Operational Directives

Campus and Department Procedures

Facilities Planning & Management strives to improve operational excellence. Operational Directives support this goal by creating open, transparent and replicable procedures to provide best-in-class service to the campus community. 

Campus Procedures


Operational directives for university divisions and departments implemented to enhance the delivery of services to campus stakeholders.

These guidelines ensure accountability, transparency, and financial sustainability for the department by accurately tracking and recovering costs incurred in delivering services to campus partners. (Cost Recovery Guidelines PDF)

Document provides guidance on the process required to construct, enlarge, alter, repair, move, demolish, or change the occupancy of any state or non-state building or structure associated with the campus. (Facilities Modifications/Building Permits PDF)

Operational detail describes the planning requirements for Facilities Modifications and/or Special Events prior to starting feasibility, design, permitting, construction or a special event that requires permits. (Planning for Facilities Modifications and Special Events PDF)

Directive provides guidance on the maintenance and deferred maintenance issues with finishes in campus buildings including but not limited to classrooms, laboratories, offices and hallways. (Finish Renewal Program for Campus Buildings PDF)

Operational document fines FP&M's procedures and best practices for identifying, documenting and executing unplanned work orders for technicians in the field. (Customer Service Process PDF)

Directive provides guidance to the campus community on the process required to purchase and maintain a campus fleet vehicle (Also refer to Vehicle Acquisition Request Form (PDF). (Vehicle Purchase PDF)

Document outlines multi-department collaboration to clarify the preferred method for campus recycling practices that involve used printer cartridges and electronic waste (E-waste). (Electronic Waste Recycling Program PDF)

Operational detail pprovides after-hours contact information for the University Police Department (UPD) to reach Facilities Planning & Management (FP&M) employees to respond to routine, non-routine and critical after-hours emergencies. (Emergency Response Contact List PDF)

Document pprovides parameters for obtaining and deploying portable air cleaners/Scrubbers (PACs) on campus during the COVID-19 pandemic. (Guidelines for Deploying Portable Air Cleaners/Scrubbers PDF)

Operational detail offers rrecommended protocols to be taken with incidents involving wildlife on campus property. The procedures follow the principles of the campus Integrated Pest Management Plan (IPMP). (Integrated Pest Management Involving Wildlife PDF)

FP&M Internal Procedures


Operational directives guiding FP&M staff members to provide transparent procedures and best-in-class service to the campus community.

This document outlines the protocols for other FP&M Departments interested in reserving the Bucket Truck #355 from the Landscape Services Department. (Tree Crew Bucket Truck Protocols PDF)

Directive defines the processes for receiving preliminary orders (corrective action notices) from the California Department of Industrial Relations for conveyances (elevators, escalators and wheelchair lifts) and paying conveyance invoices for state and non-state building elevators. (Conveyance Preliminary Order and Invoice Process PDF)

This directive outlines new processes for FP&M staff who order parts and receive deliveries on campus. (Parts Ordering and Package Receiving PDF)

This document defines Facilities Planning & Management’s internal process for purchasing computer equipment in accordance with the campus Computer and Mobile Device Policy. The need for this policy has evolved due to hybrid work schedules and new telework agreements. (FP&M Computer Purchasing Policy PDF)

Document provides comprehensive instructions for the review, execution, and finalization of work orders within the CMMS. It encompasses procedure for closing work orders, maintaining records, and conducting post-task evaluations. (Work Order Review & Completion PDF)

Operational detail outlines the criteria and procedure for prioritizing work orders within a maintenance management system. This document encompasses identifying key elements such as urgency, operational impact, safety concerns, and resource availability to guarantee the prompt and effective completion of tasks. (Work Order Prioritization PDF)

Directive provides guidelines and procedures for the issuance, control, and management of keys within the organization. (Key Issuance and Control PDF)

Document outlines procedures and protocols related to granting, managing, and maintaining user access within the CMMS. This includes defining roles, permissions, authentication processes, and security measures to ensure efficient and secure access for authorized personnel. (CMMS User Access PDF)