Facilities and Safety

Physical and electronic security is essential in providing security, access and protection to University of Arizona (University) students, personnel, equipment, buildings and resources. Universities are popular targets of theft from both internal and external threats. Access to University buildings is a privilege, not a right, and implies user responsibilities and accountability.

The purpose of this Policy is to regulate access to University property and to ensure that any individual, college, department, operating unit or program, within the scope of this Policy, is aware of their respective responsibilities when assigned CatCards and building keys. This Policy will help provide a safe and secure campus environment through the diligent control of electronic access devices and building keys.

This Policy and all implemented standards and guidelines apply to all individuals using any device to access University buildings and or resources, including but not limited to:

• Vice Presidents, Deans, Directors, and Department Heads;
• Faculty, staff, and students (Undergraduate, Graduate and Professional);
• Third party vendors, contractors, designated campus colleagues (DCC’s) and their agents.

Access Device/s: See definition of Key.

CatCard: The official University of Arizona identification card.

Department Access Coordinator (DAC): Person designated by the Vice Presidents, Deans, Directors, Department Heads and Building Managers to be responsible for authorizing and processing all access control transactions for the department.

Electronic Access Security: Any electronic or electro-mechanical locking device, using a Key that can be controlled from a site that is remote from the device. Any device that can be programmed, reprogrammed, that could have users added, modified or removed from a site that is remote from the device. Any device that can be opened, unlocked, locked or disabled from a remote location.

Key: Any means or Access Device used to lock, unlock, open or used to gain access into a secured area. This includes, but is not limited to, metal key, combination, keypad code, keypad PIN code, CatCard, Access Card, magnetic, proximity, biometric, RFID (radio frequency identification), or any combination of devices used to lock, unlock, open or gain access to a secured area.

Mechanical Security: Locking device requiring no electrical power to open, lock, unlock, or secure access to an area, which use a metal key or other apparatus.

Monitoring Center: Underwriters Laboratories [UL] listed monitoring center that provides 24 hour, 7 day per week off-site monitoring of security, fire and other alarms and dispatches security, police and/or fire personnel when an alarm is received. Monitoring Center can be a third-party security vendor.

Physical Security: Comprises Mechanical Security, Electronic Access Security and a Security System.  

Security System: Devices to detect unauthorized intrusion or breach of a security parameter and that notify local or remote Monitoring Center.

Security Levels:

Level 1 – Basic Security: Areas that are typically unlocked during business hours allowing access by University personnel or the general public. After hours these areas are secured and access is by University CatCard and use of PIN. University support Units will have access to these areas. An additional key pad may also be integrated into the Security System, requiring it to be armed and disarmed by authorized personnel, as necessary, to maintain the desired level of security.

Level 2 – Enhanced Security: Areas that are mechanically and electronically locked at all times, including during normal business hours and requiring University CatCard to gain entry each time and may also require use of PIN. University support Units will have access to these areas. An additional key pad may also be integrated into the Security System, requiring it to be armed and disarmed by authorized personnel, as necessary, to maintain the desired level of security.

Level 3 - High Risk Security: Areas that by Federal, State, or local laws or code restrict access, or are restricted by University policy. These areas may require higher security access control devices such as biometric control devices. In some cases access by University support services may be restricted or limited and may require support services be escorted by approved Unit personnel. An additional key pad may also be integrated into the Security System, requiring it to be armed and disarmed by authorized personnel, as necessary, to maintain the desired level of security.

Third-Party Security Vendor: A security vendor that provides a 24/7 support staff, in conjunction with a Monitoring Center, to monitor all the designated Security Systems.

Unit: Any University college, department, program, or other operating unit.

Only authorized individuals may access University facilities.

Each Unit and all individuals subject to the Scope of this Policy must follow the Electronic Access Guidelines and Facilities Management Key Issuance and Return Guidelines relating to electronic access and the issuance of metal keys for building access. All Units within the scope of this Policy are responsible for compliance to ensure the protection of University resources.

For University facilities, Facilities Management regulates metal key issuance and electronic access systems and maintains mechanical and electronic locking devices and all related door hardware specification, design, deployment, maintenance, and integration with other Security Systems.

Responsibility for approving access to University buildings and resources and for implementation of this Policy rests with the Vice Presidents, Deans, Directors, and Department Heads. Responsibility for approving access may not be delegated. Specific other responsibilities within this Policy may be delegated within the respective Units.

The Assistant Vice President of Facilities Management will have responsibility for:

• Oversight of mechanical security, electronic access security, alarm security, and the Third-Party Security Vendor.
• Development, revision, and oversight of this Policy and related guidelines.
• Enforcement of this Policy as described in this Section.

The Assistant Vice President of Facilities Management, or their designee, will issue guidelines to assist Unit compliance with this Policy. This Policy is the governing foundation for future policies and guidelines related to Physical Security of campus buildings, property, and resources.

Vice Presidents, Deans, Directors, Department Heads, and Building Managers will work together to designate a DAC to serve as the primary contact between their respective Units, Facilities Management, and the Third-Party Security Vendor regarding matters relating to Physical Security. Facilities Management must be notified immediately of any changes involving the DAC.

The Assistant Vice President of Facilities Management or their designee may grant exceptions to this Policy or related guidelines after a security risk assessment. The Assistant Vice President may at any time rescind any exceptions to this Policy or guidelines based on a new risk assessment or abuse of any exceptions granted.

The Assistant Vice President of Facilities Management is responsible for the oversight of and compliance with this Policy.

All Units within the scope of this Policy are responsible for compliance to ensure the protection of University resources.

Failure by individuals or Units to follow this Policy and associated guidelines may result in disciplinary action in accordance with Arizona Board of Regents and University of Arizona policies. Violations of this Policy may result in an individual losing access to a facility, a restriction on receiving additional keys, and/or additional cost to the individual or Unit, including paying for the facility or area to be rekeyed.

This policy outlines the University’s commitment to providing all employees, students, volunteers, and visitors with a workplace that promotes health and safety, meets regulatory requirements, assigns responsibility, and addresses workplace hazards in a timely and effective manner.

A. Guiding Principles

1. Workplace Health and Safety must be given the highest priority in the planning and implementation of all University programs.
2. With proper planning and preparation, most accidents and incidents are preventable.
3. Compliance with applicable health and safety regulations will be considered the minimum requirement. Effective health and safety programs require moving beyond mere compliance. The University may adopt standards or requirements that exceed those set by applicable law and regulations in its ongoing effort to seek and implement best practices for promoting health and safety, incident and injury prevention, and reducing risk.

This policy applies to all Workplaces that are owned, operated, or under direct control of the University of Arizona.

Workplace: All locations where University employees carry out their assigned job responsibilities. Workplaces may be occupied by faculty, staff, students, designated campus colleagues, contractors, volunteers, and visitors.

Workplace Health and Safety: Encompasses processes and programs designed to prevent injury and illness in the Workplace and maintain regulatory compliance, including management commitments; assignment of responsibility, authority, and accountability; hazard inspection and assessment; safety training; personal protective equipment; safety procedures; occupational health medical evaluation and surveillance; hazard, illness, and injury reporting; documentation; and regular program evaluation.

Retaliation: Occurs when an adverse action is taken against an individual for engaging in protected activity. Protected activity covered by this policy consists of (a) opposing conduct reasonably believed to violate an applicable health or safety statute or University policy; (b) filing or making a complaint (internal or external) about such practice; or (c) testifying, assisting, or participating in any manner in an investigation or other proceeding related to a complaint regarding health and safety.

Safety Compliance Units: Include Risk Management Services (RMS), Research Laboratory & Safety Services (RLSS), Occupational Health (OH), and any other University unit with oversight responsibility for Workplace Health and Safety.

University Community: Means any of the following individuals: (a) University student; (b) University employee; or (c) third party who is engaged in any University activity or program, or who is otherwise interacting with the University, including but not limited to volunteers, contractors, vendors, designated campus colleagues, visitors, and guests.

University Core Values: Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination

The University of Arizona is committed to providing a healthy and safe work environment in all sites owned, operated by, or controlled by the University. It is the duty of all members of the University Community to plan and conduct their activities in a manner that promotes health and safety, prevents accidents and injuries, complies with applicable regulatory requirements, and promotes a culture of health and safety that is consistent with the University’s Core Values.

1. The University President has ultimate responsibility for University health and safety programs. Under authority delegated by the President, University administrators including the provost, vice provosts, vice presidents, deans, directors, department heads, managers, and supervisors are responsible for implementation of this policy in their respective areas of responsibility.
2. Department heads and managers, academic and administrative, are responsible for ensuring that:
   1. Individuals under their management have the authority to implement appropriate health and safety practices and procedures, in accordance with regulatory and University requirements.
   2. Areas under their management have adequate training, resources and equipment to comply with health and safety requirements.
3. Supervisors, including faculty and non-faculty supervisors, and Principal Investigators are responsible for protecting the health and safety of employees, volunteers, students, and visitors working under their direction or supervision. This responsibility includes:
   1. Being current with and implementing University Workplace Health and Safety policies and programs applicable to their area of responsibility.
   2. Ensuring that employees, volunteers, students, and visitors under their supervision or within their work areas are provided with appropriate safety training, equipment, resources, and time to perform their assigned duties in a safe and healthy manner.
   3. Ensuring that Workplaces, including laboratories and equipment, are operated and maintained in a safe manner.
   4. Ensuring that Workplaces and activities under their direction, in consultation with applicable Safety Compliance Units, develop and implement appropriate safety procedures and practices to ensure compliance with health and safety requirements.
4. Faculty, staff, volunteers, and students are responsible for:
   1. Being cognizant of hazards and conditions that may impact their health and safety.
   2. Participating in safety training programs as required by their supervisors and University policy.
   3. Adhering to Workplace Health and Safety programs and practices in their Workplace, laboratory, classroom, and learning environments.
   4. Promptly reporting to supervisors, instructors, or a Safety Compliance Unit potentially unsafe practices or safety/health hazards in their Workplace, laboratory, classroom, or learning environment.
5. Prohibition of Retaliation.
   1. Retaliation or adverse actions that are reasonably likely to deter a complaining individual or others from engaging in protected activity are prohibited.
   2. An individual who believes that they have been subjected to retaliation in violation of this policy should report the matter immediately to Human Resources or the University Ethics and Compliance Hotline to obtain information about resolving concerns, including complaint-filing options and procedures, and to enable the University to take prompt remedial action.
   3. University employees and students have the right to file complaints with outside agencies as well as with the University. If an individual files a complaint with an external agency, the filing will not affect the University’s investigation concerning the same or similar events.

1. Safety Compliance Units are responsible for the development and implementation of Workplace Health and Safety programs and standards in their areas of responsibility to establish an institutional framework for regulatory compliance, injury prevention, and best practices. Such programs will be developed in consultation with applicable committees, stakeholders, and University leadership, and will represent institutional requirements applicable to the University Community.
   1. Research Laboratory & Safety Services is responsible for safety programs in University laboratories, programs, and activities that are part of the University research program.
   2. Risk Management Services is responsible for these programs in non-research environments.
   3. Occupational Health is responsible for development and implementation of medical assessment, monitoring, and intervention to support compliance and health promotion in the Workplace.
   4. RLSS, RMS, and OH will collaborate and jointly develop health and safety programs that are applicable to both research and non-research settings and will regularly review programs to ensure applicable health and safety needs are being met institutionally.
   5. Safety Compliance Units are responsible for conducting investigations of complaints alleging unsafe conditions or activities, accidents and incidents, inspection findings, and recommending corrective action as needed.
   6. Safety Compliance Units will serve as the primary University liaison to regulatory agencies governing Workplace Health and Safety.
2. Safety Committees will be established and maintained under the direction of University administrators as needed to address compliance requirements and regulatory oversight, loss prevention and safety program review, and safety program evaluation. Membership will be appointed by the responsible administrator. Safety Compliance Units are expected to assign representation to all Safety Committees and will provide staff support and safety/health expertise to these committees as needed.

This Policy provides for the Health and Safety of the University of Arizona (University) Community during a Pandemic and other Health or Safety emergencies.

The University President is responsible for the management of the University under the jurisdiction of the Arizona Board of Regents (ABOR). This includes taking any necessary and appropriate action to protect the safety and well-being of the University Community.

This Policy applies to the University Community.

Educator means any University employee responsible for teaching, advising, or instructing undergraduate and/or graduate students.

Health and Safety means personal security; public safety; emergency preparedness; public health; workplace safety; protection of environmental and physical resources; and safe and healthful facilities and service delivery.

Pandemic means an outbreak of a disease across a country or the world that is declared a pandemic by the State of Arizona and/or a federal public health authority.

State of Emergency means the existence of conditions of disaster or of extreme peril to the safety of persons or property within the state caused by air pollution, fire, flood or floodwater, storm, epidemic, riot, earthquake or other causes, as proclaimed by the Governor of Arizona (defined by ARS § 26-301.15).

University Community means any of the following individuals: (a) University student; (b) University employee; or (c) third party, including but not limited to, contractors, vendors, volunteers, and designated campus colleagues.

A. University Public Health and Safety

It is the duty of the University Community to take necessary Health and Safety precautions to help protect one another during a Pandemic, public health, safety, or other State of Emergency. During such emergencies, the University President or their designee will evaluate and employ a number of strategies and resources as part of public Health and Safety response planning.

Public Health and Safety response planning may include imposing restrictions on certain behaviors or requiring individuals to take specific actions (collectively, “Health and Safety Measures”). Health and Safety Measures that impose requirements must be approved by the President or their designee. Health and Safety Measures may take the form of administrative directives, policies, procedures, as well as enforcing applicable laws, government orders, or ordinances. 

B. Guiding Principles

The following principles will guide public Health and Safety response planning at the University:

1. the University is committed to monitoring and addressing emerging Health and Safety issues;
2. the University seeks to provide a safe, secure, and healthy environment in which the University Community can achieve their educational, research, outreach, service, and employment goals;
3. the University is committed to promoting a safe environment for the University community who participate in events or use resources, facilities, and services;
4. the University is committed to working with local, state, national, and global public health officials and subject matter experts as needed in responding to a public health emergency; and
5. the University is committed to providing open and timely communications regarding its decisions and Health and Safety plans.

C. Mutual Responsibility

The University Community must comply with Health and Safety Measures to fulfill their mutual responsibilities to maintain positive health and safety conditions for the benefit of the University Community.

Members of the University Community may seek an accommodation or exemption to the Health and Safety Measures based on disability, medical condition, or religious beliefs.

A. Policy Oversight and Enforcement

College, Unit, and Department supervisors are responsible for the enforcement and oversight of the University Health and Safety Measures and this Policy as it applies to employees and to those individuals, programs, and activities for whom and which they are responsible.

The Dean of Students or their designee is responsible for the enforcement and oversight of the University Health and Safety Measures and this Policy as it pertains to students. Educators have authority to enforce the University Health and Safety Measures and this Policy in their classrooms, laboratories, and other spaces of learning and exploration in their domain. In accordance with ABOR Policy 5-308 (Student Code of Conduct), the University will hold students responsible for their off-campus conduct if it presents a health, safety, or security risk to the University Community. 

The University seeks to achieve compliance with its Health and Safety Measures through educational efforts. A University Community member's failure to follow required Health and Safety Measures may result in disciplinary action according to relevant student or employment policies and procedures.

Any exceptions to this Policy must be approved by the University President or their designee.

This policy applies to students in Student Worker Groups B–D and Graduate Assistants/Associates.

Student workers receiving a University of Arizona paycheck are automatically provided worker’s compensation insurance coverage for on-the-job injuries. Coverage includes medical care and lost wages when a student worker is injured while in the course and scope of employment, and the claim is accepted for benefits.

Workplace injuries must be reported immediately to the supervisor. For routine injuries requiring medical attention, workers may call (800) 685-2877 to be referred to a nearby authorized medical care provider. This service is available anywhere in the United States 24 hours per day, and includes triage of the injury with a nurse on the phone, and direction to a nearby medical provider facility.

For life-threatening medical emergencies, call 9-1-1 to request emergency transportation to an emergency room for treatment. The University does not recommend self-transport, or transport by others for life-threatening medical emergencies.

The supervisor must report the injury to Risk Management Services at the earliest opportunity. An online portal for injury reporting is established in UAccess. For additional information and a link to the injury reporting page, see: https://risk.arizona.edu/insurance/incident-reporting. For additional assistance, contact Risk Management Services.

The facilities, space, supplies, services, and equipment owned by the University of Arizona are held for the purposes of teaching, research, and service. Other uses are sometimes permitted, on a noninterference basis with respect to these primary functions.

The unit administrator (department head, dean, director) is responsible for the proper use of facilities, space, and equipment within guidelines set by higher administration. Arrangements for their use for technology transfer or related activities can be made by individual faculty or professional staff members upon approval by the unit administrator, the Senior Vice President for Research, and the Provost. Such arrangements will be reviewed periodically by the Senior Vice President for Research and by the Provost to ensure that they do not interfere with the primary purposes of the institution.

Any employee who perceives that such an arrangement is interfering with the University's teaching, research, or service functions may bring the matter to the attention of the University Committee on Ethics and Commitment (UCEC). UCEC will hear complaints and investigate the possible inappropriate use of space, equipment, or other facilities, and will contact the appropriate administrator(s) as an initial step in this process. The results of UCEC's investigations and its recommendations will be sent to the faculty member(s) involved, department heads and deans, and the Research Integrity Officer. UCEC will report annually to the Faculty Senate on the number and nature of the cases investigated.

All deaths and serious injuries occurring on University property shall be reported immediately to the University of Arizona Police Department (UAPD). Deans, directors, and department heads shall report any death or serious injury of an employee to the Executive Office of the President, and deaths and serious injuries of students shall be reported to the Dean of Students Office. As soon as is practical, all such incidents must be reported to the Department of Risk Management Services, using a University accident report form or online system designated for this purpose.

Employee injury reports and workers' compensation claims are submitted to Risk Management Services and then forwarded to the State of Arizona Risk Management Division for processing.

The Division of Human Resources processes employees' health and life insurance claims, disability applications, and survivors' benefits claims.

Arizona Board of Regents Policies 5-302 and 5-303 prohibit the use, possession, display, or storage of any weapons, explosive device, or fireworks on the University of Arizona campus and on all land and in all buildings owned or under the control of the University of Arizona on behalf of the Arizona Board of Regents, except as provided in ARS §12-781. No concealed carry permit exempts a person from this policy.

If any person requests an exemption from this policy, the Chief of Police of the University of Arizona Police Department has been empowered to review and grant any such requests.

This policy is enforceable against all University of Arizona employees, students, and visitors on the University of Arizona campus and on all land and in all buildings owned or under the control of the University of Arizona.

Exceptions to this policy include

• Peace officers certified by the State of Arizona and currently employed by an Arizona law enforcement agency performing official duties.

• Peace officers certified by the State of Arizona in an off-duty capacity and currently employed by an Arizona law enforcement agency.

• Any law enforcement officer working under their color of authority.

• Weapons used in authorized academic programs for which prior approval has been obtained from the Dean or Department Head, Provost, and Chief of Police or their authorized representatives.

• Any other activity that has been given prior written approval by the Chief of Police and authorized University representative.

For the purpose of this policy the following definitions will apply.

“Explosive”: Any dynamite, nitroglycerin, black powder, or other similar explosive material, including plastic explosives; or any breakable container that contains a flammable liquid with a flash point of 150 degrees F or less and that has a wick or similar device capable of being ignited.

“Fireworks”: Any fireworks, firecrackers, sparklers, rockets, or any propellant-activated device whose intended purpose is primarily for illumination.

“Weapon”: Any object or substance designed to inflict a wound, cause injury, or incapacitate, including without limitation all firearms, BB guns, air guns, pellet guns, switchblade knives, knives with blades five inches long and longer, and chemicals such as mace, tear gas, or oleoresin capsicum (i.e., pepper spray), but excluding normally available over-the-counter self-defense repellents. Chemical repellents labeled “for police use only” or “for law enforcement use only” may not be possessed by the general public.

Violations

The chief administrative officer, or an officer or employee designated by the chief administrative officer to maintain order, may order a person to leave the property of an educational institution if the officer or employee believes that the person is committing any act or has entered the property with the purpose of committing any act that disrupts the lawful use of the property by others at the educational institution.

Violations of ABOR Policies 5-302 and 5-303 of the Code of Conduct are enforceable against all University of Arizona employees, students, and visitors. Any use, possession, display, or storage of a weapon, explosive device, or fireworks on the property of the institution after a reasonable request to remove the weapon, explosive device, or fireworks interferes with and disrupts the lawful use of the institution’s property by others. Persons in violation of any lawful order to remove the weapon or to leave the property are subject to arrest by a peace officer for interference with or disruption of an educational institution, ARS 13-2911(A)(3).

Unless specifically authorized by law, a person may also be in violation of “misconduct involving weapons” by knowingly entering a public establishment or attending a public event carrying a deadly weapon on their person after a reasonable request by the operator of the establishment or sponsor of the event or agent to remove the weapon from the area, per ARS 13-3102 (A)(10). A properly worded sign will serve as a “reasonable request.”

Enforcement

Violations of this policy by University students, faculty and staff will be considered misconduct, subject to disciplinary action in accordance with ABOR policy. Violation of this policy by members of the public may result in ejection from the property and/or confiscation of the weapon, dangerous instrument used, displayed or possessed. Violations may also result in arrest for applicable state statutes.
Confiscated weapon(s) or instrument(s) may be sold, destroyed or otherwise disposed of in accordance with Arizona Revised Statutes. All seizures of prohibited items will be carried out within current policies regarding the processing of evidence.

Request for Exceptions

Any request to use, possess, display, or store a weapon on University property in connection with official University business must first be reviewed by the responsible Dean or Department Head. The Dean or Department Head may comment and shall forward the request to the Provost for review and comment. The request must then be forwarded to the Chief of Police of the University of Arizona Police Department in writing at least ten (10) days prior to the intended date of such use, possession, display, or storage. The written request must

• Identify the purpose of the request.

• Identify how this request furthers the mission of the University.

• Identify the weapon.

• Identify the duration of the request.

• Identify a responsible person.

• Identity how the weapon will be secured.

• Identify how the weapon will or may be used.

The request will be evaluated by the Chief of Police, or their designated representative, and a written decision rendered within ten (10) working days. If the request is approved, the approval will include any conditions or restrictions necessary to require safety and consistency with the intent of the Arizona Board of Regents policy. If approval is given for an indefinite period of time it must be reviewed annually and renewed by the requestor. The University of Arizona Police Department will keep all approved requests on file and available for confirmation by police officers.

The University workplace is a diverse environment of classrooms, offices, and laboratories where many different activities are performed. Visitors to the workplace are generally welcome, and in some settings even encouraged. However, appropriate precautions and limitations on visitation are necessary to protect health and safety, and to maintain productivity and regulatory compliance.

"Hazardous Areas," for the purpose of this policy, are defined as any University operation or space where any of the following are present:

• Chemicals or radioactive materials in use or storage
• Biological or infectious hazards
• Live animals
• Construction or renovation activities
• Utility equipment spaces, tunnels, rooftops, mechanical rooms, heavy machinery, cranes, high noise levels, electrical hazards
• Other areas deemed hazardous by the host department

Hazardous Workplaces

There are many workplaces where hazardous materials or equipment are located or where hazardous operations are conducted. These include laboratories, shops, farms, animal-care facilities, and power plants. It is therefore necessary to restrict access “Hazardous Areas” for visitors, especially minors.  

Visiting adults who are not students or employees (visiting scientists, etc.) who work for two weeks or more in laboratories or other hazardous areas must receive safety training equivalent to that required for employees in the same environment. Documentation of training received from other employers or institutions may be accepted if approved by Risk Management Services. The host department is responsible for providing all visitors with specific safety instructions for local conditions and procedures, and for providing all necessary personal protective equipment. All safety training must be properly documented by the host department and kept on file in that department.

Visiting adults who are not students or employees (visiting scientists, etc.) who visit or work for two weeks or less in laboratories or other hazardous areas must at a minimum have local safety measures and emergency procedures explained to them, and must be provided with personal protective equipment appropriate to the environment being visited. Short-term visitors must be escorted and/or supervised by the host department at all times during their visit.

Children

In general, the workplace is not an appropriate place for minor children on a frequent or continuing basis, as children in the workplace create an atmosphere that may not be conducive to achievement of the unit’s specific goals and objectives.

Special occasions that are employer-sanctioned and at which attendance by children is encouraged should be coordinated with and approved by the department. The employee's schedule for that day should take the child's presence into consideration to eliminate potential hazards.

Children may be brought to workplaces by parent employees for brief visits or other times when common sense would dictate that it is more efficient for the employee to bring the child into an office (following or before a physician's appointment, for example). The parent employee must supervise the child(ren) on such visits. It is generally not appropriate for children of any age to be in the workplace on a regular basis, such as after school each school day or on regularly scheduled school holidays. Departments may implement an internal departmental policy allowing such visits.

The University recognizes that occasionally situations may arise that leave an employee with no acceptable alternative but to bring their child(ren) to work. In the event of an emergency, or if there are no other alternatives, parent employees may have children present in the workplace provided the parent secures prior departmental approval. Departments may implement an internal departmental policy allowing short-term visits by employees' children or may request employees to seek approval at the time of the visit. Such arrangements may be granted only in circumstances where safety issues (such as stairs and stairwells, automatically closing doors, open windows, office machines, etc.) have been satisfactorily addressed. This exception is not applicable to Hazardous Areas. Parent employees may not leave such child(ren) in the custody of another University employee, even for brief periods of time.

Minor children are not permitted as regular visitors in any Hazardous Area, as defined above. Short-term visits may be authorized for approved guided tours or other reasons, if appropriate precautionary measures are taken and hazards have been fully controlled or removed during the visit. Direct adult supervision of children is required at all times in hazardous areas. Department heads may require additional safety measures prior to such visits, and may wish to require written parental consent authorizing the site visit.

Vehicles

As a general rule, all occupants of University vehicles must have an official purpose to ride in the vehicle. This may typically include employees, students, or participants in an official University program or activity that uses the vehicle. Parent employees who wish to bring children on field trips in University vehicles as program participants should consult with their departments to determine if their children can participate in the activity safely and without disrupting or otherwise interfering with the program's purpose.

Animals

With the exception of service dogs or other service animals used to guide or assist persons with disabilities, employees may bring animals to University workplaces only with prior permission from the department head and only for official purposes.

The Space Committee’s mission is to align the development and utilization of the University’s physical space resources with the University’s strategic goals in concert with Arizona Board of Regents (ABOR) policies governing land planning, capital development, and space utilization. The Space Committee is the steward for all on- and off-campus facilities and has funding oversight for construction projects regardless of the funding source.

The role of the Space Committee is to ensure the orderly planning and development of all the University’s physical resources and the maximum utilization of its existing facilities in support of the University’s strategic goals. The Space Committee’s role includes oversight of University issues related to land use planning and development and the assignment of space. Long-term strategic decisions are referred to the President’s Cabinet. Responsibilities include

1. Making recommendations to President’s Cabinet on relevant policies associated with the efficient and effective management of the University’s physical resources and associated planning processes.
2. Overseeing the development and implementation of the Capital Improvement Plan (CIP) and its budgetary implications with the coordinating responsibility assigned to Planning, Design and Construction.
3. Administering the Construction Decision Packages (CDPs) process whereby construction and renovation projects less than $5 million are initiated. The Space Committee reviews the CDPs and prioritizes requests for any modifications or additions to campus facilities, physical plant, or landscaping for less than $5 million according to the availability of funds. CDPs also address contractual commitments, health and safety, and ADA issues.
4. Implementing the Campus Master Plan guidelines, including sub-areas and functional plans, and ensuring compliance with ABOR CCP five-year reviews.
5. Administering the University’s space allocations within the context of the overall priorities and programmatic requirements.

Committee Appointment

Appointment to the Space Committee is made by the President. The committee meets monthly, or as often as practicable, to review space-related issues and correlated resources.

Committee Membership

Senior Vice President for Business Affairs and Chief Financial Officer (Co-Chair)
Provost & Senior Vice President for Academic Affairs (Co-Chair)
Senior Vice President for Research
Senior Vice President for Health Sciences
Senior Vice President for Student Affairs and Enrollment Management

Committee Staff

Director, Real Estate Administration (Staff Team Leader)
Assistant Vice President, Budget Office
Associate Vice President, Financial Services
Assistant Vice President, Planning, Design & Construction
Senior Vice Provost, Academic Affairs
Associate Vice President, Research

Additionally, the Committee may, as appropriate, call upon other personnel – e.g., Community Relations, Risk Management, ADA experts – to provide topical support on an ad-hoc basis.

The Capital Improvement Plan (CIP)

The Capital Improvement Plan provides a comprehensive process for qualifying additional or replacement facilities for specific department/college functions for projects above $5 million. The Space Committee shall set project priorities, identify new project proposals, and recommend preliminary project rankings to the President’s Cabinet.

• Capital projects must contribute to specific strategic objectives or satisfy other important criteria such as meeting life safety requirements or correcting existing deficiencies per ABOR policy. Strategic plans shall identify major capital and operating implications of key strategies, e.g., comprehensive plans, sub-area plans.
• Planning, Design and Construction is responsible for integrating the planning activities for capital projects and producing the CIP.
• The CIP will be presented to the President’s Cabinet for review and approval prior to formal submission to ABOR.

Construction Decision Packages (CDPs)

Construction Decision Packages address construction and renovation projects less than $5 million. The Space Committee reviews and prioritizes the CDPs according to available funds. The Space Committee oversees the implementation of the approved CDPs and advises President’s Cabinet of actions taken when the following fiscal year’s funding has been determined.

• Each CDP includes a list of campus priorities that need to be addressed – e.g., health and safety, ADA, contractual commitments.
• Departments proposing to fund 100 percent of a project that complements the strategic goals of the department and the University only need the written approval of the Provost and the Vice President for Business Affairs.
• The Budget Office is responsible for making funding allocations and monitoring balances for projects approved by the Space Committee and President’s Cabinet. These responsibilities include ongoing tracking of allocated balances for the Space Committee and project allocation reporting as required by University Administration, ABOR, and the State Legislature.
• The Budget Office will return unexpended project balances to the funding source. Remaining balances are not available for changes in scope. Any changes in scope must be resubmitted to the Space Committee for additional review.

Campus Master Plan

The Space Committee is responsible for the development and implementation of an inclusive, participatory planning process for the Campus Master Plan that includes broad representation from campus and local constituencies.

• The Space Committee is responsible for complying with ABOR policy regarding the maintenance of an ongoing campus physical planning process and for conducting comprehensive plan reviews and updates at five-year intervals.
• The Space Committee shall consider recommendations from the Planning, Design and Construction Department on campus land planning, functional plans (e.g., stormwater drainage; campus circulation), and facility site selection.

Space Requests/Assignments

All space requests are submitted to the Senior Vice President for Business Affairs with the endorsement of the requesting department’s vice president and/or the Provost. Written requests must be submitted by the chairperson, dean, or director responsible for the program with a justification for additional space. The Office of Real Estate Administration will keep the Space Committee apprised of all outstanding space requests.

All University building space and land falls under the management authority of the University and are subject to assignment and reassignment to meet the institution’s overall priorities and needs. Space assignments are made by the Space Committee after careful consideration of all relevant factors, including costs and in consultation with the units involved. The Office of Real Estate Administration is responsible for maintaining written records and documentation of all actions regarding space assignments and correlated funding.

• Assignment criteria are based on ABOR space utilization guidelines with the Space Committee establishing priorities within University programs.
• Space already assigned to a college/unit may be reassigned internally among its departments without submission of a space request. Such reassignments should be reported at the time they are completed but no later than the next update of the University space inventory. If there is disagreement with a proposed internal reassignment, a written appeal describing the reasons for the disagreement may be submitted to the Space Committee within two weeks of the proposed reassignment. The Space Committee chairperson, if appropriate, will inform the committee of the issues and recommend a course of action at the next regularly scheduled meeting.
• Lease options are explored when it has been determined that the space cannot be provided in campus facilities or the requirement is site specific, provided that funds have been identified to meet the lease and associated expenses. Real Estate Administration oversees all lease negotiations and payments. Units are not authorized to negotiate leases on behalf of the University.
• Leases over $500,000/year and/or exceeding 60 months plus a maximum 60-month renewal term require prior ABOR approval. The ABOR approval process and the lease negotiations may require up to 120 days. Leases required by new grants are funded dependent upon the Indirect Cost Recovery rate (ICR) associated with the grant.
• If the grant is funded with full ICR and the associated ICR is proportional to the lease costs, then the lease is paid by UA Central Administration.
• If the grant is funded with the off-campus ICR rate, then the lease and all associated costs are directly funded by the grant and/or the requesting department.
• Both central and departmentally controlled classrooms are protected from conversions. Requests involving conversion of instructional space for other uses must be reviewed by the Office of the Registrar, which will evaluate and determine the impact on class schedules and provide a recommendation to the Space Committee for a final decision.

The naming of a facility or programmatic unit contributes to the University's sense of its own heritage and is a significant event in the history of the institution. Such namings demand due consideration and consultation. The Arizona Board of Regents Policy 1-117 provides the basic and controlling regulations involved in the naming of facilities (defined below) or programmatic units (departments, schools, institutions, centers, or colleges) for individuals or organizations. This document amplifies Regents' policy by stipulating the detailed policies and procedures to be observed at the University of Arizona.

ABOR policy 1-117 states that the University Presidents shall have the authority to approve the naming of University facilities and programmatic units for individuals and organizations. Facilities shall include, but not be limited to, buildings, structures, thoroughfares, areas, classrooms, offices, or other spaces within facilities. The policy further indicates that the University Presidents shall exercise their discretion in providing advance notice, as they deem appropriate, to the Board and the Executive Director of the names of the individuals and organizations who are considered for naming opportunities, and that appropriate Board recognition shall be provided to all naming recipients.

The University Presidents continue to have authority for naming of any facility by department, center, school, college, or functional name.

Criteria

In naming facilities or programmatic units, due attention must be given to the point that the adoption of names of individuals, families, or organizations prominent in the history of the University will contribute to the campus heritage. The guidelines of the Arizona Board of Regents (see “Related Information”) shall be followed, along with the following additional criteria.

1. Names of living or deceased individuals may be considered.
2. A name proposed for a new facility so as to recognize a gift to the University may be considered when the gift represents a substantial component of the project’s total cost. For fundraising purposes, a reasonable objective is 50 percent of the private gift component involved in the project.
3. A name proposed for an existing but presently untitled facility so as to recognize a gift to the University may be considered when the gift represents a significant proportion of the value of the facility. For fundraising purposes, a reasonable objective is 50 percent of the appraised value of the facility.
4. A name proposed for all or part of a facility that is to be renovated will normally require that the gift cover the full cost of the renovation.
5. A name proposed for a programmatic unit so as to recognize a gift to the University may be considered when the gift is similar to donations received for comparable naming at peer institutions or at the University of Arizona.
6. If a naming is contemplated as part of a fundraising drive or a contractual agreement, the Naming Advisory Committee must be apprised of this fact in advance. The committee is expected to exercise discretion and to respect confidentiality in such cases.

Procedures

All proposals for the naming of facilities or for the naming of programmatic units for individuals or organizations shall be submitted to the President in writing. They shall contain evidence showing that these criteria are satisfied (including the Regents' Guidelines) as well as indicating the results of consultation with occupants of the facility or members of the unit regarding the proposed naming.

1. The President shall forward all proposals to the attention of the Naming Advisory Committee, which is to consist of the Vice Chair of the Faculty (Committee Chair), President of the UA Foundation, President of the Arizona Alumni Association, Senior Vice President for University Relations, President of the Associated Students (ASUA), President of the Graduate and Professional Student Council (GPSC), Provost of the University, Chair of the Staff  Council, a representative from the Dean's Council (elected by the Deans), and a representative from the Faculty Senate (appointed by the Chair of the Faculty).
2. The committee shall give timely consideration to all proposals, weighing them on their individual merits and consulting with others outside its membership when appropriate and necessary.
3. Based on the merits of the case and the available information, the committee shall provide the President with its recommendations on each proposal. Given the significance of a naming for the University and for the wider community, ideally there should be substantial agreement within the committee. In the event that substantial agreement cannot be attained, the President should be informed of this fact.
4. The President shall take the committee's recommendation into account in deciding whether to proceed with the naming.
5. Naming of academic programmatic units shall also require approval of the Faculty Senate. Functional naming of units will not be considered by the Senate until a recommendation from the appropriate Senate Committee has been submitted. Naming of a unit for an individual or organization shall be considered in executive session, and prior committee recommendations are not required.

Term of a Naming

Once approved by the President, the name given to a facility or programmatic unit shall continue in use for the life of the facility or unit unless the President considers that extenuating circumstances might justify a change. In such a case the President shall seek the advice of the Naming Advisory Committee before any decision is made.