Furniture Policy
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Document Number: FCMN--101
Revision #: 2.0
Document Owner: VP of Facilities and Infrastructure
Date Last Updated: 04/17/2018
Primary Author: VP of Facilities and Infrastructure
Status: Approved
Date Originally Created: 09/26/2011
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General Description
Description:
The Executive Director of Facilities and Safety is responsible for the consistent implementation of furniture and furniture purchase standards. Exceptions must be approved in writing by the Vice President of Business and Finance and the President. An approved furniture catalog is available through the purchasing department. All public areas or lounges and all floor, window, and wall treatments must be specified through the Executive Director of Facilities and Safety or the purchasing department. All furniture items, carpeting, and wall coverings, must meet applicable fire and safety codes.
Purpose:
In order to develop an orderly and transparent furniture policy for Cumberland University.
Scope:
All Departments
Exceptions:
The following are exceptions to this policy:
No exceptions to this policy
Responsibility:
President
Executive Director of Facilities and Safety
VP of Facilities and Infrastructure
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Requirements
Approvals:
All furniture adjustments, moves, and purchases must be approved by the Executive Director of Facilities and Safety, the Vice President of Business and Finance, and the President (when necessary).
Relevant Knowledge:
In order to comply with this policy you should know:
Current University policy
Standard company policies
Standards of good practice
Terms and Definitions: Additional training
Corrective Action
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Policy Provisions
1. Implementation of Furniture Purchase Standards
The Executive Director of Facilities and Safety is responsible for the consistent implementation of furniture and furniture purchase standards. Exceptions must be approved in writing by the Vice President of Business and Finance and the President. An approved furniture catalog is available through the purchasing department. All public areas or lounges and all floor, window, and wall treatments must be specified through the Executive Director of Facilities and Safety or the purchasing department. All furniture items, carpeting, and wall coverings, must meet applicable fire and safety codes.
1.1 Furniture Purchase Processing
ALL furniture purchases must be processed through the Executive Director of Facilities and Safety with approval of the Vice President of Business and Finance (and/or the President) to insure a uniform standard and quality. All furniture that is purchased using university funds is considered university property. University property can be relocated at any time depending on the needs for such property.
1.2 Storage of Furniture
If a department decides it no longer needs a piece of furniture (including historical), it should be moved to storage at their expense. Furniture placed in storage can be used elsewhere on campus and no longer belongs to that department. Departmental or School furniture located in offices not actively occupied may be reallocated at the discretion of the Executive Director of Facilities and Safety or the University President.
1.3 Stored Furniture Requests
A department can request used furniture from storage, if available, it will be moved at the department’s expense to their location.
1.4 Furniture for New Staff
When new positions and offices are created, Facilities will provide the standard furniture options for new staff and faculty as requested and as available.
1.5 ADA Requirements
When new furniture is required as a result of an ADA accommodation, Facilities will provide the standard furniture options for staff and faculty.
1.6 Historical Furniture Requests
If a department desires an historical piece of furniture, the requesting department is responsible for the moving costs and the expenses necessary to refinish the furniture to its original historical character.
1.7 College-wide or Reorganization Moves
If the University asks a department or individual to move as a part of a college-wide reorganization, and if the furniture doesn’t fit or is not adequate in the new location, then Facilities will pay for the move and the new furniture.
1.8 Individual or Department Moves or Requests for Additional Furniture
If an individual desires to move or a department wants an individual to move from one office to another and/or requires additional furniture, then the department is responsible for the move and/or the additional furniture expenses.
1.9 Furniture Standards for Offices
Furniture standard for offices (broadly defined) with high public visibility (e.g. President, Vice-Presidents and Deans offices and all staff within these immediate office areas as decided by the President, Vice-Presidents and Deans if appropriate) require furniture that is agreeable in appearance and presentation value. All furniture for the remaining departments will be the college standard.
1.10 Online Maintenance Requests
All furniture moves must be requested through the online Maintenance Request process.
The policy and its 10 sub-components provide the language for enforcing this policy.
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Performance Evaluation
Desired Outcome:
Adherence to this policy insures that an orderly and transparent furniture policy is in place for Cumberland University.
Performance Metrics:
Compliance with standard policy and procedure
Consequences:
Further training
Write-Up
Example Violations:
Purchasing or moving furniture without express consent from the VP of Facilities and Infrastructure.
Purchasing furniture that falls outside the standard cost allowed by the University.
Purchasing customized furniture without permission.
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Subject Experts
The following may be consulted for additional information.
VP of Facilities and Infrastructure
VP of Business and Finance