the University System chief facilities officer. (BR Minutes, 1991-92, pp. 319-320).

The Chancellor and the University System chief facilities officer shall be authorized and empowered, in the name and on behalf of the Board of Regents of the University System of Georgia, to take or cause to be taken any and all such other and further action as, in the judgment of such officials, may be necessary, proper, convenient or required in connection with the execution and delivery of such instruments, documents or writings in order to carry out the intent of authority delegated (BR Minutes, March, 1981).

906.02 REQUIRED REPORTING

The University System chief facilities officer shall inform the Board periodically on the volume, scope, and progress of capital projects. An annual report on Board of Regents facilities design and construction related contracting, including information on levels of authority delegated to institutions, and qualifications-based selections, shall be provided to the Board at the first Board meeting following the end of the calendar year. (BR Minutes, August, 2007)

906.03 DEBARMENT

A design professional, consultant, or contractor may be debarred from performing any work, in any capacity, for the Board of Regents for a period of time up to five years from the date of determination. This sanction may be imposed by the Chancellor as the final agency decision based on the recommendation by a hearing panel comprised of the University System chief facilities officer or his/her designee and two other members appointed by the University System chief facilities officer. Cause for debarment will include commission of a criminal act in obtaining or attempting to obtain a contract or in the performance of a contract, any act indicating a lack of business integrity or business honesty, violation of state or Federal antitrust statutes, deliberate failure without good cause to perform under the terms of a contract with the Board of Regents, unsatisfactory performance under the terms of a contract with the Board of Regents, any violation of the conflict of interest statutes of the State of Georgia, or any other cause so serious and compelling as to affect the responsibility of the design professional, consultant, or contractor (BR Minutes, October, 2000).

907 FACILITIES AND CAMPUS GROUNDS DEVELOPMENT

907.01 SUSTAINABLE DESIGN AND LIFE CYCLE COSTING

USG buildings and grounds shall be planned and developed to provide long-term lifecycle benefits, and each campus's individual architectural character and landscape shall be maintained in a coordinated and consistent manner. In order to ensure that this intent is achieved:

Each campus shall employ design and construction concepts to allow for adaptive reuse, appropriate infrastructure, and flexibility to accommodate evolving technology. State-funded educational buildings shall be designed and constructed to provide quality service for 50 or more years, ultimately serving the citizens of Georgia by achieving long-term life cycle benefits (a positive cost-to-benefit return on the initial investment) (BR Minutes, September 2002).

907.02 BUILDING DESIGN STANDARDS

Each campus shall develop standards that establish basic aesthetic expectations for construction. These standards shall be founded on and complementary to the University System of Georgia's preplanning guidelines. Campus standards shall establish the campus's architectural theme and provide specificity sufficient to guide future construction activities to achieve harmony with the existing facilities while providing modern teaching and learning spaces. These standards shall ensure that the exterior architectural character of each building conveys the college/university character in a cohesive, attractive, and timeless manner. Each campus shall develop an "architectural palette" (list of materials) to guide the selection of exterior materials for construction projects. Enduring and easily maintained materials shall form the basis of these design standards. Although various products may be used as incidental or accent points, typically more traditional and durable materials, such as masonry, shall form the basis of each campus's selection of materials (BR Minutes, September 2002).

907.03 MODULAR/TEMPORARY BUILDINGS

The renting, leasing, or purchase of modular or other type temporary buildings and trailers is prohibited. Modular or other temporary buildings and trailers currently being rented or leased for or owned by an institution in the University System are exempt from this policy (BR Minutes, 1993-94, p. 153).

907.04 CAMPUS GROUNDS AND LANDSCAPE STANDARDS

Each campus shall develop standards that establish basic expectations for landscaping and grounds. These standards shall be founded on and complementary to the University System of Georgia's preplanning guidelines. Campus standards shall establish the campus's landscape plan and provide specificity sufficient to guide the planning and development of outdoor common space, including hardscape and signage, to achieve a cohesive and sustainable campus. These standards shall ensure that the campus grounds convey an attractive and inviting college/university character. Each campus shall establish material and plant lists to guide the development of public green spaces, and plantings shall be predominantly indigenous, maintainable, and diverse (BR Minutes, September 2002).

Each institution shall have installed on its campus, and on each existing off-campus facility, if any, an appropriate number of properly designed and constructed exterior signs containing the name of the institution and identification of the institution as a part of the University System of Georgia. Such signs shall be architecturally proper and structurally sound, and they shall be kept in good repair. Each of these signs shall be made and situated so that it can be readily seen and quickly read from nearby public street(s) and/or public highway(s) (BR Minutes, May, 1981).

Each institution shall fly the flag of the United States and the flag of Georgia from a building or flag pole on the campus of the institution (BR Minutes, 1956-57, p. 98).

907.05 PLAQUES

A plaque of bronze cast metal or other appropriate material will be installed in all major construction projects including new buildings, additions, and renovations, noting the year completed, the Governor and members of the Board at the time of completion and other Regents serving since the project was first approved, the architect and the contractor.

If deemed appropriate by the president of the institution, major contributor(s) may be recognized by inclusion on the plaque or a separate plaque. (BR Minutes, February, 1995, p. 18).

908 PUBLIC PRIVATE VENTURES

The Board of Regents considers Public Private Ventures to be essential to implementation of Strategic Capital Planning. Institutions shall conduct Property Activities for Facilities that are supported by revenue based funding through Public Private Ventures. All Public Private Ventures require approval of the Board of Regents. Planning for Public Private Ventures shall be in accordance with Strategic Capital Planning, Section 902.00.

The Board of Regents will work with cooperative organizations to provide Facilities that will be self-supporting from revenue generated. If appropriate, the Board of Regents will ground lease real property to a cooperative organization for the purpose of providing Facilities for use by an Institution. The Board of Regents will rent Facilities from cooperative organizations. The cooperative organization will offer the Facilities as a gift to the Board of Regents within 35 years of occupancy or sooner.

The Board of Regents cannot incur debt and will have no legal or moral obligation for any debt incurred by cooperative organizations for these Facilities.

The Board of Regents shall assess administrative fees for all Public Private Ventures as approved by the Board of Regents and updated from time to time.

The University System chief facilities officer and the University System chief fiscal officer will establish guidelines for System Institutions and cooperative organizations in the conduct of Public Private Ventures. (BR Minutes, June 2009)

908.01 HOUSING FACILITIES

For policy concerning student housing comprehensive plans and financial statements, see Section 711.0701.

908.02 PRIVATE HOUSING

The following policies shall govern off-campus private housing:

No private housing and/or attendant facilities shall be constructed on properties of the University System without the expressed written consent of the Board of Regents (BR Minutes, 1984-85, pp. 119-20).
Board of Regents reserves the right to construct housing and other student service facilities in any or all of the institutions of the University System at anytime.
For sound educational reasons, a president may require students to live on campus (BR Minutes, 1984-85, pp. 119-20).
Agreements may be entered into, with the approval of the Regents, between institutions and private housing operators to establish and make clear the terms and conditions upon which students are housed in the off-campus facilities, provided no financial or other restricting obligations, expressed or implied, are made on the part of the institutions of the Regents.
All institutions will cooperate with owners of private housing by providing complete information concerning facilities available to all students. (BR Minutes, 1968-69, pp. 182-183).

909 REAL PROPERTY OWNERSHIP AND ASSET MANAGEMENT

909.01 PROCUREMENT OF PROFESSIONAL EXPERTISE

909.02 ACQUISITION

The Chancellor and/or the University System chief facilities officer are authorized and empowered to execute, accept, and deliver for, on behalf of, and in the name of the Board of Regents of the University System of Georgia and under its SEAL, and without prior approval by the Board, any and all contracts, agreements, deeds, licenses, or other instruments related to the purchase or gift of real property (other than property acquired by condemnation) at a purchase price not to exceed the average of three separate appraisals made by independent and licensed real estate appraisers and where the purchase price (or gift value) of the real property does not exceed the sum of $250,000, provided the acquisition is in accordance with the campus master plan on file and shall not be subject to any reversions, restrictions, covenants, or adverse easements. (BR Minutes, August, 2007).

909.03 DISPOSITION

SALE OF PROPERTY

CONVEYANCES FOR ROAD IMPROVEMENTS

The Chancellor or University System chief facilities officer is authorized to declare, without further approval of the Board, that unimproved real property is no longer advantageously useful to any University System institution but only for the purpose of conveying title for public road improvements provided that less than one acre of real property is to be conveyed.

The Chancellor or the University System chief facilities officer is authorized to request, without further authorization of the Board, that the Governor execute a deed without warranty, quitclaim deed, or other deed of conveyance for unimproved real property for the purpose of conveying title for public road improvements provided that less than one acre of real property is conveyed.

DEMOLITION

The Chancellor or University System chief facilities officer is authorized to declare, without further approval of the Board, that a building, structure, or other improvement on the real property of the Board of Regents is no longer advantageously useful to any unit of the University System of Georgia but only for the purpose of authorizing demolition, provided that such building, structure, or other improvement is not a candidate for a national or state historic register and either:

is vacant, and has been vacant, for an extended period of time,
a cursory examination represents that it is not a cost-effective candidate for repair,
is obsolete and no longer necessary to provide support for which it was constructed and no longer needed to support academic programs, or
is consistent with the campus physical master plan and a Regents-approved capital improvement project.

The Chancellor or the University System chief facilities officer is authorized to request, without further approval of the Board, that the Governor issue an executive order authorizing the demolition of any building, structure or other improvement on the real property of the Board of Regents, provided that such building, structure or other improvement is not a candidate for a national or state historic register and either:

is vacant, and has been vacant, for an extended period of time,
a cursory examination represents that it is not a cost-effective candidate for repair,
is obsolete and no longer necessary to provide support for which it was constructed and no longer needed to support academic programs, or
is consistent with the campus physical master plan and a Regents-approved capital improvement project.

909.04 EASEMENTS

The University System chief facilities officer or his/her designee shall approve the execution and delivery of easements or revocable license agreements or permits for the installation of electrical power lines, cables, and duct banks; gas lines; domestic water lines, sanitary and storm sewers; communications lines; steam, hot water and chilled water mains; and other such utilities and appurtenances to the above, across Regents' property to buildings and improvements at the various institutions of the University System, by any entity and/or by private or public utility companies, and provided in each case a license agreement shall contain the following paragraph:

This agreement does not confer upon the Licensee any rights, title, estate or interest in said licensed premises, nor does this license agreement confer upon the Licensee a license coupled with an interest or an easement. This agreement merely gives to the Licensee, and to the Licensee only, a revocable personal privilege, it being expressly understood and agreed by Licensee that regardless of any and all improvements and investments made, expenses and harm incurred or encountered by Licensee, this agreement may be revoked and terminated by Licensor, either in toto or pro tanto, upon thirty (30) days written notice to Licensee. After expiration of such thirty (30) day period, this license agreement shall stand as revoked and terminated. (BR Minutes, 1972-73, p. 504)

909.05 TIMBER SALES

The Georgia Forestry Commission has consented to assist the University System and its institutions in the efficient and timely disposal of timber and timber products growing or produced on lands of the System. The Commission will designate and prepare for sale those timber products which should be harvested on property of the University System. The timber products so designated are hereby declared to be surplus property which can no longer be advantageously used in the University System and the sale of all such timber products is declared to be in the best interest of the University System.

The University System chief facilities officer shall act as the liaison between the Board of Regents and the Georgia Forestry Commission in the management, sale and disposition of timber and its by products.

The proceeds from such timber sales, after deducting the cost and expenses thereof, shall be paid to the Board for distribution to the institution having jurisdiction of the lands from which the timber was cut. All such sales shall be reported to the Board as information items at the meeting of the Board following the sale thereof.

All timber harvests and sales shall be contingent upon the completion of a Georgia Environmental Policy Act (GEPA) evaluation finding no significant adverse environmental impact.

On those lands of the University System which are under the management of the School of Forest Resources at the University of Georgia, the foresters of said school will designate and approve all sales of timber products and prepare the same for sale in keeping with sound and efficient forest management practices. All such sales shall be reported to the Board as aforesaid. (Georgia Laws, 1974, Section 43-206.1, p. 458; BR Minutes, 1972-73, pp. 145-47)

910 USE OF BOARD OF REGENTS PROPERTY

910.01 LEASING AUTHORITY AS LANDLORD

910.02 WHEN TO LEASE AS LANDLORD

It is the intention of the Board of Regents to insure that owned space within the University System is utilized with the greatest efficiency. The Board of Regents will allow campuses to lease space to others when it is appropriate to do so. When leasing to others is appropriate, the Board of Regents wants to assure the rental rates are fair and equitable

910.03 LEASE OF RESIDENTIAL FACILITIES

The Chancellor is authorized to lease housing to groups external to the University System of Georgia for a maximum term of one year under the following conditions. Any option periods or extensions beyond one year will require specific approval by the Board. Housing facilities will only be leased to outside parties when it has been determined that there is sufficient excess capacity and when such lease will not impact the ability to house all institutional students desiring housing during the term of the lease. Any lease to outside parties should be contemplated only after a good faith effort has been made to fill housing with University System students.

Any lease of housing must be compatible with the mission of the institution and must not be disruptive to the institution's students occupying housing. Leases for other than an institution's own students will only be considered in priority order for cooperative interns, college students, education institutions, or not-for-profit education institutions. Leases to individuals or groups not in these categories will not be considered. The lease rate will be at market rates for comparable housing in the vicinity and in no case will be less than the rate being charged to the institutional students for similar accommodations. Payment for the lease will be made in full prior to the commencement of the term of the lease (BR Minutes, 1996-97).

The president of each institution may recommend to the Chancellor or the University System chief facilities officer the leasing of residential facilities up to 2,000 square feet owned by the University System for fair market value rent and for a period of time up to two years at such times when such facilities are not in use by the institution. The president shall certify that such proposed lease of residential facilities does not adversely affect or impact the institution. Any revenues generated by such proposed lease of residential facilities will be used only for maintenance of the residential facility. Such leases shall be in writing and shall be consistent with guidelines promulgated from time to time by the Chancellor.

910.04 LEASE OF RESEARCH FACILITIES

The following policies shall govern the leasing of laboratory and research facilities:

The president of each institution may recommend to the Chancellor the leasing of laboratory and research facilities owned by the University System to private businesses, companies and corporations for the purpose of small business and economic development during times when such laboratory and research facilities are not in use by the institution as authorized by Georgia laws 1987, pp. 848 and 1020.
The president shall certify that the proposed lease of such laboratories and/or facilities does not adversely affect or impact on the institutional or research programs at the institution, or conflict with the academic and service mission of the institution.
Such leases shall be in writing and shall be consistent with guidelines promulgated from time to time by the Chancellor.
(BR Minutes, 1987-88, p. 139)

910.05 PRESIDENTS' HOMES

The policy of the Board regarding presidents' homes shall be as follows:

Presidents of research universities will be required to live, without charge, in university housing unless an exception is granted by the Chancellor. Existing presidential housing at other institutions will be phased out as rapidly as possible, and no additional presidents' houses shall be purchased or constructed for those institutions. Presidents who are currently furnished housing shall continue to occupy that housing during their tenure as president (BR Minutes, 1984-85, p. 114; BR Minutes, 1985-86, p. 53-54).
The institutions shall be responsible for the repair and upkeep of the buildings and grounds of the homes furnished for presidents.
The institutions shall be responsible for furnishing utilities, including local telephone service.
No food, food service, or other services shall be provided for the presidents and their families (BR Minutes, 1967-68, pp. 416, 645).
Any proposed project for improvement of a president's home, other than routine and necessary maintenance, shall be submitted for review and approval by the Chancellor and the Board of Regents. Any subsequent changes in the scope of the project or budget shall be similarly submitted for review and approval (BR Minutes, 1990-91, p. 385).

910.06 IN POLITICAL CAMPAIGNS

The president of each institution may authorize the use of institution facilities for political speeches. However, such use shall be limited to meetings sponsored by recognized organizations of the institution and shall be held only at places designated by the president.

The use of System materials, supplies, equipment, machinery, or vehicles in political campaigns is forbidden. (BR Minutes, 1976-77, p. 257)

910.07 BY AFFILIATED ORGANIZATIONS

910.08 BY UNAFFILIATED OUTSIDE PARTIES

When an outside party requests permission to use a campus facility for an event which is not contrary to the mission of the institution but which holds a potential for harm to the participants as a result of which a liability could be incurred, the president of the institution shall require the completion of a license agreement including a properly executed indemnification and liability insurance agreement (an approved form of License Agreement may be from the Chancellor's Office).

910.09 FOR PERSONAL USE

Personal property owned by an institution shall be used only for institutional purposes. No employees in the University System shall permit such property to be removed from the campus of an institution for use on either a rental or loan basis for personal use. (BR Minutes, 1949-50, p. 109)

911 USE OF NON BOARD OF REGENTS PROPERTY

911.01 LEASING AUTHORITY AS TENANT

911.02 LEASING AS TENANT

It is the intention of the Board of Regents to insure that currently owned space within the University System is utilized with the greatest efficiency. The Board of Regents wants to assure that campuses lease space only when it is appropriate to do so given the nature of the space needed, location of programs and the space demands on the campus. When leasing is required, the Board of Regents also wants to assure the rental rates are cost/beneficial.

As campuses have primary responsibility for space management, it is incumbent on campuses to assure adequate review of each leasing decision. Campuses are to establish review procedures which assure that all available space on campus is utilized to maximum benefit and that leased space is sought only when there is no appropriate space available on campus; when the program requires an off-campus site; when it is more economical to lease than build additional space; when no other campus has appropriate space which may be used; or when there are other extraordinary circumstance which require leasing.

Property to which title is held by the Building Authority of the State of Georgia and which is leased to the University System cannot be subleased or rented. It is permissible to license an outside party to use it for a purpose consistent with the mission of the institution in return for out-of-pocket costs for utilities and custodial services.

Campuses are charged with assuring they obtain the best rental rates in the area where leasing is to occur and to negotiate multiple year renewal options when possible. (BR Minutes, August, 2007)

911.03 REPORTING OF LEASES AS TENANT

Campuses are to report annually on all leased space to the Office of Facilities, the Board of Regents which will exercise oversight on leasing activity. The report should be submitted in conjunction with the submittal of capital budget request.

912 MANAGEMENT AND OPERATIONS

912.01 SUSTAINABILITY, EFFICIENCY AND EFFECTIVENESS

912.02 MAINTENANCE AND UPKEEP

912.03 MAJOR REPAIRS AND REHABILITATION

The Chancellor is authorized to allocate to System institutions, without prior approval of the Board, capital outlay appropriations - rehabilitation funds (cash or bonds), in amounts not to exceed $500,000 for any one project. The University System chief facilities officer is authorized to allocate to System institutions, without prior approval of the Board, capital outlay appropriations - rehabilitation funds (cash or bonds), in amounts not to exceed $250,000 for any one project. The actions taken under the authority of this paragraph shall be reported annually to the Committee on Real Estate and Facilities. (BR Minutes, August, 2007)

912.04 ENVIRONMENTAL & OCCUPATIONAL SAFETY

The Board of Regents is committed to achieving excellence in providing a safe working and learning environment, and supporting environmentally sound practices in the conduct of institutional activities. Each institution shall, at a minimum, comply with applicable environmental and occupational safety laws and regulations, and shall designate a key member of its administrative leadership team to oversee compliance. In the absence of specific laws or regulations, each institution will follow industry standards and good management practices.

Each institution shall maintain policies and procedures to govern activities to meet the goal of comprehensively integrating occupational safety and environmental considerations, and will periodically review and update such policies and procedures.

The University System chief facilities officer is responsible for developing standards, guidelines, and processes to promote, support, and access the implementation of environmental and occupational safety management programs and initiatives.

The University System chief facilities officer shall require institutions to provide reports related to environmental and occupational safety performance and shall report such data to the Board on an annual basis. (BR Minutes, June 2009)

912.05 EMERGENCY PLANNING AND PREPAREDNESS

The Board of Regents considers emergency preparedness and planning activities essential for maintaining the safety and security of the campus environment at each institution. Each institution shall develop and maintain an emergency action/response plan to guide the institution in responding to public health, natural and manmade hazards with the goal of mitigating risks to staff, students, faculty and property. Each institution will provide an updated copy of their emergency action/response plan at least annually to the University System chief facilities officer or designee.

Each institution shall designate an individual as a representative to coordinate emergency preparedness and planning activities, share information with the System office and to coordinate with the System’s emergency preparedness and planning activities. The individual’s name, title, and contact information will be provided to the University System chief facilities officer and updated as required.

The University System chief facilities officer shall periodically update the Board on emergency planning and preparedness activities. (BR Minutes, June 2009)

912.06 SECURITY

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