Introduction to the Facilities Manual

Volume 1, Chapter 1

1.1 FACILITIES MANUAL PURPOSE AND RESPONSIBILITY

The University of California Facilities Manual (FM) is intended to allow easy access to important policies, procedures, and guidelines for all UC Facilities. Various departments at the Office of the President are responsible for FM preparation, publication, and administration. Policies and procedures are changed, updated, or transferred into the FM in an ongoing manner and campuses are notified of changes through an email listserve. 

Each Facility is encouraged to develop its own procedures manual that expands on and complements FM content.

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1.2 FACILITIES MANUAL ORGANIZATION

The Facilities Manual is organized into six volumes, each focused on a different aspect of Facilities management and operation:

Volume 1: 

  • Executive Summary and University Administration

Volume 2: 

  • Planning

Volume 3: 

  • Design

Volume 4: 

  • Construction Contracting

Volume 5: 

  • Bidding and Construction Administration

Volume 6: 

  • Plant Operation and Maintenance 

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1.3 FACILITIES MANUAL CONTENT, STYLE, AND LANGUAGE

This section explains and gives examples of the different ways information is presented in the Facilities Manual.

1.3.1 Content Levels

All FM volumes except Volume 1 contain two introductory sections "Introduction to the Facilities Manual" and "Volume Introduction and Summary" followed by numbered chapters. Most volumes are divided into two or more parts numbered with roman numerals.

Each chapter is subdivided into numbered articles, e.g., 5.1, which means, "Chapter 5, Article 1." Articles may contain numbered paragraphs, e.g., 5.1.1, which means, "Chapter 5, Article 1, Paragraph 1."

The final content level, the subparagraph, is not numbered but begins with a boldface, italic heading: e.g., Subparagraph Heading.

Located in the back of each volume is a four- to six-section Resource Directory containing figures, models, a glossary, a list of selected University policies, a bibliography, and attachments.

The last volume item, a master index for the entire FM, will be completed after all volumes are published.

1.3.2 Cross-References

When an item within the particular FM volume being used is cross-referenced, a notation like the following is given: (see 5.1). This means, "See this volume, Chapter 5, Article 1."

When an item in another FM volume is being referred to, the cross-reference will additionally include the volume number, as in the following: (see FM2:5.1). This means, See Facilities Manual, Volume 2, Chapter 5, Article 1.

References to multi-part volumes contain a roman numeral in brackets indicating in which part the reference can be found, e.g., (see [I]:3.2), which refers to the volume being used, Part I, Article 3.2, or (see FM2[I]:3.2) which refers to Volume 2, Part I, Article 3.2. ( Article 3.2 is the short form of saying, "Chapter 3, Article 2. ")

References to Resource Directory (RD) items contain the RD section and item number, usually preceded by the name of the RD section: e.g., (see Figures, RD1.1). Sometimes the number and entire name of a particular item are given, and the name of the RD section is intentionally omitted: e.g., (see RD1.1, Typical Flow Chart).

1.3.3 References Lists

References to publications (other than the Facilities Manual), laws, and University policies are listed in boldface type at the beginning of the article or paragraph they pertain to most. By researching these references, readers can obtain further information on items covered in the FM. Bibliographic references are also listed in Resource Directory (RD).

1.3.4 Approved Documents

The Facilities Manual contains documents approved by the Office of the President and the Office of the General Counsel for use by the Facilities. 

1.3.5 Language

Much Facilities Manual content is based on University policies. When a policy is being quoted or paraphrased, its name is referenced, and the text often contains the words shall or must : e.g., "The contractor must submit . . .". For easy reference, the full text of selected policies can be found in FM, Volume 1.

Another major portion of the FM is composed of recommended guidelines. Guidelines often contain the words "should" or "may".

Terms that have special meaning within the context of the FM are capitalized throughout the text e.g., "Facility" and "University" along with some titles and legal or contract terms: e.g., "President" and "Agreement." Definitions of special terms may be found in Resource Directory (RD): Glossary.

The Gregg Reference Manual, seventh edition (by Sabin), serves as the basis of most FM grammar, usage, and style conventions.

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1.4 FACILITIES MANUAL REVISION, MAINTENANCE, AND REPRODUCTION

This section contains background on the process by which the Facilities Manual is distributed and updated and gives suggestions for FM maintenance and reproduction.

1.4.1 Distribution

The Office of the President maintains the FM entirely online now and no longer provides hard copy distribution services.

1.4.2 Revision, Maintenance, and Reproduction

FM redline revisions are distributed by the Office of the President via an electronic listserve.

Comments and suggested revisions should be sent to:

Construction Services
Office of the President
University of California
1111 Franklin Street, 6th Floor
Oakland, CA 94607

 

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